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Student Admin - Automated Student Prerequisites Uploads

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                # &#10;                                                <span id="title-text">&#10;                            Knowledge Base : Student Admin - Automated Student Prerequisites Uploads&#10;                        </span>&#10;                    
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        Created by <span class="author"> user-b1fcb</span>, last modified by <span class="editor"> Erik Graham</span> on Sep 23, 2022
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                **
Placing Agency Related Guide (PARG)****


Summary:** <span style="letter-spacing: 0px;">
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](https://kb.hspcanada.net/x/KoWk)etc, for more information about those two methods.</span>**<span

style="letter-spacing: 0px;">
To watch the process, go to this 13 minute video that was part of a webinar:&nbsp;[ Student Admin - Automated Student Prerequisites Uploads Video](https://kb.hspcanada.net/x/44O3AQ)</span>****<spanVideo

style="letter-spacing:
Background:

0px;">Background:</span>**<span style="letter-spacing: 0px;">
Student prerequisites of the following types, corresponding to specific sections of the student profile, are available for automated upload:</span><span

style="letter-spacing: 0px;">
Click one to get to the correct codes to use:</span>-

<span

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&nbsp;[ Automated Student Uploads](https://kb.hspcanada.net/x/FIWJ)&nbsp;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&nbsp; which program the students are in before the upload.**<div

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</colgroup><tbody><tr><td class="confluenceTd">1. **
  1. Prepare your Excel Spreadsheet.**
    2. 






Use the**the Prerequisites Upload**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.









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: 










    

  • 

    If you leave a field blank, that will NOT erase data (overwrite) current data in the database for that student.
    

      

    • eg: You are changing the CertStatus, but you do not want to change the Cert Number. You can leave the cert number blank and it will not be overwritten.
      

      

      • 

    

    • 

  • 

    If you DO want a field to be erased to blank, place the word NULL in the field. When you do the upload, the system will recognize NULL and erase that field. *** NULL does not work on the database code fields listed next.
    

    • 











Important - Certain fields for each prerequisite type need to be identified by a database code:










    

  • OrientContent
    • 

  • 
OtherFormsType

    • 

  • Cert
    • 

  • CertStatus
    • 

  • CRCStatus
    • 

  • 
RespMaskSize

    • 

  • 
RespMaskSolutionUsed

    • 

  • 
OccHealthReqStatus

    • 

  • 
SitePreRequirements

    • 

  • 
SitePreReqCompliance

    • 











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.









  Upload the spreadsheet










    

  1. Click the **Upload Student File **link in the Student Maintenance screen
    

    

    2. 

  2. Select the template from the Upload Template drop-down list
    3. 



    

  • The top line of the Excel spreadsheet should match the template you choose
    • 

  • In this sample the Excel spreadsheet needs to have the “header row” in row 1 (Last Name, First Name, etc.) and student data starting in row 2
    • 

  • Column A on the Excel spreadsheet is Last Name; Column B is first name; Column C is Student Number, etc.
    • 











Do not have blank lines above or below the header row: Student data should start on line 2 of the spreadsheet.


3. Click Choose File  to select the Excel file from your computer


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









The Upload Validation Screen opens


If all is well, and you see the  **Process Upload **button,  make sure that you do the following:










    

  1. Click the Update contact information for existing students
    2. 

  2. Then click Process Upload

    3. 











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.








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.

















































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































































   


