PEMS Features

PEMS contains a number of useful features designed to support risk reduction and aid regulatory reporting.

PEMS was created in collaboration with Healthcare Professionals to support the complex process of managing student practice placements. PEMS now supports not only Placement Units in Healthcare, Social and Life Science faculties but also Schools of Education and Careers departments. It integrates all individuals and processes associated with student placement management and provides them with a single tool to manage all aspects of the process.

University Staff

  • Manage all applications and allocate placements.

  • Record and report on student achievements, timesheets and absences.

  • Manages all pre-placement requirements including mandatory training.
  • Export data into regulatory reports.
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Students

  • Manage own placement preferences and complete declarations.

  • Complete timesheets and report absences.

  • Complete post-placement evaluation forms online.

  • Highlight reasonable adjustments or special circumstances.

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Placement Providers

  • Manage own contact details and reduce potential duplication.

  • Monitor student attendance and report absences.

  • Post-placement evaluation tools to gather feedback and highlight issues.

  • Robust auditing and action planning tools.

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Mentors

  • Manages mentor qualifications and status.
  • Supports multiple regulators, disciplines and professions.
  • Automated reminders ensure updates are made in a timely manner.
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PEMS is Placement Education Made Simple.

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Administrators and Academic Staff

PEMS is designed to be a one-stop-shop for managing, monitoring and reporting on all student placement activity. All data captured may then be exported using PEMS’ built-in Report Manager as required.

For administrators dealing with regulated placements such as those in Health and Education (see Allocated Placements), PEMS contains a number of innovative features designed to support and enrich the allocation process. With drag-and-drop, MapView and block allocation tools built into the system, administrators can choose the method of allocation which works best for their particular style or process. Moreover, where spreadsheets are still used to document for example, historic placement activity or student pre-placement requirements including mandatory training, PEMS allows users to import this data and for it to be immediately available for use in the placement allocation or reporting process.

For administrators who work with internships, graduate recruitment opportunities and work-based learning experiences for a broader course offerings, PEMS contains a useful plug-in which enhances the communication and auditing capabilities of existing careers management solutions such as TARGETconnect via a secure API. PEMS’ Contact Schedule feature allows administrators to automate all placement communications with students and providers, ensuring messages and check-in points are made at the right time. The system also allows students and providers to feedback to the administrator quickly, and for the administrator to raise and assign action plans as a result. This can be particularly useful, for example, when meeting Home Office international student reporting requirements; with dashboard alerts flagging up incidences of non-response for administrator follow up.

Students

PEMS has a dedicated student portal which is accessed using any web-enabled device such as a smartphone, tablet or PC. This simple interface allows PEMS to be used “on the fly,” without the need to download any apps or additional software. This is particularly useful for tech-savvy students as they can find out placement information, complete timesheets and report absences and fill out post-placement evaluation forms using the device best suited to their needs.

Pre-placement requirements can also be automated, triggering messages to students requesting they login to complete their “readiness for placement” checks including recording mandatory training or academic achievements, and completing declarations online. PEMS innovative “nag” feature removes the requirement for administrators to chase up requirements as the system will continue to send messages to the student until such time as they complete the required action.

Students may use their PEMS portal to access their Student Transcript, and can download a record of all placement and pre-placement activity completed during their course.

Moreover, there is no need for students to remember any additional passwords or usernames. PEMS allows users to login using their existing University credentials.

Placement Providers

Placement provider users, known as Contacts in PEMS, can have different roles across multiple organisations. The PEMS’ dedicated placement provider portal can be configured to show buttons and information relevant to an individual’s assigned role and responsibilities, and only for organisations or students to which they are specifically linked.  For example, a Contact might be a Placement Coordinator at Location A and a student mentor at Location B. PEMS ensures that the user can view and perform all tasks for Location A but can only complete student-specific tasks (such as signing off timesheets) for Location B.

