Instructor Role - Workflow Guide

Placing Agency Related Guide (PARG)

Summary:
This guide on Instructor Access explains how to:

Background
HSPnet is a web-based system for coordinating student placements. It was introduced in 2003 and is now used in eight provinces across Canada. Instructors can access HSPnet in their province to communicate with site contacts and students, and to view or print placement details and schedules. Your account was created and is managed by your local HSPnet Placing Coordinator (HSPnet local Administrator. Please contact your Placing Coordinator for any issues you have with your access. Access will time out and become disabled after 180 days of non-use for security reasons.

Once your user account is created, you will receive a "Welcome to HSPnet" email message with your user ID and temporary password.
Visit the HSPnet website at www.hspcanada.net and click inside the borders of your province on the map of Canada (You can book mark the site on your web browser (your local IT department could assist with that if needed). If you try to log into another province, your user ID will not be recognized.
On the login page, enter your user ID and temporary password. You have 4 attempts to log in before the system will lock you out and disable your user account. If that happens you need to contact your placing coordinator to reset your password. You can avoid this by clicking the cancel button prior to making your fourth log in attempt. Clicking cancel sends you back to the map of Canada and also resets your login attempts to 0, providing you with a chance to start over again.
When you log in for the first time, follow the instructions to enter a new password and forgotten password question, and to accept the user responsibilities for Instructors as per the National HSPnet Policies.
Visit the eLearning site to complete a 5-minute orientation that is mandatory for all new users.

If you do not see any placements under your current placements tab - your local HSPnet Placing Coordinator makes these assignments, so please contact that individual. You can also try changing the term filter, described below.

