EP User Manual Version 5.1
Contents
1. STUDENTMAX 5 0 SUPPORT DOCUMENTATION EDUCATION PARTNERS Oregon Center for Because Oregon s Health Depends On It StudentMAX Support Documentation EDUCATIONAL PARTNER A user from a college or university or a program within a college CLINICAL PARTNER A user from a clinical facility or a department within a facility NETWORK ADMINISTRATOR A user with administrative privileges for a specific licensed StudentMAX network This user will be able to make global changes for their particular network and serve as a point of contact for the education and clinical partners for that network NETWORK A group of schools and clinical facilities using StudentMAX within a geographical area REGION A subdivision of a network PROGRAM The focus area of the placement i e Nursing Pharmacy Social Work etc TERM The school defined period of time in which the placement occurs i e spring fall STATUS The status describes where a given placement is in the negotiation process There may be many status codes listed in StudentMAX The main status codes used by most networks are as follows e Active a placement that has been approved by a clinical partner e Archived a past placement e Denied a placement that has been refused by a clinical partner e Pending a placement requested by a school and awaiting a decision PLACEMENT TABLE DEFINITIONS A placement is a record created to make a request for st2. SEARCH FOR PLACEMENTS The search bar is located under masthead logo and will appear on every page Searching may be performed from any screen Placement ID Program Region Clinical Site Unit Type College Site All Y Al v Al Y Al Al Al x Term Year Start Date End Date Status Display Results in calendar TO SEARCH FOR PLACEMENTS 1 Click the down arrow of each field to enter criteria into desired fields to limit search a You may select multiple options by clicking on each label 2 Select desired Display Results a In Table Results will display in the Placement Table view b In Calendar Results will display in a Calendar view Under Development Click SEARCH results will display on screen Click RESET to remove search criteria NOTE The system default is set to All as the header of each field This denotes the option of selecting all the options in the field or you can select individual options in each field If there is only one option to select the system will default to All and you will not be able to select the option CHANGE PLACEMENTS When changing a current placement a good practice is to add a comment to explain the necessity for change StudentMAX Support Documentation Click Placements tab 2 Click on Show My Approved Placements or Show My Placement Requests depending upon placement status to view placements Click Edit Record icon to the left of the desired placement to view detai
3. s placements StudentMAX Support Documentation TECHNICAL SPECIFICATIONS SYSTEM REQUIREMENTS e Web Browser Internet Explorer Firefox Google Chrome Safari e Office 2007 or later e Monitor 1280x1024 resolution or greater e High speed internet connection URL INFORMATION The URL or site address for StudentMAX is www siudentmax org We do not recommend parking another domain for StudentMAX but redirecting a domain is possible Please contact StudentMAX Support for more information
4. StudentMAX Support Documentation Placement Requests 4 4 Page 1 Action 1B 2D Number College Clinical 22220 CSN CSN 2 22216 22215 CSN P dls 22117 CSN Cente Cente Cente Desert of 1 Db I Per Page 50 i Displaying 1 7 of 7 Unit Type Num 4A O B Start Date End Date M T W Th F Saj Su Peds 1 Mendis 09 03 2 10 26 2 When viewing the Approved Placements or Placement Requests screens you will see the placements in the Placements Screen PLACEMENT TABLE SCREEN The placements screen displays under the Placements tab options It is a filtered list of placements based on either manually entered criteria or pre defined criteria such as Approved Placements The title shown in the upper left hand identifies the list Approved Placements in the following example To the right of the title are the navigational elements including move to first page move back one page current page total number of pages move forward one page move to last page lines displayed per page identification of displayed page and total number of pages Approved Placements 4 Page 1 Action gt Number College Clinical PAZ 2222 SN JS Title 7 2 2221 BN Cente Cente P FO 22219 22218 CSN Cente CSN Cente of1 Db I Per Page 50 Displaying 1 16 of 16 Unit Type Num 4A 7th o B Start Date En
