introduction to inplace wil system

INTRODUCTION TO INPLACE WIL SYSTEM

The InPlace WIL system is specifically designed to manage the diverse needs of WIL activity management across different disciplines. InPlace is an integrated solution to store and manage all WIL Activities within RMIT. Key features of the InPlace system include:

• Store Student, Industry Partner and WIL activity (Placements, Projects and Simulated WIL) details in one place.

• Track and manage WIL activities.• Allocate Students to WIL activities.• Advertise WIL opportunities to Students.• Approve WIL activities for Students who find their own WIL Placements (Self Placements).• Store Placement Agreements• Record Log book and time-sheets• Communicate with WIL Students and Industry Partners using customised email templates.• Extensive and flexible reporting capabilities.

Note: The InPlace WIL System uses some terms that are different to those used at RMIT. These cannot be updated so it is important to understand the meaning of the InPlace terms.

RMIT Terminology InPlace TerminologyIndustry PartnerExternal OrganisationHost Organisation

Agency

WIL activity (WIL Placements, WIL Projects and Simulated WIL)

Placement

New InPlace Concepts in version 4.10Opportunities A new interface allows opportunities to be grouped and managed

by opportunity type (such as Internship, Volunteering, Seminar, Project, Event and so on). Students who are eligible and interested in any opportunity are able to submit online applications to their institute via InPlace, register their interest via InPlace, or apply directly to an external agency.

Opportunity Campaigns All the key details for an opportunity are set in an opportunity campaign, using the Opportunity Campaign Builder. Once a campaign is published, agency personnel or institute staff create opportunities for that campaign (entering or updating data if required). Then the opportunities are published to students.

Student Whereabout Maps To locate and contact current and future students on WIL placements, this new Map function allows users to identify placement locations by address or Allocation Group, and then send bulk email or SMS communications in case of emergencies.

Agency Site Visits This is a new tab in the Agency section which allows staff to track industry partner site visits and set reminders for future site assessments.

InPlace Support V4.10 Quick Reference Guide: Introduction To InPlace. of 6

Introduction to InPlace

Access to InPlaceStaff InPlace (a web-based solution that can be accessed via a web browser) has been configured at RMIT with multiple Disciplines. A School may have one, or multiple, Disciplines. Staff are given a role and access to one or more Disciplines. All Staff do not have access to InPlace, but they can rrequest it via their WIL Champion, the InPlace User Access Request Form or by emailing [email protected].

Environments• The Training environment is available to practise within after training:

http://wiltrn.wil.its.rmit.edu.au• The User Acceptance Testing (UAT) Environment is used for WIL Champions and WIL

Practitioners to sign off on InPlace configuration changes, reports and data migration after it has been set up by InPlace Support and is located at: https://wiluat.wil.its.rmit.edu.au

• The Production (live) environment is both staff and the student portal is located at: https://wil.rmit.edu.au/

StudentsAll Students have access to the InPlace Student Portal (by default) where they can view details of their WIL activity, submit details of a self placement WIL activity, apply for advertised positions, respond to and fulfil their placement requirements, upload documentation and view documents shared with them.Instructions for Students have been put together in the Student Quick Reference Guide.

Home ScreenThe InPlace Home screen displays when you first log in. A summary of Placement activity displays in graphical format for the Disciplines you have access to. The Home screen also displays any alerts or reminders that require action for your discipline.The menu items displayed across the toolbar will vary dependant on your user role:

The Student Home screen portal is a much simpler design than the Staff InPlace Home screen. Instructions for Students have been put together in the Student Quick Reference Guide.



Student Details Within InPlaceStudent Details

Student details in InPlace are updated daily from SAMS and the Vietnam SRS. Student fields are displayed as read only within InPlace to restrict editing and Staff only have access to view Students in their Discipline.All updates to Student details take place in SAMS (not InPlace). Placement and Agency Details are created and managed through InPlace. Additional notes and documents can also be added against the InPlace records.

Student ListThe Student List provides filters to display matching Student results and is accessed from the Manage > Student menu. The main components are outlined below:

• Student Code,Surname and Given Name: Used for text filtering (accepts % wild cards).• Discipline: The field of study taught / researched at the institute (i.e. Medicine).• Campus: Lists by the Campus where the Student is enrolled.• Curriculum: Drop-down menu allows you to select Course Offering, Course Offering with

Program version etc.• Requirement Groups: Used to search by course offerings (including pre-enrolments) and

custom enrolment groupings created by user. • Select Student Status: Should be set to Enrolled. The Deferred, Inactive and Phantom

check boxes are not used.• Filter button: To apply search parameters.• Reset button: is used to clear them.

