Staff/Users - Instructor/Faculty Prerequisites (FPRE)

Placing Agency Related Guide (PARG)

Summary:
Faculty Prerequisites, like Student Prerequisites, can be used to track the Receiving Agency placement requirements of staff, such as up-to-date criminal records check, CPR or other certifications, and immunizations. The FPRE module allows Placing Agencies to maintain this information for staff and contractors who serve an instructional or supervisory role for Students at receiving sites, and to track the status of compliance with such requirements. Consent forms are required before you can enter this information on a staff profile, and it is the responsibility of user agencies to obtain and document instructor consent to enter this information on HSPnet. Only Placing Coordinators are able to enter this information; instructors do not have access to enter this information themselves.

Important - In BC, for Covid reporting, only the Covid-19 Status and Covid-19 Requirement Met fields need to be filled out. All other fields are optional if you want to track your data.

You do not need to upload the consent form into HSpnet.

Step 1: Department Set up

You can check to see whether your department is set up to use Faculty Prerequisites:

Click: Maintenance / Setup/Lookup / Departments.
Click the pencil icon to open the department details.
If a check mark appears in the box next to use Faculty Prerequisites, the feature is on; if that box is not checked, the feature has not been turned on. To request it be turned on: please use the e-mail help link.

Consent forms are required before you can enter this additional information on a staff profile. (no consent is needed for basic information that may be on a door or business card such as first and last name, title, and contact information, but when you start recording personal information, such as CRC or immunizations, a consent form must be obtained from the staff member and must be entered (step 2) or the required fields will not show up on the staff profile, even when the feature is activated).

A consent form template and accompanying handout are available on the HSPnet website at https://hspcanada.net/p-s-resources/ under "Staff Consent Materials." You may request the HSPnet consent form be customized to include the name and/or logo of your educational program.

Locate the staff profiles:

If you are unfamiliar with the staff database, you may want to see the document: Staff/Users - Staff Record - Search For Staff.

You must have exact spelling if you enter an entire name.
Consider only entering C for a search when looking for a name that starts with C, or Ca to limit the search.
When you find who you are looking for, you may need to select their department in order to see the record, profile and user key icons, as these display only when a specific department is displayed (not all). (The name of the department should be listed under the department column, and if there is a triangular icon beside the name, you can click it to filter to that department (or use the drop down list at the top of the Staff & User Maintenance screen).
The information you will need to update is located when you click the profile icon to open the staff profile.

Step 2: Documenting Consent / Notification

Faculty pre-requisites will not appear on a staff profile for any staff record that does not include the role of instructor. We (the following link goes to another document) do not recommend combining PC and Instructor in a single record when there are user accounts, however if there is no user account, this combination will permit the entry of faculty prerequisites in the staff role(where the PC role alone, will not).

Documenting the consent/notification process is mandatory for each employed/contracted instructor before entering their FPRE data. Click the Forms & Consent area of their Staff Profile. That the individual's consent has been obtained must be checked Yes in order to enter this information in HSPnet.

You do not need to upload the consent form into HSPnet

If you don't know how to search the staff and user database for individual staff members, please see the document: Staff/Users - Staff Record - Search For Staff.

Process:

Open the staff profile icon and select the Prerequisites tab.
Click the pencil icon beside HSPnet Faculty Prerequisites.
Click to place a check mark beside the Received box and enter the date received.
Save the changes with the green check mark.

Documents may be uploaded to the lower portion of this tab under Other Forms.

You can upload the staff's signed Consent to release personal information. This is not mandatory (you can use a different tracking system) however this is available to keep track of the information for you on each individual staff profile.
You can upload other forms here - for example you can record the dates of immunization for Covid-19 in Occupational Health and Safety, but if you need a documentation form also, you can upload it here.

Step 3: Review Expanded Staff Profile

When Faculty/Instructor consent is entered, the FPRE screens become visible on the staff profile.
The Staff Profile is organized in tabs, and sublinks under the tabs.

In the example to the right, we are viewing the General tab. The General tab now includes a sublink for Portfolio. In the example pictured directly above, we are on the site Prerequisites tab, which has expanded to include links similar to those found on a student profile where this information may be tracked:

Forms and consent
Certifications
Safety & Security
Infection Control
Occupational Health
Site Prerequisites

Step 4: Updating Categories/Sub links:

Click the Prerequisites tab.
Click a sub link for one of the categories, such as Certifications.
Click the add icon to add a new certification or click the pencil icon to update a certification already entered.
Select a certification type (such as CPR) from the Certification drop down list. You can enter a certificate number, status (Active, Pending, Other - see notes). You can also enter Effective and Expiry dates if known/applicable. Click the green check mark to save the update to the record. Expired certifications or immunizations will appear in red text as in the First Aid example illustrated.
Click the add icon again to add another certification.

Each Category is organized to add or update information in various ways. Some screens, such as Occupational Health, are organized as an online form and permit the update of detailed requirements in multiple records all at once (e.g. status and dates for Hepatitis, Influenza, TB testing, etc.) or the option to update a requirements summary: check a single checkbox if all Occupational Health requirements are met (as documented by paper or in another system).

Step 5: Printing the Staff Profile

The Staff Profile offers a Print profile button that generates a PDF version of the Staff Profile including information on the status of all profile Categories.