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Staff/Users - Staff Record - Staff File Uploads of 15 or More Records/Other Conditions


Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
Mass entry (minimum 15) of Staff information, and certain types of data update (e.g. new email addresses), can be accomplished by uploading a data file to HSPnet via the feature for encrypted uploads. This guide describes when upload of staff data is supported, and outlines the requirements for preparing a data file (extract) from your organization's information system for upload to HSPnet for processing.

Background
All internet transactions via HSPnet are secured with industry standard encryption, and this provides a secure option for uploading staff data files via HSPnet. This feature allows a Local Administrator to submit lists of Instructors or Supervisors (preceptors) for upload to the Staff database.


Supported Uses
Update of staff data via upload of a data file is appropriate for adding or updating multiple records (15 or more) in the following situations:

  • During HSPnet implementation so an educational Program or Site can populate HSPnet databases for instructors and supervisors.
  • After staff expansion, such as when large groups of instructors are employed or when staff attend a workshop for new preceptors.
    • Upload of prerequisite data to instructor profiles (Eg: First Aid Certificate, CPR) can be accommodated as a customized data upload only.


Upload File Specifications
You may need to contact your Information Systems (IS) department for instructions on generating an extract file from your staff information system. In some cases your IS department will need to generate the extract if your system does not allow you to do this on your own.

  1. File format - data files are accepted in any tabular format such as an Excel spreadsheet. Include basic fields such as Last Name, First Name, e-mail address, Phone number, and the individual's role. See below for Mandatory and optional fields.

Only one upload file can be accommodated per Department or Program at a time when uploading via the link on the Staff Maintenance screen. 

2. Correction of errors – the following corrections must be made before uploading a data file to HSPnet or the upload file will be declined:

  • Remove duplicate staff members
  • Remove leading spaces and non-text characters - e.g. _Smith or Jones*
  • Formatting inconsistencies – e.g. mixed formatting such as 604-333-3333 and (604)333-3333
  • Use of all upper case (e.g. JOHN SMITH) or all lower case (e.g. john smith)

3. Mandatory fields to be included (each in a separate column):

  • Last name
  • First name

4. Some examples of additional fields that may be included (each in a separate column):

  • Middle name
  • Home phone and/or alternate phone
  • Office phone
  • Email address – e.g. smith@123college.ca
  • Staff/employee number (to uniquely identify staff with similar names)

File Upload Instructions

  1. Access the File Upload window from the Staff Maintenance screen (filtered to a single Department) – click Upload Staff File to database
  2. Follow the instructions to locate and upload the file. Enter a comment or special instructions if needed (e.g. "please overwrite existing email addresses") to avoid delays and follow-up questions from Help Desk. 

    The Upload Staff File window requires you to specify the Department (e.g. Nursing) and Staff Role (e.g. Instructor) for each upload. 


3. Each successful upload generates an email to the HSPnet Help Desk, who will then review the file and reply via email when the upload is complete, if there are any questions, or if the request is declined. Instructions for follow-up will be sent in some situations, such as if a record could not be uploaded due to duplicate entry or other problem.


Upload files containing 15 or more staff names are appropriate for upload using the feature described above. For uploads of less than 15 staff, it is faster for you to add the new staff records individually via the Staff Maintenance screen.

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