What are Site Openings?

Site openings are the number of students a site will accept and support for placement. Experiential Learning Cloud will help you track the number of available openings at each site, by storing each site's maximum number of openings for your program's pre-defined openings periods.

As students begin applications and are placed with these sites, the number of available openings will be updated, to keep everyone up to date on the site's current availability. 

Creating Openings for Sites or Supervisors

Activate Opening Management 

1. Find your Program record under Program Setup | Admin, in the Programs tab
2. In the Program Settings tab, check one option: Enable site opening management for openings at the site level or Enable supervisor opening management for openings at the supervisor level.
   1. NOTE: Your program can switch between site openings and supervisor openings without data loss. Total openings will be preserved if you decided to switch from one to another.

Create Opening Periods

Opening Periods determine when you and your Authorized Site Representatives can respond to the associated openings requests, on behalf of an individual site. 

1. Click the Add(+) button in the top right of the table to create a new Opening Period. Be sure to give the opening period a name. The name should help describe when the openings are applicable. 
   • For example you may name the new opening period something such as “Spring 2025 Placements” or “2025-2026 Placements” 
2. Associate the period with a program. This will tie the opening period to all sites or supervisors associated with the selected program.  
3. Set an “Active On” and “Inactive On” date range. This will determine when the site or supervisor openings are visible to and editable by Program Administrators and Authorized Site Representatives (ASR) at the individual site level.  
   • These dates are optional. If you would rather that the openings requests be available to be updated indefinitely, you don't need to provide dates here. 
4. Set an “ASR Edit Notification” date. This will trigger a notification being sent out to any ASRs associated with sites that are associated with the program indicated in the Opening Period.
   1. NOTE: If you would like to send any additional reminders, you can do so by updating the ASR Edit Notification date to a current or future date at any time.
5. Select the Use ASR Confirmation checkbox if you'd like ASRs to confirm that the number of openings is accurate before they count toward the total number of openings available for student placements.
6. The active/inactive toggle allows you to make an opening period inactive. Inactivating an opening period will clear all associated opening requests from your site tables.
7. The Duplicate button allows you to create a copy of the openings period and all associated data except dates.
8. The Reset ASR confirmation status button allows you to reset confirmation status and will require ASRs to confirm accuracy of number of openings available before they count toward the total number of openings available for student placements. 

Creating Opening Requests

Opening Requests define the context for the openings that you and your Authorized Site Representatives can provide. You will create Opening Requests within the Site Openings workspace, located in the Program Setup | Admin environment. Opening Requests can be created after the Details of an Opening Period are established.  

After completing the details of the Opening Period you just created, go to the Opening Requests tab. 

1. Click the Add(+) button to create a new Opening Request. 
2. Indicate which classification the openings should be relevant to. 
3. Include a description of the opening request. This will help your site representatives understand more context about the placement you’re asking them to support.  
   • A description could look like: “Students entering Field Experience I have no prior clinical experience. They need to gain 100 hours of experience within 6 months. Students will begin applying for placements on March 01, 2024, and will begin their placements on September 01, 2024.” 
4. Provide a start and end date that the openings apply to. Dynamic openings totals will only reflect the number of openings filled or openings left during the opening request's identified date range.  
   • Start and end dates are not required. You can leave the dates blank to allow for the openings to remain relevant on an ongoing basis, with sites simply updating them when their capacity for hosting students changes.
5. Indicate which sub-program the openings should be relevant to.
   • Including a sub-program on an opening request is not required. If a sub-program is included the openings will only be relevant to students associated with the sub-programs identified. If left blank openings will apply to anyone associated with the program, regardless of their sub-program association.

BEST PRACTICE: Since the dynamic number of openings reflects both students actively placed at the site or with the supervisor, as well as those with “in progress” and “decision pending” placement applications, the best practice is to set this date range to include the placement application timeframe as well as the placement timeframe.

 

Related Articles:

• Learn how to update an individual site's openings
• Learn how Site Representatives can keep site information, including openings, updated
• Learn how Placement Approvers can reference site openings to inform the student placement process
• Learn how Students can reference site openings to inform their placement processes