Student Assessment Module (SAM) - Placing Agency Guide

Placing Agency Related Guide (PARG)

Summary:
This guide explains how to manage student assessments from the Enrollment Worksheet, including assessments done by the supervisor (e.g. Clinical Instructor) and/or by the student (self-assessment).

NOTE – This guide is based on the Canadian Physiotherapy Assessment of Clinical Performance (ACP) tool, which has been published in HSPnet as the "ACP2.0 template".

Terminology:

ACP: Oldest version of: Canadian Physiotherapy Assessment of Clinical Performance.
ACPext: The older version of: Canadian Physiotherapy Assessment of Clinical Performance.
ACP2.0: The current version of: Canadian Physiotherapy Assessment of Clinical Performance
SECP: Student Assessment of the Clinical Placement.

Background
The Student Assessments Module (SAM) allows you to setup an interim and/or final assessment of a student, by the student (i.e. self-assessment) and/or their placement supervisor(s). Once SAM is enabled for a program, the Placing Coordinator can setup assessments by course as needed and then distribute them to assessors on or near the placement start date. During distribution, HSPnet will automatically create a temporary user account for any supervisor who is not already using HSPnet, and will automatically reset the student's account if needed.

Prerequisites for using SAM:

An assessment template (e.g. the ACP2.0 template for physiotherapy programs) must be built by HSPnet developers.
The educational program must be enabled to use SAM, and a default assessment schedule must be setup in the course profile.
Students must have an active user account, and must login to enter their consent for the educational program to use SAM.
Students must be assigned to a confirmed placement.1. One or more supervisors must be assigned to the placement.

