Creating Availability

You can create an availability based on disciplines, specialization, program type, and student year. You can define the availability by setting the start date, end date, shift, and days of the week. Decide the required number of students and choose if you want to cap the number of available slots. Select location and units, provide roles and responsibilities, eligibility criteria and other requirements. This will ensure that the availability meets both organizational needs and student requirements.

To create an availability, perform the following steps:

1. Adding Basic Information
2. Selecting Location
3. Adding Description
4. Publishing, Saving, or Scheduling Availability
5. Viewing Availability

Adding Basic information

1. In the Basic info window, within the Who is it for? section, select the required:
   Note: You can select more than one specialization and discipline, program type, student year, slot type, shift, and days of the week.
   • Discipline(s) & Specialization(s): From the dropdown menu,
     1. Select the required discipline.
     2. Click > within the discipline and select the specializations.
     
   • Program Type: Select the type of program. This will help you narrow down the availability to the students with certain pre-knowledge of the role and responsibility. From the program drop-down menu, select the required programs.
   • Student Year: Select the academic level of the student required for the availability.
   • Slot Type: Select the slot type for the availability, such as FCFS which is First-Come, First-Serve, where slots are prioritized based on the order of application submission, or interview-based, where students are selected through a formal interview process.
     
2.  In the When is this availability open? section, specify the following:
   • Start Date: Select the month, date, and year when the availability is scheduled to begin.
   • End Date: Select the month, date, and year when the availability is set to end.
   • Shift: Select the specific shifts during which the student will work, such as morning, afternoon, or evening shifts. The shift options are displayed based on the shifts created during the configuration of the availability. For more information regarding shifts, go to Shifts
   • Days of the week: Select the specific days on which the availability is expected to occur based on the availability schedule.
     
     
3. In the How many students are required? section, specify the following:
   • Do you want to cap the number of slots available?: Enable to specify the number of students for whom this opportunity is available. Disable if the capacity is more than 500 students or if you are unsure on the number of slots.
     Note: We recommend you specify the number of students to receive an accurate and personalized report on the dashboard.
   • No. of slots: Specify the number of slots your location can accommodate.
4. Click Next to save the basic information and to select locations for the availability.
   

To add more locations to be displayed in the Location tab, go to Selecting Location.

Selecting Location

In the Locations window, perform the following:

1. From the location list, select the required location checkbox.
2. From the UNITS column, select the required unit from the drop-down.
   Note: Units in the location name are displayed based on the configured units in the Location. For more information, go to Units.
3. Click Next.
   

Filtering Location

In the Locations window, you can filter your search using the following options:

• Search: Click within the search text box and specify the location name.
• State: Select the required state name from the drop-down list to filter the locations based on state.
• Groups: Select the required group name from the drop-down list to filter the locations based on groups.
  

Adding Description

In the Descriptions window, specify the following, and click Next.

• Roles & Responsibilities: Provide information about the tasks, duties, or pre-requisites expected from school or student applying for the opportunity.
• Eligibility criteria: Provide information about the qualifications and requirements that the student must meet to qualify for the rotation.
• Onboarding requirements: Provide the compliance requirements that a student must meet before beginning the rotation.
• Internal notes: Provide additional comments or instructions about the availability that only Site Admins can read.
  

Publishing, Saving, or Scheduling Availability

Publishing, saving, or scheduling the availability based on the selected options according to the specified tiers within partner programs.

In the Publish window, perform the following:

1. In the When do you want to publish your Availability? section, select one of the following based on your requirements:
   • Publish now: Select if you want to immediately make the availability live and visible to the school or students.
   • Schedule publish: Select this if you want to set a future date and time for the availability to go live. This will make sure that the availability will be published automatically at the assigned time.
   • Don’t publish: Select this if you want to keep the availability private and in drafts. This availability will not be visible to schools or students until further action is taken.
     
2. In the Who can apply? section, select one of the following:
   • Public: Select this option to publish the availability to and for all the school and students.
     
   • Specific tiers of partner programs: From the tiers drop-down, select the required tier. Select this option if you want to publish the opportunity only to your partner programs or to restrict the opportunity to specific tiers of you partner programs.
     
3. After you select to Publish now or Schedule publish and selected on who can apply, you can now mention or specify the following fields:
   
   • Publishing date: This field will be applicable only if you want to schedule publish. You will see one or more publishing date options based on the Who can apply selection. Specify the date by which you want this opportunity to be published for the public or specific tiers.
   • Due date for applicants to submit requests: Specify the deadline date by which applicants must submit their application requests for the opportunity. After this date, submissions may not be accepted or considered for review.
     
4. Click Save to save the internship publish details.
   

Viewing Availability

After you create an availability, the system automatically generates a unique name for each availability based on Discipline, Specialization, Location, and so on. This naming convention ensures that each availability is easily identifiable and categorized.

Auto-Generated availability Name:

For example, INT-841DA3–PHY–PED–TOT-M is an auto-generated availability where:

• NT841DA3: Unique identifier or internship ID.
• PHY: Discipline indicates Physical Therapy.
• PED: The Specialization indicates Pediatrics.
• TOT: The Location indicates total care.
• M: Indicates that the internship covers multiple locations.