PEMS Features

PEMS is designed to enhance the student experience, streamline working with external bodies, reduce risk and aid regulatory reporting.

Developed in collaboration with Healthcare Professionals, PEMS supports the complex process of managing student practice placements. Today PEMS has expanded its reach from Healthcare, Social and Life Science faculties to offer university-wide support . It integrates all individuals and processes associated with student placement management providing them with a single tool to manage all aspects of the process.

Designed with a user-friendly interface, PEMS is tailored to fit your university or faculty’s branding, terminology and work processes. There is no need to make costly changes or operate numerous separate systems – PEMS integrates with 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. 



  • 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.


  • View allocations and complete declarations.
  • Complete timesheets and report absences.
  • Complete post-placement evaluation forms online.
  • Highlight reasonable adjustments or special circumstances


  • 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.


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

For regulated placements such as those in Health and Education, PEMS contains many 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 which works best for them. PEMS allows users to import data where spreadsheets may still be used for example, recording historic placements or mandatory Training. This is then available immediately for use in the placement allocation or reporting process.

For internships, graduate recruitment opportunities and work-based learning experiences for a broader course offering, PEMS contains a useful plug-in which enhances the communication and auditing capabilities of existing careers management solutions via a secure API. The Contact Schedule feature enables all communications with students and providers to be automated. Ensuring messages and check-in points are made at the right time. The dashboard alerts flag incidences of non-response for administrator follow up. This can be particularly useful, for example, when meeting Home Office international student reporting requirements.


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 without needing to download any apps or additional software. Meaning, students can access placement information, report absences and complete timesheets and placement evaluation forms using the device best suited to their needs.

Pre-placement requirements can be automated, triggering messages to students requesting they login to record mandatory training, academic achievements, or complete declarations online. The innovative “nag” feature removes the requirement for administrators to chase students, as the system continues to send messages until they have completed the required action.

Using their PEMS portal, students can access their Student Transcript and download a record of all placement and pre-placement activity completed during their course.

Students do not have to remember any additional passwords or usernames. PEMS allows users to login using their existing University credentials.


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 only show 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 contact details 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.