[Onboarding Requirements] Adding Student Requirement Rules

Created by Charlotte Niedzielski, Modified on Tue, 29 Nov 2022 at 10:18 AM by Alan Martinez

To begin using student requirements, you must first assign requirement rules to accounts.

Student Requirement Rules are onboarding "rules" assigned at the account level. These rules should apply to most or all students who work at a given company and are not year-specific. Once the rules are created, all employments assigned to that account will automatically generate Student Requirements, which are student- and year-specific. While rules will dictate field values at the requirement level, all requirement field values can be manually changed if needed.

Creating Student Requirement Rules

1. Navigate to the CWSP Setup app by using the app picker in the top left corner.

2. Click on the Accounts tab.

3. Use the list view drop down to select "All CWSP Accounts" or your own custom Work Study account list view.

4. Select the table icon to the top left of the list view and choose Split View.

If you'd like the "All CWSP Accounts" list view to appear by default when you click on the Accounts tab, click the pin icon next to the list view name.

    5. Select an account to which you would like to apply student requirements rules. You can either scroll to the account name or type a keyword into the list view search bar.

    6. Under the Student Requirement Rules tab, select "Add New Student Requirement Rule".



    7. Add student requirement rules for this account:

a. Choose any of the default requirement rules by selecting the [ + ] button.

b. While Name is prepopulated for default rules, it is a free text box that you can modify. Just be sure that the name is general enough so the automatically generated student requirements can apply to most or all students assigned to this partner.

c. Each default requirement rule is automatically assigned a Type. You can override this type using the dropdown list.

d. Due Date is the date by which an onboarding requirement must be completed for a student to start work on time. The default due date for all rules is "Employment Start Date", which means that each automatically generated student requirement will have a due date of that employment's start date. If the due date for a rule should be different than the start date, you can choose "Other" and the due date will be blank on all automatically generated requirements.

e. Expiration Date is the date a completed onboarding requirement is no longer valid. Medical requirements (vaccines and TB tests) are generally performed every year, so the Expiration Date of the requirement rules is defaulted to Job End Date. If Job End Date is selected, any automatically generated requirements will be set to expire on the last day of the students' employments. Other types of requirements often do not expire if a student remains at the partner, so the default expiration date is "Never Expires". These requirements will have a blank Expiration Date, although this can be changed manually on the requirement itself.

f. If desired, add Instructions that are general enough to apply to most or all students who work at this account. For example, if you know a partner will always require two 2-step TB tests, you can indicate that under "Instructions". These instructions will then appear on every automatically generated requirement. You can add student-specific notes to the requirements themselves if needed.

g. Add another row of requirements using Add Row.

h. If you would like requirements to be automatically generated to all current employments in addition to all future employments, make sure Add to current Employments is selected. If the requirements should be created only for future employments but current students are exempt, unselect this check box.

i. Click Add and refresh the resulting page.

    8. Work your way down the account list using the split view. You can navigate to account pages individually if needed, but using the split view is the fastest way to assign requirement rules.

Editing or Removing Student Requirement Rules

1. Navigate to the account record using either the list view or by searching in the Global Search bar.

2. Find the requirement rule under Student Requirement Rules and click the down arrow to the far left.

3. Select either "Edit" to edit the rule (name, type, etc) or "Delete" to delete the rule. Editing or deleting the rule will not modify any requirements that have already been created.

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