FAQs: Placements – Exxat

Below you’ll find answers to the most common questions you may have on all the features and functionalities for the Placements section on Exxat Prism

Q: Can schools create a Wishlist by selecting multiple courses?
A: As of now, schools can only create a wishlist for a single course at a time.

Q: Does Prism generate any certificate for the clinicians for the CEU credits?
A: Yes, please contact prism-support@exxat.com to setup your certificate.

Q: Is there a Merg field for the Preceptor, Faculty name, and email in the Placement Notification for students?
A: The placement supervisor's name can be added to the student notification email as of now.

Q: Is there a way where the recipients can see that the notifications have been sent from the school instead of from exxat.com?
A: Yes, schools can now set up their display name as a prefix in the Prism-generated notification emails. This can be set up by the administrator from the Program-email setup section.

Q: Is there an option for sending Group placement email for a calendar year?
A: Yes, this is available. Go to Placements, select the placement group, email and publish, and select mode - group, then compose the email.

Q: How to delete/remove an incorrect or duplicate placement?
A: Go to Placements, on the location view, click on the student's name, and delete using the red dustbin button. On the student view, click on the location name, and delete using the 'Delete' option on the three dots.

Q: What is the difference between a slot and a placement?
A: Slots are the availabilities within a specified time duration that sites share for students’ placements. It can be confirmed or tentative. Placement is the process of placing the student on the received confirmed slot anytime within the specified time duration.

Q: Is placement date different from the slot date?
A: Yes, the Placement date tracks individual students' placement start and end dates, while the slot date indicates when the site is available to take in a student for a placement.

Q: Location >> Placement tab - > Is it possible to check all placement or just limited for current placement list?
A: Schools can view the entire history of placements at the location, not just the current placements.

Q: Can multiple Preceptors be added for a Single Placement?
A: Yes, Multiple Preceptors can be associated with a student placement.

Q: Can preceptors/faculty be added to a placement post-publishing the placement?
A: Yes, Preceptors and Placement faculty can be associated with a placement even after the placement has been published.

Q: Select multiple student option for a placement does not always work.
A: Schools can now use the Group Direct placement option for bulk placement for multiple students at the same location.

Q: Placement clearance report status, does it show the status if the student has sent their profile or just the uploaded document?
A: As of now, the Placements Clearance report only shows the status of uploaded documents and the site contract status.

Q: How can a student provide preceptor info?
A: If the school allows students to add preceptors, they can provide the preceptor info while adding their name. Additionally, a custom form can be set up under learning activities for students to fill.

Q: Can a student be placed at multiple sites for the same rotation during the same dates?
A: Yes, students can be placed at multiple locations during the same rotation. Additionally, schools can now use the non-Consecutive placement option to select the dates of when the student would go to each site.

Q: What is Direct Placements?
A: Direct Placements allow you to place a student without a slot being added in the system.

Q: How to place a student with a different cohort for a single session in a lockstep set-up?
A: Schools can register a student from any cohort to any course offering to place a student.

Q: Can we set the expiry date for student profile link that is sent to the sites?
A: As of now, the Student profile link expiry date cannot be set up by the schools. However, this link expires in 60 days and can be extended through a support ticket.

Q: Can we assign placements to the entire class at once at one site using Direct Placement?
A: Direct placements can only be done for one student at a time. However, if all the students are placed at the same location, the best thing to do is add the slots and place all the students at once.

Q: If a student is placed at a site and the site after that is marked as inactive will the placement information come up on that placement report for the inactive site?
A: Yes, the placement will be visible on the List view to generate a placement report.

Q: Where can the schools see the CI added by Students?
A: Schools can view this under Placements >> Placements >> View By list.

Q: What is Placement Assist?
A: Placement Assist is an Auto-placement report tool that matches your students to slots and randomized placements with or without a wishlist. This feature currently only supports If the Slots are added to the locations.

Q: What is the URL expiration time for the student profile link shared via placement notification?
A: 365 days.

Q: What happens if you don't publish the placement?
A: The student would not be able to view their placement details such as Location name, Address, CI details on their coursework page, and will also not be able to access any learning activities.

