Screen Shot User Guide. Schools

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Norma Knight
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1 Screen Shot User Guide Page # Schools Table of Contents 2. Step 1 - How to Add a Course 3. Step 1 - How to add a Cohort 4. Step 2 - How to create a Cohort Schedule 5. Step 3 - How to Request a Placement 6. Step 3 - How to Request a Placement (continued) 7. Step 3 - How to Request a Placement (continued) 8. Step 3 - How to Request a Placement (continued) 9. Step 3 - How to Request a Historical Placement Step 1 of Step 3 - How to Request a Historical Placement Step 2 of Step 3 - How to Request a Historical Placement Step 2 of 4 1 P a g e

Step 1 How to add a Course: Click on Courses and Cohorts link Enter Course # Enter Course Name Optional: Enter Course Objectives Click SAVE Note: This screen is used for 2 separate functions (Course

2 Step 1 How to add a Course: Click on Courses and Cohorts link Enter Course # Enter Course Name Optional: Enter Course Objectives Click SAVE Note: This screen is used for 2 separate functions (Course Info and Cohort Info) and they need to be saved separately. Enter your Course info first and hit Save, then enter the cohort(s) to associate to the Course and hit save in that section also. 2 P a g e

Step 1 How to add a Cohort: Select the Course # to associate to the Cohort Enter the Name for the Cohort group this is free form and can be anything that makes sense to the school.

3 Step 1 How to add a Cohort: Select the Course # to associate to the Cohort Enter the Name for the Cohort group this is free form and can be anything that makes sense to the school. Enter clinical objectives for the group Select Placement type: Cohort or Preceptor, Select Program type and Select Student level. Optional: Select Instructor for the Cohort From the available listings, select all the preferred clinical Units for the Cohort. Note: The selected preferred units become a filter that the system uses to search for appropriate placements for the cohort. Click Save All Changes Note: To add another cohort related to the course, click Add next to Select Cohort and click Save All Changes. Repeat this step until you have the desired # s of cohorts. The system will assign a Cohort name to each added cohort and copy over all related Cohort information. You many edit the system assigned name if you wish. 3 P a g e

4 Step 2 How to Create a Cohort Schedule: To initiate a NEW placement request, you need to create a cohort schedule. Once the schedule is created, go to Step 3 and click on the Placement Request link. Click on Cohort Schedules link Click Create New Schedule link Select the Course # Select the cohort(s). If multiple cohorts for a course will have the same schedule, select all that apply. Enter Start and End dates for the cohort schedule Select the day(s), shifts, and exact Start and End times for your cohort schedule. Optional: Enter any additional comments about this cohort group Click Submit to Save To verify your schedule, click on the View/Edit Schedules link and select the Course #, click SEARCH. All schedules for the Course# (within the date range) will display if you detect an error, click the Edit link next to the schedule and make needed corrections. 4 P a g e

Step 3 How to Request a Placement: Click on Placement Request link Select the Course # Select the Cohort Click Show Available Schedules Enter a check mark next to the schedule you plan to request.

5 Step 3 How to Request a Placement: Click on Placement Request link Select the Course # Select the Cohort Click Show Available Schedules Enter a check mark next to the schedule you plan to request. Note: you can only select one schedule at a time. Click on the Select Search Preferences button The next page will display some optional filters that may assist you in narrowing or broadening your search results. It is recommended that schools always select the Only Include Preferred Agencies filter. You will set your Preferred Agency filter in Training. 5 P a g e

Step 3 How to Request a Placement (continued): It is recommended that schools always select the Only Include Preferred Agencies filter to narrow your search to only those sites that have affiliation

6 Step 3 How to Request a Placement (continued): It is recommended that schools always select the Only Include Preferred Agencies filter to narrow your search to only those sites that have affiliation agreements in place. Once optional search preferences are selected, click SEARCH You may want to experiment with the different optional filters to see how they impact your search results. Hint: You can always start a search using the Best Matches filter and if you don t receive enough placement options, you can hit the back arrow and deselect the Best Matches filter and click Search again to broaden your search results. 6 P a g e

