If you are a UniCEM [University Clinical Education Manager]

Steps:

• • Click on the word or pdf icon to download the access request form.
  • Print the form and complete the details. For security reasons make sure you have your head of school/program sign your form.
  • Scan and save your completed, signed form.
  • Click on 'Choose file' button and upload your saved, signed UniCEM application form.
  • Fill in the rest of the fields on the page: Given name; Surname; Email; University
  • Click on 'Submit application'.

 If at any time you would like to start the form again, click on the 'Clear Form' button next to 'Submit Application'.

Your application will be sent to the APP Linkup administrative team for processing.

Once approved you will receive an email with your password. This step will only ever have to completed once.

If you are a FacCEC [Facility Clinical Education Co-ordinator]

Steps:

• • Fill in the fields on the page: Given name; Surname; Email.
  • Next to 'Add Facility', choose a facility from the drop down menu, then click 'Add'.
  • You can choose more than one facility by choosing another from the drop down menu and clicking 'Add' again.
  • The facilities will appear in the 'Selected Facilities' list.
  • Then select a University from the drop down menu. You will see the following message: "Please select the University that you would like to see your application. This does not preclude you from taking students from other Universities"
  • Click on 'Submit application'.

 If at any time you would like to start the form again, click on the 'Clear Form' button next to 'Submit Application'.

Your application will be sent to the APP Linkup administrative team for processing.

Once approved you will receive an email with your password. This step will only ever have to completed once.

If you are a CE [Clinical Educator]

Steps:

• Fill in the fields on the page: Given name; Surname; Email.
• From the 'Facility' list, choose your facility from the drop down menu.
• Click on 'Submit application'.

 If at any time you would like to start the form again, click on the 'Clear Form' button next to 'Submit Application'.

Your application will be sent to the APP Linkup administrative team for processing.

Once approved you will receive an email with your password. This step will only ever have to completed once.

 There is no need for students to request access to APP linkup. The student (S) role is for students who are enrolled in a university physiotherapy program. They will be undertaking education and training in a clinical placement setting within the health sector.

The University Clinical Education Managers will create accounts for students prior to clinical placements.

Students will be advised of their login details. 

When you login to your account the first screen you'll see is the 'Dashboard' or 'Home'. This is the hub of activity for your account.
 If this is the first time you're logging into the sytem and there are no students added, your 'Dashboard' might look different to this.

The UniCEM Dashboard shows graphed useage of:

• Student Logins
• Student Allocations
• Completed APP forms in this block (%)
• Student placements by area for this block

 The first time you login to your account you should change your password to something that's easy to remember.

To do this:

• Click on the 'Administration' menu item on the left hand side and select 'Change Password'.

• Fill in the details for: Current Password; New Password; Confirm Password and click 'Save'.

Under the 'Administration tab you can also check/update your personal details and create a new user.

To check/update your personal details click on 'Personal Details' under 'Administration.

Personal Details

• Enter or change your personal details: First Name; Surname; eMail Address
• Confirm your eMail Address by retyping to ensure the addresses are the same.
• Click 'Save Details'.

To create a new user in the system click on 'Create User' under 'Administration'.

Create User

• Enter the details for a new user to access the APP Linkup system
• Select a 'User Type' from the drop down menu. You can choose Facility Coordinator, Clinical Educator or Student. If you're unsure about the role required please refer to the User Type descriptions [4]
• Enter the remaining information for Given Name; Surname; eMail Address
• Click 'Add User'

If you have a group of students that need to be allocated a clinical placement, the first thing you need to do is add the students to the system. To do this:

Select 'University Details' from 'University' in the menu.

First:

• Enter a name for the program
• Enter the duration of the program, in years
• Select the program type from the drop-down menu
• Click 'Add Program'

Next:

• Select the check box to show the number of years in your program that contain clinical immersions. In other words, select only the years that use the APP for assessment
• You can also delete a program here by clicking Delete Program.

 Beware: If you choose to delete a program you will see the following warning message:

To add block rotation groups, select 'Manage Block Rotations' from the 'University' menu.

You will use this page to describe the block clinical rotations for each University program. As an example we'll use 'Bachelor of Physiotherapy'.

