Platinum Planner. Instructor User Guide. ã Platinum Educational Group Phone

Transcription

1 Platinum Planner Instructor User Guide ã Platinum Educational Group Phone

2 PLATINUM EDUCATIONAL GROUP Platinum Planner User Guide Platinum Planner is an online web application tool for Clinical Management. We know the site has a lot of functionality behind it, so we have provided this guide to help you through the process of learning the site so you have the tools you need to use it effectively and confidently. As always, Platinum Educational Group provides exceptional customer service along with this guide. We are ready to help you whenever or wherever you need it by phone or . We also provide ongoing live help webinars for you or your group. Do not hesitate to call us if you are unable to find the answers, we will be happy to take care of any questions you may have! Phone: Help requests: To provide you with our very best customer service, we always welcome any comments or feedback you can provide to improve the Platinum Planner web site and/or its functionality and usefulness to you. Sincerely, Doug Smith & Thomas Gottschalk Platinum Educational Group ã Platinum Educational Group Phone

3 INSTRUCTOR ROLE SUMMARY Some of the primary functions performed by this role. *If enabled implies that the School Administrator must enable a feature or that you must have a lab, scenario or clinical class as an instructor in to see the option for that type of class in the menu. Schedule Training: Schedule instructor training. Manage Attendance: (if enabled*) by School Administrator role, view your students check-in and check-out times along with the site and time spent. Manage Classes: View details and roster for the classes you teach. Manage Students: View student details, enable student categories for clinicals. Give access to a location based on immunization records, flag a student in the program, and view alumni. Manage Labs: (If enabled) Add new, batch create, edit, batch edit, and search for labs. Manage Lab requests (if needed). Assign lab skills for students to complete, assign/manage students attending lab, add documents and forms. Manage student documentation for the lab. Manage Scenarios: (if enabled*) View all scenario templates created by School and Platinum. Add new, edit, view/add students, details, manage scenario documentation. Manage Clinical Opportunities: (if enabled*) Add new, batch create, edit, batch edit, and search for clinicals. Manage Opportunity requests (if needed). Assign/manage students attending clinicals, add documents and forms. Manage student documentation for the clinicals. Manage Preceptors: (*If enabled) Add new preceptors, associate with primary site and location, edit, manage, verify/un-verify, flag in system. View platinum training. Preceptor Training: (*If enabled) See progress of training, review and return preceptor training. Reports: See an overview of information for your courses, classes, students, clinical sites, forms in detailed reports. Manage Clinical Site Users: Add, edit, flag and search for clinical site users. Manage Documents: Upload documents into the system for your class to utilize in the program. Manage Messages: Create, receive and reply to messages from within the Platinum Planner system. ii

4 Table of Content Instructor Log-in... 1 Dashboard... 2 Schedule Training... 2 Manage Attendance... 3 Instructor Home... 5 Calendar... 6 Classes/Students... 7 Manage My Classes... 7 Labs... 9 Manage Labs... 9 Manage Lab Requests Add a new lab opportunity Edit a Single Lab Remove a Single student from a lab Batch Editing Multiple labs Add Multiple Labs by Creating a New Batch Manage Student Documentation View Lab Documents Scenarios Manage Scenario Templates School Scenarios PlatinumEd Scenarios Add New Scenario Template Manage Scenarios Add Students to Scenario Manage Scenario Documentation Opportunities Manage Opportunities Create a New Opportunity Batch Edit/Delete Opportunities Manage Opportunity Requests Manage Student Documentation Preceptors Manage Preceptors Manage Preceptor Training Reports... 57

5 General Report Progress Report Affective Site Evaluation Report Affective Student Evaluation Report Practicum Student Evaluation Report Site Report National Registry Portfolio Progress Form Summary Reporting Options Manage Clinical Site Users Manage Documents Manage Forms Manage Messages Manage Shared Sites Help... 70

6 PLATINUM PLANNER USER GUIDE Page 1 Getting Started INSTRUCTOR LOG-IN The school administrator selected by your school will need to add you as an instructor in the site before you can log into Once the school administrator has added you, you will receive an notifying you that your instructor account has been created. Click on the Activate your account button. You will need to accept the terms and conditions of use before you can access 1

7 Please read through these conditions and make sure you understand them. If you have any questions regarding our terms and conditions of use, please click on the help link on the button on the bottom right of the screen. DASHBOARD After accepting the terms & conditions you will be directed to the my.platinumed.com dashboard. Your dashboard will show you our products available based on your profession. The above example is for an Instructor for the EMS profession. Click on the red link (Instructor School Name) under Platinum Planner to be directed to the home page of Platinum Planner. Schedule Training 2

8 We recommend scheduling a training session. Click the Schedule Training button, then choose the training session you would like to schedule with a date and time you are available for training. Manage Attendance Note: You will see the Manage Attendance dashboard callout in your PlatinumEd/my dashboard area if you are an instructor that tracks events and if your main School Administrator has enabled it in their my account area. You must also have a class. Classes are created by the School Administrator role. As an instructor, you can manage attendance (after it has been enabled) by clicking on the Manage Attendance callout on your PlatinumEd/my dashboard area. 3

9 On the Manage Attendance page, add in your search parameters then click the Search button to see your students check-in and check-out time(s) along with the site they were at and the amount of time they spent (based on what is enabled by your School Administrator). Click the View link next to a student, to view the attendance entry. You will see more information about the student s location, a map and the coordinates of the student s location. Please Note: If the location was captured 4

