Placement Cycle Overview - Receiving Agencies

Routine Placement Request coordination for Receiving Coordinators on HSPnet:

Step 1 – Login to HSPnet

1. Click the link provided in the body of the HSPnet email about new pending requests, or visit www.hspcanada.net from your browser; on the map of Canada, click your province to view the login page and local HSPnet News.
2. Enter your User ID (usually first initial + last name) and your password.

If you forget your password, please use the Help with Forgotten Password link to reset your password, which will be sent to you via email to the e-mail address you have on HSPnet. A Receiving Coordinator is also the local HSPnet administrator of the system responsible for other users at your agency who may not be able to log in: so you may want to write down what your answer is to the security question and keep it in a secure location,  in case you need to use that feature. You have 4 attempts to log in before the system locks you out: you can avoid this by hitting cancel before using your last chance to log in. When you hit cancel, your attempts to log in are reset to zero so you can start over again.

Step 2 – Review Your Welcome Screen

1. On login, the Term drop down defaults to "Today" which shows all placements active today and for the coming two year period. You will need to change the Term drop down to view placement requests that fall before or after these dates. 
   

  2. Incoming placement requests that require your attention will be listed in your Inbox Summary as Pending. Click the Pending link to open the Preview: Pending Requests window.

Typical Receiving Coordinator activities before redirecting a request:

• Check there is an affiliation agreement between your organization and the placing agency program; affiliation agreements are legal contracts that spell out who pays in liability issues such as the student being injured on the practicum, or the student administering the wrong medication.

• Check the destination profile against the placement request details on the Program/Course tab and Placement Information:

  • Is that type of student considered on that unit? If the profile indicates that type of student is not considered at that destination, the request may be declined or changed to a destination that will consider the request; if there is no information on the destination profile you can check with the destination coordinator to see whether they would like to consider the request; if so, you can add that information to the capacity listing on the destination profile, and if the Destination Coordinator has a user account, edit their account so they can have access to review the request (you may need to add a discipline/sub-discipline to their access rights).
  • What is the maximum group size allowed? If over the maximum number: the receiving coordinator can put a condition on the request: change group size. Minimum Year of enrollment is another number that can be checked on the destination profile.
  • Are any conflict/overlap flags showing? If so you may prefer to put a condition on the request (Resolve Scheduling conflicts) and may choose not to redirect it until the conflict flag is removed. You can dismiss a request from your welcome screen for periods of time, so that you are not looking at that request every time you log in while waiting for the Placing Agency to try and meet the condition.  (When a PC creates a New Request, this may set off a conflict alert flag; the Placing Coordinator that creates an alert is normally expected to resolve the conflict/placement overlap, before proceeding to the next step. It is mentioned here because the Receiving Coordinator may see a conflict alert, even though the placement request has not been sent that is causing the alert flag - conflict flags will appear on the new and previous request that overlap; the previous request may already be accepted).
    

Step 3 – Redirect Placement Requests

Redirect to another HSPnet user (Destination Coordinator) (see the next six boxes below for redirecting to a non user).

1. In the Preview Pending screen, click to place a check mark in the box to select the placement requests you want to redirect or select all.  There is a print list button in the upper left, if would like a hard copy.
2. From the Action drop down list, select: Redirect to Destination.
3. Click: Submit.
   

The request is now redirected to the destination coordinator who will see the request as Pending when they log in. 

If the Destination Coordinator has an active HSPnet user ID but has not logged in recently, they will receive an automated email message notifying them of Pending placement requests (message is repeated every 7 days unless they login). The Destination then performs the next steps on HSPnet: they can then Accept the request on behalf of the destination (status changes to AccD) and assign a student supervisor/preceptor if required, or Decline the request at the destination level, (DecD) after entry of a reason.

Best Practice:

Monitor the status of the redirected request: did the request status update to Redirect as planned, or has it changed to Redirect-P when you have an active destination coordinator who should have received it?

Destination Coordinator access times out for security reasons if they have not logged in during the past 180 days.  You may need to re-enable the Destination Coordinator user account, or adjust the Destination Coordinators' access rights to be able to view the request. For more assistance, when on the staff & User maintenance screen, click Online Help.

Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them).

Using the "Redirect" action, even for non-user Destination Coordinators, will:

A new window will open: Options for this Action. This window allows you to select delivery options for sending the requests to the non-user DC:

Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (continued 2 of 6).

Your Welcome screen will refresh to display: 

(You can also access the report/print queue by clicking the Reporting link, and then the Queue link in the left navigation - this takes you to the same screen (your print queue) as clicking the link: to be delivered would, but the reports may not be ready yet - if you went to the queue before the link appeared on your welcome screen. In the print queue, the redirected placement request is listed as a report to be delivered. If the report is not ready yet: the report queue does not refresh when the PDF is ready. You need to keep clicking the refresh button until the report is showing as ready. This can take up to two minutes).

Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (Continued 3 of 6).

In your Report Queue:

Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them).. (Continued 4 of 6).

Option A (generally used for sending multiple reports at the same time to the same destination coordinator - or see Option B below).

1. Click to place a check mark in the box(es) to select the report (or click: select all).
2. At the action drop down box select:Email Reports to Default Recipient.(At this stage of the placement cycle, the default recipient is the Destination Coordinator).
3. Click: Submit. The Send an Email window will open. 

Option A: for sending multiple request to the same destination. All non user destination coordinators must be entered on the service maintenance page with a valid e-mail address for the default selection to work.

Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (Continued 5 of 6).

or: Option B  (generally for sending one report at a time. This may be a better strategy for tracking responses sent out by email as you can list an individual reference number in the subject line that will still be in the subject line if they reply to your original email when accepting or declining or advising you who the supervisors will be for each request).

Option B: for Sending Requests one at time: Click the envelope icon only.

Step 3 – Redirect Placement Requests to a Destination Coordinator who is not using HSPnet. (no HSPnet user ID has been issued to them). (Continued 6 of 6).

The Send an Email window will:

• Automatically insert the email address of the DC (or RC/Service Contact) if their contact information is entered in HSPnet;
• Allow you to enter one or more "Other" addresses or "CC" recipients;
• Allow you to enter a Subject and custom message (both are mandatory);
• Automatically attach the PDF of the HSPnet request placement request form;
• Allow you to upload and attach your own local documents, such as a policy document or evaluation form;
• Send a copy of the message and attachment(s) to your regular email account for your records;
• Mark the report in your Report Queue as "Delivered" to help you to track delivery of all Redir-P requests.
• Allow you to select any e-mail message scripts you have created and stored on your staff profile. Click here to learn about storing email messages scripts that you can send over and over.

Once the Receiving Coordinator has sent the request to a destination coordinator, the Receiving Coordinator needs to await a response. Your organization may provide guidelines as to how long to wait before following up further.

1. After you enter a subject, a message, and selected who to copy, etc, click the button: Send Email. A green background pop-up message will indicate the e-mail was sent.
2. Click: Close Window.

Once sent, a small check mark will indicate you have sent the report from HSPnet, including the date and time it was sent.

• There are small variations in the way the Send An e-mail message will look when using option A and sending more than one Placement Request at a time:
  • the to field will be greyed out and addressed to default recipient (the Destination Coordinator).
  • You will need to fill in the subject line (there is also a check box if you want to include Placement Request numbers); using the envelope icon adds the reference number into the subject line automatically.

More about the Report/Print Queue:

• In the Current View section at the top of the screen you can filter which reports you would like to display: there is a drop down called: report type; you can filter by user if there is more than one Receiving Coordinator; click to uncheck a box if you wish to exclude viewing any of: Submitted, Read, Viewed, Delivered Reports and Details.
• You can retain the message if you want to keep the record at least for this term, showing when you sent it (others may prefer to use only their e-mail record, or both). You can also use the trash can icon to simply delete the report once sent; HSPnet will delete these reports automatically some time after the placement period for this request is over. 
• The Action drop also has options when you select reports such as "Mark as undelivered."

Step 4 – Accept the Placement Request at the Agency Level: AccA

To enter: Accept by Agency any requests already accepted (AccD) by Destination Coordinators with an HSPnet user account:

When a Destination Coordinator with an HSPnet user ID replies on HSPnet, your Welcome screen will display the link: x AccD to be AccA under the Action Needed Column. 

It is the responsibility of the Receiving Coordinator to Accept (AccA) or Decline (DecA) on behalf of the Agency. Placing Coordinators can not see DecD or AccD as this is internal information at your agency: the placing coordinator can only see the response from the Receiving Coordinator. Please keep this up to date or Placing Coordinators will be calling to enquire why they can't see the accepted request the destination coordinator said had been accepted.

Step 4 – Accept the Placement Request at the Agency Level: AccA - Accept by Agency any requests already accepted (AccD) by Destination Coordinators with an HSPnet user account (continued).

2. Click Select all, or click to place check marks in the boxes in order to select specific placements.

3. At the Action Drop down box: select: Accept by Agency. 

4. Click: Submit.

You do not need to enter on whose behalf this was done, as the electronic signature of the destination coordinator already identifies this information on the history tab of the placement request, and enters their reason if it is a decline; if an RC also enters a reason it complicates reports by duplicating what the DC has already entered; or may result in having two different reasons entered if the RC didn't view what the DC entered as a reason for decline.

On the other hand, you must complete this information when entering on behalf of a non user.