Step 1: Enable SAM Contact Help Desk to enable this feature for the ACP2.0 template, or to inquire about development of a new template for your program. ~~Step~~Step 2: Setup a Default Assessment Schedule in the course profile. Navigate to Setup/Lookup then Courses and open the Course Profile . View the Assessments tab and click Add to schedule a new Assessment.
a. Select an Assessor – this can be either a supervisor (e.g. Clinical Instructor) or the student (self-assessment). If the Assessor is not the student, mark the checkbox if they will be permitted to view the student's assessment after it is submitted. NOTE - this option is required in order to use the Combined View feature (see below). b. Select an assessment Type – Interim or Final c. Select an assessment Template (ACP2.0 or SECP) d. Enter the number of days to calculate when the assessment Opens – e.g. for an Interim Assessment: 0 days  opens when the placement starts -3 days  opens 3 days before the placement starts For a Final Assessment, enter the number of days after the Interim closes – in the above example the Final would open 22 days after the placement start date (1 day after the Interim closes). e. Enter the number of days to determine when the assessment Closes: Interim Assessment – enter the number of days to the midpoint or other suitable time (e.g. 21 days for 3 weeks). Be sure to allow enough time for assessments to be reviewed with the student and submitted before this deadline. Final Assessment - enter the number of days to the placement end date, plus a "housekeeping" period (e.g. 3 days) for completing and submitting the Final assessment. Final Assessment - choose who will fill out the Demographic Page Survey; either the Clinical Instructor or Student.
Repeat the above steps for each required assessment. In this example there are both Interim and Final assessments for the Clinical Instructor and the Student. The Interim assessment opens 3 days early, and the Final assessment has a 3-day housekeeping period.
Step 3: Adjust the Assessment Schedule for a Course When Courses are added to a Cohort, or when a Cohort is copied for a new intake of students, the new courses will inherit the default assessment schedule from the Course Profile in Course Maintenance. However, if you enable SAM after a Cohort is created, any pre-existing courses will not inherit the default schedule and the SAM icon will display as "No Assessments are required": To build an assessment schedule that wasn't inherited from the Course profile, or to adjust the default schedule that was inherited from Course Maintenance: Click the SAM icon to open the Student Assessments window. Click Add to schedule a new Assessment, or Edit to change the default schedule (e.g. to extend the housekeeping period due to a statutory holiday during the term) Complete steps 2.a to 2.e from above. To cancel an assessment, for example if there will be a final assessment only, click Delete . Once the schedule is setup for the course, the SAM icons will change as the assessment proceeds: Assessments are required but will open in the future Assessments are open (ready for distribution) Assessments are closed *IMPORTANT – if the SAM feature is enabled after* placement requests (PRs) have already been created, the pre-existing PRs will not inherit the assessment schedule for the course.** Contact Help Desk if you need to copy the assessment schedule from Cohort Maintenance to pre-existing PRs, or to perform a global update of PR assessment dates if the schedule has changed for all. For a full guide to creating a new course, please click the link.
Step 4: Assign Students to Placements NOTE – SAM is available for all worksheet-based placements including Group or Individual requests and for Offers from a Call for Offers. Using the normal placement request process or Call for offers if available to your school you would assign students as per usual through the Assignment Worksheet. The only difference is when the site/destination are non-users to HSPnet, meaning they can not log into HSPnet. This would be usually for a small clinic, etc. If that is the case and you have created the placement and sent it of as SENT-P. Once the destination has Accepted the placement by either email or phone, you can then Accept on behalf of the agency as they can not. You can then Confirm the placement and assign as normal.
Step 5: Assign Supervisors Change the Screen Mode to "Manage Assessments". This mode provides a list students and their confirmed placements, plus SAM icons that show the current status of each assessment. In this example the gray icon indicates that the student's assessment is not yet Distributed (visible) to them.
2. Click to open the PR Details screen and view the "Contacts" tab: 3. Select a supervisor (Clinical Instructor) from the dropdown – if the site is using HSPnet you may need to click to un-lock his field, as the Service or Destination Contact (i.e. program manager) would normally assign the supervisor. If the supervisor is not visible in the dropdown, click "(Add New …)" and complete the online form to create a new staff record at the site. 4. Once a supervisor is selected, click Save . If multiple supervisors are to be assigned, click Add to open the Multiple Supervisors window. For detailed instructions see the Supervisor Assignment - Assigning Multiple Supervisors and Preceptors 5. Click to return to the Enrollment Worksheet, which will now display or for one or multiple supervisors.
Step 6: Distribute Assessments In order to do the following the placement request must be Confirmed. You will not see the assessments tab until it is confirmed. If the assessments are ready to open per the schedule, you can distribute them. This step would normally occur after all students have a confirmed placement and at least one assigned supervisor. In the Enrollment Worksheet, select students whose assessments are ready to distribute and choose the Action to "Distribute Assessments". If successful, the assessment will display as "Distributed". In the example below, a Clinical Instructor is not yet assigned for the second student, so only the student's assessment was distributed: Once the Clinical Instructor is assigned, repeat steps F.1 and F.2 to distribute their assessment. IMPORTANT – be sure to read any warnings or status messages that are displayed after distribution, as these will alert you to missing information that may have prevented distribution – such as missing email address or if student consent is missing. Several things occur during Distribution: An automatic email is sent to supervisors and/or students, to advise that the assessments are now open. Each supervisor receives their own Assessment to complete. If the student's HSPnet account is inactive, it is reset and a new password is sent via email. If the supervisor has no user account or it's expired, their account is created or reactivated and a user ID (their email address) and password are sent via email. The SAM icon changes to and displays "Assessment is not started" when you hover on it. NOTE - You can reset a supervisor's account and send a new temporary password via email by clicking the link to Re-send password in the Contacts tab of the PR Details screen.
