Placement Requests - Call for Offers (CFO)

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
In the regular HSPnet placement process a school makes a specific request (group or individual) for each and every student placement request. The receiving agency accepts or declines each placement request.

Call For Offers is an alternate method of coordinating placements on HSPnet. The school sends a single CFO template (to each Receiving Agency) for a course with general time frames. The Receiving Agency uses an add icon add on the CFO template to make an unlimited number of placement offers to place students. The placement offers look like, and are the equivalent of accepted standard HSPnet placement requests. The school can confirm and assign students to the accepted placement offers made from a CFO. The CFO itself is only a template that cannot be accepted, nor can students be assigned to a CFO. Placement Offers must be made and only the placement offers can be accepted by the receiving agency, confirmed by the school and have students assigned to them. The CFO is like an eggshell: the placement offers are like hatchlings.- only the hatchlings will be used.

Overview

The school sends a Call For Offer to a Receiving Agency.
Receiving sites can do any of the following:
- a. Not respond immediately. There is no placement offer made so there is no need to enter a decline immediately.
- b. Decline the CFO (this can wait until the reply by date or it is absolutely certain no placement offers will be made). Declining is a formal/final acknowledgement that the CFO was received, reviewed and responded to.
- c. Respond by creating placement offers, created from a link on the CFO template. The add icon can be used for each new placement offer and an unlimited number of placement offers can be made.
The status of the placement offers, once the receiving agency makes them, will be: Accepted/Agency, or AccA. Schools enter confirmation.
Students can be assigned to any accepted placement offer.
Placing Agencies need to confirm the placement offers they wish to use and finalize and release the student name.
Placing Agencies need to cancel any extra placement offers that they do not need (or they can be moved to another course).

Document Index (click to jump to a topic):

Placing Agency/Placing Coordinator role and actions.
- Activating The CFO Feature
- Create CFO destinations on the group or individual worksheet.
- Send the CFO to the Receiving Agency
- Move unused offers to a different course.
- Cancel an unused offer.
Receiving Agency/Receiving Coordinator Role and Actions.
Destination Coordinator View and Advanced Screens.
Responding to a Call For Offer - for Placing Coordinators (on behalf of non users), Receiving Coordinator, and Destination Coordinator.

Placing Agencies:

Activating the CFO feature
The CFO feature is either on or off for an entire program; it cannot be activated for individual courses and inactivated on other courses in that same program.

Most programs that would use this feature will already have it turned on when the program is first implemented on HSPnet.

CFO works best if the program is unique – the only one of its kind in the entire province or geographic region. An example is Physiotherapy, which is administered by one school, province-wide and that school also coordinates the out of province placements. In other words: there is no competition with another school for placement requests. CFO can work when there are multiple schools, but offers made to School A that are not used, cannot automatically be allocated to School B – the Receiving agency would need to make a new offer to School B to replace the unused offer made to School A.

To activate this feature (Post implementation), contact support@hspcanada.net to discuss its use and potential benefits for your program.

Placing Coordinators:
Most steps in the document: Placement Cycle Overview for Placing Agencies are followed.

Quick Entry: these will not generate CFO’s even though the program has CFO turned on. A request entered on the quick entry screen will generate a standard quick entry: a specific placement request that is accepted or declined by the receiving agency.

