Program - Disabling and Retiring an Educational Program

Placing Agency Related Guide (PARG)

Summary:
 Placing Coordinators at the Local Administrator level can disable an educational Program by changing its status to "Non-user" of HSPnet.

If a program is discontinued or was entered in error, Help Desk can delete or "retire" the program, thereby removing it from dropdowns and preventing future use. 

Definitions

User Program – an educational program that is enabled by Help Desk to use HSPnet. PC users with access to the program are permitted to enroll students, to create placement requests, and to generate reports. A User Program must be disabled to discontinue use of HSPnet.

Non-User Program – an educational program that is entered in HSPnet for tracking purposes, but is not enabled to use the system. Receiving agencies may reference this program when using their Quick Entry Screen to track incoming requests from Non-User Programs.

Non-user programs are flagged by an asterisk*

Inactive Program – an educational program that has been deleted or retired from the Program Maintenance screen, thereby removing it from dropdowns to prevent future access by any user. Existing placement data is retained in the database, and the program can be reactivated if needed again in future. NOTE: deletion can be done by Help Desk only, and is appropriate only when a program is discontinued or was entered in error.

Instructions for Disabling a User Program

IMPORTANT: a User Program cannot be disabled until active placement and student data is addresses, by deleting or cancelling all current placement requests in the Outbox and by removing students from the upcoming courses to force expiry of consent. Disabling a program removes it from the access rights of all users in the Placing Agency, so you may wish to run of your placement data before proceeding.

1. In your Outbox, change filters to review all active placement requests (ending today or later). For large programs, it may be easier to do this on a course-by-course basis from the Cohorts screen.
2. Review each placement request and change its status as appropriate:
   a. If status is New or Sent  choose the action "Delete permanently"
   b. If status is Redir or later  choose the action "Cancel" and provide a reason
3. In Cohorts, for each cohort that has enrolled students and active courses (ending today or later), click GoTo Enrollment 

   

   to review enrolled students.

a. Select all students and choose the action "Remove from Cohort (all unassigned courses)". 
b. Click  to un-register students from the current course. For structured cohorts, this will also remove students from all other courses unless they are already assigned to a placement.

NOTE – you may first need to use the action "Undo Copy to Worksheet" for any students who were previously copied to a worksheet for assignment.

1. Once all active placements and students are addressed, you are permitted to disable the program and change its status to Non-User: 

a.  In Program Maintenance, click Edit and clear the "HSPnet User" checkbox – this will display a warning that user access and student consent will be expired.

b. Click   to continue.

IMPORTANT: Disabling a Program forces automatic expiry of all students consented to that Program, thereby preventing you from enrolling those students in other Programs unless you change their consent to a Program that is continuing. Automatic expiry cannot be undone, so if you disable a Program in error you may need to re-enter consent for affected students.

Retiring (deleting) an Educational Program

Retiring a program is appropriate if the program is discontinued, is no longer requiring placements, or was entered in error (i.e. a duplicate program). If the program is not discontinued and will continue to coordinate placements outside of HSPnet, it should be retained in HSPnet as a disabled (non-user) program, for use by Receiving Sites that wish to track manual placement requests via their Quick Entry Screen.

Program deletion in HSPnet can be achieved only if the Program status is a non-user, as described above. To request deletion of a non-user program that is discontinued or entered in error, contact Help Desk at support@hspcanada.net.

(PARG)