5. 4 Action Name BirthDate Gender Phone Edit 7 ohn D Oh Male 503 555 Student J J Records Z Keith Higbee Male 503 25 PY Aubrey Bitton Female Z Kayla Tyler Female 503 555 Email john d oh gmail us student test studentmax te studentmax9 gmail com ktylertest gmail test com To open a student profile click the Edit icon in the Action column Student Credentials Verified Yes Yes Yes Yes Background Employee Specific Criteria 223504 SE 131st Avenue First name Address Middle name State Last name City Phone Email address Zip 86 Date of Birth Graduation date Gender OMale Female W VANCOUVER makenzie test test vn February 08 1995 March 13 2012 SUBMIT CANCEL CONTACT US The Contact Us tab provides information for contacting StudentWAX Support and to leave comments or questions StudentMAX Support Documentation FOR MORE INFORMATION ABOUT STUDENTMAX PLEASE CONTACT Contact Us StudentMAX Clinical Placement System Oregon Center for Nursing 5000 N Willamette Blvd Portland OR 97203 p 503 943 8772 info studentmax org WHAT DO YOU THINK ABOUT STUDENTMAX Have a comment about StudentMAX Would you like someone from the Oregon Center for Nursing to call you Please complete the form below and someone will be in touch soon Comments Questions SEND HELP CENTER You can access the StudentMAX Help Center by clicking th
6. cases you will be given a list of choices Select the radio button for the criteria you wish to filter and press ENTER 4 Click outside of menu to close and return to display NOTE When a column is filtered the column header will appear in italics To remove a filter from a column 1 Click on the desired column heading StudentMAX Support Documentation 2 Uncheck the radio button next to Filters CUSTOMIZING COLUMNS You can adjust the column size to help in customizing your table view To do this 1 Move your cursor between the column to see a two arrows icon amp 2 Click and drag to expand the column Column adjustments and filters will be saved so you don t have to reset your column widths and filters every time NOTE You will need to reset your column widths and filters if you change browsers or switch to different computers EDITING IN TABLE You can make changes to the placement directly in the table 1 Click directly on the data you wish to change Clinical JupiterU JupiterU JupiterU JupiterU JupiterU 2 Depending on the type of information in the column you will see a PULL DOWN MENU CALENDAR or FREE TEXT 3 Change the information and click outside of the box to make the change NOTE Changing information within the table WILL NOT generate an email If you wish to make sure the clinical partner receives an email of the change please use the EDIT icon EXPORTING RESULTS FROM TABLE Stude
7. this time documents are shared with ALL clinical sites or ALL schools in the network Please consider emailing documents containing confidential information outside of the StudentMAX system NEWS News items are short articles to communicate information to all users or to specific schools or clinical sites of a particular network These items will show in the news bar on the dashboard and in the News submenu under Resources ADDING A NEWS ITEM To add a News item Go to the Resources tab Click the News link Click the Add Item link on the top right of the table Enter a Title for the News item Choose the Clinical site or College site to share the News item Se SY ES Enter the news information in the Details box New News Title Clinical College Details Tahoma NOTE All News Items must be approved by your Network Administrator before it will be visible Please contact your Network Administrator for approval or send an email to support studentmax org if your network does not have a Network Administrator StudentMAX Support Documentation OTHER TABLES SITE ADMINISTRATORS ONLY Site Administrators see Permission Levels have the ability to update certain tables This tab will give you access to those tables to ensure the information you have for your site is the most accurate You will only be able to update information for certain tables that pertain to your school site Any item designated
8. with a College Site of All cannot be updated Please work with your Network Administrator or StudentMAX Support when adding new or deleting any information from these tables to ensure the most accurate handling of your placements TERMS This is a list of the Terms used by your school site The Sort Order column represents the order in which the Terms appear on the table You can update the name of the term and the sort order UPDATING TERMS To update the Term Go to Other Tables Click on the Terms link Click the Edit icon in the Actions column Update the term Click the Save button ae mM NY S StudentMAX Support Documentation Terms Page P 7 Q Fall 7 2 Winter I4 4 Page 1 of 1 Term Add Item Export Sort order College Site en Fy Q W Sp e 7 2 Spring Cancel Save 2 Fy Summer LEVELS This is a description of the program level of the student For example Senior Junior 1 Year etc UPDATING LEVELS To update the Level oe Sy Levels Page 2 Fy Q ADN 1st Sem a 7 2 Grad 1st yea a 2 Q J Go to Other Tables Click on the Level link Click the Edit icon in the Actions column Update the term Click the Save button I4 4 Page 1 of1 gt Abbreviation Grad ist yea Abbreviation Level Graduate College Site JupiterU JR MN Cancel Save SR ROTATION Add Item Export College Site JupiterU JupiterU Stu
