Easy Steps for School
Contents
1. How to Copy an Existing Cohort Schedule Click on STEP 2 Work with Cohort Schedules Once cohort schedules have been created for a particular term the schedules can be copied The existing information course cohort day s times and comments is used to form new schedules but the user specifies new start and end dates that represent the coming term To copy student cohort schedules gt Select the course s for which you wish to copy schedules You may select more than one or use the Select All Courses and Deselect All Courses options gt Enter dates to search between The system will return all cohort schedules with a start date in the range you have entered For example if you want to create a new set of schedules for the fall term enter the approximate dates of the previous fall term gt Click Search to find the existing schedules gt CCPS will show you a list of the schedules that meet your criteria courses and dates with one schedule per row gt Select the schedule s that you wish to copy remembering that the course cohort day s and time s along with the brief summary will be copied over to the new schedule gt Enter a start and end date to be used on the new schedule s gt Click Copy If the action is successful the screen will display a message at the top indicating how many cohort schedules were created To edit the schedules you have created using this feature refer to the How to Edit an Ex2. Enter a cohort name number Enter a brief summary of the cohort if desired Enter the number of students in the cohort Enter the Placement Type Cohort or Preceptor Select the program type for this cohort from the drop down list Indicate the level of the students if desired Indicate whether the basic preclinical paperwork such as background checks has been completed for this group of students Select the preferred units for the cohort s clinical placements this is a required field and very important information since it will form the basis for how the system searches through unit availability at clinical agencies to show potential placements for your cohort Click Save All Changes to store all course and cohort information currently displayed on the screen o To add another cohort related to the course click Add next to Select Cohort and repeat the steps outlined above OTo add another course click Add next to Select Course and then repeat all of the steps described above Report Available for STEP ONE If you would like a listing of all the Courses and Cohorts that you have created for your School Click on T Cohort Schedule Report Click on Select all Courses and Click on Display Report Easy Steps for School Users STEP TWO Work with Cohort Schedules How to Create a New Cohort Schedule Click on STEP 2 Work with Cohort Schedules Note Before creating a new schedule it is a good idea to check what currently exi
3. HGUCALION Easy Steps for School Users 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 units selected at the cohort level will form the basis for how the system searches through unit availability at clinical agencies to show potential placement opportunities for a cohort All of the data entry provides information to either the system or other coordinators so that each has the information it needs to complete the process of scheduling placements STEP TWO Work with Cohort Schedules For each clinical experience that is needed school coordinators must define the cohort schedule This indicates the preferred time period days of the weeks and times that the students would attend clinical rotations It is not absolute but rather a starting point for the system along with the cohort s preferred units to find agency availability Once created schedules may be easily copied for future school terms STEP THREE Work with Placement Requests Once the cohorts and schedules have been defined the system can search for potential matches at clinical agencies Several filters are available to narrow or widen the search results Once a proposal placement request has been made in the system it can be reviewed on a screen and a report School Coordinators also have the option to edit th
4. d email to the clinical coordinator s for that agency to let them know that you are withdrawing your original request The screen will refresh to show that the selected proposal s was withdrawn Easy Steps for School Users To edit a proposal gt Click on the Edit link next to the proposal you would like to change o A table will display below the Withdraw Proposal button with the availability for that agency during the dates specified by your schedule gt Select the shift and days of the week for each unit you would like to re propose to gt Click on the Agree to Terms amp Submit Request button to complete your edit o This action will trigger a series of events First your original proposal will be withdrawn and the new proposals will be submitted Secondly an automated email will be sent to the clinical agency notifying them that your original proposal was withdrawn Thirdly another automated email will be sent to the clinical agency notifying them that there is another proposal from your school for them to consider Report Available for STEP THREE If you would like to create a listing of all the School Proposals that you have submitted for your School Click on School Proposals Report or the Cohort Placement Grid Select Your School and Click on Select All courses Select the status of the proposals you would like to view and enter the date range for the schedules you wish to view and Click Display Report 10 Eas
5. e proposals Easy Steps for School Users Table of Contents STEP ONE Work with Courses and Cohorts How to Add a New Course Page 3 How to Add a New Cohort Page 3 STEP TWO Work with Cohort Schedules How to Create a New Cohort Schedule Page 4 How to Edit an Existing Cohort Schedule Page 5 How to Copy an Existing Cohort Schedule Page 6 STEP THREE Work with Placement Requests How to Request a Placement Page 7 How to Request a Historical Placement Page 8 How to View and Edit a Proposal Page 9 How to Repropose a Placement Request Page 9 WITHIN ALL STEPS How to Print a Report Page 10 Auto Email On Off Feature Page 11 The Easy Steps job aid provides instructions for the most common tasks within CCPS Please refer to the CCPS User Manual if you need are looking for more in depth assistance STEP ONE Work with Courses and Cohorts How to Add a New Course Click on STEP 1 Work with Courses and Cohorts gt gt gt gt Click Add to the right of Select Course Note If Course No and Course Name are already blank you do not need to click Add before entering information Enter the course number and course name Enter a brief summary if desired Click Save Course Info to store the new course in CCPS o If you would like to add a cohort for the new course at the same time continue down the page to the cohort section How to Add a New Cohort VVVVVVV Vv
