Overview

Placement Coordinators can refer students to a site's Authorized Site Representative (ASR) for evaluation before notifying students of their placement. This feature is available on site processes that use the Assigned workflow and have the placement referral feature enabled.

Once a referral is submitted, the ASR receives the student's completed pre-application task documents and indicates whether the student is acceptable for placement. Placement Coordinators are notified of the ASR's response and can then proceed with finalizing placements.

ELC also supports a parent site (District, Network) referral workflow, in which students are referred to a parent site's ASR who then selects an appropriate site within their network. See the Parent Site Referral section below for details.

Sections:

1. Enabling the Placement Referral Feature
2. Submitting a Site Referral
3. Parent Site Referral

Enabling the Placement Referral Feature

The placement referral feature must be configured in the Site Process Builder before it can be used on the Placement Approval Grid.

Mark Tasks to Include in Referrals

1. In the Site Process Builder, open the task you want to share with the ASR during review.
2. Check the "Include in Placement Referral" option
3. Repeat for any additional tasks.

Note: Documents associated with completed tasks marked this way will be forwarded to the ASR when a student is referred.

Enable the Feature on the Site Process

1. In the Site Process Builder, open the assigned site step of the site process
2. Check the "Use Placement Referral Feature"

Statuses When Using Referrals

• Tentative: Indicates a site has been assigned to a student, but the student has not been referred to the site, nor has the student been notified.

• Site Review: Indicates the student has been referred to the site and you are awaiting feedback from the site.

• Pre-Approved by Site: Indicates the site has completed their review and the student has been approved by the site.

• Not Approved: Indicates the site has completed their review and the student was not approved by the site. The “not approved” status is also used if the student’s placement is marked “not approved” in the final review step of the placement process.

• In-Progress: Indicates the student has been notified of their assignment to the site and can continue on to the next steps of their placement process.

Submitting a Site Referral

Send a Referral for an Individual Student

1. Navigate to Program Management > Supervision > Site Placements > Placement Approval Grid.
2. Assign a site to the student
3. Long-press the building icon in the student's Placement Actions row. This sends the student's pre-application task documents to the site ASR for review. The process status advances to Site Review.
   

Bulk Referral Actions

Use the more menu (…) in the Placement Actions row to apply referral actions to all students at once:

• Referrals: Send All to Site ASRs: Sends referrals for all students currently matching the active filters. All instances advance to Site Review.
• Referrals: Mark All as Approved: Completes the referral step for all students. All process instances advance to Pre-Approved by Site.
• Referrals: Mark All as Not Approved: Marks all students as not approved
• Referrals: Skip All Referrals: Bypasses the referral step for all students.
• Placements: Notify All Students: Notifies all students of their placement.
• Cancel all parent referrals: Cancels all pending parent referrals matching the current grid filters. Only referrals still awaiting ASR approval are affected.

Skipping or Overriding a Referral

To skip or override a referral for an individual student, click the more menu (…) next to the building icon in the student's Placement Actions row:

• Skip referral: Advances the process to Pre-Approved by Site without sending a referral.
• Mark referral as approved: Manually advances the process to Pre-Approved by Site.
• Mark referral as not approved: Manually advances the process to Not Approved.

After the ASR Responds

Once the ASR submits their referral selections, the status indicator in the student's Placement Actions row updates and you will receive a notification.

• Acceptable: The student has been approved. The process advances to Pre-Approved by Site.
  
• Not Acceptable: The student was not approved. The process advances to Not Approved.
  

Once referrals are complete, long press the notify icon to inform students of their placement and advance the process to In Progress.

Parent Site Referral

The parent site referral workflow allows Placement Coordinators to refer multiple students at once to a parent site's ASR. The ASR reviews the students' documents, selects an appropriate site within their network for each student, and submits their approval.

Note: The Placement Referral Feature setting must be enabled on the site process for the parent site referral option to appear. See Enabling the Placement Referral Feature above.

Initiate a Referral

1. Navigate to Program Management > Supervision > Site Placements > Placement Approval Grid.
2. In the Add Site row, click the building icon button at the far right of the row This opens the Site Placement Parent Referral overlay.

Select a Placement Group and Students

Before the student table loads, you will be prompted to select a placement group. This determines which students are shown and which placement group the referral records will be created under.

1. Select a placement group from the prompt.
2. The overlay loads students who have access to the selected process via an active placement group. Use the filters to narrow the list as needed:
   • Search, city, distance from zip, state
   • Has Site: filters out students who already have a site assigned or a pending referral
   • Any custom filters enabled for Placements tables
3. Use the column customization button (gear icon) to adjust visible columns if needed. Default columns: checkbox, first name, last name, city, state, zip, placement group, sub-program.
4. Select one or more students using the checkboxes.
5. Click Choose students for referral to advance to the next step.

Tip: Clicking an individual student row opens their Site Placement widget.

Refer Students to a Parent Site

The Assign Student(s) to Site overlay displays your selected students in a collapsible accordion at the top of the page. The accordion title shows the total count of students. Clicking a student opens their site placement information widget.

1. Review the map view tab to confirm all selected students fall within the general area of the parent site network.
2. Locate the appropriate parent site in the site table.
3. Click Refer next to the parent site.
   1. Note: Sites that are not parent sites will show Assign
4. Review the confirmation prompt
5. Click Yes to submit the referral, or Cancel to go back.

Note: You can also use this page to assign multiple students directly to a non-parent site and supervisor without sending a referral.

Referral Status on the Grid

After a parent referral is submitted, status indicators appear in each referred student's Placement Actions row:

• Pending: A referral has been sent and is awaiting a response from the parent ASR
• Not Approved: The parent ASR marked the student as not acceptable.
• Approved: The parent ASR selected a child site and submitted their approval. The site avatar displays with distinct styling to indicate it was set through a referral.

Note: To cancel an individual pending referral, click the more menu (…) next to the student's status indicator in the Placement Actions row and select Cancel referral.

 

After the ASR Responds

Once the ASR submits their referral selections, the status indicator in the student's Placement Actions row updates and you will receive a notification.

• Acceptable: The student has been approved. The process advances to Pre-Approved by Site.
  
• Not Acceptable: The student was not approved. The process advances to Not Approved.
  

Once referrals are complete, long press the notify icon to inform students of their placement and advance the process to In Progress.

Related Articles

Reviewing Student Referrals (for Authorized Site Representatives)