Glossary - Reasons for Accept, Cancel or Decline

Glossary (GLRY)

On October 1st, 2021 the Cancel and Decline reasons changed. All reporting from October 1st, 2021 for the Cancel Decline reports will have the new reasons.

Why was there a change in the reasons?

A national working group, comprised from members of the HSPnet National Alliance, extensively reviewed and edited the reasons that HSPnet users have to choose from when declining or cancelling a student placement request. A number of the current Cancel/Decline reasons available in HSPnet were be viewed as ambiguous, and may have had overlapping definitions, or were not as clear and concise as they could be. This revised list of reasons and accompanying definitions were focus tested in 7 provinces in May and June of 2021. Feedback from the provincial focus groups was reviewed and final edits made. A final product has been provided to HSPnet for operationalization below.

How do the changes affect me?

Since October 1st, 2021 the new reasons have been in place for you to choose from in the drop down menus for a Cancel or Decline. All reporting from that date has the new reasons. Mouse over hover reason definitions will also be seen when choosing the new reasons from the drop down menu.

Where can I see the difference between the old and new reasons?

We have provided a map between the old and new reasons below under the new reasons. We also have created a Placement Request Pathway infographic for the various reasons to help you make your choices. Click one of the links below to get to that section. Sections:

Accept Reasons
Placement Request Pathway for Reasons Infographic
Cancel Reasons and mapping from old to new reasons
Decline Reasons and mapping from old to new reasons
Reporting for PCs how to video
Reporting for RCs how to video

ACCEPT REASONS Reasons for “Accept by Agency” (or by Destination)

Acceptance Reason	Definition or Typical Use
Non-HSPnet agency	A Placing Agency enters a reply on behalf of a non-user Receiving Agency
Email agreement	A Placing Coordinator accepts on behalf of the Receiving Agency, or a Receiving Coordinator accepts on behalf of a Destination, on the basis of an email
Historical arrangement	A Placing Coordinator or Receiving Coordinator accepts on behalf of a destination on the basis of a historical arrangement (e.g. a standing agreement to accept XX students each year)
Pre-arranged with Site contact	A Placing Coordinator accepts on behalf of a Receiving Agency on the basis of a negotiation with a site contact (typically the destination contact or supervisor/preceptor)
Phone agreement	A Placing Coordinator accepts on behalf of the Receiving Agency, or the Receiving Coordinator accepts on behalf of a Destination, on the basis of a phone discussion or voice message
Meeting agreement	A Placing Coordinator accepts on behalf of the Receiving Agency, or a Receiving Coordinator accepts on behalf of a Destination, on the basis of a discussion at a meeting (e.g. regional committee)
Historical data entry	A Placing Coordinator or Receiving Coordinator enters historical data involving placements that were negotiated outside of HSPnet
Destination advised PA instructor	A Placing Coordinator accepts on behalf of the Receiving Agency on the basis of a direct negotiation between the destination contact and an Instructor, e.g. when a new rotation opportunity is added to a primary placement
Direct agreement – Student/preceptor	A Placing Coordinator is accepting on behalf of the Receiving Agency, or the Receiving Coordinator is accepting on behalf of the Destination, on the basis of a direct negotiation between a student and preceptor, e.g. when students find their own placements
Other (see Notes)	None of the above, see Notes for an explanation