6. isting Cohort Schedule Note Since only one cohort schedule can be modified at a time we recommend that you pull the Cohort Schedules report to determine if any changes are necessary This will allow you to quickly focus in on only the schedules that require modifications Report Available for STEP TWO If you would like a listing of all the Cohort Schedules that you have created for your School Click on E Cohort Schedule Report Select Your School and Click on Select All courses Enter the date range for the schedules you wish to view and Click Display Report Easy Steps for School Users STEP THREE Work with Placement Requests How to Request a Placement Click on Step 3 Work with Placement Requests Sa ee es 5 Click on Request a Placement link Select a course Select a cohort from the drop down list You may only work with one cohort at a time Click Show Available Schedules Note If no schedules are available go to step 2 and create a new schedule From the Available Schedules List 6 9 Placing a check mark in the box next to the schedule you wish to place This will be the schedule for which the system will find potential matches You may select only one schedule at a time Click Select Search Preferences Select the filters that are important to you when looking for potential clinical placement matches This is optional but it is recommended that you use either the preferred agencies or c
7. le has already been proposed to a clinical agency no changes to the dates days or times can be made However the brief summary is always available for editing to provide more information to the clinical agency To edit cohort schedules gt Select the course s for which you want to edit cohort schedules gt Choose dates to search within the system will look for schedules with start dates in the time period you enter Enter the start date and end date by typing it in directly or using the calendar icon Click Search for existing schedules The screen will refresh to show a list of schedules that exist for your search criteria To edit a schedule only one may be modified at a time click Edit to the left of the schedule details gt You will be redirected to a screen that allows you to edit the variables in the same fashion used to create the schedule gt Modify the schedule as needed start date end date days of the week start time end time and or brief summary gt Click Update Schedule to save the schedule changes VV Vv Report Available for STEP TWO If you would like a listing of all the Cohort Schedules that you have created for your School Click on www aaa com F Cohort Schedule Report Select Your School and Click on Select All courses Enter the date range for the schedules you wish to view and Click Display Report Easy Steps for School Users STEP TWO Work with Cohort Schedules
8. of the cohort schedule if desired For example this field could be used to indicate whether the cohort rotates through other units if there will be a different group of students switching out halfway through the schedule term or if there are any special needs such as a conference room for debriefing gt Click Submit to save the schedule You will be returned to the Manage Schedules screen Your new schedule will be displayed if it fits the search criteria course s and date range previously entered Note If you did not complete a search earlier nothing will be displayed upon returning to the screen Note Initially School Coordinators will have to create cohort schedules from scratch However once the typical schedules for each term exist in the system they may be easily copied for use in later terms see Copying Cohort Schedules for instructions on this procedure Report Available for STEP TWO If you would like a listing of all the Cohort Schedules that you have created for your School Click on Cohort Schedule Report Select Your School and Click on Select All courses Enter the date range for the schedules you wish to view and Click Display Report Easy Steps for School Users STEP TWO Work with Cohort Schedules How to Edit an Existing Cohort Schedule Click on STEP 2 Work with Cohort Schedules Note Once schedules have been created they may be edited if any of the variables need to change Ifa cohort schedu
9. ounty filter so that the results returned for your review are more manageable Click the Search for availability button From the Matching Clinical Unit Availability List 10 11 12 13 Place a checkmark in the shift s and day s you would like to request for each unit location Click Review and finalize Check your entries for accuracy and type any comments into the text box in the middle of the page This text will be embedded in the automatically generated email that will be sent to the agency s Clinical Coordinator when you submit the proposal Click the Agree to Terms and Submit Request button to send your proposal for the agency s consideration and confirm on the pop up question that you accept the terms The screen will refresh to show the proposal that you have made this indicates that your request has been entered in the system The Clinical Coordinator s will receive an email indicating that you have requested a clinical placement at their facility prompting them to review it in CCPS and accept or decline your proposal You will receive an email when they have taken action on your request gt gt You may select more than one agency unit location to send proposals for if you are trying to build a rotation for your student cohort However please ensure that all unit locations selected are at the same agency You also have the option to select more than one agency to propose to your coho
