Accommodation Requests and Placements

Accommodation Requests and Placements in eBECAS/EDMISS allow you to record students' accommodation requests, manage tentative bookings, arrange placements with accommodation providers, and manage any subsequent changes to those placements.

Overview

The accommodation management process starts with recording a student's accommodation requirements, progresses through different stages, and ends with placing the student with an Accommodation Provider. Additional steps, such as tentative and confirmed bookings, can be used throughout the process.

An Accommodation Provider is the person or organisation responsible for providing accommodation. A Bed represents an individual accommodation space or unit offered by the provider that can be assigned to a student.

Statuses

Accommodation Request Lifecycle

Step 1: Create an Accommodation Request

Create an Accommodation Request to record the student's required accommodation period and Location. An Accommodation Provider does not need to have been selected at this stage.

Accommodation Requests can be created in two ways:

• Through an Offer: Select the Create a Request option for an Accommodation Item. A request with a Tentative status (Tentative Accommodation Request) appears in the Student’s Accommodation list while the Offer is awaiting acceptance. When the Offer is converted to an Enrolment, an Accommodation Request is created to replace it.

• Directly: Create an Accommodation Request from the Student’s Accommodation list or when adding an Accommodation Item to a new Non-Tuition Invoice from Enrolment Fees. The Accommodation Request is created immediately, without a Tentative stage or Offer acceptance.

A Tentative Accommodation Request cannot proceed to placement. While a request is Tentative, staff can assign, change or unassign its Accommodation Provider and Bed. These actions prepare the accommodation assignment without completing the placement. A tentatively assigned Bed may still be selected for another request covering the same period.

Once an Accommodation Request has been created through either path, staff can review the requirements and arrange suitable accommodation as described in the next step.

For detailed instructions, see Create, Edit and Delete Accommodation Requests.

Step 2: Review the Request and Arrange Accommodation

Staff review the student's requirements and follow their institution's process to identify and confirm suitable accommodation. This may include checking Accommodation Providers and availability, communicating with the student and Provider, and completing any required approvals.

Recording a request does not mean that accommodation has been confirmed with a Provider. This stage allows staff to work through their institution's accommodation process before completing the placement in eBECAS/EDMISS.

Once suitable accommodation has been agreed and the request is eligible for placement, staff can proceed to the next step.

Step 3: Complete the Placement

Complete the placement by confirming the Accommodation Provider and, where applicable, Bed for the student's accommodation period.

If the Provider has Beds configured, a Bed must be selected. If no Beds are configured, the placement can be completed with the Provider only.

Completing the placement changes the Accommodation Request status to Placed. The request is then referred to as an Accommodation Placement, and any selected Bed is booked for the accommodation period.

For detailed instructions, see Place, Change Bed and Unplace Accommodation Requests.

Once placement is complete, payments to the Provider can be prepared and managed separately. See Accommodation Payments To Providers for an introduction to this process.

Step 4: Manage Changes to the Placement

The student's accommodation details or requirements may change after placement. The action to use depends on what needs to change:

• Update request details: Edit the Accommodation Dates or Notes without unplacing the request. See Create, Edit and Delete Accommodation Requests.

• Change Bed: Use Change Bed to move the student to another Bed within the same Accommodation Provider.

• Remove the placement: Use Unplace to clear the Provider and Bed assignments, release any booked Bed, and change the Accommodation Request status to Unplaced. The request remains available for a new placement if required. Unplacing also deletes the Accommodation Payments associated with the placement.

• Change Provider: Depending on the circumstances, update the existing placement and create a separate Accommodation Request for the new Provider, or unplace the existing request and place it with the new Provider.

For detailed instructions on changing Beds or unplacing requests, see Place, Change Bed and Unplace Accommodation Requests.

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