Introduction

This feature allows schools and sites to specify a maximum cap/limit on the number of students when adding slots. The limit is applied to the slots offered for a specific Location, Setting, and Cohort combination.

• Discipline-Specific Functionality:

  • This feature is exclusive to the PA discipline.
  • It can only be enabled for lockstep-based clients/domains.
  • The functionality is not available for non-lockstep clients and cannot be enabled for them.

• Limit Behavior:

  • Once the specified limit is reached, schools will receive a warning message when attempting to place students.
  • Despite the warning, schools are still allowed to proceed with the placement.

Concept of Placement Limit

Managing Slot Limits for PA Preceptors

PA preceptors typically provide all available slot options for the clinical year while limiting the number of students they can accept. For example:

• A preceptor may offer 12 slots (one for each month from January to December).
• However, they may limit the total number of students they can intake to 7, which can be spread across any of the months.

To accommodate this, the system allows the ability to:

1. Add or Edit Slot Limits:
   Both the school and site sides can define or update the maximum intake limit while offering slots.

This ensures flexibility in managing slot availability and limits, allowing preceptors to control the number of students they accept effectively

Slot Request Configuration: 

When setting up the slot requests, schools will get an option to enable placement limit functionality in the slot request delegator links to allow the site personnel to add the limit against the slots they offer. If disabled, the limit option is not shown at all.

Learn how to configure slot requests from here: https://helpcenter.exxat.com/hc/en-us/articles/15721339487889-Creating-a-Site-Communication 

Add/Edit the Placement Limit from the Delegator side.

Managing Placement Limits During Slot Offering

Once the Placement Limit option is enabled in the Slot Request Configuration, site personnel can define limits while offering slots. This occurs during the second step in the Slot Offering Drawer workflow.

1. Viewing and Adding Limits:

   • If a limit already exists for a specific Location, Cohort, and Setting combination, it will be displayed during the slot offering process.
   • If no limit exists, personnel can input a new limit for that combination.

2. Avoiding Confusion:

   • To provide clarity, the total number of slots offered for the cohort and setting will also be displayed.
   • This ensures users understand that the limit applies to the total slots offered so far, not just the newly added slots.

Post-Limit Management:

• Once a limit is added, it can be viewed and edited directly in the Slots Grid of the Offer Availability page.
• The grid displays multiple limits corresponding to different Cohort and Setting combinations, allowing personnel to manage limits across all active slot configurations efficiently.

Add/Edit the Placement Limit from the Admin side.

Admins can also add the limit when offering slots, just like site personnel on the delegator side. The flow is same, they can see the option to add the limit while offering the slot (the second step in the slot offering drawer). If the limit exists already for that location, cohort and setting option, that will be shown. Else users can add the new number. 

Admins can view slot limits from the Slots List View

Admins can access the slot limits in the following sections:

• Placements → Slots
• Sites → Slots
• Locations → Slots

Each row in the Slots List View does not represent a unique combination of Location, Cohort, and Setting, even though slot limits are configured based on these combinations. Instead, you may see multiple rows with the same Location, Cohort, and Setting, but differing in other parameters, such as rotations, preceptors, etc.

To help identify slot groups with limits, a "Limit Exists" label is displayed in the Slots Offered column for rows associated with a limit.

Managing Slot Limits

• Viewing or Editing Limits:
  Click the edit pencil icon on the relevant row. If a limit exists, a message is displayed at the top of the drawer screen, along with the current limit value. Admins can modify this value as needed.

• Adding a Limit:
  For rows without an existing limit, admins can click "Add" to define a limit for the group.

You can click on Edit icon to edit the limit if needs to be updated

Warning Messages on the Placement side

1. In the location view select student screen, if max slot limit is set for a given location, setting cohort combination, we will show an information box as shown below. 
    
2. In the location view select student screen, if max slot limit is reached or exceeded for a given location, setting cohort combination, we will show a warning box as shown below. 

1. In the location view if max slot limit is exceeded for a given location, setting and  
   cohort combination after student selection for placement, we will show a warning box above placement cards in Make Placement drawer in “Place Individually”  
    
2. In the location view if max slot limit is exceeded for a given location, setting and  
   cohort combination after student selection for placement, we will show a warning box above placement cards in Make Placement drawer in “Place As a Group”. 
   In the student view if max slot limit is reached or exceeded for a given location, setting and  
   cohort combination while making placement from student view, we will show a warning box above placement card after selection of the slot group  
    
3. For a given location and cohort (without assigning setting) if a max limit is assigned, while doing direct placement if max slot limit is reached or exceeded for a given location and  
   cohort combination, we will show a warning box above placement card after selection of the slot group.

Other Important Points to Note:

Max Placement Limit at Site Level

• The Placement Limit option is not available at the site level; it is only configurable at the location level.

Handling Slots Without Assigned Settings

• Placement limits are defined based on the combination of Location, Cohort, and Settings.
• If a Setting is not assigned during slot creation, the limit is applied at the Location and Cohort level.
• For placements across different settings, the limit is checked against the total slots for the Location and Cohort.
• This scenario is rare since slots are typically associated with specific settings during the offering process.

Rotations Shared Across Multiple Cohorts

Rotations can be shared across courses belonging to multiple cohorts. In such cases:

• Placement Limits remain independent for each cohort.
• Slots Offered for the shared rotations are counted separately for each cohort but deducted across cohorts when utilized.

Example:

1. Initial Setup:
   • Rotations (R):
     • Rotations1, Rotation2, Rotation3, Rotation4 → Class of 2024
     • Rotation4, Rotation5, Rotations6 → Class of 2025 (shared rotation: Rotation4)
   • Location L1 offers 2 slots per rotation.
   • Total slots offered: 12 slots (8 for Class of 2024, 6 for Class of 2025).
   • Placement Limits:
     • Class of 2024 → 5
     • Class of 2025 → 4

2. Slot Utilization:
   • If 2 slots are consumed in the shared rotation Rotation4 by Class of 2024 students:
     • Slots available for Class of 2024 and Class of 2025 are updated accordingly.

Key Point:

• Shared Rotations only impact the Slots Offered/Available across cohorts.
• Placement Limits remain independent for each cohort and are not influenced by shared rotations.