Student Admin - Automated Student Prerequisites Uploads
Placing Agency Related Guide (PARG)
Summary:
This step by step guide explains how to perform an upload or mass update of prerequisites for Students (e.g. CPR, First Aid, CRC) by direct upload of an Excel file to HSPnet. This data may also be entered directly into a student profile, or via the enrollment worksheet. Please see: Student Admin - Prerequisite Tab - entry of Certifications, etc, for more information about those two methods.
To watch the process, go to this 13 minute video that was part of a webinar: Student Admin - Automated Student Prerequisites Uploads Video
Background:
Student prerequisites of the following types, corresponding to specific sections of the student profile, are available for automated upload:
Click one to get to the correct codes to use:
- Orientations
- Forms & Consent > Other Forms
- Certifications
- Safety and Security
- Infection Control > Respiratory Mask
- Status of Occupational Health Requirements
- Covid-19 Requirements (Click to go to this specific page for this)
- Site Prerequisites
The upload of student prerequisites requires the student record to already exist in the system. A separate enrollment upload may be performed for adding student records, as explained in Automated Student Uploads reference guide.
To upload multiple types of prerequisites, separate spreadsheets need to be prepared, matching the format expected for each of the data fields for that prerequisites. Some prerequisites, such as orientations, certifications, or site prerequisites may have several entries applicable for the same student (e.g. a student who has completed multiple certifications). In this case, multiple entries in the upload spreadsheet may be present for that student.
Important - When preparing your excel lists they need to be per Program (eg; BScN) as you will need to acknowledge which program the students are in before the upload.
Use the Prerequisites Upload template matching the specific type of prerequisite you wish to upload. You can not request a custom template for prerequisites, only use the ones listed.
For each type of prerequisite, you can download a sample of the template by clicking the blue link on the right. |
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For each upload template, column headers indicate the value required for upload. You will need to enter these values in the corresponding column. In each case, columns A, B, and C are mandatory to identify the student record. Things to remember:
Important - Certain fields for each prerequisite type need to be identified by a database code:
You can find the correct codes for each prerequisite type in the Appendix at the bottom of this guide. Remember: You can have multiple prerequisites of the same type for one student on the same upload. Enter multiple lines with the same student information in columns A, B, and C. |
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Upload the spreadsheet
Do not have blank lines above or below the header row: Student data should start on line 2 of the spreadsheet. 4. Mark the This upload Files contains Students who have submitted a Consent form authorizing their personal information to be added to HSPnet for their education program of xxxx check-box 5. Click Upload file |
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The Upload Validation Screen opens
If the Process Upload button does not appear the upload cannot proceed until corrections are made. See the Automated Student upload video for instructions on corrections to the validation screen. The student records will be updated with prerequisites information. |
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Appendix
This Appendix lists the correct codes to use for the purpose of populating the each of the Prerequisites fields.
Other fields in the upload template not specified below are either free-form text entry fields, or should contain simply a YES/NO value.