Step 7: Monitor and View Assessments As soon as the supervisor or student enters at least one rating in their assessment, the SAM icon will change to and display as "Assessment is underway". Each assessor's draft ratings and comments are saved automatically when they navigate to a new page, but until their assessment is submitted it will not be visible to anyone except the Placing Coordinator. If multiple supervisors are assigned, the SAM icon in the Enrollment Worksheet shows a "blended" status – for example if one supervisor's assessment is underway and the other is submitted , the icon will be red and display "Multiple assessments exist – see Details". Similarly, a red warning will appear if one or more supervisors has entered a "Significant concern" in their assessment. 2. To view the status of each supervisor's assessment, click to open the PR Details screen and view the "Contacts" tab. In the above example Fred has submitted his supervisor assessment and has entered a warning, whereas Jack's assessment is still underway. 3. Placing Coordinators and Student Administrators can view a Student or Supervisor assessment at any time by clicking the SAM icon – this will open the ACP2.0 assessment screen in a new browser window. The left navigation shows a red checkmark for sections that have any ratings entered – in this example the assessor has entered all required ratings in the first two sections only. 4. Once an assessor has completed all mandatory ratings (and red ~~checkmarks~~check marks appear next to each section) they can submit it. A prompt warns they are about to finalize and submit their assessment, thereby making it visible to the other assessors. 5. When the assessment is submitted the SAM icon will change to and display "Assessment is Submitted".
Once an assessment has been submitted that assessment is locked against further changes by the assessor. To unlock an assessment to permit further changes: click the Un-lock icon : On the Enrollment worksheet, select the screen mode: Manage Assessments. Click the green assessment icon to open and view the submitted assessment. Click to open the padlock icon located in the top left corner inside the assessment, next to ‘Status’: Submitted The ACP2.0 screen and the SAM icon will revert to to show that status is still underway.
6. If the student and all supervisors have submitted their assessment, a link to the Combined View is provided. This link is available to Placing Coordinators from the top corner of the assessment screen:
7. If an assessment closes as scheduled before it's submitted, the icon will change to and the assessment will be locked. If the assessor needs more time to complete it, the assessment period can be extended by editing in the Assessments tab of the PR Details screen. Three filters are available to help focus on assessments that need action, such as Distribution of assessments or extension of the assessment period. In this example, the filter is set to "Not distributed" and identifies two assessments needing action: One or more supervisors assigned to Marsha have changed, and the red text warns that her assessments are only partially Distributed. Mary's self-assessment is not yet distributed .
To enter an HSPnet request into another province, only two methods are available, but both use the same (Receiving Agency) quick entry screen: The Receiving agency provides the out of province placing agency with a guest access link to HSPnet, and the placing coordinator enters the request onto HSPnet in the other province, via the guest link access wizard. Receiving Coordinators who do not know how to issue a guest link access will find a reference guide in the knowledge base. Key word search: Guest Access - issuing a guest link. OR: The Receiving agency takes an application from a placing agency and creates a quick entry request on HSPnet on behalf of the out of province school. (This practice is less common now that a guest link access can be issued – a guest link is really a quick entry that the RC starts, then hands off to the PC to complete the quick entry details. The receiving agency version of quick entry is different from a placing agency quick entry: the guest user cannot access the placement request once entered, and the RC will need to identify any supervisors, etc. PC users only learn by automated e-mail whether the request was accepted or declined. See more information on the guest link feature reference guides). Important Information: There is NO TRUE GUEST ACCESS. The Guest user will only receive a PDF of the request and has no other access to update or obtain further information; the guest will only receive an automated messages indicating the request was declined or accepted. The Receiving Coordinator will need to: identify any assigned supervisory staff and contact information to the guest as well as convey any prerequisites required of the student; the student WILL NOT be able to access HSPnet.
Student Assessment Module: (PT and OT process is the same below, although the student assessment module is only used by PT as of this writing). Physiotherapy and Occupational Therapy Out of Province Students may be placed by an educational institution in your province. The placing agency should identify which school the out of province student attends as the local school should identify that to the receiving agency for affiliation agreement verification. For OT and PT where the local school places the out of province students - student consent forms must be entered in both provinces - the consent may be a copy of the same signed form but a copy of the consent form must be entered in both provinces. Schools using the Student Assessment module will need to create a duplicate of the supervisor's record in their database under Receiving Agencies + Province. This is the record that will obtain a user ID (when you distribute the assessment) in order to log into HSPnet and complete the student assessment. The supervisor in the other province needs to know they must click on the province where their student's school is located when they log into HSPnet, in order to access the Student Assessment Module for the out of province student. The steps are: Contact the RC in the other province to get a Guest access link to create the placement in that provinces database. Create the placement in your own HSPnet Cohort system as normal but the RA will be a non-user so treat it like a SENT-P placement, but using the RA/?? (?? being the province) as to where the placement will be. If that destination is not added in your HSPnet yet, do this to have it added: Lookup Feature - Request a New Site/Destination The Supervisor/CI from the other province can then be added to the placement using the ibubble contacts page. Add in the CI's email address also. Assign the student and then Accept and Confirm the placement yourself. Distribute the assessments as normal. The Student and the CI will then be emailed and they will have to log into YOUR provincial login page to be able to complete the assessments.

Things to Remember

You can customize the assessment dates for a student by clicking and changing their placement dates in the PR Details screen. For example, you can extend a placement by changing the end date, and this will automatically extend the assessment period as scheduled in the Assessment tab.
If you add or change a supervisor after assessments are distributed, you will need to use the action to "Distribute Assessments" again to deliver the assessment for the new supervisor.
Combined view is visible only when the student and all supervisors have submitted their assessment.
When multiple supervisors are assigned, one of the supervisors can submit a Joint Assessment on behalf of the others. This action copies the assessment to all supervisors and generates a notification email to the other supervisors, and the "lead" supervisor is identified in the PR Details window: