After reading this article you will be able to…

• Explore Availabilities
  • Quick Start guide to Searching

  • Viewing Availability Using Filters and Sorting

  • Viewing Availability Using Map
  • Viewing Availabilities using List of Opportunities
  • Viewing Opportunity Details
• Creating New Requests
  • Creating requests for Individual Experiences
  • Creating requests for Group Experiences
  • Creating Multiple Requests

Exploring and Applying for Availabilities

Click on the icon from the Menu on the upper left to go to Discover and Engage Availabilities page. You can always expand the left menu by clicking on  the icon.

There are two views to search for Availabilities 

• Map View: availabilities on an interactive map, providing a clear visual representation of locations.
• List View: Presents availabilities as cards in a list format for quick browsing and easy access.

All search and filter options available in the Map View are also supported in the List View.

Map View

List View

Searching and Applying for Availabilities

These are the steps to search and apply for Availabilities. Each step is described below in more detail.

1. Locate the availability that meets your student needs on the map using search and filter options Viewing Available.
2. View Details for an Availability.
3. Click on Request Slots from the details card.
4. Complete Request information.

Viewing Availability Using Filters and Sorting

You can use Filters and Sorting to assist you finding availabilities for your student.

★ Please Note: Filters remain when you leave a screen and then come back so your work isn’t lost. 

The following filters are available:

1. Discipline(s) and Specialization(s):  discipline(s)-specialization(s) of students the site accepts for an availability. Your program disciplines are pre-selected, the selection can be changed by clicking on the discipline and specializations box and using the down carets. When you select specific discipline in the filter, all associated specializations will be automatically pre-selected, and the caret will display the selected specializations, you may deselect any specialization using the check boxes. 

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   • Site: sites that have shared their availabilities on the Exxat One, the default is all sites. (multiple select)
   • State: state of locations, department, or unit where the availability is offered. (multiple select). The boarders of the selected states will be highlighted on the map.

• Program: degrees (PhD, Graduate, Undergraduate etc) for which the availability is appropriate. (multiple select)
• Experience type: an Individual or a Group opportunity. 

2. A Clear Selection button is available to deselect all items within a category dropdown. 

3. Select All button allows you to select all items within some filters. 

4. Add Filters –There are three filters. Click on Add Filter to use the below:
   • Start & End date: Filter availabilities by start and end date. You can filter the start on or before the selected start date and/or ends on or after the selected end date. Where both Start date and End date filters are applied, availabilities starting on or before the selected start date and ending on or after the selected end date are displayed
   • Due date: Filters availabilities by the date requests are due to the site
   • Published date – filter availabilities by their publishing date;  select from published in last 7 days, 14 days, 30 days, or you can apply a custom date range to filter the availabilities

★ Please note: You can hide these filters after applying them using the – button.

5. You can search for a specific location, department or unit by adding the location name or address in the Search box.

★ Please Note: This search box is for search by Location Name or Location Address not Site name. Example: East Patchogue instead of Access. To explore by Site please use the Site filter to narrow results.

• Nearby Availability: Search for availability based on zip codes

• Nearby School : View availabilities within a given radius of the school address. Enter the number of miles from the school address to ben included and click Apply Now. 

6. Availability in selected Zip code: View availabilities within a zip code. Enter the desired zip code and click Apply Now. The zip code searched on will be highlighted in pale blue on the map, locations nearby shown with pins.

7. The Reset button removes all filters.

8. The filters you have set, and results remain if you leave a page and comeback. 

Viewing Availability Using Map

Each pin on the map represents a location where opportunities are available. At the top, a banner highlights the total number of opportunities across all locations visible within the current map view with the filters you have set.

1. Use the + and – buttons on the right-hand side of the map to zoom in or out on the map to explore opportunities. When zooming out individual pins may be grouped into clusters, displaying the aggregate number of internships.

