Student Onboarding-School Guide

Overview

To ensure a smooth onboarding process after placements are approved by a site, a few key steps must be completed before students can begin. Here’s a breakdown of what needs to be done:

1. Schedule the Student to the Placement: Start by scheduling the student to the approved placement. At this stage, the placement acts as a placeholder and does not trigger the onboarding process for the student. This step simply reserves the spot without notifying the student yet.

2. Confirm the Student for Onboarding: Once you’re ready for the student to begin the onboarding process, you’ll need to confirm the student in the system. This step formally informs the student of their placement and invites them to start onboarding activities.

This document will walk you through the different steps of this process.

Scheduling Students

Important Note: Schools can begin scheduling students once placements have been approved by the site. Scheduling a student is a preliminary step that does not send any notification to the student; it serves as a placeholder to inform the site of the intended student for the placement. After scheduling, you can confirm the student when you’re ready to notify them of their placement and invite them to begin site-specific onboarding requirements.

There are two methods to add a student’s name and email address to a placement:

• Option 1: If student details (name and email) were included in the initial placement request, this information will automatically appear on the scheduling and onboarding screen. In this case, no further action is needed until you’re ready to confirm the student and initiate onboarding.

• Option 2: If student details were not provided during the initial request, the “Schedule Student” option will be available on the scheduling and onboarding screen. You can manually add the student’s first name, last name, and email address at this stage. This action remains internal and does not notify the student; you must confirm the student separately to inform them officially.

By following this process, you ensure that the scheduling and onboarding flow is clear and only notify students when it’s time to begin their onboarding tasks.

Follow the below steps to assign or schedule a student:

1. Go to Schedules and Onboarding screen (graduation cap icon) from the left menu.
2. Click on the “Schedule Student” button next to the approved placement.
3. A drawer opens where you can:
   • Enter student details
   • Leave notes or have conversations with the student & site.
     
4. Once the student is scheduled, you are also able to remove the student from the schedule and add in another student if needed.
   

Confirm Students on a Schedule

Important Note: Once a school confirms a student, an automated email will be sent to the student’s provided email address. This email contains login credentials for the Exxat One platform. Upon logging in, students can access their placement details and complete any required onboarding tasks. Be sure to verify the accuracy of the student’s email address before confirming their placement.

School Confirmation Process

In Exxat One, you can confirm students and track their placement statuses directly, providing a clear view of scheduling progress:

• View Placement Status: This feature helps monitor the status of each placement:

• To be Scheduled: Indicates that the site has approved the placement slot but student details haven’t been added.

• Not Confirmed: Shows that a student is scheduled but not yet confirmed, or that details were provided in the initial slot request without confirmation.

• Confirmed: Displays after the student has been confirmed on the schedule.

• Non-compliant: This means the student has began the onboarding process and either the documents are pending review, or the student needs to upload replacement documents. You can click into this status to see what requirements are pending.

• Compliant: Displays after the student's onboarding documents are completed and they are now cleared for this placement.

How to confirm a student

To confirm a student, perform the following:

1. Go to Schedules and Onboarding screen (graduation cap icon) from the left menu.
2. Select the check box next to the student you want to confirm. (Not Confirmed will be displayed in the Status column.)
3. Click the Confirm at the top right corner of the schedule list to confirm the student on the schedule.

Managing their Onboarding Requirements

You can view the overall onboarding status of student schedules in the Schedule and Onboarding screen and the status of every onboarding requirement fulfillment of each schedule.

Please Note:
Schools can view same requirements as what students sees but also, if there are any school specific requirements (For example: Certificate of Insurance) then they can complete on behalf of their students.

To monitor onboarding, perform the following:

1. Go to Schedules and Onboarding screen.
2. View the Onboarding status of each student or group placement in the status column corresponding to each confirmed schedule.
   • Non-compliant: Displayed when some or all the onboarding requirements are not yet fulfilled or approved.
   • Compliant: Displayed when all the onboarding requirements have been fulfilled and approved.
     
3. Click the onboarding status to open the detailed onboarding requirements page of the schedule, where you can view the requirement-specific status, and the submissions or files uploaded by the student on each requirement.
4. Use the messaging feature to send reminders to students about pending onboarding requirements. These requirements will have a “Get started” or “In Progress”, or “Expired” status.
   

Sending messages to site and student

Enhanced communication capabilities are available to improve interaction between students, schools, and sites.

School-to-Student Messaging

You can send messages directly to students concerning their schedules and onboarding, facilitating better communication.

Sending messages to student on a schedule:

1. On the Schedules and Onboarding screen, click the required onboarding status for the confirmed schedule to view the onboarding requirement fulfillment by the student.
2. Locate the messaging ability at the right side of the screen, where you can select to send message to the student by checking the box corresponding to Student.
3. Enter your message in the text box.
   
4. Click Send to convey your message.
   

Message Notifications:

You will receive in-app notifications regarding messages received from the students concerning their schedules and onboarding. Click on the notification received to view the message and reply to the student.