Procuring placements is hard but assigning placements in Prism is easy! Follow these steps to place your students at a site.

There are three ways you can utilize to place your students:

• Location View
• Student View
• Direct Placement (allows you to place a student without a slot being added in the system)
• Clone Placement

You will also be able to view open slots and locations on a map view

• Explore on Map

After placing you are required to publish the placements to students so it would be visible to them

• Publish placements

Assign Placements

1. To assign a placement, select Placements from the left menu or dashboard.
   
    
2. If you’d like to manage placements for one course, select your desired Course Name. You can use the filter option to quickly find what you are looking for.
   
3. If you’d like to manage placements for multiple courses, select your placement group and click Placements for Group.
   
4. You’ll be taken to the Placements page. Make your selection to place students by Location or by Student.
   

Place students by Location View

1. On the placements page, select By Location on the View By option.
   
    
2. The page will show you all offered slots for the selected course.
   
    
3. Click on the blue (#) slots remaining to place a student.
   
    
4. Select the student you’d like to place using the open checkbox. Once done, click Place Individually.
   
    
5. If you have selected multiple students for a site that has more than 1 offer, you’ll have two options:

Place individually: this allows you to enter different placement details for each student.

Place as a group: placement details will apply to all students selected.

Place individually: 

Placing students individually allows you to enter different placement details for each student. You can add or edit the fields required for placement. 

1. Select the Course Offering, Program requirements, Location, and Setting.
2. Set the Placement start and end date.
3. If the placement does not occur continuously:

   1. Enable the toggle “Set up non-consecutive dates for this placement.”

   2. Select specific dates from the calendar.
      Non-consecutive dates can only be selected between the Placement Start Date and Placement End Date.
      

4. Enable “Follow the Preceptor” – Toggle on if the student should follow the assigned preceptor’s schedule.
5. Select the Preceptor / Clinical Instructor and the Placement Faculty
6. Select Location Contacts for School and Student
   1. Control if the contact receives email notification for student placements.
   2. Control if the contact appears as location contact to students for this placement. 
      
7. Select the Placement Status from the drop-down. 
8. Enter Placement Notes for Students and for Internal use.
   1. Click Add Notes, Enter the note, and save.
9. Click Place and Publish or Place. 
   • Place - This will place the student for the slot but will not publish the information to student.
   • Place and Publish - This will place the student for the slot and publish the information to student.
     You’ll be taken back to the placement details page.

10. If you make edits to the placement information, click Update when done to update it.

11. To delete a placement, click the trash bin icon.
    

12. You’ll be taken back to the placements page. If you have used all slots remaining, a status of No slots Available will appear. 
    

    Place as a group

    Placement details will apply to all students selected 

    1. When you have more than one student going to a same placement under same faculty, use "Place as a Group" option for making placements. 

    2. Select the students and Place as a group button
       

    3. Complete all the mandatory fields, you can see the list of students who will be assigned to the placement
       

    4. Select "Place" (To publish placements separately) or click "Place & Publish Now" (To avoid the extra task of publishing placements individually.)
       

13. Deleting: Need to make edits or delete a student placement? Simply click on the student’s name!
    

    1.  

       1. When deleting a placement, the system will ask you to confirm deleting the placement from the system.
          
          

Place Students by Student View

1. On the Placements page, select Student for the View By option.
   
    
2. The page will show you all students for the selected course or group, along with placement details. 
   
    
3. Click the Filter icon to filter the students.
4. Select the required filter options from the following and click Apply. 
   • Rotation
   • Student Status
   • Student Cohort
   • Student Group
   • Student Tags
   • Students Category
   • Student Campus
5. Click on the + icon to place a student. You can click on a + icon for a specific rotation, or next to the student’s name if you have a lengthy list of rotations.
   
    
6. A drawer will open. If you did not choose a rotation, you will first be asked to select one.
   
    
7. The drawer will then show you all available locations. Click the Select button for the Location you’d like to place the student in.
   
    
8. 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.)
   1. Please note, 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.
      
       
9. The drawer will close, and your placement will now be listed! Need to make edits or delete a student placement? Simply click on Location’s name.
   
    
10. If you make edits to the placement information, click Update when done to update it. To delete a placement, click the trash bin icon.
    
    • When deleting a placement, the system will ask you to confirm deleting the placement from the system.
      

Place Students via Direct Placement

1. On the Placements page, select Student for the View By option.
   
    
2. Click on the + icon to place a student. You can click on a + icon for a specific rotation, or next to the student’s name if you have a lengthy list of rotations.
   
    
3. A drawer will open. If you did not choose a rotation, you will first be asked to select one.
   
    
4. Click Direct Placement.
   
    
5. Find and select the desired location and click Next.
   
    
6. You can now add or edit information for the placement. Setting information is mandatory. Once done, click Place (To publish placements separately) or click Place & Publish Now (To avoid the extra task of publishing placements individually).
   1. Please note, 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.
      
7. Your placement may take a few moments before you can make edits.
   
    
8. Need to make edits or delete a placement? Click on the Location’s name.
   
    
9. If you make edits to the placement information, click Update when done. To delete a placement, click on the trash bin icon.
   
10. When deleting a placement, the system will ask you to confirm that you have deleted the placement from the system.
    

Place Students via Clone Placements

The Clone Placements feature allows administrators to quickly duplicate existing placements instead of creating them from scratch.

Cloning helps reuse placement details such as:

• Student

• Location

• Supervisor

• Setting

• Placement faculty, 

• Notes

• Location Contact 

• Placement tags

Important Notes

• Cloned placements behave as direct placements.