To search for a Student:Navigate to Manage > Student1. Complete the required criteria, such as Student Code or Surname (‘%’ wildcard can be used

to broaden results.2. Click on the Filter button to search.3. Click on the Student Code link for the required Student to be taken to their Student detail

page.



Student DetailStudent information displays across multiple tabs. The Placement tab lists all of the Student’s Placements, regardless of the status. You will only see Student Placements for your Discipline.

The following tabs are found on the Student record page:• Details: The core details of the student record including general contact information,

Specialisms, and any Extended Attributes associated with the student.• Address: Lists both the Student’s Residential and Postal address. This cannot be edited within

InPlace as it is driven by the SAMS feed.• Placement: Displays the student’s current placements and associated Allocation Groups

(previously Course Offerings) and allows you to view any current Self Placements. If you select an Allocation Group, and the student is not a member, a message displays: WARNING: Student is not a member of the Allocation Group selected.

• Request: Allows you to view any Placement or Communication Requests related to the student’s Allocation Groups.

• Enrolment: Allows you to view Course Offerings, Program enrolments assigned to the student’s Allocation Groups and all SAMS course enrolments and pre-enrolments (including those course offerings you do not have access to under your discipline). Those which you do have access to will display a Detail link.

• Requirement Groups: Requirement Groups are to manage students enrolment. This includes course offering enrolments, pre-enrolment and any custom criteria the user has created to group the students enrolments. For more information, please refer to Managing Enrolment and Placement Allocation Quick Reference Guide.

• Notes/Docs: Allows you to add notes or documents to the student record as well as now share documents with the student through the student portal.

• Document Access: Displays the history of documents accessed by the Student through the student portal with date stamps.



NotesNotes can be added to range of areas in InPlace including Student, Agency or Placement records. In 4.10 Notes can be added to Courses, Allocation Groups and Placement Agreements. The steps to add a Note are the same, regardless of the type of record.

To add a Note:1. Navigate to the Notes/Docs or Notes tab.2. Expand the Add Note header.3. Complete the Date, Title and Text fields. If you want an alert to display on the Home page,

complete the Reminder Date and Reminder Text fields.4. If the Private Note check box is not ticked, the Note will be viewable by all staff who are have

permission to view the Discipline records.5. Click on the Save button.

DocumentsDocuments can be attached to range of areas in InPlace including Student, Agency or Placement records.

In 4.10 Documents can now be added to Courses, Allocation Groups and Placement Agreements. There is also an option to share these documents with students who can view these documents directly through the Student Portal in a new Document Repository. The history can also be accesses through a Document access audit tabThe steps to add a Document are the same, regardless of the type of record.

To add a Document:1. Click the Notes/Doc or Document tab.2. Expand the Add Document header.3. Complete the Title and Description fields.4. If you want a document to be viewed by Students, tick the Shared With Students check box

and select which Disciplines will have access to view it.5. Click on the Select File button and select the required document from your local drive.6. Click on the Save button.



Extended AttributesAdditional custom fields, known as Extended Attributes (XA’s for short), can be defined for Agency, Placement and Student records. These attributes can be defined for all Disciplines (Global or shared by all) or for specific Disciplines or Allocation Groups.If there are extended attributes defined for a record, they appear on the Details tab and the values should be updated as part of data entry tasks. In some cases these attributes are updated by Students as well as Staff.

To edit an Extended Attribute for a Student record:Navigate to Manage > Student1. Search for the Student by Student Code or Surname.2. Select the Extended Attribute (i.e. Working With Children Check) and click on Edit link.3. Complete any check-boxes and fields in the pop-up window.4. Click on the Save button.

InPlace stores all WIL activities as Placements - this includes WIL Placements, WIL Projects and Simulated WIL. For further details on Placements refer to the Placements Quick Reference Guide.

Agency is the InPlace term for an Industry Partner or External Organisation. An Agency is attached to one or multiple disciplines, but is viewable by all disciplines. This is to stop duplication of Agency records. For further details refer to the Agency Maintenance Quick Reference Guide.

For further assistance, please contact your school’s WIL team or visit InPlace Support Online Helpor contact the InPlace Business Support Team at [email protected]