Q: How do I add/remove a student from a slot/ location?
A: To add a student from a slot, follow the below steps:

Select “Placements” from the left menu or dashboard.
Select your desired Course Name. You can use the filter option to quickly find what you are looking for.
You can also select your placement group and click ‘Placements for Group’.
You’ll be taken to the Placements page. Make your selection to place students by Location.
Select ‘Location’ on the ‘View By’ option.
The page will show you all offered slots for the selected course.
Click on the blue button which will display number of slots remaining to place a student.
Select the student you’d like to place using the open checkbox. Once done, click ‘Place Individually’.
Place individually: this allows you to enter different placement details for each student.
You can now add or edit information for the placement. For example,
different start and end dates, notes, etc. Once you’ve made your edits, click Place (To publish placements separately) or click Place & Publish Now (To avoid the extra task of publishing placements individually.)
Select the Preceptor/CI/Experiential supervisor to associate them with a placement
Select the setting to associate it with a placement
You may also select the Faculty you want to associate with the placement
Please note, that placing a student DOES NOT show the placement information to your student. You must publish the placement for the student to view this information in their portal.

To delete a student from a slot, follow the below steps:

On the ‘Location’ on the ‘View By’ option, click on the student’s name!
Click on the trash bin icon to delete the placement.
When deleting a placement, the system will ask you to confirm deleting the placement from the system.
Click ‘Confirm’.

Q: How can sites confirm placements?
A: Sites can confirm placements through Slot request email you send them. Learn how you can send the slot request email click on the Link.

Q: How do I add a placement term?
A: A placement term needs to be added to the course offering for which the placement is being made.

Q: What data do you see on the placement or placement group page?

A: You will be able to see all the placement-related information on the placement page or placement group page

Under the rotation setup tab on the placement page or placement group page, you will find all the different rotation information under the placement duration
Under the Slots tab on the placement page or placement group page, you will see all the information about the slots gathered from the site that fall under the placement duration
Under the Wishlist tab on the placement page or placement group page, you will see all the wishlist data for the selected placement and placement group
Under the placements tab on the placement page or placement group page, you will see all the placement information like location, students, etc. Once the students are placed at a location you will see the location details. To add a location on the placement page or placement group page you need to add a slot.

Q: How do I set up actual clinical hours for a rotation?

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
Use the search or filter options to quickly find what you’re looking for.
If you’d like to manage rotations for multiple courses, select your placement group from the left panel and select Placements for Group.
Select Rotation Setup from the banner.
For adding a rotation, Click +Add rotation.
For already added rotation, click on the rotation name.
A drawer will open, scroll through the drawer at the bottom.
Select "Thank clinical instructor with credit for hours" if you would like to send clinicians credit with a # of hours, you have two options:
Set number of hours.
Use approved timesheet hours.
Select Set number of hours: you can either set the number of hours (ex. 140 hours) or have the system take the % of supervision per clinician into account (ex. 140 hours, 50% of supervision, clinician would receive 70 hours).
Enter the actual clinical number of hours under “Clinical Hours”.
Click Save when done.

Q: How do I add slots to multiple locations at once?
A:

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
Use the search or filter options to quickly find what you’re looking for.
If you’d like to manage rotations for multiple courses, select your placement group from the left panel and select Placements for Group.
Select Slots from the banner.
The List view displays all the slots available for the course or placement group you have selected.
Click “+Add Slot”.
A drawer will open. On step 1 you will first select the Site you’d like to add a slot for. Click ‘Next’ once ready.
On step 2 you will provide location and slot information along with the number of offers provided for each rotation. Click ‘Add Slots’ once done.
Please note, the rotations displayed on this screen is dependent on the course or placement group you have selected.
Click Save when done.

Follow the same process from point no. 6 to add the slots for the other locations.

Q: Is there a way to automatically place CI email in a placement notification to students?
A: Yes, the CI or preceptor email can be added to the placement notification sent to students.

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
Use the search or filter options to quickly find what you’re looking for.
If you’d like to manage placements for multiple courses, select your placement group from the left panel and select ‘Placements for Group’.
Select the ‘Email & Publish’ tab and select the rotation you would like to send notifications for.
To send emails to students, next to Notify ensure ‘Student’ is highlighted. Select the students from the list and click Compose Email.
Click the checkbox at the top to select all students or select students individually.
You’ll complete a three-step process to send out notifications. On the first step, review your recipient’s list. Click Next when ready.
Override recipient’s list: test this email by sending it to yourself.
Reply to: if anyone responds to the email, the email listed will receive the responses.
CC or blind copy any users.
Attach any files as needed.
On the second step, build your own template instead of using the standard template.
For building your own template, click ‘+Add Template’.
Add ‘Template Name’, ‘Subject’.
Select your preferred ‘Header and footer layout’.
In the blank paragraph section, type your email content and include all the necessary merge fields. Make sure to add the merge field “@PlacementSupervisorName”.
Select the checkbox ‘Set as Default Template’ if you need to mark it as your default template.
Click Save when done.
Click Preview to move on to the next step.
You will see a preview of your email. You can now decide when to send your emails! You can send your email immediately or schedule it for a specific date and time. Click Send or Schedule based on your preference.
You can always go back by using the Previous button.
Your emails will be sent, and the report will show updated details in the latest status column.

