Background

Create and organize a hierarchy of placement sites to align sites within a broader organization.

What are Parent and Child Sites?

Parent and Child sites are a way to organize and manage multiple sites or site locations within a larger organization. Some common Parent/Child site relationships could include: 

• a primary location (Parent) and satellite location (Child);
• a Hospital System (Parent) and Individual Clinic (Child); or 
• a District (Parent) and School (Child). 

NOTES:

• The terms “Parent” and “Child” can be customized to fit your program’s terminology.
• Parent sites and their documents are not visible to students in the Find a Site table when searching for a placement and they cannot connect with a parent site via the placement process. 

 

How to Create A Site Hierarchy

1. Go to the Program Setup | Admin environment and then the Sites workspace. Once here, you will either find the site you want to convert to a parent or child site in the Sites table or create a new site if either the parent or child site does not already exist. 
   • Learn more about creating new sites here.
2. To make an existing site into a Parent site, expand the site's record and go to the Parent/Child Sites tab.
   1. Click on the Add (+) button to the right of “This site is a parent site to” to select the Child site you would like to connect to.
      
3. To make a site a Child site, expand the site's record and go to the Parent/Child Sites tab.
   1. Click on the Add (+) button to the right of “This site is a child site of” to select the Parent site you would like to connect to.
      

To add Child sites to a Parent site en masse, you will check the box to the left of the sites' names. Once you’ve selected the sites you would like to add, scroll to the bottom and click on the Edit # Sites button. At the top of the available fields, you will find Parent Agency where you can then select the parent you would like to add the child sites to.
NOTE: A parent site can have multiple child sites, but a child site can only have ONE parent site.

How Does Site Hierarchy Work? 

Associated Users: 

• Users associated with the parent site will automatically appear in the child site's record with the label: "Parent Agency Users." However, this does no function as a direct connection between the user and the child site. 
• Users with the Authorized Site Representative role who are associated with a parent site will have the ability to edit the site's details and attributes from their own accounts, view associated site staff, and view site documents. 
  • Authorized site representatives who are associated with a parent site but not with individual child sites will only be able to update details and view documents related to the parent site. If the need to update information related to a specific child site, they will need a direct association with that site as well.  

NOTE: Users cannot supervise a parent site

• When an attempt is made to make an existing site with existing supervision rules a parent site, an error will appear saying that the site cannot be made a parent site
• Only users with the Authorized Site Representative role should be associated with parent sites
• Best practice is to create a new site to be the parent site.

 

Documents: 

Documents associated with both the parent site and the child site will be visible in the Documents tab of the child site's record from an administrative view.

• Documents from the child site will appear under Site Documents
• Documents from the parent site will appear under Parent Site Documents.

Note: Students cannot see Parent sites or their documents.

Quickly access all documents associated with a parent site and its related child sites by using the Parent filter in the site documents table in the Documents workspace. 

1. Go to the Program Management | Supervision environment. 
2. Go to the Documents workspace. Click the Site tab at the top of the screen.
3. Select the filter labeled More. 
4. Select the Parent option. This will cause a new Parent filter to appear. 
5. Choose the name of a parent site from the Parent filter. This will allow you to view all documents associated with either the parent site or its children.   

BEST PRACTICE: If you only need one partnership agreement with a parent site, you can save it just once in the parent site's record and you'll be able to view it from within the records of any child sites associated with that parent. 

 

Program Associations: 

If a parent site is associated with a program, that same program will not automatically appear as the child site’s program. You will need to add the correct program(s) and approval statuses to both parent and child sites. 

Navigating the Sites Table using Site Hierarchy

Parent Sites

Parent sites will be indicated by the Parent/Child icon  to the left of the site name and will appear bolded and underlined. Click the Parent/Child icon next to the site's name to quickly view all child sites associated with the parent site.

Child Sites

Child sites will be indicated by the Parent/Child icon to the left of the site name but will not appear bolded or underlined. Click the Parent/Child icon to quickly view the site's parent and any other child sites associated with that parent.

Filtering and Editing Parent/Child Sites

You can now filter the Site List using the parent filter. Only parent sites will appear as options in the filter. When you select a parent site with the filter it will show the parent site and any associated Child sites. From there you can add additional available filters to narrow down your results.

 

Related Articles:

Customizing Terms in ELC