Viewing and Tracking Availability

You can use the Viewing and Tracking availability board to add availability and manage and monitor availability details, including application statuses, total slots, pending school requests, requested slots, and deleting and editing availability.

This section provides information about the following topics:

Viewing Internship Details

Availability Name: The title or name of the availability program.

Total Slots: The total number of positions available for the slots. This indicates how many students can be accommodated in the program.

Pending School Requests: Displays the number of requests from schools that are still pending approval or processing. It helps in tracking the demand and managing requests.

Requested Slots: Displays the number of slots requested by schools or students. This provides insight into the interest and demand for the availability.

Status: Displays the status of the availability, such as Published, Unpublished, and Closed. This helps in understanding the current state of the availability.

Actions: Under the Actions column, you can edit or delete an availability.

Filtering Availability

On the View and Track Availability board, you can view the availability using the following filters:

Discipline: This enables you to narrow down availability opportunities aligned with your educational background or career goals.

Location Groups: This enables you to focus on slots available in specific regions or groupings of locations, streamlining the search process based on geographic preferences.

Locations: Specify the exact locations or specific sites where slots are available.

Status: Enables you to monitor the application process, availability timeline, or ongoing status updates of the availability.

Published: The availability is published on ExxatOne.

Unpublished: The availability is not published on ExxatOne.

Closed: Slots against the availability have already been assigned to the programs. Hence, the availabilities are considered closed and are not published on ExxatOne.

Start Date: This enables you to filter availabilities based on their scheduled start dates.

End Date: This enables you to filter availabilities based on their scheduled end dates.

Clear filter: This removes all the applied filters.

Reviewing and Editing Availability

On the View and Track Availability window, you can add new availability, close the availability in bulk, and filter the availability using discipline, location groups, locations, status, start date, and end date.

Deleting Availability in Bulk

To delete, select the required availabilities and click Close Availability.

Editing Availability

Click under the Actions column to edit availability details or school requests. You can perform the following for the selected internship:

Editing Availability Details

Editing School Requests

Deleting Availability

To delete an availability, perform the following:

Click for the availability you want to delete.

On the Are you sure you want to delete? window, details about the selected availability are displayed.

On the delete message window, click one of the following:

Cascade Delete to delete the selected availability.

Cancel if you do not want to delete the selected availability.

Editing Availability Details

In the Availability Details tab, you can perform the following:

Beside the <<availability name>> click the status drop-down to update the status.
Click for the required section and update the details. You can update the Basic Information, Location, Additional Information, and Publish Options sections. For more information regarding the fields, go to Creating Availability.

Editing School Requests

In the School Requests tab, you can view slot requests from programs. This tab highlights the number of pending school requests, and the total number of slots requested for these pending requests. For each slot request, school details, requested slots, number of student profiles shared, approved info, and request status are displayed.

Filtering School Requests

Click within the search text box and specify the school details to find specific slot details.
Click the Status drop-down to filter the slot request based on the status of the slot request.
Click Review & Approve.

Note: The Review & Approve option is not displayed for the school requests that are in Declines status.

On the <<school name>> window, the following details and options are available:
The top section provides a brief overview of the offered disciplines and specialisations, the internship period, the locations where slots are available, and the units at each location.
Right Pane: Requested slot

The right pane provides information and management options for the requested slots:

Slots requested: Displays the number of available slots the school has requested for their students. This represents the number of positions requested for the placement.
Requested Date: Displays the date on which the request for the internship slots was submitted by the school.
Graduation Date: Displays the estimated graduation date of the students for whom the internship slots are being requested.
Total approved slots: Displays the total number of available slots approved by the slots for the school. This is the total count of vacant positions that have been officially confirmed.
Approved Slots without assignments: Displays the number of approved available slots that do not have student assignments.

Confirm student by: Specify the deadline by which the school must confirm or assign students to the approved availability slots. This date is crucial to manage the allocation and ensure timely placement.
Discipline(s): Displays the list of academic disciplines or fields of study relevant to the requested availability slots.
Specialisation(s): Displays the list of the academic disciplines or fields of study relevant to the requested availability slots.
For the slots that are in Request Pending status, you can specify the number of slots in the Approved slots without students textbox and click one of the following:
Save as draft: Save changes you have made to the request without confirming or denying the request. This changes the slot request status to Approval in Progress.
Reject: Decline the program’s request. This will change the slot request status to Declined.
Approve: Confirm slots and/or student assignments as per your choice to the program. This changes the slot request status to Approved.

Note: Once a slot request is in Approved or Declined status, you cannot update the request.

Manage Slots: This calendar view provides insights about internship slot usage and allocation. Click on the top right corner to enable or disable the calendar from the view. Each date displays the following:
- Slots Utilised: The number of slots currently assigned to students.
- Slots Over Utilised: Instances where assigned slots exceed available capacity.
- Requested Date: The date when the slots were originally requested.

Messages: You can chat with the program about their slot request. Type your message and click Send Message. The chat history will be displayed for reference.

Bottom Pane: Student Details
The bottom pane provides comprehensive information and management options for students. It includes:
- First Name: The student's first name.
- Last Name: The student's last name.
- Email: The student's email address.
- Profile Link: A link to the student's profile for quick access to their detailed information.
- Location: Select the slot location from the drop-down menu to assign the student to a specific location.
- Actions: Two options are available for managing the student's schedule:
- - Schedule: Assign the student to a slot and schedule their internship.
  - Unscheduled: Remove the student from the current schedule or slot