Placement Allocation
Placement allocation is done via a CSV upload on the page here:
https://medlearn.imperial.ac.uk/admin/?view=placements&p=import-placements
Columns required are as follows:
| Column Name | Column Description | Example |
|---|---|---|
| Agency | A string of the hospital (agency) name. This must match exactly (case sensitive) an existing hospital / site name | Charing Cross Hospital |
| Rotation | An integer of the rotation number | 1 |
| Start Date | Date in dd/mm/YYYY | 09/01/2023 |
| End Date | Date in dd/mm/YYYY | 09/02/2023 |
| Specialty | The specialty code e.g. CA for cardiology | CA |
| CID | The full student CID | 12345678 |
| Description | Optional – Any additional information such as the consultant name or firm name | S1 – Breast Surgery |
Upon uploading the following happens:
- If the rotation does not exist (matching dates, specialty and site) it is created.
- If a rotation exists on the upload spreadsheet with the same rotation number, specialty code and site, but different dates, the rotations are automatically renamed 1a, 1b etc
- If a student has previously been allocated to a specialty (e.g. CA) previous allocations are removed and the student is reallocated to the new rotation
It is essential when uploading that you select the correct academic year from the dropdown within the UI.
Frequently Asked Questions
What data validation is done on imported data?
The following checks are done on data being imported:
- The agency / site name must exist within the MedLearn database
- The student CID must exist / be valid
- The rotation number must be numeric
- The specialty code is checked, and if it doesn’t exist a warning is shown that. new one is created
- The rotation start date and end date are checked to confirm they are in the correct format
- All required columns and checked to ensure data exists (not blank)
- Duplicates are highlighted
How do I update a placement for a student
Simply use the template and add a single row of data with the placement or site information. If the CID and specialty code matches an existing placement, the student will be removed and re added to the new placement.
What about allocating clinical calendars to students?
Clinical calendars will automatically be assigned to that student when a placement change is made. However, if there are group specific items, the student will need to be added to those groups via the placement dashboard in order to ‘push’ those group events.
Existing events for ‘old’ placements are currently NOT removed.