7 Step 3 How to Request a Placement (continued): Optional: To view the preferred units selected for this cohort, click on the dropdown arrow. If you need to add additional units, Go to Step 1, Click on the Courses and Cohorts link. In the Cohort Information section, add the additional units to the preferred units list. Then go back to Step 3 and re-run your placement request. Info: This is the cohort schedule info that was created in Step 2 Enter checkmark to select the unit location ant the shift desired Enter check mark to select the day(s) of week Info: Note the Student # for each unit location and be sure to select enough slots to place all your students Click Review and Finalize to move to the next screen 7 P a g e

Step 3 How to Request a Placement (continued): Confirm all placement info is correct (Unit location, shift, DOW and # of slots) Optional: Enter any notes for the clinical coordinator.

8 Step 3 How to Request a Placement (continued): Confirm all placement info is correct (Unit location, shift, DOW and # of slots) Optional: Enter any notes for the clinical coordinator. Click Agree to Terms & Submit Request Once you click Agree to Terms & Submit Request an auto will be sent to the Clinical Agency as notification that a request has been submitted by your school to their site. 8 P a g e

Step 3 How to Request a Historical Placement Step 1 of 4: To make a historical request for the exact same Hospital, unit location, shift, DOW: Click on the Historical Placement link: Optional: If you

9 Step 3 How to Request a Historical Placement Step 1 of 4: To make a historical request for the exact same Hospital, unit location, shift, DOW: Click on the Historical Placement link: Optional: If you have multiple coordinators at your site that may have already submitted the Historical Placements for the current placement cycle, it is recommended that you run this report to ensure you don t submit duplicate requests. Click on the Historical Placements Link Click Next to move to Step 2 of the process 9 P a g e

Step 3 How to Request a Historical Placement Step 2 of 4 (continued): Info: Search dates will be preset with the cycle dates for last year (example: if you are scheduling for Fall 2015 this page is

10 Step 3 How to Request a Historical Placement Step 2 of 4 (continued): Info: Search dates will be preset with the cycle dates for last year (example: if you are scheduling for Fall 2015 this page is preset to search for historical placements from 8/15/ /31/2014. These dates can be revised if you want to see a different date range. Info: The page is pre-set to show you all historical placements, but you have optional filters available to narrow your search Enter a check mark next to each placement that you would like to request again for the upcoming semester. It is recommended that you don t select more than 10 schedules at a t time. Click the NEXT button Using the optional filters makes working with this list much more manageable. If your list of historical placements is quite long, use the course filter and process one course at a time. If a group has more than one rotation in a placement cycle, you might consider adjusting the dates and process each rotation separately. 10 P a g e

Step 3 How to Request a Historical Placement Step 3 of 4 (continued): On this screen you will enter your new dates and submit your Historical Request Enter your new From date and To date for the

11 Step 3 How to Request a Historical Placement Step 3 of 4 (continued): On this screen you will enter your new dates and submit your Historical Request Enter your new From date and To date for the placement you selected. Click Apply New Schedule Dates to change the dates on each of the selected schedules listed below. Optional: you may enter comments for the clinical coordinator Click Submit Historical Requests Once you click Submit Historical Requests an auto will be sent to the Clinical Agency as notification that a historical request has been submitted by your school to their site. Once you receive notification, you will have the option to click on the Make Another Historical Placement button to return to Step 2 so that you can select another course to process. Continue until you have scheduled all required Historical placements. Note: Since multiple transactions are being submitted when you click Submit and processing can take a few minutes. Do not click Submit multiple times or you will create duplicate requests. 11 P a g e

STEP ONE - Work with Courses and Cohorts. STEP TWO - Work with Cohort Schedules. STEP THREE - Work with Placement Requests

STEP ONE - Work with Courses and Cohorts The course and cohort information that is entered for each school is the first step in using CCPS for clinical placements. It is very important, because the preferred