Placement Cycle Overview - Receiving Agencies
Receiving Agency Related Guide (RARG)
Summary:
This guide provides instructions on the key elements for monitoring and responding to incoming requests from Placing Agencies.
Contents:
- Terms on HSPnet
- Placement Request Cycle
- CFO Request cycle
- Routine Placement Request overview (arranged into major steps with step by step guides under each major step):
- Log In
- Review your Welcome Screen and placement requests
- Redirect Requests to users and non-users; the send an email feature
- Accept Requests at the Agency Level
- Assign Supervisors
- Working Reports:
- For student access (Security Access Listing Report)
- Working Reports for Destinations with no HSPnet user
- Formal Reports
Background
Receiving Coordinators (RC) are responsible for responding directly to incoming placement requests, or for redirecting requests to a Destination Coordinator (DC) for their consideration. If the Destination Coordinator is not using HSPnet, the Receiving Coordinator must enter a response on behalf of the destination coordinator. If the Destination Coordinator has an active HSPnet user account then the request will be delivered electronically to the Destination Coordinator's inbox (displayed status of Redir), otherwise the redirection process will generate a PDF copy of the request (status of Redir-P) for delivery via email from your print queue.
Receiving Coordinators do not need to log into HSPnet on a daily basis. If a Receiving Coordinator has not logged in for 3 days, an email will be sent if there are one or more Pending requests in their HSPnet inbox awaiting response; if the RC is logging in daily the automated e-mail messages are not sent as the system assumes the RC will see new requests listed in PENDING when logging in.
Terms on HSPnet:
HSPnet has three stock terms:
You can filter your view on HSPnet by terms; the past term, custom settings or the default: Today - from today a 2 year period into the future.
Placing Agency Programs may also create custom terms for certain courses: for example when a Technologist/Rad Tech student (Radiology Tech student) student is placed in a final practicum, the duration exceeds a single term (almost six months in duration), so they may combine two terms; this allows flexibility for placing agencies to work outside the stock terms, however most programs remain within those stock terms.
Many provinces have provincial release dates. Receiving Coordinators will therefore often find there are 3 peak periods of activity per year on the provincial release dates; however, they can also expect constant activity, as placement requests are declined elsewhere, placing agencies will respond by sending out new placement requests to other receiving agencies, or other destinations within a receiving agency to compensate for any declined requests. |
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Basic Overview of a single student placement request from creation to a final status: (Standard system).
The adjacent diagram is colour coded to show which actions are the responsibility of each role. Placing Coordinator actions are blue; Receiving Coordinator actions are Orange; Destination Coordinator actions are light grey.
Confirmed, Declined, or Cancelled are all normally considered a final status for a placement request. Final status can also be revisited/updated if the circumstances change. |
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Basic Overview of a single Call For Offer: (alternate system often used by programs such as Physiotherapy).
Call for Offers is an alternate form of student placement process. The CFO looks like a placement request but behaves differently. Major differences between the above standard process and the CFO process are highlighted in red below. A CFO is a template outlining a basic call for offers to take a student; it cannot be accepted - specific offers must be made from a CFO.
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Routine Placement Request coordination for Receiving Coordinators on HSPnet: Step 1 – Login to HSPnet
If you forget your password, please use the Help with Forgotten Password link to reset your password, which will be sent to you via email to the e-mail address you have on HSPnet. A Receiving Coordinator is also the local HSPnet administrator of the system responsible for other users at your agency who may not be able to log in: so you may want to write down what your answer is to the security question and keep it in a secure location, in case you need to use that feature. You have 4 attempts to log in before the system locks you out: you can avoid this by hitting cancel before using your last chance to log in. When you hit cancel, your attempts to log in are reset to zero so you can start over again. |
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Step 2 – Review Your Welcome Screen
2. Incoming placement requests that require your attention will be listed in your Inbox Summary as Pending. Click the Pending link to open the Preview: Pending Requests window. Typical Receiving Coordinator activities before redirecting a request:
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Step 3 – Redirect Placement Requests
Redirect to another HSPnet user (Destination Coordinator) (see the next six boxes below for redirecting to a non user).