View Your Welcome Screen When you login again after completing the eLearning orientation, you will be greeted by your Welcome screen. It is organized by tabs. It also offers these links: Email Help – launches a new email to the HSPnet Help/Support Desk from your regular email system, with a subject that to a degree, allows us to identify you and the screen you are using. It always assists us if you could indicate your province, agency (school), and role (Instructor) when contacting us. Change Password – allows you to change your password (before the 90-day expiry period). Forgotten Password Question – allows you to change the question to be answered when requesting a new password via the automated feature: help with forgotten password. This feature can be accessed if you are locked out by clicking on the link below the log in field that says: help with forgotten password. Click that link, enter your User ID and respond to the "security question," with what ever response you entered under Forgotten Password Question. This will not work if your account has been disabled due to 180 days activity, and you will need to contact your Placing Coordinator at the post secondary institution that issued the user account if your account becomes disabled. Switch User Drop down: most users will not have this drop down. It is designed for instructors who work at more than one post secondary institution, and have user accounts at more than one agency. HSPnet support (Email help) can link your user accounts under a single user ID if you contact us and ask. We will need to know which account you consider to be your primary account, as that is the account that we would add the switch user drop down selection to. Messages Tab – Contains links to guides such as this; or short training videos.
Current Placements Tab. Course: the default view is to show all courses. You can select specific courses from the drop down list. The Refresh View button can be clicked if the system does not automatically refresh (it can take a moment or two to display on your computer. Term: Today is the default. It will show placements from today's date for a two year period. Most of the time, your placing coordinator will not be making assignments that far in advance. You can select any of the bulleted terms below from the drop down list and may also need to click the button: refresh view. Standard Terms on HSPnet are: Fall: September 1 to December 31 Winter: January 1 to April 30 Spring/Summer: May 1 to August 31 Past Term: (dates will appear in brackets). Your agency or program may also create custom terms to suit your program/Agency. Show Unconfirmed Placements Click to place a check mark in the box in front of Show Unconfirmed Placements to view any placement you may be assigned to that have not been confirmed as of yet. No Matches were found: this refers to placement requests that you are assigned to. Either you are not currently assigned or you may need click the box to show the unconfirmed placements, or use the term filter to go backward to access the placements in the previous term.
View Current, Future or Past Term Placements When you are assigned to a placement request a dark blue line will appear where it said "no matches found" in the previous screen sample. The blue bar has three columns: Placement Information Schedule Placement Location
Placement Information The top screen capture shows an individual placement (Ref #24212). The Second screen capture shows a group placement (Ref# 24435). In the individual placement the student name is displayed. To see the students in the group, open the Placement Request details icon and select the student tab. Icons: The Placement request details iconalso known as the ibubble. Click on it to open all of the placement request details. For Group placements, to see the list of students, select the student tab. A Placement request has been updated since your last log in. Hover your cursor over the icon for details. A document is attached: Individual Shift Schedule icon (yellow) a schedule that is edited will have a check mark in it :Click this icon to view the individual shift schedule. Group shift Schedule icon (red) a schedule that is edited will have a check mark in it: Click this icon to view the group shift schedule. Envelope Icon (blue if active; grey if no e-mail has been entered. Click this icon to send an e-mail to the individual it appears beside. Telephone Icon is yellow if information has been added, or grey if there is no information. Hover your cursor over the icon to obtain the phone number if the icon is beside a student name; if it is beside a staff or preceptor name, click the icon to open it for more information. Conditions icon Hover your cursor over this icon to see what the condition is, or click the icon and it will open the placement request details screen to view the entire condition. Conditions are often removed before the placement request starts, but typically the ones left on can be to contact the facility prior to start: this could be added to any placement in an area that is secured and you and the student may need to call a number to be admitted to an area such as an Operating Room. Green exclamation mark icon indicates there are comments in the placement request details icon. Hover your cursor over the icon to read the comments without having to open the details icon. Urgent Alert Icon Hover your cursor over this icon to read the urgent alert, or click the icon and it will open the placement request details screen. Links: Click the course link to view General Course information, Documents, Contact information, and History. Click the student link to view the student profile and any documents uploaded to the student profile. (With group requests you access the students by opening the Placement Request details icon and select the student tab).	If you open the details icon: All information about the placement is available in various tabs.
Schedule Click on the word schedule to sort your assigned placement by schedule or you can click Placement Location to sort on that column. The column chosen has the little black triangle beside it. The schedule is also visible inside the placement request details icon and in a calendar view inside the group shift schedule icon.
Placement Location This information is also inside the Placement Request details icon, on the placement information tab (as is everything else displayed in this column. Click the Site Link to view site profile. Click the Destination link to view the destination profile. Prerequisites, required before the practicum start for the destination will be posted under the prerequisites tab; the documents tab will contain information that may of benefit to support students and faculty during the practicum (such as floor plans and care plans).
When there are assigned placement requests displayed: You can used the Print Schedule button to print a summary listing of the displayed placements on your local printer. A send email to field appears with two buttons. Click the desired button to send a message to All Confirmed Students or All Assigned Preceptors. (You can also use the envelope icon to send individual messages or look up contact information).
When you click the button: all confirmed students or all assigned preceptors, the send an e-mail window pops up! And if it doesn't (nothing happens) – please check your browser: it may have a pop up window blocker turned on to prevent annoying advertisements from suddenly obscuring your screen. Click the pop up window blocker link to see how you can deal with the browser or contact your local IT department. If you did encounter a pop up blocker and turned off, please try clicking the button again to open the Send An Email Window.
View or Print a Shift Schedule The Group or Individual Shift Schedule displays a detailed calendar for a placement when you click to open it.
A group shift schedule is automatically populated to the days of the week the students will be on site, however the individual schedule will only show the information if it is entered individually. The yellow bands show daytime, and the blue is for evenings. The calendars start on Monday and go through Sunday, with the date of the week on the left of the calendar. A "Nickname" table at the top provides a key to identify each placement request for the unit. Nicknames contain a few letters of the school name plus a number for each request (e.g. Vase-1 for Placement Request 24435 and Vase-2 for Placement Request 24454). Click View Details to display detailed information on start/end dates, shifts and times, Comments and Alerts, and site contact information. Click the Printer Icon to send the Shift Schedule plus Details to your local printer.