9. 20 Term College Site JupiterU Year Instructor or Course 2012 Bitton NUR201 Start Date Level July 01 2012 SR End Date Rotation Type July 31 2012 Cohort Clinical Site Status Earth Active Type Request Type New Placement Unit V Would you like this placement to rollover every year Shift M T WwW Th F Sa Su Clinical Placement Decision Education Placement Decision Approved w Changes Accepted Comments Professor Bitton Fridays would be ok too Jana Bitton Need to do Fridays Region Clinical Site Unit Y All Y All Y All Y All Start Date End Date Status Display Results a All v in table l xindar Confirm Are you sure you want to delete this entry Ss I4 4 Pa Of 2G J OK Cancel pias Ee enc Kec nS La MR Roo JupiterU Earth Onc 5 Cohort JR JupiterU Earth Peds 10 Bitton N Cohort SR NOTE No emails are sent to involved education or clinical partners if a record is deleted The delete icon will ONLY appear to the user that created the record If you did StudentMAX Support Documentation not create the record the Delete icon will not show If you feel the placement should be deleted and you do not have permission to delete the record please email your network administrator or send an email to support studentmax org WORKING WITH PLACEMENTS In addition to viewing or editing placements there are some other options for working with placements
10. 8 2013 RESOURCES The submenus on this tab will give you additional information about the partners within your network documents and news articles OUR PARTNERS This is a list of all Education and Clinical Partners on your network There is also a link to the email address of the Site Administrator at the site Click the name of the contact and a new window will open to send the person an email Clinical Partners Education Partners Clinical Site Contact College Site Contact Earth Hospital Bitton Jana Jupiter University Bitton Professor Pluto Hospital Brown Stacey Mars University Brown Professor Venus Hospital llic Kelley Saturn University Gordon Asst Professor Non Partner Test Brown Stacey SHARED DOCUMENTS Shared Documents are documents available across the network These documents could have been uploaded by you or by someone else on your network who has given you access to view and download StudentMAX Support Documentation VIEW DOCUMENTS To view a Document 1 Select Resources 2 Select Shared Documents Shared documents Page 4 4 Page 1 of1 gt gt I PerPage 50 Displaying 1 4 of 4 File Name Description Modified a Document Type test document test document 01 03 2013 General Annou test fdsafd 09 26 2012 General Annou Skills Chart Skills Chart 07 11 2012 General Annou StudentMAX Quick Start Guide StudentMAX Quick Start Guide 06 01 2012 General Annou DOWNLOAD DOCUME
11. NTS To download a Document select Resources select Shared Documents Click the Document Name link Choose OPEN to open file or SAVE to save file a I Opening test document DOCK You have chosen to open Wh test document DOCK which is a Microsoft Word Docurnent from https www studentmax org What should Firefox do with this file Open with Microsoft Word default Save File Do this a utomatically for files like this from now on StudentMAX Support Documentation MY DOCUMENTS My Documents are documents you upload to the network You can share your documents to other schools in your network other clinical sites or students UPLOADING DOCUMENTS To upload a document 8 9 oe eS Se a Go to the Resources tab Click on My Documents Click the Add Item link on the top right of the table Enter a File Name Click the Select Files button and choose the file you wish to upload Enter a Description Choose a Document Type a At this time Document Types are set up by Network Administrators Please contact your Network Administrator or send an email to support studentmax org if you have a specific document type you d like to create Choose who will receive Access Click the Submit button Create Document File Name File Select Files Upload File Description Document Type General Announcements Access All StudentMAX Support Documentation NOTE At
