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Placement Requests - Tracking Partially Cancelled, Postponed, and Suspended Placements

Placing and Receiving Agency Related Guide (RARG RARG)

Summary:
How to indicate changes to placements due to emergencies and update dates and duration.

Webinar:  Special Webinar for PCs and RCs - New Enhancement Demo: Postponed, Suspended & Partially-Cancelled Placements

Background 

  • Placement requests may be terminated early if a student withdraws, is injured or there is an on site hazard event, etc.
  • Placement requests may be postponed or suspended due to emergency closures
  • Dates and schedule for placements can be updated to reflect actual or future presence on site
  • A label may be assigned to placements changed in this manner for tracking in the Inbox or Outbox
  • A report is available to track detailed information on changed placement requests in the Outbox or Inbox.

Definitions

  • A Partially Cancelled placement is previously confirmed and currently underway, but need to be terminated earlier than the previously set schedule. The end date is changed to reflect the actual days of placement which did occur.
  • A Postponed placement is previously coordinated for a future date, but will not be able to go ahead on those dates. The start date (and potentially end date) is changed to reflect the actual days when the placement will occur.
  • A Suspended placement is previously coordinated for a future date, but may not be able to occur on those dates. The dates are not changed in the expectation that the placement will still occur. Once the situation causing the suspension is resolved, the status of the placement will be updated, for example by changing the start date to  reflect the actual time when students return to the site on the previously coordinated schedule

Partial Cancellation

  1. Locate the placements in the Outbox
  2. Select the current (ongoing) placements which have to be terminated early
  3. Select the Postpone, partially cancel, or suspend placement action
  4. Enter the new End Date for the placements
  5. If a Shift Schedule is defined for the placement (typically for instructor-led groups), the duration hours will automatically be updated based on the shift schedule and new end date. For placements where no schedule is defined (no days of the week are entered on the schedule, or Various Days is selected), the hours will not be automatically updated. In this case, clear the Update duration hours from Shift Schedule box and enter the new duration hours
  6. Ensure the PARTCANC report tag is enabled, and enable additional tags if desired
  7. Select the reason for the partial cancellation of the placement, and enter notes if desired
  8. Click Submit
  9. If any placements are not updated with respect to hours (due to no schedule being entered, e.g. for preceptorships), a warning message will indicate the affected placements. Ensure to update these placements manually in the Placement Request Details screen, in the Placement Information tab, to reflect the actual number of hours completed

Postponement

  1. Locate the placements in the Outbox
  2. Select the current or future placements which have to be postponed
  3. Select the Postpone, partially cancel, or suspend placement action
  4. Enter the new Start Date for the placements, and a new End Date if desired
  5. If a Shift Schedule is defined for the placement (typically for instructor-led groups), the duration hours will automatically be updated based on the shift schedule and new end date. For placements where no schedule is defined (no days of the week are entered on the schedule, or Various Days is selected), the hours will not be automatically updated. In this case, clear the Update duration hours from Shift Schedule box and enter the new duration hours
  6. Ensure the POSTPONE report tag is enabled, and enable additional tags if desired
  7. Select the reason for the postponement of the placement, and enter notes if desired
  8. Click Submit
  9. If any placements are not updated with respect to hours (due to no schedule being entered, e.g. for preceptorships), a warning message will indicate the affected placements. Ensure to update these placements manually in the Placement Request Details screen, in the Placement Information tab, to reflect the actual number of hours completed

Refer to the Postponing Placements guide for more details and considerations specific to postponement.

Suspension

  1. Locate the placements in the Outbox
  2. Select the future placements which need to be marked as suspended
  3. Select the Postpone, partially cancel, or suspend placement action
  4. Ensure the SUSPEND report tag is enabled, and enable additional tags if desired
  5. Select the reason for suspension of the placement, and enter notes if desired
  6. Click Submit

IMPORTANT: The current status of the placement in HSPnet (e.g. Confirmed) is not affected by this tag. This tool is intended to facilitate tracking the status of placements that are affected by an emergency and will require further confirmation or follow up. Once the status of the placement is clear, it must be updated, whether by cancelling, partially cancelling, postponing, or otherwise adjusting dates, schedule, and location.

Reviewing updated placements in Inbox and Outbox

Placements which have been updated and tagged are displayed in the Inbox and Outbox with the corresponding tag.

Accessing a report of changes

Please refer to the Reporting: Tracking Partially Cancelled, Postponed, or Suspended Placements guide for details.

NOTE: The report will include changes for all placements where the Postpone, partially cancel, or suspend placement action has been used to effect the change.




Things to Remember

  • The Postpone, partially cancel, or suspend placement action may be submitted multiple times on a placement as further changes are required, or to update the status to reflect past actual activity
  • The addition or removal of the Postpone, Partial Cancel, or Suspend tag is tracked in the history of the placement request and triggers an alert on the Welcome screen
  • A filter is available in the Inbox and Outbox to locate placements with a specific tag
  • If a placement request was cancelled for the wrong reason and you want to correct that reason (or reactivate the request)
    • Click to place a check mark in the boxes next to the placement requests you need to select. 
    • From the Action drop down menu select: Reactivate a cancelled request — select the reason cancelled in error.
    • Click: Submit.
    • A reactivated request that was already sent will appear on the RC screens as Reactivated; it can be accepted or redirected, or cancelled again with the correct reason added.

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