• Type in a 'Block Name'
   The block name chosen can be any name that suits your program eg., you may call the blocks 1, 2 or 3 etc or Block A, B, C etc 

• Move to the 'Start Date' field and click in the box. A calendar will appear so that you can select the appropriate date.
• Next. move to the 'End Date' field and repeat the process to select the date.
• Click 'Add'.

 If you've made a mistake or need to delete a block you can click the 'Delete' link at the end of the appropriate block line.

Now you have described your University and it's Physiotherapy programs, you are now ready to register facilities.
 You can perform a facility search by clciking 'Search for a Facility' under the 'Facilities' menu.

To register a facility, click on 'Single Facility Registration' under 'Facilities' in the menu

Use this page to add facilities to the APPLinkup database

• Firstly, search for the facility to make sure it’s not already in the database. Type the name of the facility into the search box and click the magnifying glass icon. If the facility already exists then there is no need to add it again.

• If the facility doesn’t exist then click on the Add New Facility button. Enter details for the facility. Starred fields require an entry.

• Enter: Facility Type; Facility Name; Street Address; Suburb; State; Postcode; Country; Phone Number; Postal Address; Website.
   Fields marked with an asterisk (*) require an entry to be made

• Click the 'Add Facility' button to finalise the facility details.

As a UniCEM you may receive account requests from Facility Clinical Education Managers (FacCEC).

 Account requests will come in from clinical educators that will be supervising your students. 

To view account requests waiting for approval click 'Account Requests' under 'UniCEMs' in the menu.

This page lists any applications.

• To view an application click the 'Select' button next to the applicant's name.
• The applicant's details will be listed.

• Here you can also view the approval by clicking on the 'View Approval' link next to 'Application'.
• You can then 'Accept' or 'Reject' the application by clicking on the appropriate button.
• Click the 'Cancel' button if you want to return to the account requests list.

 The UniCEM can also check whether a FacCEC has account requests waiting for approval. 

• Click on 'Account Requests' under 'FacCECs' in the menu to view any account requests.
• If there are account requests you can follow the procudure above to approve these applications.

Now you're ready to add students to the system so they can be allocated into a facility for their clinical placement. You can either add students in bulk or as a single student.

To enrol students in bulk, click on 'Bulk Student Registration' in the 'Students' menu.

This page lists any exisitng bulk student enrolments. 

• To enrol more studetns, click on the 'Download Excel Template' link. This will download a template to your computer in the correct format for enrolling students. Populate the template with students and save the file.
• To upload your saved list of students click on the 'Choose File' button.
• Select the file from your computer.
• Click the 'Upload File' button.

You might come across a situation where an individual student needs to be added to a program

To add a single student click on 'Single Student Registration' under the 'Students' menu.

• Complete the fields on this page.
• Add Student Number; Given Name; Surname; eMail Address
• Select a Program and Course Year from the drop down menus.
• Click the 'Add Student' button.

You may need to update details for students or reset passwords. This is done in 'Manage Students'.

Click on 'Manage Students' in the 'Students' menu.

A list of students from the selected program and course year will appear.

• To go back and perform a different search, click on the 'Another Search' button
• To delete a student and all their data click on the 'Delete' link next to their name.

 Beware: If you click 'Delete' you will see the following warning before the student is permanently removed from the system.

• To view or update a student's details click on the 'Edit' link next to their name.

If you're ready to start allocating your students click on 'Bulk Student Allocation' in the 'Students' menu.

Select the 'Allocate Students ' button.

This will display a list of possible blocks to allocate students to.

Select the block and a list of students will appear.
 Each student will have a Facility, Clinical Area, Placement Notes, HWA Area and Client type listed. These can be edited by clicking on the 'Edit' button to the far right of the student's name.
 Please Note: Editing allocation rows should be completed one at a time. Click the 'Save' button at the right hand side of the row before editing the next student's details.

Click the check box next to each students name that you want to add to the selected block.

The chosen students will be allocated to the chosen block. 

 To see a list of students in the block click on the 'Export Allocation Table' button.

MANAGE ALLOCATION - doesn't go anywhere when clicked on!!!

You may need to check on the progress of one of your FacCECs.