12. SITE ADMINISTRATOR A Site Administrator is a designated person at the Education Site who can manage placements but also update tables verify student information and assign students to placements The Student Module is currently under development HOME TAB Clicking this link will return you to the Dashboard view PLACEMENTS TAB The Placements tab has four items Show My Approved Placements Show My Placement Requests Submit a New Request Rollover SHOW MY APPROVED PLACEMENTS Displays all of your placements on ACTIVE status These placements are approved by the Clinical Partner Approved Placements 4 4 Page 1 ofl b gt bi PerPage 50 Displaying 1 16 of 16 oO B Action ID Number College Clinical Unit Type Num Start Date End Date M W Th F Sa Su PA 22221 CSN Cente 4A Peds DAH 22217 CSN Cente 7th Me 09 03 2 10 26 2 AAD 22219 CSN Cente n 08 16 2 10 31 2 DAH 22218 CSN Cente z 08 13 2 10 31 2 SHOW MY PLACEMENT REQUESTS Displays all of your placements on PENDING status These placements have not received a decision by the Clinical Partner or the Clinical Partner decision is Approved With Changes A decision of Approved With Changes means the Clinical Partner has made adjustments to the placement and the Education Partner should make an Education Partner decision of Accepted to make the placement ACTIVE For more information see Accepting or Rejecting Placements
13. TS You can generate reports in StudentMAX to pull out specific information StudentMAX gives you two options for running reports Standard Reports to run specific pre defined reports and Create Reports to run your own unique queries STANDARD REPORT Standard Reports are generic specific reports built by StudentMAX to calculate some of the most common information For Education Partners the Standard Reports are as follows Inactive Units Report A list of all units marked as Inactive by Clinical Partners Clinical Requirements A list of all student requirements for clinical placement as updated Report by Clinical Partners Under Development Student Placement Displays a list of placements for your school during a specific Term schedule and Year Student Placement A list of all student placements sorted by student name Under schedule by Name Development Standard Reports will be updated often and there may be more options than listed above CREATE REPORTS With Create Reports you can query your data using specific criteria and then export the results to Excel or another spreadsheet program for analysis or additional formatting The Create Reports screen is divided into two sections The top section allows you to select the data you wish to filter using pull down menus The bottom section allows you to choose how you want your information displayed StudentMAX Support Documentation Create Choose the S
14. d Date M T W Thl Sa Su Peds 1 Add Item and Export Me 1 09 03 2 Me 5 08 16 2 Me 5 08 13 2 10 31 2 In the upper right corner are the Add Item button if allowed by credentials and the Export button You can sort the placements on the placement screen alphabetically and numerically 1 Click on desired column heading a white triangle will appear 2 Select Sort Ascending 0 to 9 Ato Z or Sort Descending 9 to 0 Z to A Approved Placements 4 4 Page 1 of 1 I Per Page 50 Displaying 1 16 of 16 o B Action ID Y Number College Clinical Unit Type Num Start Date End Date M T W Th F sa su Sort Ascending nte 4A Peds 1 44 Sort Descending 97 2222 37 2 2221 columns hte Meee 09 03 2 10 26 2 PZO 2221 Filters gt Inte 08 16 2 10 31 2 HA 22218 Cente E 08 13 2 10 31 2 DISPLAYING INFORMATION You can choose the columns you wish to see in the Placement Table display to give you more flexibility in viewing your data in the table The columns displayed are as follows ID Rotation type Number Permanent ID Level College Shift Clinical Start Date Unit End Date Type Days of the Week M Su Num of Students Comment Instructor or Course You can hide columns to reduce the amount of information you see on the screen Hiding columns does not delete data To turn columns on or off for view 1 Clic
15. dentMAX Support Documentation This is a description of the makeup of the clinical placement group For example Cohort Observation Preceptorship etc UPDATING ROTATIONS To update the Rotation Go to Other Tables Click on the Rotation link Click the Edit icon in the Actions column Update the term Click the Save button ae oe Home Placements Reports Resources Other Tables Review Student Contact Us Placement ID Program Region School Site All Al Term Year Start Dat All All a Rotation SmaliGp Abbreviation Rotation Add Item Export Rotation Abb College Site JupiterU hd College Site Cohort Cancel Save Leadership All Obs Observation All Preceptors Preceptorship All ma s m LAZA 2 SmallGp Small Group JupiterU REVIEW STUDENT SITE ADMINISTRATORS ONLY FUTURE BUILD THE STUDENT MODULE IS CURRENTLY UNDER ADDITIONAL DEVELOPMENT MORE INFORMATION WILL BE PROVIDED IN A SEPARATE DOCUMENT PLEASE CHECK BACK FOR UPDATED INFORMATION The Review Students tab gives access to all students registered at your school site Students create their own profiles If a profile appears to be missing for a student please contact the student to make sure they have set up their school site accurately or contact your Network Administrator StudentMAX Support StudentMAX Support Documentation Students I4 4 Page 1 of1 gt gt I PerPage 50 v Displaying 1 4 of