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Dates
|
Format example |
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M/D/Y |
Nov 28/17 or 11/28/17 |
|
Orientation Provider |
Format example |
|
AgencyShortName or AgencyShortName/SiteShortName |
FHA or FHA/DeltaHosp |
| Orientation Content Codes | Description |
| Online | Online |
| On-site | On-site |
| Document | Document |
| Other | Other (see Notes) |
| PtInfoSystem | Patient/Client Information System |
| Orientation Content (BC-specific) | Description |
| PCIS | Patient/Client Information System |
| Student Practice Education Core Orientation | SPECO |
| WasteMgmnt | Waste Management |
| InfectCtrl | Infection Control |
| Privacy | Privacy and Confidentiality |
| ProgInfoSession | Program Information Session (by PA) |
| Orientation Content (AB-specific) | Description |
| AHSConf | AHS Confidentiality and User Agreement |
| AHSeCritical | AHS eCritical eLearning Module |
| AHSGenStudOrient | AHS General Student Orientation |
| CovHConf | Covenant Health Confidentiality and User Agreement |
| IS-SCMGen | Calgary HR IS - SCM - General |
| IS-SCMLite | Calgary HR IS - SCM - Update order (lite) |
| IS-TDS | Calgary HR IS - TDS Orientation |
| IS-TermConditns | Calgary HR IS - Terms and Conditions for Use |
| IS-UserAgree | Calgary HR IS - User Agreement |
| AdvCarePlan | Calgary HR - Advance Care Planning |
| PtInfoSystem | Patient/Client Information System |
| PedEBM | Pediatric EBM learning module |
| AHS/Security/Retd | Retired-AHS-Information & Privacy & IT Security Certificate |
| IS/PolarBear/Retd | Retired-Calgary HR IS - PolarBear Orientation |
| Orientation Content (ON-specific) | Description |
| EPIC | EPIC Training |
| Orientation Content (AC-specific) | Description |
| PCIS | Patient/Client Information System |
| OMNICELL | OMNICELL - automated dispensing system |
| PHIA | Personal Health Information Act |
| RespctWork | Respectful Workplace |
| EmployHlth | Employee Health |
| IntrEmrgPrp | Introduction to Emergency Preparedness |
| CodeRed | Code Red: Fire Safety |
| WHMIS | Workplace Hazardous Material Information System |
| OH&S | Occupational Health and Safety |
| PaitientID | Patient Identification |
| RespProtct | Respiratory Protection |
| InfCt-HHyg | Infection Control - Hand Hygiene (Module 1) |
| InfCt-PPE | Infection Control - Personal Protective Equipment (Module 2) |
| SafePtMvmt | Safe Patient/Resident Handling and Movement |
| FallPrevnt | Fall Prevention |
| FcsChrtAct | Focus Charting for Acute Care |
| TransBlood | Transfusion of Blood & Blood Products |
| ImplSBAR | Implementing SBAR |
| Meditech | Meditech Order Entry |
| Venipunctr | Venipuncture for Laboratory Blood Withdrawal |
| LEADStoLife | Bringing LEADS to Life |
| PrsInjPrvt | Pressure Injury Prevention |
| NtritWndCr | Nutrition and Wound Care |
| WithdCVAD | Withdrawing Blood from a Central Venous Access Device |
| 12or15LdECG | 12 or 15 Lead ECG |
| InfectCtrl | Infection Control |
| NURforCOD | NUR Module Computer Based Training for COD (RNs) |
| Dmt-UndDmt | Dementia – Understanding Dementia |
| Dmt-DlrDprs | Dementia – Delirium and Dementia, Depression |
| Dmt-ComStr | Dementia – Communication Strategies |
| Dmt-Meds | Dementia – Medications |
| FeedPump | Feeding Pump (ENTERAL) ePump (Kangaroo) |
| PMCT-RetMed | Pyxis MedStation Clinician Training - Return Medications |
| PMCT-DocMed | Pyxis MedStation Clinician Training - Document Medication Waste |
| PMCT-SrcSel | Pyxis MedStation Clinician Training - Search For and Select Patient |
| PMCT-RmvMed | Pyxis Medstation Clinician Training - Remove Medications from a Profile Station |
| PMCT-RmMdNP | Pyxis MedStation Clinician Training - Remove Medications from a Non-Profile Station |
| PMCT-MedStn | Pyxis MedStation Clinician Training - MedStation Basics |
| BSSIP02 | Baxter SIGMA Spectrum Infusion Pump - Module 02- Pump Overview |
| BSSIP03 | Baxter SIGMA Spectrum Infusion Pump - Module 03- Set Loading |
| BSSIP04 | Baxter SIGMA Spectrum Infusion Pump - Module 04 - Programming a Primary Infusion Using DERS |
