Rotation Manager
This section of the help file will discuss how to read the Request Information area and the additional functions of certain columns, how to use the Quick-Search function, the use of the Export function, and will touch on how to access the Search Parameters (Rotation Manager) area of the site.
Regardless of which setup you are using (Traditional or Slot-Based), your Rotation Manager page should look something like the image below.
There are three sections to this page: The Navigation Functions, the Student/Instructor Rotation Details, and the Additional Functions.
Navigation Functions
The first section, at the top, is the Navigation Functions portion of the page.
On the left of this section are the Sandwich Icon, Request Number quicksearch, and Rotation Number quicksearch functions, and on the right is the Export function. Below this is the View By settings, which determines how the page layout will appear.
Note: The View By settings are not discussed in this release of the help file, and will be added in a later update.
Sandwich Icon
This button can be pressed to open up the Search Parameters (Rotation Manager) pop-out window, which allows you to change what your Rotation Manager displays. The default parameters display all currently ongoing rotations.
Request #
If your University utilizes the Traditional Setup, you will be able to search for rotations via the unique Request Number that was assigned when the request was originally placed. This function will override all other search parameters.
Rotation #
This function allows you to search for rotations via its unique Rotation Number. This function will override all other search parameters.
Export
Clicking this button will allow you to convert and save all of the currently displayed information in your Rotation Manager as an Excel file. You may wish to use this function to save a copy to your hard drive or print a physical copy.
Student/Instructor Rotation Details
The center section of the page is the Rotation Details area. This area has 19 information columns, and Rotations are ordered based on their starting date.
Each of the 19 columns has been briefly defined below. Blue-text columns are clickable will have more details later in this section.
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Checkbox
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Removal
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Req#
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Rot#
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Compliance Status
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Period
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Stdnt/Instr
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Allows you to mark one or more students/instructors for use with an Additional Function.
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Clicking the red trash can will remove the assigned individual from the rotation.
Note: Students removed from a rotation after it starts will still be "assigned", and will display the date and time of removal.
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Displays the unique Request Number assigned to the rotation when it was originally requested.
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Displays the unique Rotation Number assigned to the rotation when it was approved/scheduled.
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Displays a Red Thumbs-Down or Green Thumbs-Up depending on if the assigned individual is compliant. The thumb can be clicked to view the Rotation Compliance Items.
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Marks the first and last requested dates for the rotation period.
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Lists the name of the student or instructor assigned to the rotation spot. The icons underneath their name indicate what Rotation Compliance Items still need attention.
Note: Student rows are white, while Instructor rows are gold.
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School
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Preceptor/Staff
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Scholar
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Facility
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Prog.
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Dept.
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Unit
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Lists the name of your school campus.
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Indicates which Hospital Preceptor/Staff member will oversee the rotation.
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Provides the name of the Clinical Scholar assigned to the rotation (if applicable).
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Provides the name of the Hospital Facility that the rotation will take place at.
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Lists the Hospital Program the rotation is assigned to.
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Lists the Hospital Department the rotation is assigned to (if applicable).
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Lists the Hospital Unit the rotation is assigned to (if applicable).
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Rqstd. By
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Aprvd. By
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Attendance
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Shift
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Shift Hours
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Provides the name of the individual who placed the original request/built the rotation.
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Provides the name of the Hospital Admin who approved the rotation request/slots.
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Indicates how many shift hours a student has already attended vs. how many total hours are required. Attendance can be taken by Instructors, or set to update automatically.
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Displays the general shift type of the rotation.
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Displays the number of hours the student/instructor will be on shift each day of rotation.
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Note: If a column has arrow markers next to the item name, you can click the arrow to organize the rotation details by that particular column.
Rot#
Clicking on the Rotation Number in this column will take you to a read-only view of the Rotation Details page, which will display additional information about the Rotation as a whole.
Note: You can email any individuals listed under the Students, Instructors, or Notifiers tab.
Compliance Status
Clicking on the Red or Green thumb icon will open a pop-up window displaying the Rotation requirements.
Please refer to the Rotation Compliance Items help section for further information on how to read and navigate this window.
Period
Clicking the date range will open a calendar view of all approved rotation dates (highlighted in brown).
Stdnt/Instr, Preceptor/Staff, Rqstd. By, Aprvd. By
Clicking on the names in any of these four columns will display that specific individual's contact information.
Facility
Clicking the Facility name will display the facility address
Attendance
Clicking the blue text in this column will take you to the Student Attendance page. You can track and edit student attendance from the start of the rotation up to the current date.
If a student's rotation has not yet started, the Student Attendance page will look similar to the image below.
Note: You can take attendance yourself, but it is most often marked automatically or handled by the student's Clinical Instructor.
Additional Functions
The Additional Functions are tools you can utilize to contact individuals associated with any rotations that you have checked off, or to Attest to the individual going on rotation.
Email Approver/Preceptors/Student/Instructors
Clicking any of these buttons will open a pop-up window similar to the one below. On the left side will be a list of recipients: Once you have finished your email, click the yellow Send button to push the message to all of the recipients.
Note: Attached items will associate to the student's account instead of attaching directly to the email, so they will need to log in to view the item.
Attest Students/Instructors
This function allows you to verify that your students/instructors will be compliant through the rotation. For more information on the use and restrictions of attesting, please refer to the Attestation help section.