2. Click on a location pin will open a pop-up card containing key details about the opportunity. 

3. If multiple availabilities exist at the same location, use the left and right arrows on the pop-up card to navigate through all options. For multiple availabilities at one location, use the arrow buttons to cycle through options in the pop-up card.

4. Click View Details to open the Opportunity Details card, where you can see a full breakdown of the opportunity.

Viewing Availability Using List of Opportunities 

On the left side of the screen, you’ll find list of opportunities that updates as you interact with the map. This list is synchronized with the map, when you zoom in or out or set filters. 

Each card includes the following attributes of the availability:

• Site Name: site that has published the availability.
• Discipline and Specialization: disciplines and specializations the site is accepting for this availability (e.g., PT, PA, Nursing, OT). If an opportunity is associated with multiple disciplines or specializations click View All to view a panel displaying the complete list of disciplines and specializations.
• The start and end dates of the availability.
• Location: The location(s) where the availability will take place. If an opportunity is linked to multiple locations click View All Locations to open a panel with a detailed list of locations and their addresses.
• Due Date Indicator : Highlights if the due date for submitting slot requests is approaching or overdue.
• Programs: degrees (PhD, Graduate, Undergraduate etc) for which the availability is appropriate. If an opportunity is linked to programs click View All to open a panel with a detailed list of programs associated.
• Handshake Icon: indicates whether the site is a program partner.
• Green Tick Icon: Shows if you have previously applied for this availability
• Payment Required: indicates the school or student is responsible for payment to the site.
• Person(s) Icon: Specifies if the opportunity is for an individual or group experience. 
• Bookmark Icon: allows you to bookmark availabilities, which will then appear under the Bookmarked tab.
• Click on the Show Details button to see more information about the availability.

★ Please Note: Availabilities displayed within the "All Opportunities" list are arranged alphabetically based on the site name.

Viewing Opportunity Details

1. Click on an availability card from the list or View Details from the card view on the map, an Opportunity Details panel will open on the screen displaying the below information:
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• General Information
• Site Name
• Availability Name
• Availability start and end dates
• Associated discipline

2. More details of the availability are displayed under the following sections:
   • Duration & Shift: availability start and end date, due date for submitting requests, shifts and days of the week the student is expected to be at the location.
   • Discipline & Specialization: the disciplines and specialties of students accepted for this availability.
   • Location Details: location name, location address, department and unit details (if applicable),and location description.
   • Program Overview: the programs and student years eligible for the availability.
   • Opportunity Description: eligibility criteria and any site-specific, location-specific, discipline specific, program specific or experience type specific onboarding requirements (if any) for the availability

3. You can view the statuses of your requests in the My Request section, a progress bar indicating the status of all the slot requests made on this availability. The status displayed along with the respective count are:
   • Approved: slot requests that have been approved by the site.
   • Rejected: slot requests that have been declined by the site.
   • Pending Review: slot requests that have been viewed by the site and saved as draft but not yet finalized.
   • Pending: slot requests that have not been viewed by the site.
4. You can also view all your prior requests under the Previous Requests section

5. You can also bookmark the opportunity directly from this panel by clicking  button or Save, which then would add the opportunity to the Bookmarked list of availabilities. 

   

Creating New Requests

Creating requests for Individual Experiences 

After finding an availability suitable for students, request it from the site.

1. Click on the availability from the list by clicking on an availability card from the list or View Details from the card view on the map.

2.  In this panel, you can view additional details provided by the site. Please . Viewing Opportunity Details for information about viewing availability details.
3. Click on Request Slots within the panel

4. View the availability details inside the opened drawer view and provide the following details.
   • Number of Slots: slots needed for your students.
   • Availability Start & End Dates: desired start and end dates for the availability. These may differ from the dates offered by the site.
   • Discipline and Specialization: relevant disciplines and specializations.
   • Graduation Date: the graduation date for the students attending this availability 

5. Rotation and Course: the rotation and course details for which you are requesting for slots. If you are an Exxat Prism School, then you can view the list of ongoing and upcoming rotations imported from Exxat Prism. Select the Rotation before choosing the Course (otherwise the data might not show up in the drop down).