| BSSIP06 | Baxter SIGMA Spectrum Infusion Pump - Module 06 - Dose Change and Rate Change |
| BSSIP07 | Baxter SIGMA Spectrum Infusion Pump - Module 07 - Programming a Bolus Dose |
| BSSIP08 | Baxter SIGMA Spectrum Infusion Pump - Module 08 - Edit VTBI |
| BSSIP10 | Baxter SIGMA Spectrum Infusion Pump - Module 10 - Clearing Total Volume Given |
| BSSIP11 | Baxter SIGMA Spectrum Infusion Pump - Module 11 - Secondary Setup |
| BSSIP12 | Baxter SIGMA Spectrum Infusion Pump - Module 12 - Programming a Secondary |
| BSSIP14 | Baxter SIGMA Spectrum Infusion Pump - Module 14 - Programming an Amount over Time Infusion |
| BSSIP15 | Baxter SIGMA Spectrum Infusion Pump - Module 15 - Programming a Loading Dose |
| BSSIP18 | Baxter SIGMA Spectrum Infusion Pump - Module 18 - Programming a Multi-Step Infusion |
| BSSIP19 | Baxter SIGMA Spectrum Infusion Pump - Module 19 - Programming a Cyclic TPN |
| BSSIP20 | Baxter SIGMA Spectrum Infusion Pump - Module 20 - Programming a Delayed Run |
| BSSIP21 | Baxter SIGMA Spectrum Infusion Pump - Module 21 - Programming in BASIC Mode |
| BSSIP22 | Baxter SIGMA Spectrum Infusion Pump - Module 22 - Keypad Lock |
| BSSIP24 | Baxter SIGMA Spectrum Infusion Pump - Module 24 - Clear Program |
| BSSIP25 | Baxter SIGMA Spectrum Infusion Pump - Module 25 - Set Unloading |
| BSSIP26 | Baxter SIGMA Spectrum Infusion Pump - Module 26 - Hard and Soft Limit Alerts |
| BSSIP28 | Baxter SIGMA Spectrum Infusion Pump - Module 28 - Programming a BSA Dose |
| BSSIP29 | Baxter SIGMA Spectrum Infusion Pump - Module 29 - Programming with Modifiers |
| BSSIP30 | Baxter SIGMA Spectrum Infusion Pump - Module 30 - Programming a Continuous Infusion with Variable Concentration |
| BSSIP31 | Baxter SIGMA Spectrum Infusion Pump - Module 31 - Priming Volume Adjustment |
| BSSIP | Baxter SIGMA Spectrum Infusion Pump Modules |
| ACCU-Check | ACCU-Check Inform II Blood Glucose Monitoring |
| PCITrain | Patient Care Inquiry Training module |
| Security | Security |
| FirstCrush | First Crush Pill Crusher |
| InfCt-RtnPr | Infection Control - Routine Practices (Module 3) |
| AbrCltrHlt | Aboriginal Culture and Health |
| BSSIP23 | Baxter SIGMA Spectrum Infusion Pump - Module 23 – Alarms |
| Braden Scale | Braden Scale |
| OH &S | Occupational Health and Safety Orientation: Respiratory Protection in Health Care |
| ECG-Epiphany | ECG Performance Standards Epiphany |
| ECG-Intro | ECG Performance Standards Introduction |
| ECG-Mods1-3 | ECG Performance Standards Modules 1-3 |
| ECG-SpecMod | ECG Performance Standards Specialty Module |
| SafeTransfPracEd | Safe Transfusion Practice Education |
| E-Forms | E-Forms |
| VanessaLaw | Vanessa's Law - Advancing Mandatory Reporting |
| ProStrgMsk | Procedure or Safe Doffing and Storage of Mask for Reuse |
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FluVac19-20 |
Administering Seasonal Influenza Vaccine 2019-2020 |
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COVID-19 |
2019 Novel Coronavirus Updated April 3rd 2020 |
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Other Forms Agency/Dept |
Format example |
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AgencyShortName or AgencyShortName/SiteShortName |
FHA or FHA/DeltaHosp |
| Other Forms Type Codes | Description |
| PatientConf | Patient/client confidentiality |
| InfoSys | Information systems |
| Other | Other (see Notes) |
| ConsentPI | Consent to release personal information |
| StudPlaceAgr | Student placement agreement |
| LiabilityWaiver | Liability waiver/release form |
| PlaceObj | Placement objectives/expectations |
| Conduct | Code of Conduct |
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Learner Placement COVID-19 Precautions |
(SK)Learner Placement COVID-19 Precautions |
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StdDeclare |
(MB)Student Declaration Form |
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Certification Status Codes |
Description |
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Pend |
Pending |
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Active |
Active |