The request is now redirected to the destination coordinator who will see the request as Pending when they log in. If the Destination Coordinator has an active HSPnet user ID but has not logged in recently, they will receive an automated email message notifying them of Pending placement requests (message is repeated every 7 days unless they login). The Destination then performs the next steps on HSPnet: they can then Accept the request on behalf of the destination (status changes to AccD) and assign a student supervisor/preceptor if required, or Decline the request at the destination level, (DecD) after entry of a reason.
Best Practice: Monitor the status of the redirected request: did the request status update to Redirect as planned, or has it changed to Redirect-P when you have an active destination coordinator who should have received it?
Destination Coordinator access times out for security reasons if they have not logged in during the past 180 days. You may need to re-enable the Destination Coordinator user account, or adjust the Destination Coordinators' access rights to be able to view the request. For more assistance, when on the staff & User maintenance screen, click Online Help. |
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Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them).
Using the "Redirect" action, even for non-user Destination Coordinators, will:
A new window will open: Options for this Action. This window allows you to select delivery options for sending the requests to the non-user DC:
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Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (continued 2 of 6).
Your Welcome screen will refresh to display:
(You can also access the report/print queue by clicking the Reporting link, and then the Queue link in the left navigation - this takes you to the same screen (your print queue) as clicking the link: to be delivered would, but the reports may not be ready yet - if you went to the queue before the link appeared on your welcome screen. In the print queue, the redirected placement request is listed as a report to be delivered. If the report is not ready yet: the report queue does not refresh when the PDF is ready. You need to keep clicking the refresh button until the report is showing as ready. This can take up to two minutes). |
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Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (Continued 3 of 6). In your Report Queue:
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Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them).. (Continued 4 of 6).
Option A (generally used for sending multiple reports at the same time to the same destination coordinator - or see Option B below).
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Option A: for sending multiple request to the same destination. All non user destination coordinators must be entered on the service maintenance page with a valid e-mail address for the default selection to work.
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Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (Continued 5 of 6).
or: Option B (generally for sending one report at a time. This may be a better strategy for tracking responses sent out by email as you can list an individual reference number in the subject line that will still be in the subject line if they reply to your original email when accepting or declining or advising you who the supervisors will be for each request). |
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Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (Continued 6 of 6).
The Send an Email window will:
Once the Receiving Coordinator has sent the request to a destination coordinator, the Receiving Coordinator needs to await a response. Your organization may provide guidelines as to how long to wait before following up further.
Once sent, a small check mark will indicate you have sent the report from HSPnet, including the date and time it was sent.
More about the Report/Print Queue:
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Step 4 – Accept the Placement Request at the Agency Level: AccA
To enter: Accept by Agency any requests already accepted (AccD) by Destination Coordinators with an HSPnet user account:
When a Destination Coordinator with an HSPnet user ID replies on HSPnet, your Welcome screen will display the link: x AccD to be AccA under the Action Needed Column.
It is the responsibility of the Receiving Coordinator to Accept (AccA) or Decline (DecA) on behalf of the Agency. Placing Coordinators can not see DecD or AccD as this is internal information at your agency: the placing coordinator can only see the response from the Receiving Coordinator. Please keep this up to date or Placing Coordinators will be calling to enquire why they can't see the accepted request the destination coordinator said had been accepted.
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Step 4 – Accept the Placement Request at the Agency Level: AccA - Accept by Agency any requests already accepted (AccD) by Destination Coordinators with an HSPnet user account (continued).
2. Click Select all, or click to place check marks in the boxes in order to select specific placements. 3. At the Action Drop down box: select: Accept by Agency. 4. Click: Submit.
You do not need to enter on whose behalf this was done, as the electronic signature of the destination coordinator already identifies this information on the history tab of the placement request, and enters their reason if it is a decline; if an RC also enters a reason it complicates reports by duplicating what the DC has already entered; or may result in having two different reasons entered if the RC didn't view what the DC entered as a reason for decline.