16. e Help link in the top right of the screen next to the log in name la a i K lament aad ES Student MAX A n Oregon Clinical Placement ssim CAD Welcome Professor Bitton Network Milky Way Network Log Out Help The Help Center has Frequently Asked Questions video tutorials and other documentation StudentMAX Support Documentation STUDENTMAX HELP CENTER Frequently Asked Questions My login doesn t work anymore How do log in Where can see my placements think might be missing some tabs or menu options View All Tutorials Educational Partner Submit New Request Orientation to the new StudentMAX Clinical Partner Submit New Request Student Portfolio Documentation PDF StudentMAX User Manual Education and Clinical Partners StudentMAX User Manual Student Portfolio StudentMAX User Manual Network Administrator Contact the Support Center Still can t find the answer to your question Let us know and we ll get back to you right away Running version code 5 0 103 Contact the Support Center StudentMAX Support Documentation OTHER INFORMATION PRINTING OUTPUT FILES Printing will vary depending upon application being used The steps for Excel are shown below PRINTING FROM EXCEL 2003 1 Click File on the toolbar 2 Click Page Setup 3 Select Landscape under Orientation on Page tab 4 Switch to Sheet tab 5 Select Gridlines under Print 6 Click OK to clo
17. earch filter information you Network Miky Way Network Rotation Type want to display Program Instructor Level Clinical Decision Education Decision All Clinical Site Region Unit College Site Type Term Status Year Report fields and advanced criteria Choose how you want the information displayed Order by 1 None Order by 2 Report name Show Fields Calculation None Calculation On To create your own report Go to the Reports tab Select Create report Choose the criteria you wish to filter top box select Show Fields to choose the fields you wish to display Name the report optional Click RUN REPORT eS SS i Ss Your results will open in a new browser window NOTE The system default is set to All as the header of each field This denotes the option of selecting all the options in the field or you can select individual options in each field If there is only one option to select the system will default to All and you will not be able to select the option EXPORTING RESULTS Once you have run a Standard Report or Create Report you can export your results to Excel or another spreadsheet program to format your data or to perform further analysis To export your results click the Export icon at the top of the output screen You will be able to export to Excel CSV or Word formats StudentMAX Support Documentation 2013 01 14 2013 02 28 2013 2013 01 07 2013 02 28 2013 2013 01 07 2013 02 2
18. g year clear out the START DATE and END DATE and sort the placements by COLLEGE SITE The Network Administrator will then distribute placement lists via email to each Education Partner for review with a deadline for placement submission Step 2 Education Partner updates placements in Excel Education Partner will edit the following fields in the Excel spreadsheet provided by the Network Administrator INSTRUCTOR OR COURSE END DATE START DATE LEVEL Before the deadline set by the Network Administrator the Education Partner representative returns the updated list of placements to the Network Administrator via email Step 3 Network Administrator works with StudentMAX Support to upload placements The Network Administrator contacts StudentWMAX Support to arrange for placement upload Rollover placements will receive a new PLACEMENT ID however the NUMBER PERMANENT ID number will not change Rollover placements will be uploaded and marked as a Rollover Placement Step 4 Clinical Partner submits decision on rollover placements The Network Administrator will alert Clinical Partners via email and or News Items of when Rollover placements are uploaded for decisions Clinical Partners can enter decisions of APPROVED APPROVED WITH CHANGES or DENIED for the placements in the StudentMAX system If your network does not have a designated Network Administrator please contact StudentMAX support if you d like to rollover your site
