Article: Unit Availability Report/Calendar

This report allows school and clinical site coordinators to view potential unit availability at partner organizations. It helps with rotation scheduling, resource planning, program matching, conflict prevention, and reporting.

Step 1: Access the Reporting Dashboard

From your home screen, click the "Reporting" button to open the Reporting Dashboard.

Step 2: Open the Unit Availability Report

Click on the "Run Report" button on the Unit Availability tile.

Step 3: Select Your View

Fill in all required fields, select your View, and choose one of the following display options from the drop-down menu:

Calendar View

Provides a visual overview of unit availability over time. Ideal for quickly spotting open slots.

Details View

Displays all available units and slots in a table format, suitable for exporting and reporting.

General Schedule View

Summarizes availability by day and unit for quick reference.

Step 4: Fill Optional Fields (to Narrow Results)

Use optional fields to refine your report:

• Select the Rotation Experience Type (Cohort, Precepted, Etc...)
• Select the Program (BNS, FNP, NP, Etc...)
• Select the Rotation Type (Ambulator, ICU, ENT, etc...) if available.

Step 5: View Your Results

Click Submit to view your results. Clear Filters to start over.

Step 6: (Optional): Download CSV

In the Details View, click "Export", then Download to save the report as a .csv file.
Note: CSV files are useful for filtering, sorting, and sharing with preceptors or administrative staff.

Step 7: Interpret and Use the Report

After generating the report, consider the following practical applications:

Scheduling Rotations: Use the calendar or schedule view to see which units have available slots and plan student rotations accordingly.

Resource Planning: Identify units with limited availability to avoid overbooking staff or resources.

Program Matching: Compare unit availability with program requirements to ensure students are placed in appropriate clinical experiences.

Conflict Prevention: Use availability data to prevent overlapping rotations for students or staff.

Reporting & Communication: Share the report with preceptors or administrative staff to coordinate rotation schedules efficiently.

Example: If ICU units are nearly full in March, consider rotating students to Ambulator units to balance placement.