10 on a device that does not have GPS, the location shown will be based on an IP address which may not be an accurate predictor of location. Click the Coordinates link to view a map of the student s location. On the Mark Attendance tab, you can also look up a student and mark attendance for them. INSTRUCTOR HOME Congratulations you have been added as an instructor for your school on Platinum Planner. You are now able to get started setting up your instructor account. If you need training, click Schedule Training in the Getting Started menu. 5

11 On your home page, you will see an area that has items which may require your attention. This is a to do list in a way that is generated for you. Click on any of the items to review or complete. CALENDAR Click on the Calendar link in the top navigation bar. You will see a calendar that lists all opportunities for your school by the defaults listed in the dropdowns. To narrow down the calendar to your desired view, click on any of the 3 dropdowns above and click the Search button. Click on any of the Calendar items to view more details about the opportunity. If you are the instructor that added the opportunity in the system, you will be able to edit it from the Edit Opportunity button. Note: If you did not create the opportunity, you will not have the option to edit, but can still see the details of the opportunity. 6

12 Once you have your desired calendar view, click the Export to PDF button to download the calendar view for printing or ing. CLASSES/STUDENTS Manage My Classes Note: Your school administrator will need to add you to a class as an instructor before you will be able to see any classes show up in the manage classes area. Click on the Manage My Classes link. You will see the page below. If you have no classes listed, your school administrator has not added you as an instructor in any classes yet. In the actions column, you have the ability to see the Details of the class and view your class Roster. To view class Details, click on the link to go to your class details. 7

13 The class details page shows your class details and class schedule in the upper portion of the page. The tabbed portion shows students in the class, instructors teaching the class, skills associated with the class and documents attached to the class. The Roster link takes you to an Adobe pdf file with a list of the students for your class as well as your course information. Manage My Students Note: The ability to allow Instructors to accept students into classes is set by your school administrator. This feature may not be available to you. Click on Manage Students. If you have not accepted any students to your class yet, this area will not have any students listed. Once you have students, you can now manage your students on the Manage My Students page. View student account details, by selecting the Details link. The Categories link allows you to disable/enable category hours for student clinicals after they have completed the lab or scenario in the related category. Students will not be able to view, search or sign up for opportunities that have not yet been enabled on this 8

14 page. This is a requirement set by the National Registry. The Flag link allows you to disable a student account. LABS Manage Labs The Manage Labs page gives you a search at the top of the page for the labs you are looking for by the name or location of the lab you want to search for. Click the Search button to search. You can display more fields in the table by clicking the gear icon, then Add/Remove Columns next to the Search box. Once the column chooser is open, drag and drop a category into the top title area in the grid. You will see two gray up and down arrows on the screen. If you need to save or print out this information, click the cloud icon that is next to the gear and the Search box. Choose a format (pdf, xls, xlsx, rtf or csv) from the dropdown to export your table. The default tab shows you all Upcoming labs. Use the History tab if the date has passed for the lab. The All tab are all labs uncategorized. In the actions column, click Details to see more information regarding the lab. 9

15 To edit the lab, click Edit in the actions column. Click Students to add or remove students in the lab. Allow students to sign up for this lab? Selecting No here means that students associated with the classes tied to this lab session will automatically be added to this lab. Selecting Yes means students in the associated classes will be able to sign up for this lab, and will also open up additional options. Automatically accept student sign-up requests? The system will default to Yes to automatically accept student sign-up requests, which means that as soon as a student signs up, they will be accepted onto the lab session. If you do not want students to be automatically accepted, click No. You will then be notified of student sign-up requests, but must accept the students manually, which is covered in the next section called Manage Lab Requests. 10

16 Click the Save Changes button to save your changes. Manage Lab Requests Click on Manage Lab Requests. Note: If you did not say Yes to the autoaccept toggle when setting up a lab opportunity (in Manage Labs) this section is where you accept students into the lab. You will see the student s information and the opportunity information. In the Actions column, click Accept to accept that student into the lab session, or Reject to deny their join request. The student will receive an notification. Add a new lab opportunity To add a new lab opportunity to the system, you must have a lab class setup or be an instructor in a lab class for the top menu option to show. Go to the top menu and click Labs, Manage Labs from the dropdown. 11

17 If you have any Labs setup, you will see them displayed in the Manage Labs table. To add a new lab, click the Add New Lab button in the top right. Enter the Lab Name, select the Lab Location, Lab Description and select the Lab Class(s) that the lab will be associated with. In the Settings tab, selecting No for Allow Student s to sign up for this lab? means that students associated with the classes tied to this lab session will automatically be added to this lab. Selecting Yes means students in the associated classes will be able to sign up for this lab and the page will expand and ask you the Sign up Start and Sign Up End dates, if you want to Automatically accept student sign-up requests, as well as the Maximum Students you would like in the lab. Click the Create Lab button once you have completed the Settings for the lab. 12

18 Now that you have entered the lab settings, you will now select your Lab Skills, Students, Lab Documents and Forms. Select any Lab Skills you would like students to complete during this lab session. When students are documenting the lab they have the ability to document additional skills associated with the lab class (if you were able to cover more in class than you had planned), or not document some of the skills you had selected (if you were not able to cover all of the skills you had planned to cover during the session). Now select the Students Tab. Click the Modify Students button to add students to your lab. The next tab is where you will add your Lab Documents. Any skills that already have skill sheet documents associated with them are attached automatically. 13

