Overview

Placement Assist helps you match students to placement opportunities based on the courses, wishlists, and other criteria you select.

You can use Placement Assist to:

• Match students to available slots.

• Match students directly to locations without using slots when students have location-based wishlists.

• Run Placement Assist without a wishlist and use available advanced options to influence the results.

Placement Assist supports the following wishlist types:

• Slot-based wishlist

• Location-based wishlist

• Slot and location-based wishlist

• Setting-based wishlist

• Location area-based wishlist

• Rotation-based wishlist

• Setting and Rotation Preference [Nested] wishlist

You can run Placement Assist multiple times and review the suggested matches before creating placements.

Access and Run Placement Assist

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. 
   • In the Basic Setup select the courses to be included in the placement group, you can further select the specific students, rotations and advanced schedules, and wishlist to run the placement assist.  
     
     1. 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. You can also filter students by Placement Assignment Status and Wishlist Submission  status.
        
        

     2. If the rotation has advanced schedules you can select or unselect the advanced schedule to be included or excluded from the placement assist run.
        

        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.

         

        Match Students to Locations Without Slots

        If your courses have location-based wishlists, you can run Placement Assist without using slots and match students directly to their preferred locations.

        When your setup does not include slots and a location-based wishlist is available, you may see Recommended next to the option for matching students to locations.

        Note: This option is not enabled automatically.

        To match students directly to locations:

        1. In Basic Setup, enable the option to match students to locations.

           You can enable this option only when at least one course has a location-based wishlist.

           If none of the available courses have location-based wishlists, the option remains unavailable.

            

5. Review the courses in the setup grid.

   When location matching is enabled:

   • Courses with location-based wishlists are selected automatically.

   • Courses without location-based wishlists cannot be selected.

   • The Rotation column is not displayed.

     A location-based wishlist is required when matching students directly to locations.

6. Expand the location limit section and enter the maximum number of matches allowed for each location. The minimum limit you can enter is 1.

7. Review the Students added to the placement Assist run, click the edit icon in the Student column.
   In the Student Selection drawer, select students to run the placement assist and click Update.
   

   Placement Assist uses this limit to control how many students can be matched to each location.

   Important: You must set a location limit before you can run Placement Assist in this mode.

   Placement Assist considers the locations students ranked in their location-based wishlists and uses those preferences when determining matches. A student can be matched once for each selected course, subject to the location limits and any applicable course rules.

   
   
    

8. Select the Rotations and wishlists to run the wish list by clicking the check box.
   
9. All students registered for the course will be included in your run. If you’d like to exclude students, click on Select Students (#)
   
10. In the Student Selection drawer, select students to run the placement assist and click Update.
    
11. Advanced Option: You’ll then decide whether you’d like to use any advanced options
    
    For detailed explanation of the Advanced Options see article Advanced Options in Placement Assist.
    • 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. 
      

    • Place Students in Unique Locations
      This advanced option helps ensure that a student is not placed at the same location more than once during the Placement Assist run.

      When Place Students in Unique Locations is enabled, Placement Assist considers locations already assigned to the student and suggests placements at different locations. This allows programs to provide students with placement experiences across unique locations.

      When to use this option

      Use this option when students should receive placements at different locations rather than returning to a location where they have already been placed.

      Important: This is a placement restriction. When enabled, Placement Assist will not suggest another placement for a student at a location that has already been used for that student within the applicable courses.
       

    • Set Maximum Placements per Student for courses, Rotations, and Settings.
       Use the "Set Maximum Placements per Student for Courses, Rotations and Advanced Schedule, and Settings" option to define the maximum number of placements a student can have for courses, rotations, and settings either individually or as a combined limit.
      
      By default, Placement Assist places each student once per course and once per rotation. The maximum number of placements is based on the number of courses in the Placement Group for which it is run. This default behavior can be customized using this new advanced placement limit option.
      To use this option effectively follow these steps/ 
      1.  
         1. Click Add Rule to add a custom placement rule. 
         2. Select the RULE APPLICATION TYPE from the drop-down. 
            • IN EACH: The rule applies individually to each selected course, rotation, or setting. Use “IN EACH” when you want the maximum placement limit to apply to all selected courses/rotations/settings individually.
            • IN COMBINED: The rule applies across all selected options. Use “IN COMBINED” when you want the maximum placement limit to apply to the selected courses/rotations/settings as a combined group.
         3. Select APPLY LIMIT TO from the drop-down.
            • COURSE: Restrict placements per course individually or as a group.
            • ROTATION: Restrict placements per rotation individually or as a group.
            • SETTING: Restrict placements per setting individually or as a group.
         4. Select the specific course, rotation, or setting where the rule should be applied from the COURSE/ROTATION/SETTING drop-down. 
         5. Set the MAXIMUM PLACEMENTS limit. That is the maximum number of placements allowed per student. 
            Add as many rules as you like. Click the delete icon next to the rule to delete it. 
            
            
             

    • Restrict Placements in Overlapping Rotations:

      Enable this option to automatically identify and group overlapping rotations and advanced schedules, 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.
      
12. Click Run Placement Assist.
    You’ll navigate to the History tab where the placement assist execution is listed. 
    
13. Click View Results to see the details of the placement assist run.
    You will see a Summary tab with the graphical insights and key numbers that highlight the outcomes of the placement assist run. It includes details such as Run Setup, Run Outcome, Match Distribution, and Preference Match Analysis. 
    
    Click View Setup of the Run to see the settings done for different parameters. 
14. Go to the Results tab.
15. Verify the details, select the students you wish to make placements and click Create placements. 
    To make placement for an individual student, click on the corresponding Place button for that particular student.
    
    After successful placement you will see the Placement Created label in the Action column for students whose placement are created. 
    

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 Troubleshooting

Frequently Asked Questions