Frequently Asked Questions
Q: My student has previously rotated at Archbold Medical Center before the site began using ACEMAPP. Does my student still need to complete onboarding (LMS) through ACEMAPP?
A: Yes, the student must be registered and assigned to their rotation. Then the student may complete their onboarding items in ACEMAPP.
Q: My student is also an Archbold Medical Center employee. Will they need to complete onboarding as a student in ACEMAPP?
A:** Yes, the student will need to complete the onboarding items in ACEMAPP.
Q: Does my student’s preceptor or clinical faculty member need to be assigned to the rotation roster in ACEMAPP?
A: Faculty only need to be assigned to the roster if they are attending the clinical experience on-site. If the faculty assigned to the roster are non-compliant but the student assigned is fully compliant, the rotation roster will not be available to be sent to the site in ACEMAPP until the faculty is fully compliant.
Q: I need to remove a Clinical Instructor from the rotation roster. How do I do that?
A: You can remove Clinical Instructors from the rotation roster by clicking on the ‘Clinical Faculty’ tab within the rotation request, selecting the ‘Remove’ checkbox under the ‘Actions’ column next to their name, scrolling down to the bottom of the page and clicking ‘Save’ Changes.
Q: How many students can be assigned to a cohort rotation request in ACEMAPP?
A: Please see the unit descriptions for the max number of students per unit.
Q: How can I check if my students are fully compliant in ACEMAPP? How do I know when my students are cleared to begin rotating at OhioHealth?
A: You can review your student's overall compliance for his/her upcoming rotation at Archbold Medical Center by clicking the 'Members' tab from your main school user dashboard, selecting the 'Students' tab under the 'Rotations' column, and hovering over the red x icon under the 'Compliance' column to reveal his/her list of incomplete items. To verify overall student compliance in ACEMAPP, please review the following help desk article: Managing Members.
You can verify overall student compliance from your student's rotation request by clicking on the 'View Rotations' tab from your main school user dashboard, locating their rotation, and clicking the pencil ('Edit') icon under the 'Actions' column. From here, click the 'Students' tab and see if the student is non-compliant. A red x icon under the 'Rotation Validity' column will be listed if the student is non-compliant. You can then click the white button under the 'Action' column to pop out the student’s details and select the red x button under 'Compliance' to see which items are missing. A green checkmark will be listed once the student is fully compliant in ACEMAPP.
All students must be fully compliant prior to the start of their rotation at Archbold Medical Center in order to receive their badge/access for their placement. If the roster has not been sent, students will not be allowed on-site. If students fail to meet full compliance, their rotation start date may be delayed or canceled.
Q: How can I verify that a roster has been sent in ACEMAPP? How can I manually send a rotation roster in ACEMAPP?
A: To verify whether a roster has been sent, please review the following help desk article: Rotation Rosters. ACEMAPP will send the rotation rosters to Archbold Medical Center automatically once all members assigned to the roster are fully compliant. If the roster has not been sent, students will not be allowed on-site.
To manually send a rotation roster, please review the following help desk article: Notify Partner(s) of Roster. The rotation roster will only be available to be sent if the rotation is in an Approved status, has at least one member assigned to the rotation roster, and all assigned members are fully compliant.
Q: I need to withdraw a rotation request no longer needed; how do I do that?
A: You can move requests that are no longer being used by the school to 'Withdrawn' status in ACEMAPP by clicking the Edit pencil icon under the Actions column for the desired request within your 'View Rotations' table, scrolling down towards the bottom of the page, changing the status within the 'Status' dropdown menu from 'Approved' to 'Withdrawn,' entering the 'Withdrawn Reason' in the text field and clicking the green 'Save' button. We ask that you withdraw unneeded requests As Soon As Possible so other schools may request available spaces.
Q: I need to adjust the rotation roster; a different student needs to be assigned, but the roster has already been sent. What should I do?
A: You may unasssign the previous student and assign the new student. In addition, email the site coordinator.
Q: Our students’ ACEMAPP requirements will expire mid-rotation. Can the rotation continue?
A: The student needs to reupload their updated documents.
Q: My student’s rotation was approved by Archbold Medical Center in ACEMAPP. Are my students cleared for their rotation?
A: Your student's need to be fully compliant in ACEMAPP at least two weeks prior to their rotation start date in order to begin their rotation.
Q: Does the school approve the uploaded documentation for all of the students’ requirements in ACEMAPP?
A: Yes, the school admin will review and approve the documents.
Q: I have only assigned my clinical faculty member to the rotation roster and am still waiting to assign my students in ACEMAPP. Do I need to make any adjustments to the settings of the roster in the meantime?
A: Yes, If you are assigning your clinical faculty member to the rotation roster first, you should set the 'Is this roster complete' toggle to 'No' within the 'Clinical Faculty' tab of the rotation request until you assign your students to avoid having the rotation roster sent to the site prematurely. You should assign your students and clinical faculty members to the rotation roster in ACEMAPP within roughly the same time frame. Once your students have been assigned, you will set the toggle back to 'Yes,' The roster will be sent automatically by ACEMAPP once all assigned members are fully compliant.
Q: I no longer need a placement request that has been approved.
A: Please remove the request as soon as possible.
Q: A student is having issues with their assigned requirements?
A: Please have the student contact ACEMAPP Support for assistance.