Dates  





Format example  




M/D/Y




Nov 28/17 or 11/28/17




Orientation Provider


**Format Example**example


AgencyShortName or


AgencyShortName/SiteShortName



FHA or


FHA/DeltaHosp


**Orientation Content Codes**Codes**Description**Description
OnlineOnline
On-siteOn-site
DocumentDocument
OtherOther (see Notes)
PtInfoSystemPatient/Client Information System
**Orientation Content (BC-specific)****Description**Description
PCISPatient/Client Information System
Student Practice Education Core OrientationSPECO
WasteMgmntWaste Management
InfectCtrlInfection Control
PrivacyPrivacy and Confidentiality
ProgInfoSessionProgram Information Session (by PA)
**Orientation Content (AB-specific)****Description**Description
AHSConfAHS Confidentiality and User Agreement
AHSeCriticalAHS eCritical eLearning Module
AHSGenStudOrientAHS General Student Orientation
CovHConfCovenant Health Confidentiality and User Agreement
IS-SCMGenCalgary HR IS - SCM - General
IS-SCMLiteCalgary HR IS - SCM - Update order (lite)
IS-TDSCalgary HR IS - TDS Orientation
IS-TermConditnsCalgary HR IS - Terms and Conditions for Use
IS-UserAgreeCalgary HR IS - User Agreement
AdvCarePlanCalgary HR - Advance Care Planning
PtInfoSystemPatient/Client Information System
PedEBMPediatric EBM learning module
AHS/Security/RetdRetired-AHS-Information & Privacy & IT Security Certificate
IS/PolarBear/RetdRetired-Calgary HR IS - PolarBear Orientation
**Orientation Content (ON-specific)****Description**Description
EPICEPIC Training
**Orientation Content (AC-specific)****Description**Description
PCISPatient/Client Information System
OMNICELLOMNICELL - automated dispensing system
PHIAPersonal Health Information Act
RespctWorkRespectful Workplace
EmployHlthEmployee Health
IntrEmrgPrpIntroduction to Emergency Preparedness
CodeRedCode Red: Fire Safety
WHMISWorkplace Hazardous Material Information System
OH&SOccupational Health and Safety
PaitientIDPatient Identification
RespProtctRespiratory Protection
InfCt-HHygInfection Control - Hand Hygiene (Module 1)
InfCt-PPEInfection Control - Personal Protective Equipment (Module 2)
SafePtMvmtSafe Patient/Resident Handling and Movement
FallPrevntFall Prevention
FcsChrtActFocus Charting for Acute Care
TransBloodTransfusion of Blood & Blood Products
ImplSBARImplementing SBAR
MeditechMeditech Order Entry
VenipunctrVenipuncture for Laboratory Blood Withdrawal
LEADStoLifeBringing LEADS to Life
PrsInjPrvtPressure Injury Prevention
NtritWndCrNutrition and Wound Care
WithdCVADWithdrawing Blood from a Central Venous Access Device
12or15LdECG12 or 15 Lead ECG
InfectCtrlInfection Control
NURforCODNUR Module Computer Based Training for COD (RNs)
Dmt-UndDmtDementia – Understanding Dementia
Dmt-DlrDprsDementia – Delirium and Dementia, Depression
Dmt-ComStrDementia – Communication Strategies
Dmt-MedsDementia – Medications
FeedPumpFeeding Pump (ENTERAL) ePump (Kangaroo)
PMCT-RetMedPyxis MedStation Clinician Training - Return Medications
PMCT-DocMedPyxis MedStation Clinician Training - Document Medication Waste
