Creating Availability

You can create an availability based on disciplines, specialization, program type, and student year. You can define the availability by setting the Experience type (Group or individual), 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. For a group availability, you can specify the maximum number of students in a group. Select location and units, provide availability details, 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:

Adding Basic Information
Selecting Location
Adding Description
Publishing,_Saving,_or Scheduling an Availability

Adding Basic information

In the Basic Info window, under Experience Type, select:
- Group: To create availability for a group of students attending the clinical rotation together.
- Individual: To create availability for a single student.
Within the Who is it for? section, select the required:
Note: You can select multiple options for specialization, discipline, program type, student year, slot type, shift, and days of the week.
- Discipline(s) & Specialization(s):
  1. From the dropdown menu, select the required discipline.
  2. Click the > icon next to the discipline to choose specific specializations.
    Note: For group availability, only a single discipline can be selected.
    - Program Type: Select the type of program from the dropdown menu. This ensures the availability is targeted toward students with the appropriate background knowledge and experience for the role.
      - Student Year: Choose the academic level of the students required for the availability.
      - Slot Type: Select the type of slot for the availability:
      - FCFS (First-Come, First-Serve): Slots are allocated based on the order of application submission.
      - Interview-Based: Students are selected through a formal interview process.
  3. In the When is this availability open? section, provide the following details:
    - 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 will conclude.
    - Shift: Choose the specific shifts during which the student will work (e.g., morning, afternoon, evening). Shift options are based on the shifts configured during availability setup. (For more details, refer to the “Shifts” section.)
    - Days of the Week: Specify the days on which the availability will occur.
  4. Within the "What details do you need schools to fill in when they request?" section, you can specify additional attributes that schools are required to provide when submitting a request for slots on availability.
    
    From the "Request Form Fields" dropdown menu, select the specific fields you require schools to complete when submitting requests:
    - Rotation Number: To indicate the students' experience level.
    - Semester: To specify the students' current semester.
    - Shifts: To define the desired session or time period within a day.
    - Number of Hours: To specify the number of hours students will spend at the site. This information is essential for community benefit tracking.
    - Locations and Units: To provide specific details regarding site placement, including the school's preferred site locations and units.
    - Preceptor Name: To allow schools to indicate a preferred preceptor.
    - Shift timings: To specify preferred time slots for specific days of the week.
    - Days of the week: To indicate preferred days of the week for the schedule
  5. If you are creating an individual availability, complete the following in the How many students are required? section:
    - Do you want to cap the number of slots available?:
    - Enable this option to specify the exact number of students for whom this opportunity is available.
    - Disable this option if the capacity exceeds 500 students or if the number of slots is uncertain.
      Note: Specifying the number of students is recommended to generate accurate and personalized reports on the dashboard.
    - Number of Slots: Enter the number of slots your location can accommodate.
      Note: For Group Availability, the What is the maximum number of students in a group? section allows you to specify the maximum number of students per group for the clinical rotation.
Click Next to save the basic information and to select locations for the availability.

Selecting/Adding Location

To add more locations under the Location tab:.

Select Location:
- In the Locations window, select the required location checkbox.
- Note: For group availability, only one location can be selected.
Select Units:
- From the UNITS column, choose the required unit from the dropdown menu for the selected location.
  Note: Units are displayed based on the configuration in the location settings. For more details, refer to the Units section.
Click Next to proceed.

Filtering Location

In the Locations window, you can filter your search using:
- Search: Enter the location name in the search box.
- State: Filter locations by state from the dropdown menu.
- Groups: Filter by groups associated with locations.

Adding Descriptions

In the Descriptions window, provide the following details:
1. Availability Details: Include tasks, duties, or prerequisites for schools or students applying for the opportunity.
2. Eligibility Criteria: Specify the qualifications and requirements students must meet to qualify for the rotation.
3. Onboarding Requirements: Outline the onboarding requirements for your site that students must fulfil before starting the rotation.
  This section outlines the requirements students must fulfil before commencing their rotation at your site.
  - Site-Level Requirements: This section displays requirements applicable to all sites.
  - Additional Requirements: This section displays location-specific requirements configured according to the selected locations for the availability.
4. Internal Notes: Add comments or instructions visible only to site admins.
  Click Next to proceed.

Publishing, Saving, or Scheduling an Availability

In the Publish Preferences window:
1. To Whom You Want to Show This Availability? Section, select one of the below options:
  - Public: Make the availability visible to all schools in the Exxat One network.
  - Program Partners: From the tiers drop-down, select specific partner tiers to restrict availability to certain program partners.
2. When Do You Want to Publish? Section, select one of the below options:
  - Publish Now: Make the availability live immediately.
  - Schedule Publish: Set a future date and time for the availability to go live.
  - Don’t Publish: Keep the availability in drafts and private until further action.
  - After you select the required option in the To whom you want to show this Availability? Section and select Now under When do you want to publish? section, then within the What are the due date for the availability? section, you can specify the due date for applicants to submit requests.
  - If you select Public under To whom you want to show this Availability? section and select Schedule under When do you want to publish? Section, then you will see a What are the due date and publish date for the availability? Section, where you can perform Simple Schedule by specifying the following:
    
    Publish on: Specify the date by which you want this opportunity to be published for the public or specific tiers.
    Due Date: 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.
  - If you select Program Partners under To whom you want to show this Availability? section and select Schedule under When do you want to publish? Section, then you will see a What are the due date and publish date for the availability? Section, where you can perform Advanced Schedule.
    Click on this section to open the Advanced Schedule drawer, where you can specify different publishing dates and due date for different partner categories selected.
  - Click Save to save the availability publish details.
  - Review and confirm the details in the Confirm Availability drawer. Click Confirm and Publish to make the availability live.

Viewing Availability

After creating an availability, a unique name is automatically generated based on key attributes such as discipline, specialization, and location.

Auto-Generated Naming Convention (Availability Name):

For example, INT-841DA3–PHY–PED–TOT-M:
• NT841DA3: Unique availability ID.
• PHY: Discipline (e.g., Physical Therapy).
• PED: Specialization (e.g., Pediatrics).
• TOT: Location (e.g., Total Care).
• M: Indicates availability across multiple locations.

You can modify the auto-generated name in the Basic Info section while setting up the availability.

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