19. he Reports section for more information StudentMAX Support Documentation PLACEMENT TABLE ACTIONS From the Placement Screen you will see the Action column This column contains three options Approved Placements 4 4 Page 1 of 1 gt PI Action Number College Clinical ana PP 23621 Test JupiterU JupiterU JupiterU JupiterU Welcome Professor Bitton Network Milky Way Network oc f nada x Unit Monday Number Number of Students 10 Tuesday Program Total Students Over Wednesday D be Course of Placement Region Total Hours Per Student120 Thursday Term Fall College Site JupiterU Friday Year 2012 Instructor Course Bitton NUR201 Saturday Start Date 7 1 2012 Level SR Sunday End Date 7 31 2012 Rotation Type Status Active 2 1 Clinical SiteEarth Type Rollover Yes 7 3 E Comments Comment By Comment Time f Need to do Fridays Jana Bitton 06 18 2012 21 24 45 7 3 Fridays would be ok too Professor Bitton 06 18 2012 21 22 34 7 2 8 2 PZA 23606 JupiterU Earth Psy 10 Bitton N Cohort JR 09 01 2 10 2 Close the View screen by clicking the X in the upper right of the screen StudentMAX Support Documentation Click the Edit icon to pull up the Placement Form to edit the record Change Placement View History Assigned Students Id 15914 Number Number of Students 10 Program Total Students Over Course of Placement Region Total Hours per Student 1
20. k on any column heading 2 Select Columns to display the list of available columns 3 Clear check box for columns to be hidden display changes when check box is cleared StudentMAX Support Documentation 4 Click outside of menu to close and return to display Approved Placements 4 4 Page 4 of 1 bl Per Page 50 Displaying 1 16 of 16 Action ID College YW Clinical unit Type Num of Start Date M T Sort Ascending Z Sort Descending 7 22217 CSN di Columns PA 22219 csn d E Filters EE ee College 7 2 22218 CSN Centenni 3 Clinical Unit Type 7 2 22074 CSN Centenni bs a Num of Students Start Date End Date DA 22118 CSN Centenni S JAM 2 Z 22221 CSN 70 22078 CSN Centenni PO 22079 CSN Centenni 7 O 22114 CSN Centenni 7 22111 CSN Centenni P 22112 CSN Centenni Z yO 22105 CSN Centenni You can filter the information in the table view to narrow the search result to show specific information such as a particular clinical site or a specific unit To filter your results 1 Click on the desired column heading 2 Select Filters to see an input box instructo Rotation Bitton N Cohort Bitton N Cohort JupiterU Earth 3 Input a word or number to filter and press the ENTER key In some
21. ls Update enter field values as necessary When placements are changed fields that have been changed will be highlighted in yellow Mousing over the highlighted fields will show the original value 6 Click SUBMIT to capture the changes An email will be sent out to the Education and Clinical partners to notify them of the change May 01 2012 Junior End Date Rotation Type May 31 2012 Gp Rotation Clinical Site Status Centennial Hills Active Type Request Type pe CS New Placement Original value MedSurg Unit TthFloor S Would you like this placement to rollover every year Shift M T W Th F Sa Su Ele gt ele ell ell Clinical Placement Decision Education Placement Decision Approved w Changes Comments Pos StudentMAX can identify conflicts between placement requests If your request at a specific clinical site conflicts with an approved or requested placement for the same unit There are conflicting placements with your request VIEW CONFLICT OVERRIDE CLOSE type and days of the week the system will generate an error message You will have three options StudentMAX Support Documentation VIEW CONFLICT This will open a table in another browser window to view all conflicting placements After reviewing the potentially conflicting placements you can close the browser window and return to the error screen OVERRIDE If your review shows the placement to not be in conflict or if y
22. ntMAX Support Documentation 1 Click the Export icon in upper right corner Approved Placements I4 4 Page 1 of1 b gt bi Per Page 50 Displaying 1 16 of 16 Pen ec om ie on en PHAR 22221 7 2 22217 47 22219 7 jO 22218 3 Click Export Cente Peds 1 Cente 7th FRN 09 03 2 10 26 2 Cente 08 16 2 10 31 2 Cente nee 08 13 2 10 31 2 Export Type CSV Ca Excel Export Type Excel Cancel 4 Click Save to open Save As dialog box or Open to open file in application Fite Download Do you want to open or save this file 38 Name 04252012171505 xls Hl Type Microsoft Excel Worksheet From 118 70 248 55 A While files from the Internet can be useful some files can potentially 2 harm your computer If you do not trust the source do not open or save this file What s the risk If opening output in Excel columns may need to be re sized to display contents correctly indicates column is too narrow for contents Click and drag the right border of the column to re size See Printing Output Files for printing assistance NOTE Export will include ONLY the visible columns you have set up in your table view If you wish to export all columns you will need to filter to show all columns Also choosing the Export icon will only give an output of the table results you are viewing To see more detailed information you may wish to run a report See t