To do this select 'FacCEC View' from the 'Views' menu.

Type the FacCEC's name in the search box and clikc the 'Select' button. The Dashboard for that FacCEC will display.

You may have noticed a number appear next to the 'Ratify Student Results' link under 'Students' in the menu.

This number increases once the CE has completed an assessment form. 

This indicates the number of student results waiting to be confirmed by the UniCEM.

The UniCEM will see a list of students, their overall APP score and a number to indicate how many low scoring items they have received. 
The UniCEM can then view or accept the student result. If changes are required then the UniCEM should meet with the CE to discuss before the results are amended.

To view a student's assessment click on the 'View APP' button to the far right of the student's name.

 Results can be downloaded and saved to your computer for reference at a later time by clciking on the 'Save as PDF' button at the bottom of the results page.

If you're happy with the results then you can click on the 'Ratify Result' button next to the student name.

 If changes are required then the UniCEM should meet with the CE to discuss before the results are amended.

Reports are generated by APP to show statistical analysis of assessment.

Reports can be viewed by clicking on the 'Reports' link under 'Reports' in the menu.

Click on a link to select the parameters for generating the report.

Click the 'Submit' button and the report will be generated and downloaded.

When you login as a FacCEC you'll see the following screen.

Select a Facility from your list to view the Dashboard for that Facility.

The dashboard will show graphed useage, including 'Student Logins', 'CE Logins', Student placements by client type for this year' and 'Student placements by area for this year.

 The first time you login to your account you should change your password to something that's easy to remember.

To do this:

• Click on the 'Administration' menu item on the left hand side and select 'Change Password'.

• Fill in the details for: Current Password; New Password; Confirm Password and click 'Save'.

Under the 'Administration tab you can also check/update your personal details and create a new user.

To check/update your personal details click on 'Personal Details' under 'Administration.

Personal Details

• Enter or change your personal details: First Name; Surname; eMail Address
• Confirm your eMail Address by retyping to ensure the addresses are the same.
• Click 'Save Details'.

To create a new user in the system click on 'Create User' under 'Administration'.

Create User

• Enter the details for a new user to access the APP Linkup system
• Select a 'User Type' from the drop down menu. You can choose Facility Coordinator, Clinical Educator or Student. If you're unsure about the role required please refer to the User Type descriptions [4]
• Enter the remaining information for Given Name; Surname; eMail Address
• Click 'Add User'

As a FacCEC you'll need to allocate students to a Clinical Educator for the duration of their placement. This will enable the CE to assess the studnet using the APP.

To allocate students to a CE, click on the 'Allocate Students' link under 'Students' in the menu.

This page will show the predefined blocks and the students who have been allocated to that block.

• Choose the appropriate block and then either select a single student or a number of students to assign to a CE.

• If you select MULTIPLE students then the 'Allocate Selected' button will appear. Once you've selected the students, click the 'Allocate Selected' button to continue.
• Next select a CE from the 'Clinical Educator Pool' and transfer it to the 'Assigned Educators' box using the 'Add>>' button inbetween the boxes.

• If you select ONE student, use the 'Allocate' link to the right of their name to continue the allocation process.

 To change the CE during the placement, select the CE from the 'Assigned Educators' box and click the 'Remove<<' button inbetween the boxes. The CE will appear back in the 'Clinical Educator Pool' and then you can choose a new CE.

As a FacCEC you may receive account requests from Clinical Educators (CE).

 Account requests will come in from clinical educators that will be supervising your students. 

To view account requests waiting for approval click 'Account Requests' under 'UniCEMs' in the menu.

This page lists any applications. - THERE ARE NO REQUESTS INTHE SYSTEM TO SHOW THE PROCESS!

• To view an application click the 'Select' button next to the applicant's name.
• The applicant's details will be listed.

• Here you can also view the approval by clicking on the 'View Approval' link next to 'Application'.
• You can then 'Accept' or 'Reject' the application by clicking on the appropriate button.
• Click the 'Cancel' button if you want to return to the account requests list.

The FacCEC can access the CE view from their home page.

To view the CE home page click on the 'CE View' link under 'Views' in the menu.

The CE view will show the students allocated to the CE and the progress of student assessments. 