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Other |
Other - see file |
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Certification Codes |
Description |
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AAM |
(AB)Alberta Association of Midwives |
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AccessStand |
(ON)Accessibility Standards for Customer Service |
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ACLS |
Advanced Cardiac Life Support |
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ACMDTT |
(AB)Alberta College of Medical Diagnostic & Therapeutic Technologists |
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ACOT |
(AB)Alberta College of Occupational Therapists |
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ACP |
(AB)Alberta College of Pharmacists |
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ADSA |
(AB)Alberta Diagnostic Sonographer Association |
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AdultAbuseReg |
(MB)Adult Abuse Registry |
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AODA |
(ON)AODA - Working Together |
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ASIST |
Applied Suicide Intervention Skills Training |
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BLSC |
(NS)Basic Lifesaving Certificate |
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CAMRT |
(AB)Canadian Association of Medical Radiation Technologists |
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CARNA |
(AB)College and Association of Registered Nurses of Alberta |
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ChildAbuse |
(NS)Child Abuse Registry |
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ChildAbuseReg |
(MB)Child Abuse Registry |
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CLPNA |
(AB)College of Licensed Practical Nurses of Alberta |
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CMA |
(AB)College of Midwives of Alberta |
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CMLTA |
(AB)College of Medical Laboratory Technologists of Alberta |
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CMQ |
(QC)Collège des médecins du Québec |
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CNO/RN |
(ON)College of Nurses of Ontario - Registered Nurse Certification |
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CNO/RPN |
(ON)College of Nurses of Ontario - Registered Practical Nurse |
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CoopWork |
(ON)Coop Work Permit |
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CPR |
CPR - Level not specified |
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CPR-C |
CPR - Level "C" Non-Healthcare Provider |
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CPR-HCP/BLS |
CPR - Level "Health Care Provider"/Basic Life Support (BLS) |
| CDSBC | (BC)College of Dental Surgeons of BC |
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CPSA |
(AB)College of Physicians and Surgeons of AB |
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CPSBC |
(BC)College of Physicians and Surgeons of BC |
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CPSM |
(MB)College of Physicians and Surgeons of MB |
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CPSNL |
(NS)College of Physicians & Surgeons of NL |
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CPSNS |
(NS)College of Physicians & Surgeons of NS |
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CPSO |
(ON)College of Physicians and Surgeons of ON |
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CPSS |
(SK)College of Physicians and Surgeons of SK |
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CRPNA |
(AB)College of Registered Psychiatric Nurses of Alberta |
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CSDMS |
(AB)Canadian Society of Diagnostic Sonographers |
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EMS/Midwifery |
(AB)Provincial EMS/Midwifery Collaboration Project |
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FASD |
(SK) FASD For the Frontline -Fetal Alcohol Spectrum Disorder |