Cohorts: The same worksheets are used as in the regular Placement Cycle Overview for Placing Agencies: Enrollment worksheet: upload and manage students as per standard cohort instructions.
For detailed help with this feature, click the link: Upload Student File to this cohort
Open the document:Automated Student Uploads. You may want to print this or display it on a second monitor and: Click the link: Automated Student Upload Video, to view the process. The document also lists each step and is a good companion guide to the video as well as a step by step guide to using this feature.
On the Enrollment Worksheet, create the Group or Individual Worksheet by clicking the icon as you would in a standard cohort. (Groupor individual ). In CFOs individual placements are normally used.
Click the newly formed go to button on the Enrollment Worksheet to navigate to the individual (or group) worksheet.
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Create Spaces/Destinations for the CFO Template. On the Individual Worksheet, (or group worksheet) look up and add locations/destinations the same way you would on a standard cohort. Options are: Copy from Previous (requests or acceptances) - this option, as in regular cohorts, is only available before using the other two options below. *This feature will copy the Previous CFO's only and NOT the Placement Offers* made by the Receiving agencies from the CFO templates sent in previous years.** Location Look up Add one location/destination at a time. If you require more detailed help with the Location Look up Feature please see the document Lookup Feature and specifically within that document: Location Look Up Feature.
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Send the CFO to the receiving agencies. Once a destination has been added to the Individual Worksheet, the location entry will say under the column: Accepted: Call for offers. When the request is sent, this text will become a link for responding to the CFO and making offers* Send CFO’s from the worksheet to the Receiving Agencies as in regular cohorts: the only difference is there is no option to copy to the outbox before sending. 1. Click to place a check mark to select the CFO. At the Action drop down select: Send requests to Receiving Agency. Click: Submit. The status should be Sent/CFO, or Sent-P/CFO. If the status is New/CFO, see the note below: * If the status: New/CFO appears, you have not entered/saved a destination in Placement details on the CFO, and consequently you will not be able to create or accept the offer. Please go back to the details icon, and on the placement information tab, check to see a destination is listed. If the destination field is blank a destination must be selected; if it is populated click the green check mark to save what you see on the placement information screen, then try and make the offer again. (when there is only one destination available, it shows in destination details as the destination at the top of the list... it looks like it has been selected and saved, but this often gets missed because the destination details screen appears to have a destination saved and selected until you see it on the worksheet or preview screens with no destination identified).
Once sent: on the Individual Worksheet a reference number will appear for the CFO, and the text: Call for Offers will become a link. If you are responding for non user sites, you can click that link to create offers (see below - responding to a call for offer). A go to button for the Outbox will also appear near the top of the worksheet.
If you go to the Outbox, it will appear to be empty unless you: change the: PR Filter: select: Show CFO from the drop down list. The setting: Show all PR’s will not show the CFO template, but it will show placement offers once they have been made. You can make offers from the CFO’s on the Individual or Group Worksheet (see the illustration above), so you don’t need to display them in the outbox, and may choose to leave the setting to show all PR’s – which will then show you only the placement offers that are being made in your outbox. (The CFO is a template: it is not used for an actual placement: it is like an eggshell, and the placement offers are like the hatchlings; it is only the hatchlings you really need to see). Asplacement offers come in: you can confirm those you want to use and assign the students as if they were standard HSPnet placement requests. Please cancel all placement offers that will not be used, or move them to a different course.
Assignment Worksheet: This feature works exactly the same way for accepted offers as in regular cohort placement requests. See the document: Assigning or Re-Assign Students via Cohorts for a comprehensive guide to assigning or reassigning students in cohorts.
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Cancel Unused Placement Offers: In the Outbox (inbox for Receiving Agencies) Click to place a check mark in the box adjacent to select a placement offer. At the Action drop down list select: Cancel a Request (sent or later). Another section opens when you make the above selection; at the Reason drop down list select: Unused Offer from Call For Offers. If doing this on behalf of someone else, enter their name. Click: Submit.
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Moving unused offers to a different course: Click the assignment worksheet icon. Select the spaces tab Click to place a check mark in the box to select an unused placement offer. At the Action drop down list select: Move unassigned PRs to another course. A second drop down list appears called: Move to Worksheet. From that drop down list select an eligible course, listed under: "Other Courses." Click: Submit.
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Receiving Agencies:

To gain the best advantages of using Call For Offers, the RC or DC should be set up so they can respond for multiple destinations at a site(s) (or umbrella sites). For instance, if there is an umbrella site called Mental Health, or Community, a DC (or RC) with access to that site can make multiple offers for different destinations from a single CFO. This reduces or eliminates the need for a school to send a CFO to each/multiple destinations within the same site. For example a destination coordinator who has access to Hospital A's Physiotherapy Therapy Department, and the Student Run Physiotherapy Clinic and the PT outpatient Clinic only needs one CFO to make individual offers for all 3 destinations. A DC or RC with access to multiple sites could even make offers across sites from a single CFO. An ideal set up reduces the number of CFO's a school needs to send, which in turn reduces the number of CFO's that an RC or DC needs to respond to.

Receiving Coordinators

On the Welcome Screen, redirect Pending CFO's to the destination. This step is only required if a destination coordinator will be logging into HSPnet and responding to the CFO on HSPnet, If the RC is not redirecting the CFO template then the RC would need to respond to the CFO.
Click the link: CFO (Pending). In this illustrated simulation, the number, 2, means there are 2 CFO's from this school. The link is the blue text.
A preview of the 2 CFO's appears after you click the CFO link. In this sample one CFO is for the site HME and the other is for the site NylintnHos. To redirect the CFO's: Click to place a check mark in the box in front of each CFO template. At the Action drop down list: Select Redirect to Destination. Click: Submit.
The 2 CFO's now show as redirected.
This section in orange text shows the progression of a CFO and how it displays on the Receiving Coordinator Screen. The purpose is to display this progression only, and not show how to! In this example we are following the 1 CFO that has been redirected from Vaseux University. Quick overview of this section in Orange: When a fraction number is displayed in the Preview Call for Offers, such as: Offers: 4/4 - this means the Receiving Agency has made and accepted four offers but none of them are confirmed. What this means is there are four offers available for the school to respond to and confirm or cancel as unused, or move to a different course. 3/4 shows one offer has been confirmed and 3 unused offers remain. 0/4 shows all four offers are confirmed and there are no more offers from this CFO available as they are all used now.
This screen capture shows the result of clicking on the 1 CFO link in the screen shot above, before any additional changes have been made.
This screen capture was taken after 4 offers were made from the one CFO that was redirected. The link 1 CFO has now disappeared, but in the line above where there was only one CFO there aren now 2 CFO, where there was one offer and 3 students in the first screen capture, there are now 2 CFO s, 5 offers (we just made four offers on one CFO), but students remains at 3 as students are not assigned yet. The next screen capture displays what clicking on the link 2 CFO shows.
When the link above opens the Preview: Call For Offers Screen, it shows the two CFOs, including the four offers just made. This confirms there are 4 offers accepted. The next screen capture shows what is in the link OFFERS: 4/4.
When the Call For Offers screen opens we can see the four offers made and that each has a reference number. Users can look up the reference numbers for these offers in the inbox.
This screen capture revisits the Preview Call For Offers Screen after the placing agency CONFIRMS offer 25832. I now shows: OFFERS: 3/4, meaning that one of the four offers has been confirmed: however if you click on that link now OFFERS: 3/4, you will see the identical screen capture as above. You would only see the confirmation on the offer 25832 in the inbox.
The Placing Agency now has accepted reference numbers 25833, 25834 and 25835. The 0 indicates all four offers have been used. In the case of CFO 25795, we can see that on offer remains unconfirmed of the four that were originally made. This can help PCs or RCs determine how many unused offers can be used, moved to another course, or cancelled as not needed.
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Destination Coordinators