PMCT-SrcSelPyxis MedStation Clinician Training - Search For and Select Patient
PMCT-RmvMedPyxis Medstation Clinician Training - Remove Medications from a Profile Station
PMCT-RmMdNPPyxis MedStation Clinician Training - Remove Medications from a Non-Profile Station
PMCT-MedStnPyxis MedStation Clinician Training - MedStation Basics
BSSIP02Baxter SIGMA Spectrum Infusion Pump - Module 02- Pump Overview
BSSIP03Baxter SIGMA Spectrum Infusion Pump - Module 03- Set Loading
BSSIP04Baxter SIGMA Spectrum Infusion Pump - Module 04 - Programming a Primary Infusion Using DERS
BSSIP06Baxter SIGMA Spectrum Infusion Pump - Module 06 - Dose Change and Rate Change
BSSIP07Baxter SIGMA Spectrum Infusion Pump - Module 07 - Programming a Bolus Dose
BSSIP08Baxter SIGMA Spectrum Infusion Pump - Module 08 - Edit VTBI
BSSIP10Baxter SIGMA Spectrum Infusion Pump - Module 10 - Clearing Total Volume Given
BSSIP11Baxter SIGMA Spectrum Infusion Pump - Module 11 - Secondary Setup
BSSIP12Baxter SIGMA Spectrum Infusion Pump - Module 12 - Programming a Secondary
BSSIP14Baxter SIGMA Spectrum Infusion Pump - Module 14 - Programming an Amount over Time Infusion
BSSIP15Baxter SIGMA Spectrum Infusion Pump - Module 15 - Programming a Loading Dose
BSSIP18Baxter SIGMA Spectrum Infusion Pump - Module 18 - Programming a Multi-Step Infusion
BSSIP19Baxter SIGMA Spectrum Infusion Pump - Module 19 - Programming a Cyclic TPN
BSSIP20Baxter SIGMA Spectrum Infusion Pump - Module 20 - Programming a Delayed Run
BSSIP21Baxter SIGMA Spectrum Infusion Pump - Module 21 - Programming in BASIC Mode
BSSIP22Baxter SIGMA Spectrum Infusion Pump - Module 22 - Keypad Lock
BSSIP24Baxter SIGMA Spectrum Infusion Pump - Module 24 - Clear Program
BSSIP25Baxter SIGMA Spectrum Infusion Pump - Module 25 - Set Unloading
BSSIP26Baxter SIGMA Spectrum Infusion Pump - Module 26 - Hard and Soft Limit Alerts
BSSIP28Baxter SIGMA Spectrum Infusion Pump - Module 28 - Programming a BSA Dose
BSSIP29Baxter SIGMA Spectrum Infusion Pump - Module 29 - Programming with Modifiers
BSSIP30Baxter SIGMA Spectrum Infusion Pump - Module 30 - Programming a Continuous Infusion with Variable Concentration
BSSIP31Baxter SIGMA Spectrum Infusion Pump - Module 31 - Priming Volume Adjustment
BSSIPBaxter SIGMA Spectrum Infusion Pump Modules
ACCU-CheckACCU-Check Inform II Blood Glucose Monitoring
PCITrainPatient Care Inquiry Training module
SecuritySecurity
FirstCrushFirst Crush Pill Crusher
InfCt-RtnPrInfection Control - Routine Practices (Module 3)
AbrCltrHltAboriginal Culture and Health
BSSIP23Baxter SIGMA Spectrum Infusion Pump - Module 23 – Alarms
Braden ScaleBraden Scale
OH &SOccupational Health and Safety Orientation: Respiratory Protection in Health Care
ECG-EpiphanyECG Performance Standards Epiphany
ECG-IntroECG Performance Standards Introduction
ECG-Mods1-3ECG Performance Standards Modules 1-3
ECG-SpecModECG Performance Standards Specialty Module
SafeTransfPracEdSafe Transfusion Practice Education
E-FormsE-Forms
VanessaLawVanessa's Law - Advancing Mandatory Reporting
ProStrgMskProcedure or Safe Doffing and Storage of Mask for Reuse


