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How To Reduce Risk In Your Placement Program

September 30, 2020
It’s never been more necessary to ensure strong risk management in a placement program. Universities and workplaces are managing numerous unknowns, and operational requirements can change on a daily basis.  

Ensure your placement program is set up to successfully manage your duty of care, privacy and compliance responsibilities.  
 

Maintain Policies, Processes and Procedures 

Ensure you have policies, processes and procedures in place that support the safety and wellbeing of your students. Standardized forms and checklists are useful to do this. Make all of your forms and checks paperless, so you can easily store and retrieve data, ensuring procedures are followed and compliance maintained. This includes managing evaluation forms and accreditation requirements.  
 
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Let Technology Reduce Risk of Human Error 

Take advantage of technology that enables automated workflows, so you can set up processes that collect the information you need while you get on with your day. Sonia enables powerful automation that gives you the power to set up, turn on, and collect what you need with the click of a button. This ensures the information needed by your organization and your partner sites is collected and supplied on time, so your reputation of being organized, professional and providing a comprehensive educational experience remains untouched.  
 

Use Tools That Support Compliance and Privacy Requirements 

There are many acts and regulations that placement coordinators need to comply with. To streamline compliance, use a student placement tool that removes any guessing. Sonia is compliant with the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act 1996 (HIPAA), the Australian Privacy Act 1988 (Cth) and the General Data Protection Regulations (GDPR).  
 

Ensure Your IT ‘Just Works’ 

Make sure the software solution you use to support your placement program is easy to integrate with the other systems you use, so you always have access to the most up to date data without any manual intervention. Sonia is IMS certified and complies with LTI (Learning Tools Interoperability),. So, you know it’s easy to plug and play with the rest of your ecosystem in a secure and standard manner, without the need for expensive custom programming. 

If all placement teams in your organization use the same tool, it’s easier for placement managers and your IT team. There’s only one tool to manage, and users share and help each other day to day. You can make it even simpler to manage, by having your student placement software hosted in the cloud by your provider. Ensure any cloud hosting is compliant with relevant regulations, and that the set up provides geo redundancy so your system is always up and running.  
 

Use Reports To Support Quick Decisions and Reactions 

If you needed to rapidly locate and communicate with every student on placement today, could you do it? With a central dashboard that provides a view of up to the minute information on all programs, coupled with a mobile app, Sonia users can locate and contact students in minutes. This is critical in any emergency situation.   

Universities and colleges have a duty of care to students entering cooperative education placements. Liability must be managed, and any chance of negligence removed. Students are the most vulnerable group during placements, and program coordinators have a unique opportunity to influence their safety and wellbeing. Sonia gives you the tools to successfully capture, document, store and recall all the data you need to reduce risk in your placement program.