using:

DC View: CFO's appear on the Messages tab. The CFO template will not appear in the inbox, but the placement offers you make from the CFO template will appear in the inbox like standard placement requests (but with the status of accepted).
DC Advanced: CFO's appear on the Welcome screen. Placement Offers made will appear in theinbox like standard placement requests (but with the status of accepted.

DC View

Click the link: CFO to open the preview window.

DC Advanced

Click the ~~link~~link: CFO to open the preview window**.**window.

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Responding to a CFO: (this part of the process is the same for PC, RC, and DC entering the offer).

You cannot accept a CFO - it is a template ONLY!

You must make an offer from a CFO - which is the equivalent of a creating a *placement request* (but it is not a *placement request, it is a *placement offer* to take a student).

ou can decline a CFO. If you do not make an offer, that is virtually the same as declining as no offer has been made.

Best practice: do not decline the CFO until the reply by date, unless you are absolutely certain you will not be able to make any offers for this call. On the reply by date, (you will receive an e-mail indicating a response is overdue), you should decline it to acknowledge that it has been received, reviewed and responded to -- if you are not going to make any offers.

To decline a CFO:

Click to place a check mark in the box adjacent to the CFO to select it
Select a reason for decline.
Click the Decline button.

To make offers from a CFO (all users):

Click on the link Call for offers to start the process. This same link appears in multiple places identified below:

Click the link Call for offers in the preview pane or:
Click the link Call for offers on the student's tab inside the details icon (ibubble ) .
PC users the link Call For Offers also appears in the following places: (this is the same link in all cases and it does not matter where you access the link from) on the individual worksheet (status must be sent or sent-P), or can be accessed from the Welcome screen the same way an RC can. or inside the details icon if "Show CFO" is selected for the Outbox. Click the link Call for offers to make placement offers.
Click the add icon to make a placement offer.
Complete the fields in the “add new entry” screen and save changes with the green check mark. Select site, service and destination from the drop down lists. (you can update/change this again in the destination details on the placement information tab, once a placement offer is made). Click to add a request code if this feature is used by the Placing or Receiving Agency. Please click this link to learn more about request codes. Adjust the dates if needed. Indicate how many students may be assigned to this placement offer. Add comments if needed (no student names). Select the staff supervisor/Clinical Instructor(s) Save the changes with the green check mark.
Make more placement offers if desired, using the same add icon to repeat the above steps. There is no limit to the number of placement offers you can make. Use the pencil icon to edit any of the draft offers. Use the garbage can icon to delete any draft placement offers. Final step: Accept Offers by clicking the “accept offers” button. You may be prompted to enter a reason and fill in the name on behalf of, when accepting for another user or agency.
When the Placement Offers are accepted: A green background message will indicate you have created (placement) offers. Placement Offers reference numbers will appear on the Call For Offers screen. These placement offers with individual reference numbers will also appear with the status of accepted/Agency in the inbox of receiving agencies and in the outbox of placing agencies. You can copy any of these placement offers at any time, or return and use the add icon to create more Placement Offers. When done, click the button: Close Window.
How the Placement Offers appear in the outbox of a school and the inbox of Receiving Coordinators or DC Advanced.
How the Placement Offers appear in DC View.
How the Placement Offers appear on the Messages Tab (DC View) and Welcome Screens
All users can open the details icon of the Placement Offers, select the history tab, and see which CFO template reference number the Placement Offers was created from.
In the details icon, on the placement information tab, further edits can be made by user Receiving Agencies, to site, service and destination: save the changes with the green check mark. Placing Coordinators could make these same changes for Placement Offers they made on behalf of non-user agencies.