23. on will take place StudentMAX Support Documentation START DATE The date the clinical experience is set to begin END DATE The date the clinical experience is set to end DAYS OF THE WEEK Denotes the day s of the week shift codes the student will attend the placement ROLLOVER PROCESS The process to request placements for a specific term from year to year This process reduces data entry and helps maintain college clinical site relationships StudentMAX Support Documentation ACCESSING STUDENTMAX LOGGING IN 1 From the main screen see image above click the blue LOGIN button 2 Enter your user name which is the email address used at setup 3 Enter your unique password User name studentmax2 gmail com Password eeccce Forgot password 4 Click LOGIN RESET PASSWORD 1 At Login screen click on Forgot password To reset your password please enter your username email address and a password reset link will be emailed to you User name SUBRATT 2 Enter your email address and a password reset link will be sent to you 3 Open your email and click the link 4 Create your new password and login DASHBOARD Upon logging in you will immediately see the StudentMAX dashboard The dashboard contains menu tabs search fields and options a snapshot quick link view and a News Documents window to provide announcements and the most recently uploaded documents StudentMAX Suppor
24. ou wish the clinical partner to review your placement despite the conflict choose Override and the placement will be submitted CLOSE If you wish to make changes to your placement to avoid a conflict choose Close to go back to your original request without submitting the request to the Clinical Partner ACCEPTING OR REJECTING PLACEMENTS When a Clinical Partner submits a decision on a placement they will either enter a decision of APPROVED APPROVED WITH CHANGES or DENIED If the decision is APPROVED the Education Partner takes no action The placement status automatically changes to ACTIVE If the decision is DENIED the Education Partner takes no action The placement status automatically changes to DENIED If the decision is APPROVED WITH CHANGES this means the Clinical Partner APPROVES of the placement request but the education partner should review any changes made before final approval This requires the Education Partner to complete the Education Partner Decision field TO COMPLETE THE EDUCATION PARTNER DECISION FIELD Click Placements tab Select Show My Approved Placements listing Click Edit Record to Accept Accept w Changes or Reject the placement request using dropdown list under Educational Placement Decision Click SAVE ACCEPT the placement will change the status of the placement to ACTIVE ACCEPT WITH CHANGES will keep the status of the placement as PENDING REJECT the placement will change the stat
25. se Page Setup dialog box 7 Click View on the toolbar 8 Select Page Break Preview 9 Click first blue line on the left and drag to far right of the data setting spreadsheet to print one page wide 10 Print document File gt Print Da a a a a a ee e deen eee el pas i F rsznisco fo fo fo gaa oomo o fo H T fasal orense a TT BT Click and drag blue dotted line to far right j i TET wom wman oot oO aman tenemmenca Cel a P Se ee a C a ea re ee ron ena el E fam o M T aaoo azoo o foo fol 4 ap Ag Ls g StudentMAX Support Documentation PRINTING FROM EXCEL 2007 1 Click Page Layout on the toolbar 2 Select Orientation gt Landscape 3 Select View on the toolbar 4 Select Page Break Preview 5 Click first blue line on the left and drag to far right of the data setting spreadsheet to print one page wide 6 Print document StudentMAX Support Documentation MANUAL ROLLOVER Student placements can be rolled over from term to term to reduce data entry and help retain relationships between clinical sites and schools The rollover process can be initiated at any time but usually takes place once or twice a year A manual rollover process involves four steps Step 1 Network Administrator exports placements to rollover The Network Administrator will export all placements for a particular term to Excel The Network Administrator will then advance the YEAR field to the followin
26. t Documentation OCN Oregon Center for RSING Menu Tabs 20u Helo Because Oregon s Health TET tere reeress sos reores T oteriatin enero cna DO Fields Placement ID Program Region Clinical Site Unit Type College Site Y Al v All v Al v Al X Al MA Term Year Start Date End Date Status Display Results All All v ma All v in table C in calondz Snapshot Quick Placements awaiting a decision News Links A 7 test 22216 CSN MedSurg 09 03 2012 10 26 2012 w Documents StudentMAX 5 0 Webinar 22215 CSN MedSurg 22154 All Inactive MedSura Schedule PDF A Upcoming student placements 22217 CSN 7th Floor MedSura 09 03 2012 10 26 2017 22219 CSN MedSurg 5 08 16 2013 10 31 201 22218 CSN MedSurg 5 08 13 2012 10 31 2012 m News Documents New resources have been added Wi ndow Have a question Do you need to submit a new placement opportunity Do you need to run a report PERMISSION LEVELS StudentMAX has three levels of permission for all education sites Your level of permission is set by the Site Administrator or Network Administrator VIEW ONLY GUEST Those with View Only access will be able to view placements and export data MANAGE PLACEMENTS Those with Manage Placements access will be able to view placements make new placement requests change placement requests and run reports StudentMAX Support Documentation
