Parent-Subsite Entering Placement Requests

Purpose:
This guide explains how subsites assign mentors and enter placement requests in Sonia, including setup, permissions, and steps for confirming or rejecting placements.

A. Setup – One-Time Tasks

1. Enable Viewing of Unallocated Placements

   • Navigate to: School Options > Online > General tab > General section

   • Ensure “Unallocated placements can be viewed” is ticked.

2. Optional: Notification Setup for Placement Request Changes

   • Go to: School Options > Notifications > Placement Officer tab

   • Select “Placement request status changed”.

   • Team members who need notifications must go to File > Subscribe, then select this notification.

3. Populate Appropriate Lists

   • Examples: Class (e.g., 1st grade), Shift (if repurposing for Grade Level), Topic.

   • Note: Using Topic instead of Shift allows you to define placement business rules, which can help with auto allocation.

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B. For Each New Site or Change in Primary Contact (PC)

1. Ensure the site has a Primary Contact (PC).

2. Ensure the PC has these permissions:

   • Edit placement requests

   • Can edit positions

   • Can perform general administration
     (Refer to the Roles and Permissions guide for details.)

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C. For Each Placement Group

1. Add sites to the placement group as Unconfirmed placement requests.

   • This can be done in bulk (see related article for instructions).

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Sonia Online Steps – Site Contact

1. Log in to Sonia Online.

2. Click the Placements tab.

3. Locate the appropriate placement group.

4. Confirm or reject the number of placements.

5. If confirming:

   • Click the red Details button of the placement group.

   • Scroll to Allocation Information and click View on a placement.

 

7. Click “+ Add new position”

 

8. Enter details you specify:
   1. Mentor, Class, Shift (Grade Level/Subject) or Topic, maybe Days
9. Saves
10. Repeat for each placement in that placement group (i.e., click View on each placement in #6 above)

What to Do if Mentor Is Not in the Dropdown List

If a mentor’s name does not appear in the dropdown list, the individual must be added as a site contact.

Prerequisite:
The Primary Contact (PC) must have the “Can perform general administration” permission, which allows them to add contacts to their site.

Steps to Add a Mentor as a Site Contact:

1. Click the Site Details tab at the top of the page.

2. Select the correct site from the Site/Subsite dropdown.

3. Click the Associated Users button.

4. Click + Add new user.

5. Enter the mentor’s details and click Save.

Once added, the mentor should appear in the dropdown list for placement assignments.

6. Go back to section 1.2 above, and repeat steps 2-6.

 

Here’s a polished KB article section for Parent Site Assigns Subsite and Mentor:

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Parent Site Assigns Subsite and Mentor

Purpose:
This guide explains how a parent site can assign subsites and mentors, including setup, permissions, and steps for confirming placements in Sonia Online.

A. Setup – One-Time Tasks

For each new parent site added to Sonia or if there is a change in the Primary Contact (PC):

1. Ensure the parent site has a Primary Contact (PC).

   • The PC can view and edit its subsites.

2. Ensure the PC has the following permissions:

   • Edit placement requests

   • Can edit positions

   • Can perform general administration
     (See the Roles and Permissions guide for details.)

3. Ensure new subsites are linked to a parent site, if applicable.

B. For Each Placement Group

1. Add all subsites to the placement group as Unconfirmed placement requests.

   • This can be done in bulk (see related article for instructions).

C. Sonia Online Steps – Site Contact

1. Log in to Sonia Online.

2. Click the Placements tab.

3. Locate the appropriate placement groups.

4. Confirm or reject the number of placements for each subsite in each placement group.

5. Complete steps 5–10 from section 1.2 (Parent-Subsite Entering Placement Requests) for each site and placement group that is confirmed.