19 While they will show up for students documenting an attempt on that skill, they will not display here under Lab Documents. This tab is for any documents you would like associated with the lab session. If you have already uploaded the document into the program (See Manage Documents) it will be listed here and you can select it to attach it. Otherwise you can drag a file into the blue area (or click on the blue area) to browse to your file(s) and attach it to this lab session that way. Note: Forms that have already been attached to a skill will not display here, as those are attached automatically for students when they document that skill in the lab session. The last tab is the Forms tab and it is where your custom forms will show if you created them for labs (see manage forms). Check the box to enable the form for the lab. Click the Save button. You will see your newly created lab in the list on the Manage Labs page where you can see details and edit the lab. Edit a Single Lab If you are listed as the lab creator, you will be able to edit a lab on the Manage Labs page. Click on the Edit link next to the lab. The Edit Lab page will come up and you can make your desired changes to the opportunity. 14

20 Once your changes have been made, click the Save button on the very bottom of the page to save your changes. You will be brought back to the Manage Lab page. Remove a Single student from a lab If you need to remove a student from a lab, go to the lab in Manage Labs and click Edit to edit the lab. Go to the Students tab and click the Modify Students button. Uncheck the student(s) you want to remove, then click Save Changes. Batch Editing Multiple labs If you need to edit multiple labs at once, you can use Batch Create/Edit button. Note: If you have not created any labs, you will not have any to Batch Edit. Click on the Batch Create/Edit button on the Manage Labs page. You can search by lab if you have the information for the lab you would like to change. 15

21 By default, the page will open with all your Current labs by Opportunity Batch ID. If you created the labs in a batch they will have the same Opportunity Batch ID and can be edited or deleted together. Note: If you are looking to change labs in the past, click on the Past tab. Click on the red Lab Batch ID link for the lab(s) you would like to edit in the list. All labs that go into the system are classified by a Lab Batch ID. Add Multiple Labs by Creating a New Batch Click the New Batch button on the top right of the page. Give your lab a name. You can also add an optional description for the lab session(s). If you want to allow students to sign up for the lab, click the Yes toggle button. This section will expand and ask if you would like to auto accept students and the maximum students you would like to accept into the lab. 16

22 Labs There are directions on the top of the labs tab but we will go through the process also. Click the Add Labs button on the right of the screen. 17

23 You will be brought to the Custom Scheduler screen (above). In the Settings section of the custom scheduler, you will pick your Location, Start Time, Duration and you re Sign up by Start Date and Sign up by End Date for your new Lab. Sign Up By Start Date is not a required field. Leave this empty if you do not need a sign up by start date. Sign Up By End Date however is required. Example #1 Positive Number: Enter 3 in the input, if student can begin signing up 3 days in advance of the opportunity date. Example #2 Negative Number: Enter -25 in the input, if the student can begin signing up by the 25th of the previous month. Use -31 for the last day of the previous month. Example #3 Choose a date: Click the calendar icon (above) to have a student begin signing up by a specific date. The Sign up by End Date is the date you want your students to sign up to this opportunity by. You can choose a date for this by clicking the calendar icon or click into the textbox to assign a positive or negative number, see examples (above). The next step is to choose the days your labs fall on. Scheduling options for multiple Labs Calendar Sign Up By End Date is a required field. Example #1 Positive Number: Enter 3 in the input, if student must sign up 3 days in advance of the opportunity date. Example #2 Negative Number: Enter -25 in the input, if the student must sign up by the 25th of the previous month. Use - 31 for the last day of the previous month. Example #3 Choose a date: Click the calendar icon (above) to have a student sign up by a specific date. In the custom scheduler, the Calendar tab is the first tab you will see. Click on the dates you would like your labs to fall on in the calendar. 18

24 Click the Add Selected Calendar Dates to save the lab dates. Note: If the preview is incorrect, click the Clear All Labs button to clear the table and start again. You will see a preview (above) of what you just scheduled in the Labs tab. Here you can sort your data by clicking on any of the headings, adjust your page size or go to the next page if needed. The next step is to go to the Classes tab. 19

25 Click the checkbox of the class or classes you want your labs to be scheduled in. The next tab is the Skills tab. Note: You can use the Active toggle to clear out Inactive lab skills once you have selected your skills. On the Skills tab, click the Skills you would like to add to the lab for your students to perform in the lab. The next tab is the Documents tab. 20

26 Click the checkbox next to the documents listed that you would like to add or drag and drop files (or click) into the blue area to add your own documents into the labs. The last tab is the Forms tab. If you have created custom form(s) to attach to your lab type opportunities, (see manage forms) they will show under this tab. You can enable the forms for the labs you are creating by checking the box. Click the Create Labs button. You will see your new labs listed in the Lab Batches page. Repeatable Schedule Another option for scheduling your new lab opportunities is the Repeatable Schedule. First select the day(s) of the week your lab falls on, then select the start and end dates along with the frequency you would like your labs to occur. 21