27. the network by geographic region or system Total Hours per The number of hours each student must accrue as part of their Student placement experience The academic term i e Fall Winter Spring College Site The college site of the education program Year Year Yea The academic level of the students assigned to the placement Rotation Type A description of the composition of the group of students i e Junior Senior 1 year Clinical Site The hospital or other clinical site The disposition of the StudentMAX placement The type of rotation i e MedSurg L amp D etc Request Type Identification of the placement as a New Placement Request Change Placement Request or a Rollover Placement The unit of the clinical site where the placement will take place Shift The times of the shift StudentMAX Support Documentation re scription O Comments Discussion between Education and Clinical partners about specifics of the placement NOTE Comments will not be added to the placement without clicking the POST button ROLLOVER Student placements can be rolled over from term to term to reduce data entry and help retain relationships between clinical sites and schools THIS FEATURE IS CURRENTLY UNDER DEVELOPMENT however you will still be able to roll over placements manually Please see the MANUAL ROLLOVER section for more information on how to manually rollover placements StudentMAX Support Documentation REPOR
28. udent experience ata clinical facility The Placement Table lists all records within a particular network and is filtered by clinical site or school depending how the user is logged in The following are definitions for each column in the Placement Table StudentMAX Support Documentation ID The unique identifier assigned by the StudentMAX program for each individual placement NUMBER PERMANENT ID A number permanenily assigned to a placement by a network administrator This number facilitates tracking through the rollover process SCHOOL SITE The school college or university from which students are placed in their clinical experience CLINICAL SITE The physical location where a student will be performing their experience UNIT The physical location i e floor building within a clinical site where the student will be assigned TYPE The type of experience the student will have as part of their clinical placement i e Med Surg OR NUMBER OF STUDENTS The number of students in a specific clinical rotation INSTRUCTOR OR COURSE This column denotes the course number taken by the student and the instructor name ROTATION TYPE A descriptor of the makeup of the students participating in the placement i e cohort observation preceptor LEVEL The level of educational progress specific to a given student or group of students i e freshman LPN SHIFT The date and time schedule the clinical experience rotati
29. us of the placement to DENIED StudentMAX Support Documentation SUBMIT A NEW REQUEST This link will open up the form to complete to create a new request To submit a new request Click Placements tab Select Submit a New Request Complete the New Placement Request form Click SUBMIT w OY Sf NEW PLACEMENT REQUEST FORM Complete the New Placement Request form to capture the information about your placement New Placement Opportunity Number Number of Students Program Total Students Over Course Region Total Hours per Student Term College Site Fall All Year Instructor or Course 2012 Start Date Level Junior End Date Rotation Type DEU Clinical Site Status Pending Type Request Type New Placement Unit Would you like this placement to rollove Ww Th F Sa PLACEMENT REQUEST FORM FIELDS The following table describes each field in the Placement Request Form Fields marked with an are required StudentMAX Support Documentation re serption O Number Permanent OPTIONAL A unique identifier specific to an individual network ID Number of Students The number of students expected to participate in a placement Program The program to which placements are assigned i e Nursing EMT PT Pharmacy etc Total Students Over The total number of students over the course of the placement Course of Placement Used primarily for observation rotations A division of
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