FluVac19-20


Administering Seasonal Influenza Vaccine 2019-2020


COVID-19


2019 Novel Coronavirus Updated April 3rd 2020


Other Forms Agency/Dept


**Format Example**example


AgencyShortName or


AgencyShortName/SiteShortName



FHA or


FHA/DeltaHosp


**Other Forms Type Codes**Codes**Description**Description
PatientConfPatient/client confidentiality
InfoSysInformation systems
OtherOther (see Notes)
ConsentPIConsent to release personal information
StudPlaceAgrStudent placement agreement
LiabilityWaiverLiability waiver/release form
PlaceObjPlacement objectives/expectations
ConductCode of Conduct


Learner Placement COVID-19 Precautions


(SK)Learner Placement COVID-19 Precautions


StdDeclare


(MB)Student Declaration Form


Certification Status Codes  




Description  




Pend



Pending




Active



Active




Other



Other - see file




Certification Codes



Description  




AAM



 (AB)Alberta Association of Midwives




AccessStand



 (ON)Accessibility Standards for Customer Service




ACLS



 Advanced Cardiac Life Support




ACMDTT



 (AB)Alberta College of Medical Diagnostic & Therapeutic Technologists




ACOT



 (AB)Alberta College of Occupational Therapists




ACP



 (AB)Alberta College of Pharmacists




ADSA



 (AB)Alberta Diagnostic Sonographer Association




AdultAbuseReg



 (MB)Adult Abuse Registry




AODA



 (ON)AODA - Working Together




ASIST



 Applied Suicide Intervention Skills Training




BLSC



 (NS)Basic Lifesaving Certificate




CAMRT



 (AB)Canadian Association of Medical Radiation Technologists




CARNA



 (AB)College and Association of Registered Nurses of Alberta




ChildAbuse



 (NS)Child Abuse Registry




ChildAbuseReg



 (MB)Child Abuse Registry




CLPNA



 (AB)College of Licensed Practical Nurses of Alberta




CMA



 (AB)College of Midwives of Alberta




CMLTA



 (AB)College of Medical Laboratory Technologists of Alberta




CMQ



 (QC)Collège des médecins du Québec




CNO/RN



 (ON)College of Nurses of Ontario - Registered Nurse Certification




CNO/RPN



 (ON)College of Nurses of Ontario -  Registered Practical Nurse




CoopWork



 (ON)Coop Work Permit




CPR



 CPR - Level not specified




CPR-C



 CPR - Level "C" Non-Healthcare Provider




CPR-HCP/BLS



 CPR - Level "Health Care Provider"/Basic Life Support (BLS)


CDSBC (BC)College of Dental Surgeons of BC


CPSA



 (AB)College of Physicians and Surgeons of AB




CPSBC



 (BC)College of Physicians and Surgeons of BC




CPSM



 (MB)College of Physicians and Surgeons of MB




CPSNL



 (NS)College of Physicians &amp; Surgeons of NL




CPSNS



 (NS)College of Physicians &amp; Surgeons of NS




CPSO



 (ON)College of Physicians and Surgeons of ON




CPSS



 (SK)College of Physicians and Surgeons of SK




CRPNA



 (AB)College of Registered Psychiatric Nurses of Alberta




CSDMS



 (AB)Canadian Society of Diagnostic Sonographers




EMS/Midwifery



 (AB)Provincial EMS/Midwifery Collaboration Project




FASD



 (SK) FASD For the Frontline -Fetal Alcohol Spectrum Disorder 




FireSafety



 (BC)Fire Safety - Code Red




FirstAid



 First Aid




FoodSafe



 (BC)Food Safe Cert




GentPersApp



 (ON)Gentle Persuasive Approach




Glucometer



 Glucometer




H1N1



 Influenza Pandemic:  Online Course




HealthSafety



 (ON)Health and Safety Awareness Training - ON Ministry of Labour




InjuryPrev



 Injury Prevention




IPACCoreComp



 (ON)IPAC Core Competencies - Public Health Ontario




IVCert



 IV Certification




LPNAssoc



 LPN Association




NCVI



 Non-Violent Crisis Intervention Certificate




NonViolence



 (MB)Non-Violent Crisis Intervention




NRP



 Neonatal Resuscitation Program




NSHospInfo



 (NS)Nova Scotia Hospital Information System




OccHealth



 (NS)Occupational Health And Safety




Omnicell



 (NS)Omnicell




OthRNAssoc



 Other Provincial RN Association




PACA



 (AB)Physiotherapy Alberta College &amp; Association




PART-Basic



 Professional Assault Response Training - Basic


PART-IntermediateProfessional Assault Response Training - Intermediate
PART-AdvancedProfessional Assault Response Training - Advanced
PART-TrainerProfessional Assault Response Training - Trainer      


PedsALS



 (AB)Pediatric Advanced Life Support




PHIA



 (NS)Personal Health Information Act




PHIACert



 (MB)PHIA Certification




ProvHandHygiene



 (BC)Provincial Hand Hygiene Basics - PICNet




RDPNAssoc



 (BC)RDPN Association




RNAssocAB



 RN Association - AB




RNAssocBC



 RN Association - BC




RNAssocMB



 RN Association - MB




RNAssocNB



 RN Association - NB




RNAssocNL



 RN Association - NL




RNAssocNS



 RN Association - NS




RNAssocNT



 RN Association - NT




RNAssocNU



 RN Association - NU




RNAssocON



 RN Association - ON




RNAssocPE



 RN Association - PE




RNAssocQC



 RN Association - QC




RNAssocSK



 RN Association - SK




RNAssocYT



 RN Association - YT




SCP



 (SK)Saskatchewan College of Paramedics




ViolencePrev



 Violence Prevention




W.A.V.E.