27 Note: If the preview is incorrect, click the Clear All Labs button to clear the table and start again. Once you have setup your repeatable labs, click the Add Repeatable Schedule Dates button. You will be brought back to the labs tab where you will see a preview of what you just setup. The next step is to go to the Classes tab and choose the class or classes this new lab batch will be under, then the Skills, Documents and Forms. Clicking the Create Labs button. Fire Schedule The third tab for scheduling your new Clinical Opportunity is a Fire Schedule. If you need to schedule your lab with days off and on, using a Fire Schedule will be your best choice. Select you re From and To dates then enter your Pattern in the pattern textbox. Pattern: For example, you would type 3,-2 for 3 days on and 2 days off in between your opportunity. 22

28 Click the Add Fire Schedule Dates button to see a preview in the Labs tab. If your labs are incorrect, you can click the Clear All Labs button and start over. Manage Student Documentation This section is where your students submit their labs for you to review. The page will show the students information in the tabs. The tabs reflect the status of Documenting, Ready for Review, Approved, Rejected and All. Documenting Tab The Documenting tab shows you all documents that students are currently working on, but haven t submitted yet. Click on the View link next to the student to see their documentation. You will see the Lab Information. 23

29 Click on the Edit link next to the student to edit their documentation. If you need to change any of the lab details, click the Edit Details button on the top right. Here you can document skills while your students are performing them, but only in the documenting tab. Click the Add/Remove Skills button to add any additional skills performed. 24

30 Here you can search for a skill by name or choose a Category of skills. As you click on the skills, they will be added to the Skills Performed list on the edit lab documentation page. Click the Close button once you have added the skills needed. Once all skills are added you can now add a new skill attempt by click on the Add New Attempt button. 25

31 Fill out all of the required information for the attempt and any forms required. You may need to sign off on the skill attempt. Choose if the skill attempt was Successful or Unsuccessful on the bottom of the page. You will see your attempt in the skill area with any forms completed. Continue to the Forms tab and fill out any required forms for the lab. Upload any lab documents, in the Lab Documents tabs. Once you are ready to submit the lab, click the Submit Lab tab, and click the Submit Documentation button. Ready for Review Tab The Ready for Review tab is where you view the student documentation once it is completed. Click the View link in the actions area. 26

32 You will see the Lab Information, Skills Summary, Skills Details. Under the information you will see the Approve, Return or Reject buttons. Type in a message, then click the Return or Reject button to send the message along with the action you took. When you select the Approve button the student will not receive an unless you enter a message. If you select Return, the opportunity will be sent back to the student to complete the desired portion you require. The documentation will then go to the Returned tab. We also added a print button on this screen. Click the print button to print out the documentation. Approved, Rejected and All Tabs 27

33 The Approved tab will show all student documentation you have approved. The Rejected tab will show all student documentation you have rejected. The All tab will show all student documentation. View Lab Documents This page gives you a preview of the documents you uploaded in the Manage Documents section by Lab Class File(s) and Lab Class Skill Sheet(s). SCENARIOS Manage Scenario Templates Under Scenarios, you will select Manage Scenario Templates from the dropdown. School Scenarios On the Instructor Scenario Templates page, you will see all templates for scenarios created by your school under the School Scenarios tab. Click View in the Actions column to view more information about the scenario and view any prerequisite lab skills. 28

34 PlatinumEd Scenarios Platinum Educational Group has crafted 53 validated scenarios for you to use under the PlatinumEd Scenarios tab. These scenarios have been validated by our medical educators as well as by our medical director. They are written and laid out to match the NREMT Scenario Template and are fully customizable. Click View in the Actions column to view more information about the scenario and view any prerequisite lab skills. Add New Scenario Template If you would like to build your own scenario template(s), click the Add New Scenario Template button in the red header. 29

35 Add the Name and description of the scenario on the top of the screen. You can then choose an existing template to create your new template from or start from scratch. If you choose to use an existing template, the skills and documents will be copied as well. Click the Submit button to add your new scenario template. You will then select the required lab skills and documents to include in your template. Note: If you are creating a new template from scratch, click the Inactive toggle to see all skills to choose form. The Filter Skills area helps you view skills by Skill Groups, while also toggling Active or Inactive skills. Under the Required Skills tab, click the checkbox next to the skills you would like students to already have completed successfully on the lab side before they are ready to join this scenario. Under the Documents tab, either click the blue area to browse to a file or drag your files into the blue area to upload them. 30

36 Click the Save button to save your information. You now have a scenario template you can use to create a new scenario with in the next section. Manage Scenarios Under Scenarios, select Manage Scenarios from the top menu. This screen shows you tabs containing your Upcoming scenario sessions along with the History of the scenarios you have completed in the past. The All tab shows all scenarios uncategorized. Select the Add New Scenario button in the red header bar on the top of the screen. 31

37 Note: The Scenario Name and Description will appear in the calendar for any students assigned to this scenario, so be careful not to provide them with more information than you think they should have. On the Instructor Create Scenario page you will see a space to add the Name of the new scenario, a dropdown to select your location of the new scenario, and a description. Enter that information along with your scenario start, end date and time, maximum students allowed in the scenario and an optional dropdown to use a scenario template (see how to add a scenario template, above). Hit the Create Scenario button to create your scenario. You will then be directed to the Instructor - Edit Scenario page. The Scenario Classes dropdown is where you can select the class or classes you want the scenario to be included in. The required skills and documents setup in the template will show in the tabs. Select the Active display toggle to only see your active required lab skills. These are the skills you d like your students to have already shown some competency with on the lab side before they attempt this scenario. Once you click the Save button you will go back to the Instructor Manage Scenarios page. You will then see your newly created scenario in the list and use the scenario you have chosen in the class you added it to. 32

