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End of Year Placement & Target Cleanse

This guide walks placement coordinators through the end-of-year process for cleansing placement records and targets in Navigate, so that only the correct statuses carry over into the new academic year.

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Reassign placements

Sometimes placements are set up by staff who are not coordinators, and these placements become "unattended". Reassign any of these to the correct coordinator so they can go through the end-of-year cleansing process.

Click Placement module > Placement Record Statuses > See All.
Filter and select Placement Coordinator.
If there are any names listed here that should not have placements assigned to them, select them.
Go to Actions > Re-assign (to the correct coordinator).
Repeat until all non-coordinators have had placements reassigned to the correct coordinators.

The correct coordinators can then complete the cleansing process with these reassigned placements.

Placements - awaiting details

These records no longer need to be deleted, as students can only have one "awaiting details" placement record at a time. In the upcoming academic year, simply request a placement from the student with a new Target Date; this will update the existing record accordingly.

If a student is continuing but does not require a placement, you can change the status in the Student Details tab on the student record to placement not required. This will inform their tutor in the Student module that they are not required to seek a placement. Alternatively, you can delete the "awaiting details" record.

Placements awaiting approval

Records labelled "Requiring confirmation of employer details" and "Placement request awaiting approval" are placements that are not yet approved by the college and/or employer. There may be some placements awaiting approval for students in their first year of a two-year course - ensure you are aware of these before you continue to reject unapproved placements.

Reasons for rejection may include compliance issues, permissions, suitability, or safeguarding concerns. To manage rejections:

Select the student's name.
Access the specific placement.
Go to the Approvals tab.
Click Internal Approval/Rejection.
Complete the form and set the toggle to Rejected.
Provide a rejection reason.

A pop-up will allow you to undo the decision or view the placement to continue.

Placement approved and pending

These placements are awaiting their first day and may take place over two academic years. If the student is on a two-year course and the placement straddles two academic years:

Click into the bar to identify any placements that are pending.
Choose one name at a time.
Quick links > Search for a student and add the student name.
On the Student Page > Activity Tracking, tick the two boxes to ensure their hours do not reset to zero in August.

Placement live

These may be placements that take place over two academic years. If the student is on a two-year course and the placement straddles two academic years, follow the same steps as above (identify pending placements, then use Activity Tracking to stop hours resetting in August). This can also be completed in bulk.

If the placement has ended but is still sitting in the LIVE status, it needs to be completed. You can do this in bulk:

Select the placements that are to be completed.
Ensure you have everyone on one page by checking items per page at the bottom.
Go to Actions > Placement completion.
Complete the form and Submit.

Placement completed - awaiting internal sign off

These are placements where a student has marked their placement as complete and sent it to their coordinator to sign off internally.

Click into the bar.
Click the student name.
On the Placement details tab, delete any unconfirmed (by student and employer) placement days.
On the Completion tab, mark as complete.
Ensure you use the completion date as the last confirmed date (usually with a journal entry attached).

Other placements

Completed placement requires more information - the student has marked their placement as complete, but you have sent it back indicating more action is needed from them. If they have not returned it with the required changes, decide how to proceed: either complete the placement or reject it.
Completed placement rejected - this is where a student has not successfully completed their placement requirements for audit.

Final placement statuses

You should now only have numbers showing in these four statuses:

Placement approved and pending
Placement live
Placement completed
Completed placement rejected

There may be an exception to the rule, such as a "Placement request awaiting approval" that will be dealt with during the summer or September.

Continuing placements: drag through hours (bulk action)

For all placements that will be continuing into the following year:

Click into the Student module.
Select Tutor > Select All.
Scroll down to Learner Placement Statuses.
Select the bar Placement active.
Scroll down to Items per page and ensure all students fit on one page.
Select all the students.
Go to Actions > Set Target hours.
Tick Do not reset Student confirmed placement target hours.
Tick Do not reset Employer confirmed placement target hours.
Save.

Targets

You may have T Level targets or some open-ended targets that span two academic years. These can be excluded from this end-of-year cleanse.

From the home screen, go to Targets you own > All Targets and select the target status:

Target Live - leave these, as they may be T Level targets or other targets that span two academic years.
Target Late - click the Linked Evidence column header twice to bring targets with the most linked evidence to the top. The student may have completed the target and just not submitted it. Click into each target and decide whether to sign off or reject. Any with 0 evidence can be bulk selected: Actions > Change status > Reject Target.
Submitted for review - go through these and either sign off or reject.
Target Complete - leave these.
Target Rejected - leave these.

Source files attached below.

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