10. rt will be placed at the first agency that accepts the proposal If your cohort will visit the agency at different times by day or plans to stay for 12 hours at an agency that uses 8 hour shifts you may select more than one shift for each unit location in your request Report Available for STEP THREE If you would like to create a listing of all the School Proposals that you have submitted for your School Click on E School Proposals Report Select Your School and Click on Select All courses Select the status of the proposals you would like to view and enter the date range for the schedules you wish to view and Click Display Report Easy Steps for School Users How to Request a Historical Placement Click on STEP 3 Work with Historical Placements VVVV Vv VVVV VV Vv From the drop down list select all or select an individual course to narrow down your work Enter the date range of the Historic schedules you would like to see if different from the pre set dates Click the SEARCH button From the list enter a check next to each schedule you would like to re propose Click the NEXT button The next page will display the details of both your cohort schedule and also the Historical placement details Use the Global Edit feature at the top of the page to change the dates on all of the selected schedules Once you hit submit the new dates will be applied to each of the schedules listed below Enter any new comments for the Clinical Agenc
11. sts to prevent creation of duplicate schedules If you are a brand new user skip this step and move directly to the instructions below Select the course for which you want to create cohort schedules Enter a date range for the start date of the schedule and Click Search Review the results to ensure that a schedule does not already exist for the course cohort dates day s and time s needed If a schedule does exist consider editing it as needed Go to How to Edit and Existing Cohort Schedule for instructions on how to do this If NO schedule exists for this cohort and you want to create a NEW schedule gt Click the Create New Schedule link gt Select the course for which you want to create the schedule gt Select the cohort s for which you want to create the schedule If you select more than one cohort the same schedule will be created for each one gt Enter the start date and end date for the placement period by typing it in directly or using the calendar icon Hi gt Using the checkboxes next to each day select the day s of the week that the students will attend the clinical placement gt For each day that is selected indicate the times by selecting a shift from the drop down list This will automatically populate the start time and end time with defaults for the selected shift You may modify the times as desired by using the drop down lists next to the hour and minute fields gt Enter a brief summary
12. uests VVVVVV V gt Click on the View amp Edit Proposals link Select the Course from the drop down list Enter the date range for schedule that needs to be edited From the displayed list locate the proposal that is in Reproposed or R status Click on View link to see the comments entered by the clinical agency coordinator Click on Edit link to pull up your list of available schedules Select a new shift or Dept Unit from the listing by entering a Check next to the shift and selecting the day of the week Click AGREE TO TERMS AND SUBMIT REQUEST Your proposal will be submitted and an auto email notification will be sent to the Clinical Agency Coordinator How to View and Edit a Proposal Click on Step 3 Work with Placement Requests gt gt gt gt gt Click on View and Edit Proposals Select your school Select the course no Enter the date range for the cohort schedule you would like to view or edit Click Search A list of all Cohort Schedule within this range will be displayed for viewing Note You may only edit a Cohort Schedules that is in Proposed or Reproposed Status You may withdraw a request that is in Proposed Reproposed or Accepted status To withdraw a proposal gt gt Use the checkboxes in the Selected column next to each row to indicate which proposal s you wish to withdraw Click the Withdraw Proposal button This action will trigger an automate
13. y Steps for School User Reporting Reports may be generated from several locations within CCPS or from the Reports tab How to Print Exprot Reports within CCPS gt gt Select the Report that you want to run Enter all the required selection criteria for the specific report Click Display Report Click the Export button envelope icon or Print button printer icon on the gray bar above report title Note To export or print in CCPS you must turn off your pop up blocker Go to Tools on the top menu If exporting from the drop down menu chose the export option of your choice most common are PDF or Excel Data Only Select ALL Click OK Click on File Select Print Auto Email On Off Feature Under the School or Clinical Coordinator Admin Menu Click on the Manage Coordinators link Click on the Update Coordinators link Select coordinator name from the drop down list Scroll to bottom of page Next to Receive Emails o Select Yes to receive auto emails o Select No to stop receiving auto emails gt Click Update VVVVV rev 03 11 2011 11
14. y in any of the schedule listed Scroll to the bottom of the page and click SUBMIT HISTORICAL REQUESTS If the unit is available you will get this message Selected Unit has been Proposed and the Agency has Been Notified If the unit is no longer available you will get this message Unit Schedule Not Available A new proposed schedule was not Created Try changing Start and End Date to Propose a new Schedule again Enter new dates Enter a check in the box Enter any new comments for the clinical agency Click RESUBMIT YOUR NEW DATES If the unit is available you will get this message Selected Unit has been Proposed and the Agency has Been Notified If you attempt to request a schedule that is already a schedule in the system you will get this message Existing Cohort Schedule Found A new Proposed Schedule was not Created Click FINISH to complete the historical placement process You will be returned to the 2 step of the Historical Placement process so that you can continue to make more historical requests for another course Note If there is a schedule listed that will have different dates then entered in the Global Edit deselect that schedule before clicking on SUBMIT HISTORICAL REQUESTS Deselected schedules can be edited individually Easy Steps for School Users How to Repropose a Placement Request If you are notified that you are being asked to re propose one of your placement requests Click on STEP 3 Work with Placement Req
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