★ Please Note: That both the rotation and course details are single-select fields.

6. To add new rotation and course details or in case you couldn’t find the rotation and course details in the imported list from Exxat Prism, then click on “Add New” below the rotation details dropdown.

7. This will open a pop-up panel where you can specify the new rotation and course details and click on “Add Now”

★ Please Note: The newly added rotation and course details will not be synced/added to Exxat Prism.

8. If you are not an Exxat Prism School, then you will see simple text fields under the Rotation and Course details section where you can enter the details. Click in each text box to type Rotation and Course information.

9. Dates are automatically added if course information is imported from Exxat Prism. You may also click on the date fields to add information.

• Please note: Schools may occasionally select dates that fall fully or partially outside the Site’s  availability window. In such cases an informational alert message to the user without blocking the request.
  • If the dates you select are fully or partially outside the Site’s availability window, the system will automatically display an alert  message "The requested dates are outside the site’s availability range. The site may not be able to accommodate this request.”
  • The message does not prevent you from editing the dates and making the request.
  • The Site may or may not approve the requested date changes.

10. Additional fields may be requested by the site.
    • Exact Hours: The minimum number of hours a student is required to be at this experience.
    • Rotation Number: the number of rotations the student has completed prior to this placement.
    • Semester: The current academic semester of the students.
    • Number of hours: Specifies the hours the student is expected to be at this experience. 
    • Shifts: Allows you to select from the predefined standard shifts of the site for the availability. 
    • Unit Location: Identifies the specific unit or department within the location when multiple units exist.
    • Preceptor Name: Allows you to indicate your preferred preceptor for the availability.
    • Shift timings: Enables you to specify preferred time slots for specific days of the week. Note that these will be reviewed and, if approved, will be applicable for the schedule shift. 
    • Days of the week: Allows you to indicate your preferred days of the week for the schedule.
      • No days will be pre-selected initially.
      • Click on the dropdown to view available days.
      • Manually select one or more days that align with your program needs.
    • Program Type: Allows you to specify the program type for the students you’re requesting slots for.

11. If desired, you can add student details.
    • Click on “Add/Edit” within the Student Details section to open a Student Details dialogue box where you can enter the student’s information: First Name, Last Name, and Email.

• Use the “Add Student” button to add multiple students.
• If you are a PRISM school, you can utilize the Select PRISM Student dropdown menu to choose a student from the list of students imported from Exxat PRISM.
• Once all student details are entered, click Save.

12. The added student details are now visible on the Request Screen.

13. You can include a note to the site in the “Message to Site” section.

14. Click Request Now to submit the request.

Creating requests for Group Experiences 

In addition to the above steps for group experiences you may choose to add the following information.

1. Clinical Instructor: for Exxat Prism Users you can add a Clinical Instructor.
2. Faculty: Non Exxat Prism Users can add Faculty.
3. For availabilities with a group experience type click the “Add/Edit” button within the Clinical Instructor Details section you can also include Clinical instructor details (First Name, Last Name, and Email) in your request. The added clinical instructors will be displayed in a grid view within the Slot Request form.

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   4. For Exxat Prism Schools, you can access your imported clinical instructors from Exxat Prism using the “Select PRISM Clinical Instructor” dropdown while adding instructor details to a slot request.

5. Click on “Add Faculty” button to add the first name, last name, email and contact number of the clinical instructor. 

6. Click Save to save the Clinical Instructor or Faculty.

★ Please Note: That contact number is an optional field.

Creating Multiple Requests

To request additional slots for the same availability, click on the Availability card and click on “Request Slots” within the Opportunity Details panel and provide the same details for the new request and repeat the steps above.

You can also view the details of any previous requests directly on this page. To request more slots for the same availability, click the card, then 'Request Slots' in the Opportunity Details panel, and enter the new request details. Previous request details are also visible here.