Learn how to review student-submitted locations, track interview progress using Interview Statuses, map locations and supervisors to existing records, and create placements directly from approved suggestions.
The guide also covers reporting capabilities, workflow scenarios, best practices, and troubleshooting tips to help administrators efficiently manage the placement process.
Overview
Many social work programs, require students to interview with multiple agencies before securing a placement.
Historically, schools often relied on workarounds such as creating temporary placements or tracking interview activity outside of Exxat Prism.
Multi-Location Field Application Forms simplify this process by allowing students to submit multiple placement suggestions within a single application and track interview progress using standardized Interview Statuses.
Program Administrators can review submitted locations, map manually entered locations and supervisors to existing records, monitor interview outcomes, and create placements directly from the submitted suggestions.
Workflow
The placement suggestion workflow follows these stages:
Students submit one or more placement suggestions.
Students update interview progress using Interview Statuses.
Program Administrators review submitted locations and supervisors.
Program Administrators map manually entered locations and supervisors to existing Exxat Prism records.
Program Administrators create placements from approved placement suggestions.
Interview progress is available through requests, grids, and reports.
Interview Status Workflow
Only one placement suggestion can have a status of Placement Accepted.
Placement Suggestions
A Placement Suggestion represents a location where a student intends to interview or has interviewed for a potential placement opportunity.
Each Field Application Form can contain multiple Placement Suggestion sections.
Placement Suggestions may include:
Field Description Location Information Details of the placement location where the student interviewed, including the location name and related placement information. Supervisor or Preceptor Information Information about the supervisor or preceptor associated with the placement location, including contact and assignment details. Interview Status The current stage of the interview process, such as Interview Pending, Interview Scheduled, Placement Offered, Placement Accepted, Placement Not Offered, or Placement Declined. Interview Schedule Information Details of the scheduled interview, including the interview date, time, and any additional scheduling information provided by the location. Student Comments Comments entered by the student to provide additional context, updates, notes, or feedback related to the placement suggestion or interview process.
The number of placement suggestions available is determined by the form configuration.
A maximum of 10 placement suggestions can be configured for a single form.
Review Submitted Placement Suggestions
Administrators can review placement suggestions submitted by students.
Each placement suggestion is displayed in a separate section and includes all information entered by the student.
Review Information
For each placement suggestion, review:
Location details
Supervisor or preceptor details
Interview Status
Interview schedule information
Student comments
This information helps determine placement readiness and identify records that require mapping.
Monitor Interview Statuses
Interview Statuses provide visibility into the student's progress with each placement suggestion.
Available Interview Statuses
| Status | Description |
|---|---|
| Interview Pending | The student has submitted the location but has not yet scheduled an interview. |
| Interview Scheduled | An interview has been scheduled with the location. |
| Placement Offered | The location has offered a placement to the student. |
| Placement Accepted | The student has accepted the placement offer. |
| Placement Not Offered | The location did not offer a placement. |
| Placement Declined | The student declined the placement offer. |
Interview Schedule Information
When a student selects Interview Scheduled, the student must provide interview scheduling information.
The scheduled interview date remains visible within the placement suggestion, even if the Interview Status changes later.
This allows administrators to maintain a historical record of interview activity.
Map Submitted Locations
Students may submit locations using one of two methods:
Selecting an existing location from Exxta Prism.
Entering a location manually.
Locations Selected from Exxat Prism
Locations selected from the Prism location list are already associated with existing records and do not require mapping.
Manually Entered Locations
Locations entered manually must be mapped before they can be used during placement creation.
Map a Location
To map a Location follow these steps.
Login to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or the hamburger menu go to Process Field Application Forms
In the top menu , go to All Requests tab.
In View by Rotations select Upcoming and Current.
Locate the student's request with a Submitted status and click View in the Action column.
In the Placement cards, review the location selected by the student.
If the selected location is not linked to an Exxat Prism location, a Search Location button is available.Click the Search Location button to find the corresponding location in Exxat Prism.
Select the appropriate existing location or click Add New Location to create a new location.
Click Save.
The location is now mapped successfully. The Placement card will display the linked Exxat Prism location.
Location Mapping Rules
A location can only be mapped once.
A mapped location cannot be reused for another submitted location.
Previously mapped locations are unavailable for additional mappings.
Map Submitted Supervisors or Fieldwork Instructors
Students may submit supervisor or preceptor information as part of a placement suggestion.
If the supervisor or preceptor already exists in Exxat Prism, administrators can map the submitted information to the existing personnel record.
Map a Supervisor or Fieldwork Instructors
Login to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or the hamburger menu go to Process Field Application Forms
In the top menu , go to All Requests tab.
In View by Rotations select Upcoming and Current.
Locate the student's request with a Submitted status and click View in the Action column.
In the Placement cards, review the Fieldwork Instructor selected by the student.
If the selected supervisor or fieldwork instructor is not available in Exxat Prism, a Search Field Instructor / Task Supervisor button is available.Click the Search Field Instructor / Task Supervisor button
Search for the corresponding personnel record or add a new Field Instructor.
Instructor successfully added to Exxat Prism.
This process helps maintain consistency across location and personnel records.
For Example:If a student enters an abbreviated location name, an administrator can update the response before completing the mapping process.
Create a Placement
Once the required locations and supervisors have been mapped, administrators can create a placement from the submitted placement suggestions.
The placement creation workflow varies depending on the number of mapped locations.
Access the Placement Card
Login to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or the hamburger menu go to Process Field Application Forms
In the top menu , go to All Requests tab.
In View by Rotations select Upcoming and Current.
Locate the student's request with a Submitted status and click View in the Action column.
Scroll down to the placement card section and select the placement card you need.
Scenario 1: One Mapped Location
If only one placement suggestion is mapped:
In the top right of the response page, select Create Placement.
Review the placement details.
Click Place or Place and Publish now to complete the placement creation process.
The mapped location and supervisor are automatically populated.
Scenario 2: Multiple Mapped Locations
If multiple placement suggestions are mapped:
Select Create Placement.
Choose the desired location from the selection window.
Review the placement details.
Scenario 3: Placement Accepted Location Exists
If a mapped placement suggestion has a status of Placement Accepted:
Select Create Placement.
Continue directly to placement details.
Download Raw Response
Interview tracking information is available in to download and you can also export the current view.
Additional Report Columns
| Column | Description |
|---|---|
| Interview Status | Current interview status associated with the placement suggestion. |
| Schedule Date | Scheduled interview date, when available. |
Interview Status and Schedule Date information are reported alongside the corresponding location and supervisor details.
Best Practices
Encourage students to select existing locations whenever possible.
Review manually entered locations promptly to avoid mapping delays.
Monitor Placement Accepted statuses to identify students ready for placement creation.
Verify mappings before creating placements.
Use Interview Statuses to track interview progress instead of creating temporary placements.
Troubleshooting
| # | Issue | Possible Cause | Resolution |
|---|---|---|---|
| 1 | A location cannot be mapped. | The location has already been mapped to another submission. | Review existing mappings and select an available location. |
| 2 | The Create Placement option displays a location selection window. | Multiple placement suggestions have been mapped. | Select the appropriate location before continuing. |
| 3 | A student entered a location that does not match an existing record. | The location was entered manually. | Update the response if needed and map it to the correct location. |
| 4 | A supervisor cannot be selected. | The location may need to be mapped first. | Complete the location mapping and then map the supervisor. |
| 5 | A student cannot update Interview Statuses. | A placement may already have been created. | Review the student's placement status. |
0 comments
Please sign in to leave a comment.