CANCEL REASONS

New Reasons for “Cancel a request” - since October 1st, 2021

Cancel Reason	Definition or Typical Use
CAPACITY / SCHEDULING
Closure of beds, unit or program	The accepted or confirmed placement cannot be accommodated due to expected, planned closure of unit (eg for maintenance, or internal staffing or bed capacity management).
Change in scheduling capacity	The accepted or confirmed placement cannot be accommodated as it conflicts with other confirmed requests in the same placement period, and the Destination has reached capacity for students.
No Instructor is available (Placing Agency)	The accepted or confirmed placement cannot be accommodated as the previously assigned instructor is no longer available.
No supervisor / preceptor is available (Receiving Agency)	The accepted or confirmed placement cannot be accommodated as that previously assigned preceptor is no longer available and no one else is able to supervise.
On-Site Hazard/Event	The accepted or confirmed placement cannot be accommodated due to an unexpected/unplanned adverse event within the PA or RA; outbreak, onsite disasters (e.g.; fire or flood), renovations, equipment failure.
PLACEMENT SUITABILITY
No longer meet RA condition(s)	The PA is unable to use the placement because the Conditions for acceptance can no longer be met (security clearance, gender requirement, other requirements, travel).
No longer meet PA course/learning objectives	The service has changed and therefore the placement can no longer meet required course or learning objectives.
Student missing prerequisite	Student did not have required prerequisites completed or on file before placement start date.
NO LONGER REQUIRED BY PA
Cancelled by student	Student did not accept placement assignment / assignment declined by student.
Found alternative placement	PA found an alternative placement.
No reply from the RA by PR start date	No reply has been given by the RC or DC prior to the start date of the placement request.
Student Attrition	The placement is no longer required due to reduced student numbers for this course.
Unused offer from "Call for Offers"	After assigning all students to accepted offers, this offer was not used/required.
OTHER REASONS
User error	The placement request was created or changed in error and is not required OR the placement was accepted and confirmed but there was no capacity for it.
Exceptional circumstances (use ONLY if no other reason applies)	None of the above, see Notes for an explanation

Mapping of Old Reasons for “Cancel a request” to New Reasons. Old Reasons for “Cancel a request” - removed September 30th, 2021

Old Cancellation Reason until September 30th, 2021	New Category	New Cancellation Reason after October 1st, 2021
Too Many PA Students	CAPACITY / SCHEDULING	Change in scheduling capacity
Too many total learners (PA and International)	CAPACITY / SCHEDULING	Change in scheduling capacity
Placement requirements conflict with another PA	CAPACITY / SCHEDULING	Change in scheduling capacity
Scheduling overlap or conflict	CAPACITY / SCHEDULING	Change in scheduling capacity
Closure of beds, unit or program	CAPACITY / SCHEDULING	Closure of beds, unit or program
On-Site Hazard/Event	CAPACITY / SCHEDULING	On-Site Hazard/Event
No Instructor is available (Placing Agency)	CAPACITY / SCHEDULING	No Instructor is available (Placing Agency)
No supervisor/preceptor is available (Receiving Agency)	CAPACITY / SCHEDULING	No supervisor / preceptor is available (Receiving Agency)
Assigned supervisor is no longer available	CAPACITY / SCHEDULING	No supervisor / preceptor is available (Receiving Agency)
PR was reassigned	NO LONGER REQUIRED BY PA	Found alternative placement
Could not meet RA condition	PLACEMENT SUITABILITY	No longer meet RA condition(s)
Not suitable for course / student	PLACEMENT SUITABILITY	No longer meet PA course/learning objectives
Student missing prerequisites	PLACEMENT SUITABILITY	Student missing prerequisite
Student attrition	NO LONGER REQUIRED BY PA	Student Attrition
Found alternate placement	NO LONGER REQUIRED BY PA	Found alternative placement
No Reply from RA	NO LONGER REQUIRED BY PA	No reply from the RA by PR start date
Unused offer from “Call for Offers”	NO LONGER REQUIRED BY PA	Unused offer from "Call for Offers"
No longer required (NLR) by PA – Other (see Notes)		None
Accepted by another Destination		None
No longer required by RA – Other (see Notes)		None
User error	OTHER REASONS	User error
Other / special reason (Use ONLY if no other reason applies)	OTHER REASONS	Exceptional circumstances (use ONLY if no other reason applies)
None	NO LONGER REQUIRED BY PA	Cancelled by student

DECLINE REASONS

New Reasons for “Decline by Agency" (or by Destination) - since October 1st, 2021