38 If you are ready to add students to your scenario click the Students link next to the scenario. Add Students to Scenario To add students, go to the Manage Scenarios page and check the students you would like to add to the scenario from the scenarios listed. History - If your students have been assigned to any scenarios in the past, a blue icon will appear to the right of their name. Clicking on that blue icon will open up a history list of all previous scenarios they had been assigned to. Warnings If you students have not successfully completed one or more of the Required Lab Skills selected during creation of the scenario, or have another event scheduled at the same time as the scenario, a yellow icon will appear to the right of their name. Clicking on that yellow button will open up a warning list of any of the required lab skills the student has not completed yet for this scenario, and the name of any event the student is assigned to that will conflict with the scenario. If a student has a yellow warning icon to the right of their name, and if you select the checkbox to the left of the name of that student to assign them to the scenario, a new checkbox will appear at the bottom of the page: I acknowledge that some students may not meet requirements or may have conflicting schedules. 33

39 Checking that box will allow you to assign students to the scenario even if they have a conflict on their schedule or are missing required lab skill competencies. You will be able to add as many students as the maximum students you have allowed on the scenario when you set it up. Click Save Changes. To view the students, you have added to the scenario, click Details next to your scenario in the list on the Instructor Manage Scenarios page. Students will show next to the students heading on the details page. Manage Scenario Documentation Under Scenarios, select Manage Scenario Documentation from the top navigational dropdown. This will bring you to the Instructor Manage Student Scenario Documentation page, where you can see the state of scenario documentation based on different tabs. Upcoming This tab shows you scenario documentation associated with scenarios that are scheduled in the future. Ready to Document This tab is where an instructor would go to review and document student performance in a scenario. Submitted by Peer If an instructor assigns a peer reviewer to a scenario, once that peer reviewer fills out the documentation on how the student performed in the scenario and submits it, it will display for you in this tab to review. 34

40 Returned Any peer reviewed scenario documentation that was submitted, but was then returned to a peer reviewer for correction (i.e. Reviewer forgot to add information, information added was not accurate, etc.), will display in this tab. Completed This tab will display all scenario documentation that has been reviewed by an Instructor and finalized (whether the student received credit for successfully completing the skill or not). All Displays all scenario documentation from the other tabs together. Click the View link in the actions column next to the student documentation you would like to View. You can print this information if you need to by clicking the print button. Click the Document link in the actions column to begin your evaluation on the student s scenario documentation. 35

41 Note: If you see a yellow warning section at the top of this page, this will show the required lab skills that this student has not yet completed. The skill dropdowns will change the form that appears based on what you select in the dropdowns. Note: The forms used here are required by the National Registry. If you would like the Scenario documentation to be peer reviewable, select the student in the Peer Reviewer dropdown, and then select Save Changes at the bottom of the page. This documentation will show for the peer to review the student on their end. After the top area information is correct, and if you will be reviewing the student as an Instructor and not utilizing peer review, fill out the Form(s) under the Forms tab. Forms tab The Forms tab will contain the form you select to fill out for your student. Go through each part of the form carefully and fill out the information regarding the scenario that your student performed. 36

42 You must click yes or no to indicate that a student was successful/unsuccessful during their scenario. Skills tab The Skills tab allows you to add/remove skills to the scenario documentation. Click the Add/Remove skills button to select the skills used in the lab. The skills used will show under the Search box. Once you toggle the skill it will turn green and be added in the skills tab and you will then be able to add a new skill attempt by clicking on the arrow to expand the skill area. Click the Add New Attempt button to open and fill out the documentation required (see example below). 37

43 On the bottom of the documentation, you will see the point total and choose if the skill attempt was Successful or Unsuccessful. Click the Save button. Each attempt will show with the skill. Click the Edit button if you need to edit any of the information. Documents tab The Documents tab contains any documents that were previously attached to the scenario. 38

44 To review the attachment, click download to download the document to your computer. If you would like to upload any documentation, click the blue area or drag and drop your file into the blue area to upload. If you upload documentation, you must check that you Accept the uploaded document(s) as required documentation. Click Save Changes or Finalize if you are done documenting the scenario. Finalize If you click the Finalize button you will go to the Student Categories page. Based on the student performance in the scenario you just finalized, here you will enable or disable different clinical/field categories for that student. Once you click the finalize button, you can now make additional changes by clicking Reopen from the Completed tab. Note: Students will not be able to sign up for opportunities unless the category is enabled when using this scenario portfolio process. OPPORTUNITIES Manage Opportunities 39

45 Click on Manage Opportunities from Opportunities on the top menu. You will see all the opportunities available for classes you have been assigned to as an Instructor. Note: If you do not have any opportunities yet, you will want to create them. See the Add a new clinical opportunity section below for more. In the search box, you can type in an opportunity name, location, student, category or batch id of an opportunity, then hit the Search button. You can also search by opportunity date and by the view. To see all opportunities, click All and then click the Search button. The All button is the default tab. To view all opportunities with Students, click the w/ Students toggle area then click the Search button. To see all open or full opportunities click on the Open or Full toggle area and then click the Search button. Note: To cancel an opportunity you must remove all students first from the opportunity, then your cancel link will show in the actions column. To see the details of the opportunity (either in the default upcoming tab or the history tab), click on the Details link in the Actions column. To edit your opportunity, click on the Edit link in the Actions column. To cancel your opportunity, click on the Cancel link in the Actions column. Add Students to Opportunity To add a student or students to your opportunity, click on the Modify Students link in the student s column. 40

46 On the Add/Remove Students to Clinical page you will select the students you would like to add to the class by clicking the checkbox next to the student s name. Click the Save Changes button to save your students to the opportunity. You will see your students listed next to the opportunity on the Manage Opportunities page. Create a New Opportunity To create a new opportunity, click on the Add New Opportunities button at the top of the manage opportunities page. You will be brought to the Add New Opportunities page. Add a new clinical opportunity 41

47 Fill out the Name and Description of your new Clinical Opportunity. Fill out the Settings of your new Clinical Opportunity. Select your Opportunity Type from the dropdown. Then select the Apply Hours to dropdown and pick the category that your new opportunity applies to. Type in the Max Students or maximum amount of students you want on this opportunity (required) and choose your Default Preceptor (not required). Now go to the right side of the Settings screen. 42

48 The first 2 questions are defaulted to Yes for very good reasons. Allow students to sign up for this opportunity? You would only switch this to No if you want a hidden opportunity that students cannot see or signup for. Automatically accept student signup requests? If you choose No, you will have to manually accept the students into this opportunity, if you choose the default of Yes the system will accept students into the opportunity as they request, up to the max student amount you set. Grading Process: We default this to the standard Pass/Fail with Survey. The Student Survey and Preceptor Survey are also defaulted to the system defaults. Please do not click Create Opportunities button yet, the next step is to choose your dates that this opportunity will fall on. Click the Opportunities tab. 43

49 There are directions on the top of the tab but we will go through the process of previewing your opportunities also. Click the Add Opportunities button on the right of the screen. You will be brought to the Custom Scheduler screen (above). In the Settings section, you will pick your Site, Location, Start Time, Duration and you re Sign up by Start Date and Sign up by End Date for your new Clinical Opportunity. 44

50 Sign Up By Start Date is not a required field. Leave this empty if you do not need a sign by start date. Sign Up By End Date however is required. Example #1 Positive Number: Enter 3 in the input, if student can begin signing up 3 days in advance of the opportunity date. Example #2 Negative Number: Enter -25 in the input, if the student can begin signing up by the 25th of the previous month. Use -31 for the last day of the previous month. Example #3 Choose a date: Click the calendar icon (above) to have a student begin signing up by a specific date. The Sign up by Start Date is the date you want your students to begin signing up to this opportunity by. You can choose a date for this by clicking the calendar icon or click into the textbox to assign a positive or negative number, see examples (above). Sign Up By End Date is a required field. Example #1 Positive Number: Enter 3 in the input, if student must sign up 3 days in advance of the opportunity date. Example #2 Negative Number: Enter -25 in the input, if the student must sign up by the 25th of the previous month. Use - 31 for the last day of the previous month. Example #3 Choose a date: Click the calendar icon (above) to have a student sign up by a specific date. The Sign up by End Date is the date you want your students to sign up to this opportunity by. You can choose a date for this by clicking the calendar icon or click into the textbox to assign a positive or negative number, see examples (above). The next step is to choose the days your opportunities fall on. Scheduling options for multiple Clinical Opportunities Calendar The Calendar tab is the first tab you will see. Click on the dates you would like your opportunities to fall on in the calendar. 45

51 Example: A scheduled opportunity on the Calendar for every Monday, Wednesday and Friday for a month. Click the Add Selected Calendar Dates to save the opportunity dates. Note: If the preview is incorrect, click the Clear All Opportunities button to clear the table and start again. You will see a preview (above) of what you just scheduled in the Opportunities tab. Here you can sort your data by clicking on any of the headings, adjust your page size or go to the next page if needed. The next step is to go to the Classes tab. 46

52 Click the checkbox of the class you want your opportunity to be scheduled in. The next tab is the Instructors tab. On the Instructors tab, you can assign multiple or different instructors (defaults to you) to this opportunity. The next tab is the Documents tab. Here you can see all documents that are attached to your school, or course. 47

53 Click the checkbox next to the documents listed that you would like to add or drag and drop files (or click) into the blue area to add you own documents into the opportunity. Once everything in your tabs and the preview looks right, click the Create Opportunities button to create them. The last tab is the Forms tab. If you have created custom form(s) to attach to your opportunities, (see manage forms) they will show under this tab. You can attach the form to the Student, or Preceptor by checking the box. Click the Create Opportunities button. You will see your new opportunities listed in the Manage Opportunities page. Repeatable Schedule Another option for scheduling your new clinical opportunity is the Repeatable Schedule. 48

54 The Repeatable Schedule allows you to choose the day of the week, date range and frequency of your opportunity. First select the day(s) of the week your opportunity falls on, then select the start and end dates along with the frequency you would like your opportunity to have. Note: If the preview is incorrect, click the Clear All Opportunities button to clear the table and start again. Once you have setup your repeatable opportunity, click the Add Repeatable Schedule Dates button. You will be brought back to the Opportunities tab where you will see a preview of what you just setup. The next step is to go to the Classes tab and choose the class this new opportunity will be under. You can also choose different or additional instructors or add documents to the opportunity before clicking the Create Opportunities button. Fire Schedule The third tab for scheduling your new Clinical Opportunity is a Fire Schedule. If you need to schedule your opportunity with days off and on, using a Fire Schedule will be your best choice. 49