 


 (SK)Workplace Assessment &amp; Violence Education




WHMIS




 Workplace Hazardous Materials Information System


**Safety and Security Section**Section 


CRC Status Codes  




Description  




Unknown



Unknown




ReceivedOK



Received - Clear Record 




PosFollow




Positive - Followup needed 




PosOK




Positive - OK to proceed 


**CIC Issues Codes**Codes**Description**
YESCheck box is checked
NOCheck box is not checked
**WCB Status Codes****Description**
UnknownUnknown
ConfirmedConfirmed
WaivedBySiteN/R - waived by site


Signed



N/R - waived by student
OtherOther (see comments)


Respiratory Mask Size Codes


**Description**Description
1510N95/XS1510 N95 Extra Small
1511N95/S1511 N95 Small
1512N95/M1512 N95 Medium
1513N95/L1513 N95 Large
1517N95/LP1517 N95 Low Profile Nosebridge
3M Vflex 1805S3M Vflex 1805S
3M 1804 small3M 1804 small
3M 1804 Reg3M 1804 Reg
3M-1805S3M 1805S
3M-18603M-1860
3M-1860R3M-1860R
3M-1860S3M-1860S
3M-18703M-1870
3M-1870Plus3M-1870Plus
3M-1870R3M-1870R
3M-1870S3M-1870S
3M-81103M-8110
3M-8110A3M-8110A
3M-8110S3M-8110S
3M-82103M-8210
3M-8210 N953M-8210 N95
3M-82713M-8271
3M-8271 N953M-8271 N95
3M-84713M-8471
3M-92103M-9210
3M-9210Plus3M-9210Plus
3M-VFLEX 1805S3M-VFLEX 1805S
3M-VFlex 91053M-VFlex 9105
3M-VFlex 9105S3M-VFlex 9105S
FitSeal-N99FitSeal-N99
Gerson1730Gerson 1730 N95
Gerson1740Gerson 1740 N95
Gerson2130Gerson 2130 N95
Gerson2737Gerson 2737 N95
Gerson2747Gerson 2747 N95
H46727/RHalyard 46727 Reg
H46827/SHalyard 46827 Small
H46827SHayland FLUIDSHIELD 46827 N95, Small
Halyard 76727RHalyard 76727 Regular
Halyard 76827SHalyard 76827 Small
KC 46727 RKC 46727 R
KC 46867KC 46867
KC/HalyardRegularKC/Halyard Regular
KC/HalyardSmallKC/Halyard Small
KC110RKC110R
KC174SKC174S
KC46727KC46727
KC46767KC46767
KC46827SKC46827S
KC62126KC 62126 N95
KC95RegKC Tecnol PFR 95 Reg
KC95SmKC Tecnol PFR 95 Small
KC-RegularKimberly Clark - size Regular
KC-SmallKimberly Clark - size Small
Medicom 203214 SmallMedicom 203214 Small
Medicom 203314 MediumMedicom 203314 Medium
Medicom 203414 LargeMedicom 203414 Large
NoFitMaskUnable to Fit - Mask Size
NoFitMedUnable to Fit - Medical reason
NotSpecifiedSize not specified
PleatsP/LXLPleats Plus Large/XLarge
PleatsP/MLPleats Plus - Medium/Large
PleatsP/SMPleats Plus Small/Medium
SignedWaiver signed
UnknownUnknown
VFlex 1804s (small)VFlex 1804s (small)
VFlex 1860VFlex 1860
VFlex 1860s (small)VFlex 1860s (small)
VFlex1805VFlex1805
VFlex1805s (small)VFlex1805s (small)
**Respiratory Mask Solution Used Codes**Codes**Description**Description
BitterBitter


Sweet


Sweet


Unknown


Unknown


Occupational Health Requirements Status


**Description**Description
PendingPending
CompleteComplete (requirements met)
**Occupational Healt****Health ****Medical Completed**Completed**Description**Description
YESYes (Checked)
NONo (Unchecked)
**Occupational Healt****Health Immunization Fee Paid**Paid**Description**Description


YES


Yes (Checked)
NONo (Unchecked)


Site Prerequisite Codes


**Description**Description
STPRELaptopLaptop Required
STPREVehicleVehicle/Transportation Required
STPRE2LangENLanguage: English fluency
STPRE2LangFRLanguage: French fluency
STPRE2LangENFRLanguage: English/French fluency
STPRE3LangEFPrefELanguage: Eng/Fr fluency (Eng preferred)
STPRE3LangEFPrefFLanguage: Eng/Fr fluency (FR preferred)
STPRE4LangMandLanguage: Mandarin fluency
**Site Prerequisite Compliance Codes**Codes**Description**Description
YESYes
PENDPending
NO

No


OTHEROther













                        

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