On the other hand, you must complete this information when entering on behalf of a non user. |
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Step 4 – Accept the Placement Request at the Agency Level: AccA
Accept/Decline on Behalf of Destination Coordinators who do not have an HSPnet user ID:
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Step 5 – Assign Preceptors/Supervisors for Destination Coordinators with no HSPnet user ID:
Destination Coordinators who have an HSPnet user ID and respond to placement requests on HSPnet, normally add their own student supervisor (preceptor )assignments to placement requests on HSPnet.
For Destination Coordinators with no HSPnet user ID, you will need to assign the preceptor names for them.
If the preceptor you want is not listed, you can add that individual to the Staff database in Staff & User Maintenance, or:
For a completely illustrated guide with more detailed steps, please see the document: Supervisor - add new on drop down list.
When one preceptor has been added, if you need to add a second or third staff supervisor/preceptor, open the details icon of the placement request and select the contacts tab. Click the new add |
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Step 6 – Reporting: working reports.
Your organization may require you to furnish reports:
All of the above are available in the report wizard: Security Access Listing. Click the Report Wizard link to learn more about setting up report wizards. |
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Step 6 - Reporting: working reports for Receiving Coordinators on behalf of Destination Coordinators that do not have HSPnet user ID's.
You can print PDF requests of upcoming placement schedules by destination.
Print Destination Placement Schedules:
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Step 6 – Reporting: formal reports.
The report wizards can be built to deliver the raw data from HSPnet into columns. The most commonly used is called the Activity Report Wizard. Once built, the reports can be saved, and then edited to change the reporting dates and report name (Eg: Period One, Period Two, etc). Please see the guide and videos accessed by the Report Wizard link.
Most of our guides show how to work the wizards; you may also wish to view the video: Using HSPnet Data for Managing Practice Education (Receiving Agencies), which provides some reasons and guidelines for creating and using the information these reports can created. |
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Obtaining Help:
On the left navigation of your screen: Click: Help/Support: Five areas of support are available through the links::
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Layout of an HSPnet Placement Request.
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Placement Request: Contacts Tab:
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Placement Request: Program/Course Tab:
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Placement Request: Students Tab:
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Placement Request: Placement Information Tab:
The Placement Information Tab identifies the Agency, Site, Service and Destination (the four components required for a placement request).
Receiving Coordinators with multiple sites have the ability to move a placement request by changing the drop down selections and saving the changes with the green check mark.
Destination Coordinators may also make these changes if they have access to more than one destination.
By Contrast, once the request has been sent, a Placing Coordinator cannot update the site, service or destination. An RC or DC may move a request if they know they have a different destination where the placement would be accepted.
Caution should be used in busy jurisdictions as placing agencies may have already resolved overlapping requests before sending their requests. Changes in destination may be more common when accommodating an individual placement request (one student with one supervisor).
Other information on this tab include a field for a reply by date; start and end dates for this request; days of the week may be checked indicating the days the students would be present: Thursday is denoted as R and Sunday as U. For individual placements it is more likely the boxes and Various and Various times will be checked, indicating the student will be on shift when their supervisor is on shift. If shift codes are in use, they are as simple to read as you may think: D8 would be days, 8 hours, whereas E12 would be evenings, 12 hours. There is also a field to indicate the total duration of the placement in hours, which may also be indicated in shifts and shift lengths. |
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Placement Request: Comments Tab:
Information that would identify a student MUST not be entered on this tab as that is a considered a breach of student confidentiality.
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Placement Request: Documents Tab:
The Placing Agency or the Receiving Agency can upload documents to this tab. The Placing agency may upload something unique to the placement request, such as a project the student would like to undertake. The Receiving Agency may upload something there like a preceptor schedule. |
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Placement Request: History Tab:
The history of a request is read from the bottom up. Hovering your cursor over the initials under the column by shows the full name of who made the change (and when). The status column is always filled in, so when it is the same as the entry below it, look at the comments to see what has changed. |
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Additional Links of interest:
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