Q: How can I change the setting of a placement
A:

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
Use the search or filter options to quickly find what you’re looking for.
If you’d like to manage placements for multiple courses, select your placement group from the left panel and select ‘Placements for Group’.
Select the ‘Placements’ tab and make your selection to manage placements by ‘Location’ or by ‘Student’.
To edit the placement information, select by Location on the View By option.
Under the Placement column, click on the individual student’s name.
Use the search or filter options to quickly find what you’re looking for.
A drawer will open. Choose the desired setting from the ‘Setting’ drop down.
Click Update when done.
For multiple students placed under a single location in the same rotation, click on ‘Bulk Edit’.
Select “Setting” under Select Field and choose the desired setting from the ‘Value’ drop down.
Click Save when done.

Q: How do I download a report of wishlist questionnaires?
A:

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
Use the search or filter options to quickly find what you’re looking for.
If you’d like to manage placements for multiple courses, select your placement group from the left panel and select ‘Placements for Group’.
Select the ‘Wishlist’ tab and click on your wishlist name.
Click on “Download Responses”.
All the responses submitted by the students will be downloaded in an excel file.
In the excel file you will see two tabs:
Wishlist Report – This tab will show the wishlist status of each student with the submission date.
Questionnaire Report – This tab will show the answers of the questions submitted by each student.

Q: How can I remove a student from an assigned slot?
A: To delete a student from an assigned slot, follow the below steps:

On the ‘Location’ on the ‘View By’ option, click on the student’s name!
Click on the trash bin icon to delete the placement.
When deleting a placement, the system will ask you to confirm deleting the placement from the system.
Click ‘Confirm’.

Q: How to delete a rotation?
A: To delete a rotation, follow the below steps:

1. Select Placements from the left menu or dashboard.
2. Select the course you’d like to manage.
3. Use the search or filter options to find what you’re looking for.
4. If managing rotations for multiple courses, select your placement group from the left panel and select Placements for Group.
5. Select Rotation Setup from the banner.
6. Click on the rotation name that you’d want to delete.

7. Click on the three dots on the right side top beside Save and hit Delete.

8. System will ask whether you want to proceed with deleting the rotation. Click Ok to delete.

Please note that if there are slots, placements already associated with the rotation, then system will not allow to proceed with the deletion of the rotation. In that case, you have to delete all the associated data and then delete the rotation.

Q: Where are placement letter templates, where can I find my placement letter templates?

A: To find placement email templates, follow the below steps:

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
Use the search or filter options to find what you’re looking for.
If managing rotations for multiple courses, select your placement group from the left panel and select Placements for Group.
Select the Email & Publish tab,
Select Locations from the Notify header.
Mode:- Individual to send a separate email for each placement.
Mode:- Group to send a group email for all the student placement information in a single email to the site.
Select the Rotations you wish to send out the placement information for by clicking on the checkboxes.
Here you find a list of all the placements form the selected rotations for each location. To view the placement details, click on “view details”.
This will open a drawer with each student’s placement information.
Select your desired placements and click Compose email.
If any locations do not have contacts or clinicians on file set to receive notifications, you will not be able to select them.
You’ll complete a three-step process to send out notifications. On the first step, review your recipient’s list. Click Next when ready.
Override recipient’s list: test this email by sending it to yourself.
Reply to: if anyone responds to the email, the email listed will receive the responses
CC or blind copy any users
Attach any files as needed.
On the second step, you will find the standard template.
Click +Add Template to build your customized email template. Please make sure to include the correct Merge Fields while building the template.
You can also mark your template as the ‘Set as Default Template’.

Q: How do I change the dates for a student rotation?

A: To change the dates for a rotation, follow the below steps:

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
Use the search or filter options to find what you’re looking for.
If managing rotations for multiple courses, select your placement group from the left panel and select Placements for Group.
Select Rotation Setup from the banner.
Click on the rotation name that you’d want to update.
A drawer will open with the existing rotation information.
Change the dates. Click Save when done

Please note that if there are slots, placements already associated with the rotation, then system will ask if you also want to update the dates for the same or not. You can select your choice and click on update.

Below you’ll find answers to the most common questions you may have on all the features and functionalities for the Placements section on Exxat Prism

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