Supervisor Role - Workflow Guide

Receiving Agency Related Guide (RARG)

Summary:

On the HSPnet system, a Supervisor is a staff member assigned to supervise a student during a clinical practice education experience. Other terms that may be used for this same position are: Preceptor, Clinical Instructor, Clinical Educator, Fieldwork Guide, or Mentor. Your role will use whichever of these names your department is set up to call them at the organization where you work; placement requests may use different terminology, depending on how the school has set up the role name in their department at the Placing Agency.

This guide explains HSPnet access for Supervisors (Preceptors and Clinical Instructors) including incoming Messages, the Inbox of placements assigned to you, and access to online profiles for destinations where students are being placed.

Background
HSPnet is a web-based system for coordinating student placements in a province It was introduced in 2003 and is now used in several provinces across Canada. Supervisors can access HSPnet in their province to monitor placements assigned to them, to communicate with site contacts, and to view or print placement details and schedules. Supervisors do not need to login to HSPnet on a daily basis – an email will be sent to you if there are new placements assigned to you.

Step 1 – First Login to HSPnet Once your user account is created, you will receive a "Welcome to HSPnet" email message with your user ID and temporary password. Visit the HSPnet website at www.hspcanada.net and click your province on the map of Canada On the login page, enter your user ID and temporary password. Follow the instructions to enter a new password and forgotten password question, and to accept the user responsibilities for Instructors as per the National HSPnet Policies. Visit the eLearning site to complete a 5-minute orientation that is mandatory for all new users. Step 2 – View your Welcome Screen When you login again after completing the eLearning orientation, you will be greeted by your Welcome screen that is organized by tabs. It also offers these links: Online Help – a link to Quick Reference Guides and training videos. Email Help – launches a new email to HSPnet Help Desk from your regular email system, with a subject that allows us to identify you and the screen you are using. Change Password – allows you to change your password (before the 90-day expiry period). Forgotten Password Question – allows you to change the question to be answered when requesting a new password.
Step 3 - Review Your Messages Your Messages tab has two sections: Quick Reference Guides – links to this document for ongoing reference. Recent Changes by Others – a list of updates and alerts from educational programs including changes to placement dates or destinations, or recent cancellation of a placement. This section provides a "time period" filter to show past alerts that you may want to review again. The default view after login is "Since Last Login Date", which displays all changes made since your last HSPnet session. If you need a reminder of previous changes, change the filter to "past week" or "past month" to review older updates.
Step 4 - Monitor Requests in your Inbox After login each day, your Inbox is filtered the time period or Term of "Today". The time period of "Today" will display all placements that are active now, even if they started before today, and for the next four months. Other options include the three academic terms (Winter, Spring/Summer, or Fall) plus "Past Term".
This inbox shows two preceptorship requests: one that is Accepted by the site but not yet confirmed by the school; the second request is Confirmed. a) We encourage you to explore features of your Inbox: Hover your cursor over a Comment icon to view non-urgent messages – e.g. "Students will be on reading break Feb 9-15". Hover your cursor over an Alert icon to view urgent messages such as "Please call Course Leader for more information". Click on the Document Upload icon to view attached documents specific to a placement, such as a projecct description or schedule of rotations. Click on the Shift Schedule icon to view a detailed calendar showing each shift if specified. Hover your cursor on the Contact Information icon to view phone and fax number. Note: a gray phone icon indicates that no phone number is entered. Click the Email icon to launch a new email message to a contact, to be sent from your local email system. The Reference # of the placement request will be included in the email subject for their reference.
b) To view more information about a request, click to view the Placement Request Details screen. This screen allows you to communicate with contacts at the educational program and your site:
c) Click the Course link, e.g. LPN11455G, to view the online course profile including document uploads such as evaluation forms.
Step 5 – Review Destination Profiles A list of the destinations where students are assigned are displayed in the "My Destinations" tab. Click the destination link (e.g. 4 North) to open the Destination Profile. Explore the full profile including uploaded Documents, contacts in each discipline, staffing profile, and more.