Assigning an ePAD template to a Cohort
A new cohort needs to be created before an ePAD template can be assigned to it (see 2.1 Creating Users). When the cohort has been set up, you can then assign an ePAD template to that cohort, which will give the students the ePAD structure appropriate to their programme.
To assign an ePAD template to a cohort, select the ‘ePAD admin’ option in the left-hand menu, then select ‘Create ePAD’.
In the Create ePAD window, firstly name the cohort ePAD. This describes the ePAD structure and programme, e.g., ‘ePAD (BSc Nursing)’. Select the correct template for the cohort and select the cohort. Once this has been done, select ‘Create’.
The cohort ePAD is created in ‘Draft’ status. This allows you to work on setting dates, grace periods and target hours within the ePAD (see following sections). Whilst in draft mode, students will not be able to see or use the ePAD. When you have completed the set-up of dates, grace periods and target hours, you can change the status to ‘Live’ using the Status field in the cohort ePAD details panel on the left-hand side. This will enable students to access and begin using the ePAD.
Setting & Amending Cohort, Part & Placement Dates
The dates entered for each cohort ePAD are important as they drive a student’s access to forms and practice hours. Whether you are using an integration with a placement management system or managing placement allocations directly within the ePAD, it is important these dates are accurate.
Programme dates are entered in the left-hand side ‘Details’ column.
To set the dates for Parts and placements, select the Part or placement and enter the dates in the fields provided. Also set Part dates for any sections of the PAD you would like to be available to students for the full Part i.e., Part Specific.
Regardless of whether you are using a placement management system integration or managing placements directly in Myprogress ePAD, the placement dates must be set in the cohort ePAD. The start of the placement must be set to be the earliest date a student is planned to be on that placement, and end on the latest date a student is planned to be on that placement. In this way, all placements, whether they start earlier or finish later will be contained within these dates (although the system will cope with students having dates outside of these dates if they are amended directly in the ePAD admin portal).
With integrations, our system will review placement allocations in the data provided and attach them into the ePAD in the correct placement section based on these dates.
Setting & Amending Grace Periods & Target Hours.
Within the ePAD admin portal, grace periods can be set and applied to placement and Part specific forms. A grace period determines how long a student continues to have access to complete a form or enter practice hours after the placement or Part end date.
To enter a grace period, select the relevant section of the ePAD and enter the grace period in days.
Target hours also need to be set for the programme, Parts and placements. Enter programme target hours in the ‘Details’ panel. Enter Part and placement target hours in their respective sections. Target hours are displayed in the student’s ePAD in multiple places so that the student can easily track how many more hours they need to complete, e.g., in the programme, Part and placement practice hours progress circles.
Tip: Ensure you are saving changes throughout adding information into the ePAD using the ‘Save changes’ button always present in the top right-hand corner of the page.