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FireSafety |
(BC)Fire Safety - Code Red |
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FirstAid |
First Aid |
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FoodSafe |
(BC)Food Safe Cert |
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GentPersApp |
(ON)Gentle Persuasive Approach |
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Glucometer |
Glucometer |
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H1N1 |
Influenza Pandemic: Online Course |
|
HealthSafety |
(ON)Health and Safety Awareness Training - ON Ministry of Labour |
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InjuryPrev |
Injury Prevention |
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IPACCoreComp |
(ON)IPAC Core Competencies - Public Health Ontario |
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IVCert |
IV Certification |
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LPNAssoc |
LPN Association |
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NCVI |
Non-Violent Crisis Intervention Certificate |
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NonViolence |
(MB)Non-Violent Crisis Intervention |
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NRP |
Neonatal Resuscitation Program |
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NSHospInfo |
(NS)Nova Scotia Hospital Information System |
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OccHealth |
(NS)Occupational Health And Safety |
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Omnicell |
(NS)Omnicell |
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OthRNAssoc |
Other Provincial RN Association |
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PACA |
(AB)Physiotherapy Alberta College & Association |
|
PART-Basic |
Professional Assault Response Training - Basic |
| PART-Intermediate | Professional Assault Response Training - Intermediate |
| PART-Advanced | Professional Assault Response Training - Advanced |
| PART-Trainer | Professional Assault Response Training - Trainer |
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PedsALS |
(AB)Pediatric Advanced Life Support |
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PHIA |
(NS)Personal Health Information Act |
|
PHIACert |
(MB)PHIA Certification |
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ProvHandHygiene |
(BC)Provincial Hand Hygiene Basics - PICNet |
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RDPNAssoc |
(BC)RDPN Association |
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Respectful Workplaces and Prevention of Harassment |
Respectful Workplaces and Prevention of Harassment and Violence Policy |
|
RNAssocAB |
RN Association - AB |
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RNAssocBC |
RN Association - BC |
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RNAssocMB |
RN Association - MB |
|
RNAssocNB |
RN Association - NB |
|
RNAssocNL |
RN Association - NL |
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RNAssocNS |
RN Association - NS |
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RNAssocNT |
RN Association - NT |
|
RNAssocNU |
RN Association - NU |
|
RNAssocON |
RN Association - ON |
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RNAssocPE |
RN Association - PE |
|
RNAssocQC |
RN Association - QC |
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RNAssocSK |
RN Association - SK |
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RNAssocYT |
RN Association - YT |
|
SCP |
(SK)Saskatchewan College of Paramedics |
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ViolencePrev |
Violence Prevention |
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W.A.V.E.
|
(SK)Workplace Assessment & Violence Education |
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WHMIS |
Workplace Hazardous Materials Information System |
| Safety and Security Section | |
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CRC Status Codes |
Description |
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Unknown |
Unknown |
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ReceivedOK |