Decline Reason	Definition or Typical Use
CAPACITY / SCHEDULING
Closure of beds, unit or program during placement period	The placement request cannot be accepted due to closure of beds, unit or program area.
No experienced/trained staff to precept > No trained staff to precept	No supervisor is available for the request (not applicable for instructor-led Groups).
No experienced/trained staff to precept > Staff leave doesn't allow for student	No supervisor is available for the request (not applicable for instructor-led Groups).
No experienced/trained staff to precept > Unfilled position(s) within unit/program	No supervisor is available for the request (not applicable for instructor-led Groups).
No experienced/trained staff to precept > Other priorities assigned to staff (e.g. Training)	No supervisor is available for the request (not applicable for instructor-led Groups).
Number of requests exceed available space, equipment or technology	The placement request cannot be accepted due to limitations of space, equipment or technology.
Number of requests exceed available staff or shift rotations	The placement request cannot be accepted due to limitations of available staff or shift rotations.
On-Site Hazard/Event > Outbreak (e.g. COVID)	The placement request cannot be accepted because of temporary and unforeseen circumstances on-site.
On-Site Hazard/Event > Onsite disasters (fire flood)	The placement request cannot be accepted because of temporary and unforeseen circumstances on-site.
On-Site Hazard/Event > Renovations	The placement request cannot be accepted because of temporary and unforeseen circumstances on-site.
On-Site Hazard/Event > Equipment failures	The placement request cannot be accepted because of temporary and unforeseen circumstances on-site.
REQUEST SUITABILITY
Clinical service(s) has changed	The destination cannot accommodate this type of request given temporary or ongoing change to the clinical services provided and/or experience that is available.
Placement request error	Some component of request is incomplete or incorrect; correct and resubmit.
Request not suitable for area requested	The destination cannot accommodate student(s) because the program year of the student(s) is inappropriate and/or the course objective(s) cannot be met.
Individual student not suitable for area requested	The destination cannot accommodate this individual student, based on data regarding pre-requisites, resume, interview or other known information.
OTHER REASONS
Exceptional circumstances (provide explanation)	None of the above reasons apply. Provide an explanation in the Notes.
No Affiliation Agreement in place	The school/program does not have an Affiliation agreement with this RA.
No Reply from Destination (RC users)	Declined because no reply was received from the DC (for RC users).
No Reply from non-user RA (for PC users)	Declined on behalf of a non-user RA (for PC users).

Mapping of Old Reasons for “Decline by Agency" (or by Destination) - to New Reasons. Old Reasons for “Decline by Agency" (or by Destination) - removed September 30th, 2021

Old Decline Reason until September 30th, 2021	New Category	New Decline Reason after October 1st, 2021
Too many students on unit/program	CAPACITY / SCHEDULING	Number of requests exceed available space, equipment or technology
Unit Workload	CAPACITY / SCHEDULING	Number of requests exceed available staff or shift rotations
Conflicts with other requests	CAPACITY / SCHEDULING	Number of requests exceed available staff or shift rotations
Too many hours/shifts requested	CAPACITY / SCHEDULING	Number of requests exceed available staff or shift rotations
Destination is closed during placement period	CAPACITY / SCHEDULING	Closure of beds, unit or program during placement period
On-Site Hazard/Event	CAPACITY / SCHEDULING	On-Site Hazard/Event > Outbreak (e.g. COVID)
		On-Site Hazard/Event > Onsite disasters (fire flood)
		On-Site Hazard/Event > Renovations
		On-Site Hazard/Event > Equipment failures
No supervisor/preceptor available	CAPACITY / SCHEDULING	No experienced/trained staff to precept > No trained staff to precept
		No experienced/trained staff to precept > Staff leave doesn't allow for student
		No experienced/trained staff to precept > Unfilled position(s) within unit/program
		No experienced/trained staff to precept > Other priorities assigned to staff (e.g. Training)
Request not suitable for area requested	REQUEST SUITABILITY	Request not suitable for area requested
Student not suitable for area requested	REQUEST SUITABILITY	Individual student not suitable for area requested
Service has changed (see comments)	REQUEST SUITABILITY	Clinical service(s) has changed
Parent group declined		None
No Reply from non-user RA (for PC users)	OTHER REASONS	No Reply from non-user RA (for PC users)
No reply from Destination (RC Users)	OTHER REASONS	No Reply from Destination (RC users)
No reason given	OTHER REASONS	Exceptional circumstances (provide explanation)
Alternate location identified by RA (new PR created)		None
No Affiliation Agreement in place	OTHER REASONS	No Affiliation Agreement in place
Other / special reason (Use ONLY if no other reason applies)	OTHER REASONS	Exceptional circumstances (provide explanation)
None	REQUEST SUITABILITY	Placement request error

PC Cancel/Decline Reporting:

RC Cancel/Decline Reporting: