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Email - Automatic Cancellation Emails

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
A province can enable the Cancellation Emails feature to ensure that all individuals who are associated with a placement request will be notified automatically when it is cancelled (see exceptions below).

Background 

NOTE – this feature must be enabled by Help Desk for all users in a province, upon instruction from the provincial Lead Agency.

If the Cancellation Emails feature is enabled in your province, an email will be sent automatically when a placement request (PR) is cancelled.

As of June 21, 2023, the only province that does not have this feature turned on is Quebec. This feature is on in all other HSPnet provinces.

The message is sent around 8PM (2000 hours) Pacific Standard or Pacific Daylight time. The message is sent to all individuals who are associated with the PR as identified in the Placement Request Details screen: The Service Contact (Receiving Coordinator) or Destination Coordinator in PR Details may be different from the default contact person identified in the Service Maintenance or Destination Maintenance screens, because the default contact can be changed for a single PR.

Notifications are sent to:

Placing Agency:

  • Placing Coordinator
  • Course Leader(s)
  • Instructor(s)


Receiving Agency:

  • Service Contact (Receiving Coordinator)
  • Destination Contact
  • (optional) Discipline Contact
  • Supervisor(s) / Preceptor(s)


Exceptions
In the example, ALL individuals shown – including non-users of HSPnet – will receive a cancellation email except for:

  1. The HSPnet user who performs the cancellation;
  2. Any contact person with a blank email address (no email icon is displayed – see blue arrow example);
  3. The Destination Contact (DC), if a Discipline Contact is identified for the PR (see red arrow example); If the Discipline Contact has a blank email address, the DC will receive the cancellation email.


Note that no emails are sent upon cancellation if:

  • the PR has already ended, or the start date is more than six months in the future;
  • the PR type is an Offer from a Call for Offers, and the cancellation reason is "unused Offer".