55 Select your From and To dates then enter your Pattern in the pattern textbox. Pattern: For example, you would type 3,-2 for 3 days on and 2 days off in between your opportunity. Click the Add Fire Schedule Dates button to see a preview in the Opportunities tab. If your opportunities are incorrect, you can click the Clear All Opportunities button and start over. Batch Edit/Delete Opportunities Click the Batch Edit button on the Manage Opportunities page. 50

56 You will be directed to the Opportunity Batch Select page. Find your opportunity batch that you would like to edit in the Current or Past tabs. Note: Use the buttons in the red title bar up top to easily navigate between pages. Click on the Opportunity Batch ID link. Once you have clicked on an Opportunity Batch ID, you will go to the Editing Options page (above). Notice there are many tabs on the top named Settings, Classes, Instructors, Forms, Documents, Opportunities and Delete. Change any of the information on these tabs and click the Save & Refresh or Save & Exit button. Batch Deleting Multiple opportunities The last tab on this page is to delete opportunities completely from the system. When you click on the Delete tab, it will by default show you all opportunities by the Opportunity Batch ID. 51

57 All of the listed opportunities will be deleted from the list shown when you click the Delete All Opportunities in The Above Table button at the bottom of the page. Manage Opportunity Requests Click on Manage Opportunity Requests. If you did not click the auto-accept box when setting up a clinical opportunity, you must go to this section to add students to the opportunity or opportunities you did not check auto-accept on. You will see the student s information and the opportunity information. In the Actions column, click Accept or Reject to accept that student into the opportunity. Manage Student Documentation This section is where your students submit their clinical opportunity completion information for you to review. The page will show the students information in the tabs. The tabs reflect the status of Documenting, Ready for Review, Returned, Approved, Rejected and All. The Documenting tab shows you all documents that students are currently working on, but haven t submitted yet. The tabs reflect the status by their name. 52

58 Click on the View Documentation link next to the student to see their documentation. You will see the Evaluation Information (including if a preceptor signed-off), Patient/Skill Information, Shift Evaluation and Reviews. Under that information you will see the Approve, Return, Reject and Print buttons. Type in a message, then click the Return or Reject button to send the message along with the action you took. 53

59 Note: The Return button gives you a choice to either return the documentation to the Preceptor or Student for any changes needed. Click the button to get the option. When you select the Approve button the student will not receive an unless you enter a message. If you select Return, the opportunity will be sent back to the preceptor or student to complete the desired portion you require. The documentation will then go to the Returned tab. Click the print button to print out the documentation. PRECEPTORS Manage Preceptors This section has Active, Verified, Unverified, Flagged and All tabs. If you just started, you may not have any preceptors listed in the tables. To add a new preceptor, click the Add New Preceptor button on the top right of the page. If the preceptor already exists in the system, you can search by to find the preceptor s . 54

60 Otherwise, you will need to fill in the information for the preceptor. If the time zone field is correct you can leave it, otherwise select the time zone your preceptor is in. Select a site and a location from the dropdown. Optionally, if your preceptor has already been trained through our site you can add their Training Score, Date Trained and Training Expires date here. Click the Create button to add your preceptor. On the Manage Preceptors page, you will see your preceptor listed in the Active tab. 55

61 You can Edit, Flag or Verify or Un-Verify your preceptors in the actions column. Once you click Flag, the preceptor will now display in the Flagged tab. Once you click Verify or Un-Verify, the preceptor will now display in the Verified tab. You can also display more fields in the table by clicking the Gear icon and then dragging and dropping the additional fields into the column title row of the table. If you need to save or print out this information, click the Cloud icon to export your table. Manage Preceptor Training As an Instructor, you will be able to review preceptor training by going to the Preceptor Training section and clicking the Review link. On the Review page, you will see the completed content and form along with the dates that the preceptor completed the training. 56

62 You can Approve it or Return it. If you approve it, the preceptor training date will switch to the time you clicked the approve button. If you Return it (with a message), the preceptor must change their documentation and resend it for approval. On the Preceptor Training page, the documentation will show in the corresponding tabs of Pending, In Progress, Returned, Approved or All. REPORTS As an instructor, you have access to 8 reports in the system. The General Report, Progress Report, Affective Site Evaluation Report, Affective Student Evaluation Report, Practitum Student Evaluation Report, Site Report, National Registry Portfolio Progress and the Form Summary Reporting. 57

63 Note: If you do not see the National Registry Portfolio Progress report that means that you do not have a scenario class. General Report Select your Course then click the Run Report button. The general report is a pivot table that can narrow down information and give you very powerful reports that are exportable to pdf for printing, sharing or saving. Note: If a column has blank information, it is because the points or hours were not assigned to a skill. To remove these, click on the pin icon and click off the checkbox for Show blanks. Drag and drop any of the tile items next to or in front of Skills to customize your view of the report. To remove a tile, drag it to the top row next to where the Course, Category, Site and Patient Type are shown (above). 58

64 Click the to customize options on Course, Category, Site, Patient Type, or Skill. Click the arrow to sort by descending or ascending. Once you have customized your report, click the Export button to save it as a EXCEL report. Progress Report The Student Progress Report shows your student s progress and is run by Course, Class, Student, Start Date and End Date. Choose at least your Course from the dropdowns to begin running your report. 59

