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IRPbc Placement Cycle Overview

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
This guide provides Step-by-Step instructions for the IRPbc Coordinator, Placing Coordinators, and Receiving Coordinators on creating, sending and processing placement requests for the Interprofessional Rural Program of BC (IRPbc).

 

Placing Coordinators:

Step 1 – Download & Complete the IRPbc Student Placement Submission Form

  1. Navigate to Maintenance →  Setup/LookupSites.
  2. Change the Agency dropdown to "IRPbc"
  3. Click the Destination Profile and click the Word Document link to open the Submission Form.
  4. Save the form to a local folder and complete for each student applicant to the IRP program.


Step 2 – Create an IRPbc Placement Request 

Placing Coordinators can create new Placement Requests via Cohorts (if managing other requests via HSPnet) or via the Quick Entry Screen (if creating a small number of "one of" requests). 

Cohorts Method:

  1. Create a placement request via the appropriate Worksheet or Enrollment for the appropriate course. If the request was created in a Worksheet, assign a student to the request in the Assignment screen.
  2. Click the GoTo Outbox button for the selected Worksheet to view the newly created request in your Outbox – Proceed to Step 3.


 Quick Entry Screen (QES) Method:

  1. Add the student(s) to the HSPnet Student database for your agency:
  • Navigate to Maintenance→ Students and enter student number or a few letters of the last name in Search Criteria area, then Search to ensure the student has not previously been added to the database.
  • If the student is new, click the Add icon to create a new student record. Mandatory fields are first and last name; student number is highly recommended.

  1. Navigate to Quick Entry to open a new QES form. Complete the form including all mandatory fields (marked *).

3. In the box marked "Student Information", assign the student by clicking the Add icon next to "Assigned Students". Search the database to find the correct student, select their checkbox, and click Add Selected Students to assign. If you are not ready to assign a student at this time, this can be done later in Outbox  Details (see below).

4. At the bottom of the QES screen , choose "Send to my Outbox" from the Action dropdown at the bottom of the QES form and click Submit to create the request.

5. A green Status message will appear as below, with a GoTo Outbox button for navigating directly to the Outbox. Click the icon to view the request in your Outbox – the selected request will be marked there with a green Details icon . 


Step 3 – Direct the Request to the IRPbc Coordinator & Upload Student Placement Submission Form

  1. In Outbox, locate the request to be directed to IRPbc.
  2. Click the Details icon to open the Details screen, and scroll down to the Placement Information area. Check the "IRPbc Placement" checkbox, and then Save Changes . This directs the request to the IRPbc Coordinator.

NOTE - If the IRPbc checkbox is not visible, please contact HSPnet Support via Help/Support →  Email Support in the left navigation.

3. In Details, scroll down to the Documents section and click the Add icon to upload a document. Click Browse and locate the saved Student Placement Submission Form on your local folder, then "Open" to select the file.

4. Choose "Other (see comments)" in the Document Type dropdown, then enter "Student Placement Submission Form" in the Comments section. Click to Save the information and upload the document. The uploaded document will appear as a Word Document link in Details, and in Outbox an Attachment icon will appear to signify that a document has been uploaded.

5. When ready to Send, click the checkbox to select the IRPbc request and choose "Send to Receiving Agency" in the Action dropdown and Submit . The request Status will change as shown below to "Sent/IRP"





IRP Coordinator:

Step 1 – Review Pending Requests

  1. View Pending requests in Welcome. Ensure the Current View Filter dates are set for the desired term (Spring/Summer, Fall or Winter) and click Refresh View .
  2. Click Preview to view Pending Requests. The Attachment icon indicates that a document has been uploaded; click Details for each request to review the placement information and uploaded document. If a resume or other document has been upload for the assigned student, an Attachment icon will appear next to student name.



Step 2 – Using QES to Create a Request (Placing Agencies not using HSPnet)

  1. Navigate to Quick Entry to open a new QES form. Complete the form including all mandatory fields (marked *{}). Be sure to check the "IRPbc Placement" checkbox.
  2. If an HSPnet Student Consent form has been submitted, you may enter full student name in the QES form; otherwise only initials are permitted. You are permitted to upload a resume or other student documentation in the Student Profile , but name and other identifying information must be removed prior to upload if Student Consent is not on file.
  3. In QES, choose "Send to my Inbox" from the Action dropdown at the bottom of the QES form and click Submit to create the request.


Step 3 – Releasing Requests to Receiving Agencies
When the IRP requests are complete, they are ready to be Released by the IRP Coordinator (prior to release they are not visible to the Receiving Agency.

  1. In Welcome, click Preview beside "Pending Requests" to view new requests not yet released. Click the checkbox beside one or more requests and choose "Release to Receiving Agency" from the Action dropdown and then Submit . The request status of the request(s) will change to "Pend/Rel".
  2.  Requests that are released to receiving agencies not using HSPnet must be delivered via fax or email attachment. Upon release to a non-user agency, a print job will be added to ReportsQueue and can be viewed in Adobe by clicking the Preview icon or delivered as an email attachment from HSPnet by clicking the Send Email icon  .

**Receiving Coordinators:**

You will be notified via email of an incoming HSPnet request. Click the link to visit the HSPnet Canada website, and click on your province on the clickable map of Canada.

Step 1 – Review Pending Requests

  1. Upon login to HSPnet, view Pending requests in Welcome. Ensure the Current View Filter dates are set for the desired term (Spring/Summer, Fall or Winter) and click Refresh View .
  2. Click Preview to view Pending Requests. The Attachment icon indicates that a document has been uploaded; click Details for each request to review the placement information and uploaded document. If a resume or other document has been upload for the assigned student, an Attachment icon will appear next to student name.


Step 2 – Accepting and Declining Requests

  1. In Welcome, click Preview beside "Pending Requests" to view pending requests.
  • To Accept a placement, click the checkbox beside the request and choose "Accept by Agency" from the Action dropdown and then Submit . The status of the request will change to "AccA".
  • To Decline a placement, choose "Decline by Agency" and select a Reason from the dropdown, then Submit .

 

2. Print any placement in Outbox by selecting the checkbox and choosing "Print Placement Requests" from the Action dropdown, then Submit .

You have now completed the steps for the IRPbc placement cycle. If you have any questions or need assistance, please don't hesitate to contact us at support@hspcanada.net.

The HSPnet Team
support@hspcanada.net

 

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