• No existing slot is reused during cloning.

• If a cloned placement is deleted, its associated slot is also deleted.

Clone multiple placements

1. On the placements page, go to View by: List
   

2. Select one or more placements you wish to clone using the checkboxes.

3. Click Clone Placements.
   The Clone Placement button is available only when at least one placement is selected. 
   
   The system verifies whether the selected placements belong to the same course and rotation and group by course offering-rotation combination.
   The system opens a Placement Cloning drawer with a two-step process.

4. In the Clone Source and Destination, select destination cohort, course offering, and rotation to clone the placements for each group. 

   • (Optional) If the selected rotation includes an Advanced Schedule, an additional dropdown appears:

     • Select destination advanced schedule: The dropdown displays the schedule name and dates.
       

5. Click Next
   

6. Review the placements
   The system checks whether students exist in both the source and destination courses. Only placements with students registered in both courses will be cloned.

7. Once you have reviewed and confirmed the details, you can choose one of the following actions:

   • Previous: Returns you to the Cloning: Source & Destination step, allowing you to review or update the selected course or rotation.

   • Place: Creates the cloned placements in the selected destination course and rotation.

   • Place & Publish: Creates the cloned placements and  publishes them to students.
     

     Note:
     You can clone placements for any number of students. The Exxat Prism system processes cloned placements in batches of 20 at a time.

     If you do not immediately see the cloned placements, refresh the page after a few moments to view the newly created placements.

Explore on Map

The 'Explore on Map' feature provides a visual representation of placements, open slots, and locations on a map. Here’s how you can make the most of this feature. You can quickly identify the geographic distribution of placements and open slots. Interact with the map to zoom in on specific locations or view clusters.

• View Placements: See all placements displayed on an interactive map.
• Available  Slots: Easily locate available slots across various sites.
• Utilized Slots: Easily locate placements made across locations. 
• Student Pins: Easily find students close to the location.
• Explore Locations: Identify and view the geographical details of all locations.

Tips for Effective Use

• Filters: Apply filters to narrow down the displayed data by course, location, or slot type.
• Zoom Functionality: Use zoom controls to focus on specific regions or sites.
• Hover for Details: Hover over a map marker to view details about the placement, slot, or location.

1. Click on "Explore on Map" to view
   
2. Click on "Available slots" option to view all the open slots available
   
3. You can interact with the map, click on the location, student, or slots pin to get an overview  of it
4. You can click on Get directions to get the address of a location. 
   
5. Click on the View Details button 
   
   and open a drawer which will allow you to view slots and placement details
   
6. On the list view on the left-hand side you will see all the locations that are currently visible on the map displayed. You will find quick stats on the number of offered slots, the number of placements made, and number of available open slots. 
   
7. Click on the  "Placements made" option to view all the placements made
   
8. Click on filters to narrow down your search 
   
9. You can also use "Nearby School" to narrow down the distance of locations based on schools location
   

Publishing Placements

Once you’ve placed your students, you’ll want to ensure your students can view their placement and review assignments they’ll complete during their rotation.

1. Select Placements from the left-hand menu or dashboard.
   
    
2. Once on the placements page, select your desired Course.
   1. You can also select a placement group to manage multiple courses at a time.
      
       
3. If you selected a placement group, click Placements for Group.     
   
    
4. Select Email & Publish tab.
   
    
5. Select the 'Rotation' you would like to publish placements for from the 'Rotation' drop down. You can select any future rotations date and publish the placements from the drop-down.
   
    
6. Select your desired placements and click Publish Placements.
   
    
7. The page will update to show you the date the placement was published on.
   

Unpublish Placements

If changes happen, you may need to unpublish a published placement this will result into the student not being able to see the placement. 

1. Select Placements from the left-hand menu or dashboard.
   
    
2. Once on the placements page, select your desired Course.
   1. You can also select a placement group to manage multiple courses at a time.
      
       
3. If you selected a placement group, click Placements for Group.     
   
    
4. Select Email & Publish tab.
   
    
5. Select the 'Rotation' you would like to publish placements for from the 'Rotation' drop down. You can select any future rotations date and publish the placements from the drop-down.
   
6. To unpublish a placement, select the desired student, click on the vertical ellipsis, and click Unpublish.
   

Learn about how to notify different stakeholders like the site, students, and preceptors about the placements from the article: here

Change the rotation of a scheduled and published regular placement

If a student's regular placement has already been scheduled and published, you must unpublish the placement before changing its rotation.

To change the rotation, unpublish the existing placement, place the student under the correct rotation, and publish the updated placement.

Change the rotation

1. In Exxat Prism, select Placements from the navigation menu or dashboard.
2. Select the applicable Course. If you are managing placements across multiple courses, select the placement group and then select Placements for Group.
3. Open the Email & Publish tab.
4. From the Rotation dropdown, select the rotation currently associated with the student's placement.
5. Locate the student whose placement you want to change.
6. Select the vertical ellipsis (⋮) for the student's placement, and then select Unpublish.
   
7. Return to the Placements page and select Student under View By.
8. Locate the student and select the + icon for the correct rotation.
   
9. Select the appropriate location and complete the required placement details.
10. Select Place to create the placement without publishing it, or select Place & Publish Now to publish it immediately.
11. If you selected Place, return to Email & Publish, select the correct rotation, select the student's updated placement, and then select Publish Placements.
    

Frequently Asked Questions