Departments - Use of Organizational Logos in HSPnet

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
Organizations are encouraged to increase the recognition of their documents generated from HSPnet, by submitting their logo for use in Student consent forms, placement request forms (sent in PDF format to sites not using HSPnet), and customized correspondence such as letters and forms. This document describes the limited uses of each organization's logo, and the controls in place to ensure its appropriate use.

Go to Related Knowledge Base pages

Background
HSPnet is used by more than 700 educational programs and 900 receiving sites in eight provinces across Canada. Many organizations using HSPnet have chosen to customize documents used for and produced by HSPnet, as follows:

Benefits to Organizations and Users 

• Customized consent forms are more likely to be recognized and valued by students, and therefore more likely to be signed, when the educational program is clearly identified on the form.
• Schools report that sites are more likely to consider and/or accept a placement request when the form or letter is familiar and customized with a logo. \
• Documents generated from the HSPnet Correspondence module can be customized with the logo of the school or placement site, increasing recognition by recipients and professional appearance of the documents.
• Automated production of PDF documents, with organizational logo already inserted, provides environmental, cost, and streamlining benefits versus printing on organizational letterhead and distribution via traditional means (fax or mail).
  

Things to Remember 

• Logo images should be in JPEG or PNG format, non transparent and a max of 300 px wide.
• It is possible for the school to agree to selective use of their logo – in other words to agree to manual development of a customized consent form by the HSPnet Team, versus upload for ongoing use by the school's users.
• Logos are uploaded to HSPnet via a secure online tool, by an authorized user at the appropriate level (Placing or Receiving Coordinator with Local Administrator rights in HSPnet). When preparing for implementation before users are trained, the upload can be performed by an HSPnet team member at the request of an authorized user for the organization.
• Documents that use the logo are generated by authorized HSPnet users, for their own educational program(s) or sites and for specific and limited distribution, such as:
• Preceptor thank-you letters sent from schools to sites that accepted students;
• Notices of curriculum changes sent from schools to sites that will be asked to accept students in future;
• Waiver or consent forms that are produced with placement-specific information for each upcoming placement;
• Notices or status reports on communicable disease outbreaks, sent from placement Sites to all schools that are scheduled to send students that week.

SAMPLE A – Customized Consent Form from Uploaded Logo

SAMPLE B – Placement Requests sent to non-user Sites

SAMPLE C – Documents from the Correspondence Module

Related Knowledge Base pages

Training for PCs - Part 3 - Agency and Department Maintenance Video

Departments - Add/Create a New Department

Departments - Use of Organizational Logos in HSPnet