Using Placement Assist

Placement Assist is an Auto-placement report tool that matches your students to available slots. This feature now supports placing students who have completed the following wishlist:

• Slot-based wishlist
• Location based wishlist
• Slot and location-based wishlist
• Setting-based wishlist
• Location area-based wishlist
• Randomized placements without a wishlist.

Placement Assist works even without a wishlist, you may still use advanced options to influence the output, even when you don't have a wishlist

You can run as many placement assist runs as you’d like, or make manual changes. Once you’re happy with your placements, you will make the placements in the system.

Go to Placements section from the Exxat Prism dashboard or from the hamburger menu.

1. Select your desired course or placement group.
   You can also select a placement group to manage multiple courses at a time
   
2. If you selected a placement group, click Placements for Group. 
   
3. Go to Placements page and click Placement Assist.
   
4. The system navigates you to the Placement Assist- Setup page. Select the rotations you would like to include in your placement assist.
   • If a rotation does not have a wishlist, you can run a placement assist on it anyway! Students will be randomly placed into available slots
     
   • For PA programs: It is recommended that you run the placement assist on a whishlist that is location-based or slot based or both location and slot based. However, select the setting available on the wishlist for the students to rank the slots/location for the same setting as the course.
     For Example: If you are setting up a wishlist for a Family Medicine course select only Family Medicine as a setting on the Wishlist set-up.
5. Select the Rotations and wishlists to run the wish list by clicking the check box.
   
6. All students registered for the course will be included in your run. If you’d like to exclude students, click on Select Students (#)
   
7. In the Student Selection drawer, select students to run the placement assist and click Update.
   
8. Advanced Option: You’ll then decide whether you’d like to use any advanced options
   
   
   • Include Placed Students and Used Slots:
     Allows you to include any placed students and used slots in your run. This will not unplace your students but will simply allow you to view how including them in the mix will affect all other placements.
   • Consider Distance for Placements:
     Prioritize student placement based on the distance of the location. Closer the distance of the location higher the likelihood for a match. 
     You can choose to use Students' current address or the school address to run the placement assist. 
     
   • Restrict Placements in Overlapping Rotations:

     Enable this option to automatically identify and group overlapping rotations, preventing students from being placed in clashing rotation timeframes. The system detects all rotations with overlapping dates and groups them together.

     This ensures students are placed in only one rotation within each overlapping group. Program Administrators can review, edit, or delete overlap groups as needed.
     

     • • Click on the edit icon to edit or modify rotations. 
       • Click on the delete icon to remove the overlapping rotation group from being considered in the placement assist.
   • Pair courses with program clinical settings:
     Enable this option to link settings to course(s). Only Slots with selected settings will be used for the course(s) placements.
     
   • Customization based on Slot Type: 
     Enable this option to exclude specific slot types from consideration. Assign custom weightages to prioritize certain slot types, higher the number higher the weightage. Check the box to include the type of slot in the run.
     
   • Customization based on Slot Settings:
     Enable this option to exclude specific settings from consideration. Assign custom weightages to prioritize certain settings, higher the number higher the weightage.
     
   • Customization based on Slot Status: 
     Enable this option to exclude specific slot statuses from consideration. Assign custom weights to prioritize certain slot statuses.
     
9. Click Run Placement Assist.
   You’ll navigate to the History tab where the placement assist execution is listed. 
   
10. Click on the Download download excel file containing the details of placement assist run.  The Placement Assist excel is generated based on optimal student-to-location matches based on various factors, including student preferences, available slots, location, and setting. The Excel sheet includes information about each student, their matched location, and the rationale behind the match, highlighting factors that contributed to the optimal pairing. The excel displays the following tabs:
    • Summary tab in the Excel report: On the Summary tab, view a quick overview of the number of students who were included, whether the student was placed on their wishlist, if they were successfully placed, and more.
      
    • Placements tab in the Excel Report: On the Placements tab, you will see detailed information for each student. The first few rows will give you details about what site a student got matched with, the setting, Clinical Instructor, Slot type Supervision, and the demand (meaning how many students also selected that site and added it to their wishlist).
      

Create placements from Placement Assist 

Note: Before creating placements from the Placement Assist ensure to review results in the downloaded report

You can now seamlessly convert Placement Assist generated matches into actual placements with a single click. This feature empowers you to generate optimal student placements and automatically assign students to their matched placements.

1. After you have Run the Placement Assist and reviewed the results on the History tab you will see "Create Placements" button. 
   
   
   
2. Click on "Create Placements" a new dialogue box will open with Course Offerings, Total Students & the placements to be created. Review the suggestions and click on "Confirm and Proceed".
   
   
   
3. After you have confirmed the placements the "Create Placements" button will changes to "Placements Created"
   

End --