These settings are entered in the pop-up that is displayed, when you click ‘Add coaching group’ and (after saving) under the ‘Organization' and ‘Back-office staff' tabs of each coaching group.
- Give the coaching group a clear and distinctive name (‘Description’).
- Enter the starting date and end date. These refer to the period when the student is actually doing their placement or working on their graduation process. Enter the number of weeks and the total number of hours, if known. Select the vacancy type and domain.
- If necessary, choose a background and font colour for the overview. This may help keep the groups clearly arranged.
- Select the correct coaching path. If in doubt, discuss it with the application manager.
- Select specific days of the week and the years of the course, if applicable.
- Open the ‘Back-office staff’ tab to give the correct people access to the coaching group.
- Appoint one administrator as the lead administrator and one coordinator as the lead coordinator; these names will be stated in the dossier’s information tab and in mailshots and notifications.
A few more selection options (can be found under the ‘Settings’ tab):
- Student is allowed to register (yes/no). If you choose ‘yes’, all students of the study programme that your coaching group applies to are given the option of registering themselves. You should therefore always add the extra description with registration criteria.
- The student may go on a work placement at an organization where they have been on a placement before (yes/no).
- Student is allowed to select other contacts as practical trainer/work supervisor (yes/no).
- Select which contact details are mandatory if the student enters them. The various options can be configured by the application manager.
- Log configuration: If students are going to use the logbook, the types of hours that can be entered are selected here.
- Completion in the future allowed: This allows “Finalize agreement details”, "Cancel dossier", "Milestone", “Visit” and “Conversation” activities to be completed with dates in the future. These activities register activities being done and will not be allowed to have future dates without this option turned on.
- Back-office staff members enabled by default for dossier communication: This is set to “No” by default. This prevents back-office staff from receiving notifications of dossier communications not intended for them.
- Dossier visible to future dossier coach: This indicates whether the dossier from this coaching group is also shown in the ‘i’ tab in future dossiers of these students. This applies to all roles, not only to dossier coaches.
- Historical dossiers visible with the vacancy: When using the vacancy database, it is possible to see the names of students who have previously had placements at the organization or in the vacancy. As this is not always desirable, the feature can be disabled this way.
- Reservation validity period: After the interval set here, unused vacancy reservations will expire automatically.
- Overlap: This setting allows the work placements of different students to overlap. This applies to “Open vacancies”, i.e. ones that are automatically reopened upon the termination of a work placement that filled the vacancy.