Where permitted, users can maintain information such as addresses, telephone numbers and manage other contacts within their organisations. They can also update placement profiles, which are used to describe the requirements and experience on offer to the student by attending placement, and complete organisation audits.

In-placement student monitoring and reporting is also key to PEMS’ success in a placement environment. Contacts can sign-off student timesheets and report absences using web-enabled devices. They can also participate in student placement visits, record outcomes and run reports on data in the system if approved by the Data Controller under GDPR.

Mentors and regulators

It is essential that students are supported by qualified individuals whilst on placement. This is particularly important for placements in the Healthcare and Education industry where students have access to potentially vulnerable people and therefore require additional guidance to reduce risk.

PEMS contains a Mentor Register feature which captures all relevant qualifications and reviews undertaken in order to assign mentor currency; a calculation that decides whether the mentor is fit to receive a student or not. Where regulators require mentors and supervisors to be qualified in order to receive students, and for these qualifications to be monitored and reported on, mentors can login to their PEMS portal and update their records themselves. Furthermore, email alerts remind them to login and update the register before qualifications lapse.

In Allocated placements, mentors may also be linked to specific students during the allocation process. Mentors may then view their assigned students and report on them via their PEMS portal.

For Healthcare placements, such as those required in nursing, midwifery and paramedic programs, PEMS supports the NMC’s new SSSA standards. This ensures that only appropriate Placement Assessors and Supervisors are linked to students for placement. PEMS allows these Assessors and Supervisors to record newly required qualifications using their portal. PEMS also alerts HEI Administrators where the same Placement Assessor or Supervisor has previously been assigned to a student. This is a prime example of Oxinet’s approach to collaborative development. As a result of working closely with our the PEMS user group, we were able to produce and implement PEMS features to support this regulatory change.

PEMS Integration

PEMS is designed with you in mind, with a user-friendly interface tailored to fit your faculty’s branding, terminology and work processes. There is no need to make costly changes or operate numerous separate systems – PEMS integrates with your existing student records system (for example, Banner, SITS, Oracle and SQL databases, etc.), external databases, document management and Single-Sign-On systems.

Records and data are updated in real-time, synchronised and secure, and you can get access to comprehensive support from our team of experts whenever you need it.

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What Our Customers Say

With staffing costs on the rise and increasing student commissioned numbers, against a backdrop of increasing complexity of placement quality and capacity in health and social care service provision -not to mention the cost of any potential litigation due to poorly-recorded compliance- PEMS made obvious financial sense.

Netta Lloyd-Jones – Head of Practice Education, Facility of Health and Life Sciences, Oxford Brookes University

PEMS has made life for ourselves and our external partners easier and clearer. The way of sharing and recording information that is specific to our needs has been such a blessing and saves so much time. The reporting tool means our partners can run reports to gather information without coming through us which again takes pressure off the team. The support team are excellent and always deliver exceptionally high customer service.

Janette Willetts – ​Placement Manager​ ​Department of Human & Health Sciences​ – University of Huddersfield

The old system we used was stand alone and never up to date. We wanted a system that students and administrators could log into and update themselves. PEMS frees up my time and is so much more simple.

Cath Hayes – Placements Manager, Facility of Health and Human Sciences, University of Huddersfield

Life is so much simpler with PEMS. If anyone ever took it away, we’d resign the next day! Whenever we call, Oxinet staff are very friendly and supportive. The guys on the helpdesk are always so patient too, even when we feel silly for asking simple questions. The training sessions, especially when there is a new release, are really useful and we will definitely use them again.

Natasha Lloyd – Placement Administrator, School of Health and Social Care, University of Essex

PEMS is an invaluable member of the administration team.

Netta Lloyd-Jones – Head of Practice Education Oxford Brookes University

I have worked with Oxinet since the infancy of PEMS for Practice placements. We developed a system that met our needs to provide practice placement support to both students, staff and placement providers. The Helpdesk support that Oxinet provide is efficient and reactive to our needs.

Jade Shortland – Practice Placements Manager, Student Development (Industry and Placements) University of Essex