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Placing Agency Related Guide (PARG)

Summary: 
Provides instructions on how student access is activated and the various process you can do with student access. (75 minutes).

We also have a written guide in the knowledge base for Student User Accounts - For Placing Coordinators in Cohorts or using Quick Entry.

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                # &#10;                                                <span id="title-text">&#10;                            Knowledge Base : Site Instructor - Management (for Instructor-led Groups)&#10;                        </span>&#10;                    
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        Created by <span class="author"> user-b1fcb</span>, last modified by <span class="editor"> Erik Graham</span> on Aug 09, 2021
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                **Placing &amp; Receiving Agency Related Guide (PARG RARG)


Summary:** An educational program may negotiate an arrangement with a receiving site to provide a site staff member to supervise an instructor-led group ("Site Instructor"), instead of assigning a Group Instructor from the Placing Agency. Definition:- Instructor - Instructor Led groups (Group Instructor) - is assigned by the Placing Agency and is an employee of the Placing Agency, or is contracted by the Placing Agency.- Site Instructor - Instructor Led groups - is assigned by the Receiving Agency, using an employee from the Receiving Agency. The placing agency may reimburse the Receiving Agency for the site instructor's time spent supervising the students.


Background
Instructor-led Groups are a common type of placement in disciplines such as nursing and care aides. Typically, an employee or contractor of the Post Secondary educational program (Placing Agency) is assigned as Group Instructor to supervise students, and the Program maintains control over the group placement schedule.However in some jurisdictions, the Program may ask the Receiving Agency to assign a staff member to supervise the group. This arrangement may be supported by a financial reimbursement of the site's staffing costs by the school. If the site agrees to the Program's request for a Site Instructor, the Receiving or Destination Coordinator can assign a staff member to act as Site Instructor, and then gains control of the group schedule (according to the availability of the Site Instructor).This guide outlines the process of managing Site Instructors, including the respective responsibilities of Placing Coordinator (PC) and Receiving Coordinator (RC) or Destination Coordinator (DC).

 

Step 1 – Activate the Site Instructor feature (Placing Agency)

Contact HSPnet Support at support@hspcanada.net to have this setting enabled for your educational Program(s). 

Step 2 – Setup Group Placements to request a Site Instructor (Placing Agency) 

If this feature is setup for your Program, then the option to request a Site Instructor is automatically available for each instructor-led Group request, in the Groups Worksheet: 

  1.  From Cohorts, navigate to the Groups Worksheet  for the upcoming course.
  2. In the Groups Worksheet, add or edit a placement request. For detailed instructions, see the Quick Referenced Guide entitled Placement Cycle Overview for Placing Agencies.
  3. Click the checkbox to "Request a Site Instructor" if needed. This step will hide the Group Instructor dropdown, so if a decision is made later to use a Group Instructor, this checkbox must be cleared.

4. Click Save  to proceed; the Groups Worksheet will refresh to display  to signify "Site Instructor is requested". The request for a Site Instructor will now be displayed in multiple ways:

- As&nbsp;<span class="confluence-embedded-file-wrapper confluence-embedded-manual-size">![](attachments/10780948/10780949.png)</span>&nbsp;in your&nbsp;<span style="color: rgb(227, 108, 10);">**Outbox**</span>&nbsp;for the Group request, and in the&nbsp;<span style="color: rgb(227, 108, 10);">**Inbox**</span>&nbsp;of receiving site users;
    • As a Follow-up task in your Welcome screen: "xx need Site Instructor";
    • As an Action Needed task in the Welcome screen of the RC and DC.

Step 3 – Assignment of Site Instructors (Receiving Agency)
** – to be completed by the Placing Coordinator if the site is not using HSPnet

  1. If the site is NOT able to assign a Site Instructor, the RC or DC can:

    • Decline the request (with a reason of "no supervisor available"), or
    • Add a Condition in Placement Request Details  to indicate that the group can be accommodated if the Program removes the request for a Site Instructor (and assigns a Group Instructor instead).

  2. If a Site Instructor is available, the RC or DC can enter the assignment in Details, where the dropdown normally used for assinging a supervisor/preceptor will display the label of "Site Instructor".

3. Once the first assignment is saved, click Add  if multiple supervisors are needed. See the Quick Reference Guide Assigning Multiple Supervisors for detailed instructions on this feature.

4. Once a Site Instructor is assigned, the Inbox will now display to indicate "Site Instructor is assigned". Hover your mouse cursor on the icon to display the Site Instructor's name.

5. The RC and/or DC are now responsible for editing the group's schedule (in Details and in the Group Shift Schedule) to reflect availability of the Site Instructor, and if necessary to resolve scheduling conflicts with other groups on the destination. See the Quick Reference Guide entitled Group Shift Schedule for detailed instruction on this screen.

Step 4 – Monitoring Assignment of Site Instructors (Placing Agency)

  1. If the site is NOT able to assign a Site Instructor, the PC can:

    • Replace a declined request (in the Groups Worksheet) with a request to another site or destination where a Site instructor may be available; or
    • Respond to a Condition by removing the request for Site Instructor (in Groups Worksheet) and assigning a Group Instructor if available.

  2. If the site is able to assign a Site Instructor, the following will occur:

    • The Outbox and Groups Worksheet will display , and the PC can hover the mouse cursor on it to display Site Instructor name (visible only if placement status is Accepted).
    • The PC Welcome screen will display an alert in "Changes Made by Others" to indicate that a Site Instructor has been added or changed.

Step 5 – Printing Schedules and Reports (Placing and Receiving Agencies)

On printed reports that provide supervisor name, the caption for "Instructor" or "Group Instructor" will change to "Site Instructor" if one is already assigned.

If a Site Instructor is needed but not yet assigned, a capitalized alert will be provided.


Things to Remember

Placing Agencies - If the receiving site is NOT using HSPnet, then the PC must enter information on their behalf, including:

  • assignment of the Site Instructor and updating the schedule in Details  ; and
  • editing the Group Shift Schedule  based on information from the site regarding availability of their Site Instructor.
 

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