For more information on the CE role see the CE section [5] in this manual.

Reports are generated by APP to show statistical analysis of assessment.

Reports can be viewed by clicking on the 'Reports' link under 'Reports' in the menu.

Click on a link to select the parameters for generating the report.

 Click the 'Submit' button and the report will be generated and downloaded.

As the Clinical Educator you will be assigned students by the Facility Clinical Education Coordinator.

 When you loginto into the APP website you'll see a list of students that have been allocated to you for each block rotation, of each year, of each program, for each University.

To see the list of students:

• Select the block you want to view by clciking on the small black arrow next to the block name. This will expand the block so you can see the students in that block.

• Each student will have three icons next to their name. Notes , Mid Year assessment , End Year assessment .
• The Mid and End of year icons will appear red until the assessment has been completed and then the icons will turn green.

 The End of Year assessment cannot be edited until the Mid Year assessment has been completed. 

 The first time you login to your account you should change your password to something that's easy to remember.

To do this:

• Click on the 'Administration' menu item on the left hand side and select 'Change Password'.

• Fill in the details for: Current Password; New Password; Confirm Password and click 'Save'.

To add/view notes:

• Click on the notes icon  next to the student's name.
• The following screen will appear.

 To view current notes, click the 'View' button next to the student's name.

• Click the 'Add Note' button to add a new note.
• Give the note a title and then add comments in the 'Notes Contents' section.
• Click the 'Save' button to save the note.

• A number will appear next to the notes icon   when there are notes recorded for the student.

If you're ready to start filling in the Mid Year Assemssment:

• Click on the  icon next to the student's name. The assessment form will appear.

• Ratings are described at the top of the assessment form. Each criteria can be rated from 0-4 or n/a (not assessed)
• Hovering over an item will show performance indicators for that item (as seen in the image below)
  

• Hovering over responses will will show a descriptor of that response type (as seen in the image below).

• Select a response (rating) for each item.
• At the end of the section you’ll be given the opportunity to comment on the student’s strengths and any areas that need improvement.
• To add this feedback click on the  to the far right of the "Please Add Feedback' sections. This will expand the feedback options. On the right hand side of the comments box you’ll see a list of all the performance indicators for that section. Highlight the desired performance indicator and drag to the comments box to assist in providing feedback. You can also type in any other comments.

 A warning will appear if n/a is selected for any item.

• If a score of 0 or 1 is selected then you’ll be asked to comment on why the low score has been given.
• Complete the form, providing feedback as you go.
• There is also space at the end of the assessment to provide overall feedback.

• Select SKIP (for Clinical Educators who do not wish to complete a Mid Year assessment), SAVE AND SUBMIT LATER or SUBMIT.
• Once the Mid Year assessment has been submitted the End of Year assessment icon will turn green enabling you to edit.

 Once the Mid-year assessment has been completed by the CE, the form will become available to the student to complete their self-assessment.

• Once the Mid Year assessment has been submitted the End Year assessment icon will turn green enabling you to edit.

• When the time comes to complete the End of year assessment, follow the same process as you did for the Mid-Year assessment [6] form.

 The End of Year form is a different colour (to distinguish from the Mid Year form). There is also no option to SKIP this assessment, it must be completed. To complete the assessment form, click the 'Submit' button.

 Once the End of year assessment has been completed by the Clinical Educator, the form will become available to the student to complete their self-assessment.

When you login to the APP as a studnet you will see your homepage.

This will list any 'Blocks' that you have been assigned to and the Facility.

 For more information on the facility that the 'Block' relates to, click on the 'Facility Details' link next to the facility name.

This will show the facility and allocation details.

 The first time you login to your account you should change your password to something that's easy to remember.

To do this:

• Click on the 'Administration' menu item on the left hand side and select 'Change Password'.

• Fill in the details for: Current Password; New Password; Confirm Password and click 'Save'.

Under the 'Administration tab you can also check/update your personal details.

To check/update your personal details click on 'Personal Details' under 'Administration.

Personal Details

• Enter or change your personal details: First Name; Surname; eMail Address
• Confirm your eMail Address by retyping to ensure the addresses are the same.
• Click 'Save Details'.