65 The report above was run for the Course: Paramedic 2015 and for one student in all classes. Click on any of the red links to view information about the skill, including if the skill has prerequisites. If you choose All Students, your progress reports will list each student s progress report on the screen. You will need to scroll down to see each student s report. Go to the bottom of the report and click the Print PDF button to print or save the report. The All Students display will print with page breaks after each student. 60

66 If you see a red lock symbol next to skills, that means the skill has a prerequisite. Click on any of the links to view information about the skill, including the skill prerequisites. Affective Site Evaluation Report The Affective Site Evaluation Report is run by Site, Location and or Preceptor. You must at least choose a Site to run this report. Click the Run Report button to run the report. If you would like to include student comments about the site, check the Show Student comments checkbox. If you would like to hide student names on the report, click the Hide Student Names checkbox. 61

67 This report was run for the Site: Metro Hospital, Location: ER and for Preceptor: Ryan Krebs, with Show Student comments and Hide Student Names checked. Click the Print PDF button to print or save this report. Affective Student Evaluation Report The Affective Student Evaluation Report is run by Course, Class, Student and Start/End Dates. If the preceptor made any comments, you can also check the box to see them in the report. You must at least choose a Course to run this report. Click the Run Report button. Practicum Student Evaluation Report The Practicum Student Evaluation Report is run by Course, Class, Student(s), Start and End Date(s). 62

68 Site Report The Site Report is run by Site, Location, Start and End Dates. You must at least choose a Site to run this report. Click the Run Report button to run this report. This report will show you the student and how many hours they were at the site and location. National Registry Portfolio Progress Note: If you do not see the National Registry Portfolio Progress report that means that you do not have a scenario class. The National Registry Portfolio Progress report is run for Scenario classes under a course. You must choose a Student to run this report. Click the Print button on the bottom of the page to print or save this report as a pdf. 63

69 Click on any of the red links to see more information about the skill and the skill attempt details (not shown). Form Summary Reporting Form Summary Reporting is run by type and the custom form name. You can also filter the results further by choosing a student, preceptor, or start or end date(s). Note: See the Manage Forms section of this guide for more on this reporting feature. 64

70 OPTIONS Manage Clinical Site Users This section allows you to add and manage clinical users of the site. By default, the clinical users you have will show in the list. To search for a user, enter the user name and click the Search button. You can Edit User, Login As, or Flag any of the users in the actions column. To add a new clinical site user, click the Add New Clinical Site User button in the red title bar. Fill out the information on the page and select whether you want this user to be a Site Manager or a Site Supervisor. You also can set the user specifically to a 65

71 clinical site by selecting the location from the Clinical Site dropdown. Hit the Save button to add your user, and they will appear in the list. Manage Documents By default, all your documents will show in the list. You can search your documents in the search area. To add a new document, click on the + Add New Document button. Select the Class your document will be assigned to from the dropdowns. Add your Title and Description for the document, then click the browse button to find the document you need to upload on your system. Click the Save Document button to upload. You will see your document show on the Manage Documents page. Once it is in the list, you can Download the file by clicking the links in the actions column. Manage Forms The Manage Forms page lets you create custom forms for your opportunities for your students to complete online. The custom forms can be created for Clinicals or Labs. You will see all Active and Inactive forms under the tabs listed on the Manage Forms page. 66

72 To add a new form, click the + Add New Form button on the top right of the page. Here you will create your new form. The first step is to give your form a title, description and type. Click on the edit link or click the Settings tab to do this. Once you have given this information you can choose to enable the form so that you will see it in the Active form tab once you save it. To do that, click the Enabled button on the top right, then click the Save And Refresh to start building your form. 67

73 There are 2 ways to add a field to the form. You can click on any of the green buttons to add the specific form control to your page or you can drag and drop a form control into your page on the right. Once you have added a form control to your form, click the to customize the form fields. A Basic and Advanced tab will show allowing you to add the label of the form field, options, layout, placeholder or help text or if the form is required to answer or not. Once you have created the form, click the Save button to go back to the Manage Forms page. If you Enabled your form you will see it listed in the Active tab. If your form is Disabled, you will see it in the Inactive tab. Edit Form 68

74 If you would like to Edit your form, click the Edit link in the Actions column. Make your form changes and click the Save button to return to the Manage Forms page. CLONE FORM If you would like to Clone your form, click the Clone link in the Actions column. You will see the title of your form with Clone next to it. Change your forms title, etc. and make any other changes you would like and your existing form will be cloned into a new form. Manage Messages This area allows you to view and send messages from within the Platinum Planner system. To create a message, click on Compose, select the Add button to add the person or people you would like to send a message to. 69

75 The tabs will specify if the person is in your School, is an Instructor, Student, Alumni, Preceptor, Clinical Site or Shared Site. You can click All to see all as well. Click the Done button, once you have selected the recipients of your message. Enter your Subject and Message, then click the Send button on the bottom of the screen. You will see the message send in your Outbox. Any new messages will display in your Inbox. Manage Shared Sites This page shows you a list of Shared Sites you are affiliated with and the details of those sites. Click on Details for site information. HELP Platinum Educational Group is always available to help you with Platinum Planner. If you have any questions or feedback regarding the site, please let us know! Click on the Help button on the footer on your dashboard. 70