Received - Clear Record |
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PosFollow |
Positive - Followup needed |
|
PosOK |
Positive - OK to proceed |
| CIC Issues Codes | Description |
| YES | Check box is checked |
| NO | Check box is not checked |
| WCB Status Codes | Description |
| Unknown | Unknown |
| Confirmed | Confirmed |
| WaivedBySite | N/R - waived by site |
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Signed
|
N/R - waived by student |
| Other | Other (see comments) |
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Respiratory Mask Size Codes |
Description |
| 1510N95/XS | 1510 N95 Extra Small |
| 1511N95/S | 1511 N95 Small |
| 1512N95/M | 1512 N95 Medium |
| 1513N95/L | 1513 N95 Large |
| 1517N95/LP | 1517 N95 Low Profile Nosebridge |
| 3M Vflex 1805S | 3M Vflex 1805S |
| 3M 1804 small | 3M 1804 small |
| 3M 1804 Reg | 3M 1804 Reg |
| 3M-1805S | 3M 1805S |
| 3M-1860 | 3M-1860 |
| 3M-1860R | 3M-1860R |
| 3M-1860S | 3M-1860S |
| 3M-1870 | 3M-1870 |
| 3M-1870Plus | 3M-1870Plus |
| 3M-1870R | 3M-1870R |
| 3M-1870S | 3M-1870S |
| 3M-8110 | 3M-8110 |
| 3M-8110A | 3M-8110A |
| 3M-8110S | 3M-8110S |
| 3M-8210 | 3M-8210 |
| 3M-8210 N95 | 3M-8210 N95 |
| 3M-8271 | 3M-8271 |
| 3M-8271 N95 | 3M-8271 N95 |
| 3M-8471 | 3M-8471 |
| 3M-9210 | 3M-9210 |
| 3M-9210Plus | 3M-9210Plus |
| 3M-VFLEX 1805S | 3M-VFLEX 1805S |
| 3M-VFlex 9105 | 3M-VFlex 9105 |
| 3M-VFlex 9105S | 3M-VFlex 9105S |
| FitSeal-N99 | FitSeal-N99 |
| Gerson1730 | Gerson 1730 N95 |
| Gerson1740 | Gerson 1740 N95 |
| Gerson2130 | Gerson 2130 N95 |
| Gerson2737 | Gerson 2737 N95 |
| Gerson2747 | Gerson 2747 N95 |
| H46727/R | Halyard 46727 Reg |
| H46827/S | Halyard 46827 Small |
| H46827S | Hayland FLUIDSHIELD 46827 N95, Small |
| Halyard 76727R | Halyard 76727 Regular |
| Halyard 76827S | Halyard 76827 Small |
| KC 46727 R | KC 46727 R |
| KC 46867 | KC 46867 |
| KC/HalyardRegular | KC/Halyard Regular |
| KC/HalyardSmall | KC/Halyard Small |
| KC110R | KC110R |
| KC174S | KC174S |
| KC46727 | KC46727 |
| KC46767 | KC46767 |
| KC46827S | KC46827S |
| KC62126 | KC 62126 N95 |
| KC95Reg | KC Tecnol PFR 95 Reg |
| KC95Sm | KC Tecnol PFR 95 Small |
| KC-Regular | Kimberly Clark - size Regular |
| KC-Small | Kimberly Clark - size Small |
| Medicom 203214 Small | Medicom 203214 Small |
| Medicom 203314 Medium | Medicom 203314 Medium |
| Medicom 203414 Large | Medicom 203414 Large |
| NoFitMask | Unable to Fit - Mask Size |
| NoFitMed | Unable to Fit - Medical reason |
| NotSpecified | Size not specified |
| PleatsP/LXL | Pleats Plus Large/XLarge |
| PleatsP/ML | Pleats Plus - Medium/Large |
| PleatsP/SM | Pleats Plus Small/Medium |
| Signed | Waiver signed |
| Unknown | Unknown |
| VFlex 1804s (small) | VFlex 1804s (small) |
| VFlex 1860 | VFlex 1860 |
| VFlex 1860s (small) | VFlex 1860s (small) |
| VFlex1805 | VFlex1805 |
| VFlex1805s (small) | VFlex1805s (small) |
| Respiratory Mask Solution Used Codes | Description |
| Bitter | Bitter |
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Sweet |
Sweet |
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Unknown |
Unknown |
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Occupational Health Requirements Status |
Description |
| Pending | Pending |
| Complete | Complete (requirements met) |
| Occupational Health Medical Completed | Description |
| YES | Yes (Checked) |
| NO | No (Unchecked) |
| Occupational Health Immunization Fee Paid | Description |
|
YES |
Yes (Checked) |
| NO | No (Unchecked) |
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Site Prerequisite Codes |
Description |
| STPRELaptop | Laptop Required |
| STPREVehicle | Vehicle/Transportation Required |
| STPRE2LangEN | Language: English fluency |
| STPRE2LangFR | Language: French fluency |
| STPRE2LangENFR | Language: English/French fluency |
| STPRE3LangEFPrefE | Language: Eng/Fr fluency (Eng preferred) |
| STPRE3LangEFPrefF | Language: Eng/Fr fluency (FR preferred) |
| STPRE4LangMand | Language: Mandarin fluency |
| Site Prerequisite Compliance Codes | Description |
| YES | Yes |
| PEND | Pending |
| NO |
No |
| OTHER | Other |