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Supervisor Assignment - Assigning Multiple Supervisors and Preceptors


Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
Placing Coordinators, Receiving Coordinators and Destination Coordinators are all able to assign more than one supervisor to a single placement request. See the end of the document  or click this link if you need to swap out the first supervisor for another supervisor (Jeckylle in this example) that was assigned but will not be a supervisor now.

Student Assessment Module:
(Physiotherapy) If there are active assessments and you need to change supervisors, please use e-mail help to contact HSPnet support. Switching supervisors midway through an assessment will lose the information entered on an assessment, so please ask HSPnet support to make changes when assessments have started or are underway. 

Assigning the First Supervisor / Preceptor

 

In order to assign multiple supervisors, you must first assign one supervisor in the Placement Request Details screen, or in the Preview window from Welcome (Destination Coordinators only). Once you assign and Save the first supervisor, a new  icon will appear to indicate you can assign another supervisor.

  1. Open the details image.png icon of a placement request.
  2. Select the contacts tab.
  3. Select the Supervisor from the drop down list (or add new).
  4. Click the green check mark o9Zimage.png to save the changes.

An add image.png icon will appear after the supervisor name has been saved to the placement request.

Adding Multiple Supervisors / Preceptors 

  1. Click the add image.png icon to open the  Multiple Supervisors window.  

  1. Click the white Add icon in the blue bar. add.png

  1. Select the second supervisor name from the dropdown list.

  2. Modify the dates if needed (for example, if one supervisor will be assigned for the first half of the placement period).

  3. Enter the number of hours to be assigned to the new supervisor. Enter half of the total Placement Hours if not known (i.e. assume that the preceptors should get equal "credit" for the placement).

10: Click the green check mark image.png to save the new supervisor to the assigned list.

The Multiple Preceptors screen will now show both supervisors are assigned but a red warning indicates there are 100 more hours allocated than the course calls for. This was because we allocated 100 hours, half of the course time required, to the new supervisor, Missing Person.

There are 3 options for correcting the under- or over allocation of hours:

Option One:

  • Click the pencil icon beside the first supervisor (Jekyll Hyde)
  • Enter half or the appropriate number of hours.
  • Click the green check mark to save the changes.

Or:

Option Two:

  • Click the "Adjust Hours" icon distribute equally.png beside the first supervisor (Jekyll Hyde) and the hours will auto update to 100. If you were to click this icon beside the second supervisor (Missing Person), whose hours were already adjusted, you would receive in error message: Hours cannot be adjusted automatically because the result would be zero.

Or:

Option Three:

  • Click the button: Distribute Equally to allocate an equal number of hours to each assigned supervisor.

In the above example, clicking the "Adjust Hours" icon next to MacAlini would reduce her hours to 110, resulting in a balanced allocation of the 190 hours available: 

When the hours are balanced:

Click the Close Window button .

The Contacts tab in the Details icon will now display the supervisors' names as a text listing. The pencil or edit image.png icon will reopen the Multiple Preceptors Screen if you need to add another supervisor, or change the current line up, or adjust the hours again.

The outbox, inbox, or preview screens will change to display the Multiple Supervisors icon multiple instructor assigned.png

 

Changing Multiple Supervisors:

 

Database information must be removed in the reverse order that it was added. If we need to remove the first supervisor we entered: we need to open the Multiple Preceptors screen and remove the names that were added later - before we can remove the one we first entered. Once we are back to the original supervisor entry, we simply update that name by switching to the new name from the drop down list (or add new). We can add the other names back in if needed, using the multiple supervisors screen.

 

If you use the Student Assessment Module, and the assessments have started, please contact HSPnet support using e-mail help - at present (2021) only Physiotherapy placements use this module. Changing the supervisors/clinical instructors could result in loss of data entered on the assessment.

  • Click the pencil icon to reopen the Multiple Preceptors screen.

The garbage can icon can be used to remove any supervisor added - except the first one that was added (Jekyll Hyde in this example). Jeckylle is no longer going to be a supervisor. you unfortunately need to delete all of the others first, in this case: Missing Person, then change Jeckylle to another supervisor, then add the multiple supervisors (Missing Person) back in.

  • Click the garbage can Icon to remove: Missing Person.
  • Click: Close Window.

See below for complications that can be caused if the Student Assessment Module is being used. 

 

If the student assessment module is being used: please see the red text 2 sections above – do not attempt to do this yourself if there is an assessment underway. Only the HSPnet programmers can make these changes when an assessment is underway. If the Multiple Preceptors screen opens and there is no garbage can icon and there is a name listed under the Joint Assessment with column:

  • Click the Pencil icon.
  • Select the blank space at the top of the Joint Assessment With drop down list.
  • Click the green check mark to save the changes.
  • Click Close window. There should be a garbage can icon beside this second supervisor. Click to remove that name.

 

  • At the Supervisor/Preceptor drop down list, select another name to replace Jekyll Hyde.
  • Click the green check mark image.png to save the new name replacing Jeckylle.

  • Use the add icon to open the multiple supervisors screen again and add or re-add other supervisors back in (Missing Person).

Return to: Placement Cycle Overview for Receiving Coordinators