Step 4 – Accept the Placement Request at the Agency Level: AccA

Accept/Decline on Behalf of  Destination Coordinators who do not have an HSPnet user ID:

Step 5 – Assign Preceptors/Supervisors for Destination Coordinators with no HSPnet user ID:

Destination Coordinators who have an HSPnet user ID and respond to placement requests on HSPnet, normally add their own student supervisor (preceptor )assignments to placement requests on HSPnet.

For Destination Coordinators with no HSPnet user ID, you will need to assign the preceptor names for them.

If the preceptor you want is not listed, you can add that individual to the Staff database in Staff & User Maintenance, or:

For a completely illustrated guide with more detailed steps, please see the document: Supervisor - add new on drop down list.

When one preceptor has been added, if you need to add a second or third staff supervisor/preceptor, open the details icon of the placement request and select the contacts tab. Click the new add icon that follows the name. For more detailed instructions see the document: Adding Multiple Supervisors.

Step 6 – Reporting: working reports.

Your organization may require you to furnish reports:

All of the above are available in the report wizard: Security Access Listing. Click the Report Wizard link to learn more about setting up report wizards.

Step 6 - Reporting: working reports for Receiving Coordinators on behalf of Destination Coordinators that do not have HSPnet user ID's.

You can print PDF requests of upcoming placement schedules by destination.

Print Destination Placement Schedules:

Step 6 – Reporting: formal reports.

The report wizards can be built to deliver the raw data from HSPnet into columns. The most commonly used is called the Activity Report Wizard. Once built, the reports can be saved, and then edited to change the reporting dates and report name (Eg: Period One, Period Two, etc). Please see the guide and videos accessed by the Report Wizard link.

Most of our guides show how to work the wizards; you may also wish to view the video: Using HSPnet Data for Managing Practice Education (Receiving Agencies), which provides some reasons and guidelines for creating and using the information these reports can created.

Obtaining Help:

On the left navigation of your screen: Click: Help/Support:

Five areas of support are available through the links::

1. The HSPnet Knowledge base. Use keywords to search. This library contains how to documents on almost every topic in HSPnet.

2. Glossaries: These include definitions of:

   • Changes made by others (the display on your welcome screen).
   • Disciplines and subdisciplines used in HSPnet.
   • Placement Request Types.
   • PR report templates: Describes the difference between PR Forms, PR Forms (expanded), PR Letter, Schedule, etc.
   • Reasons for cancellation or decline.
   • Services (offered by the receiving sites).
   • Site Types
   • User Roles
   • Icon Glossary

3. Online Help: click this screen when you need help with whatever screen you are on. For instance, if you are on the Staff & User Maintenance Page, when you click online help the help screen for that screen will open. It will contain links to documents that describe how to do whatever it is you wish to do: create a staff record (no user ID), or create a user ID, or re-enable a user ID or inactivate a record or user account no longer needed, etc.

4. Email Help: click to launch a ticket to HSPnet support desk. Each time you click that link a brand new ticket is created, so please respond directly to the responses you receive once you create a ticket (to keep information pertinent to that ticket in the same e-mail chain) and use the link whenever you need to create a new ticket on a new topic. HSPnet will respond within 4 business hours to any new tickets.

5. Support Info: A link back to the public section of HSPnet where you can locate:

   • Privacy and Security Information.
   • Forms and Documents.

Layout of an HSPnet Placement Request.

Placement Request: Contacts Tab:

Placement Request: Program/Course Tab:

• Identifies the Program: in this case BSN, Bachelor of Science in Nursing.
• Discipline and Sub-discipline: This is important for a Receiving Coordinator who issues user accounts to destination coordinators. A destination coordinates this program must have the sub-discipline in their discipline access rights. The disciplines and sub-discipline a unit will consider for student placement should also be identified on the destination profile capacity tab.
• This tab also identifies the course name and the student's year of enrollment; and the name of the cohort (or quick entries start with the letter Q).
• Other information includes the Placement Request type (see the glossaries for a description of all course types). In this example we have an instructor led group, but on the next tab (or in the information above) we can see only one student will be coming to the destination at any one time.
• This tab also indicates the duration of the course placement: 150 hours.

Placement Request: Students Tab:

• By default, student names are not revealed until after the placement is confirmed; the concept is that student practice education experiences are decided based on availability of resources, not on who the student is. There are exceptions to this: some professions such as Social Work, Psychology and Recreation Therapy interview students prior to accepting them; some placements are done at work and those names may be released in advance. When you issue a guest link access, you need to know if the placement will be for a returning student if you need to enter the student HSPnet ID in order for a guest link entered student to retain the same HSPnet ID.
• This tab shows us there is a group size of 3 students: three different students will attend from the group over the duration of the placement, but only one student will be on the unit at a time (Destination group size).

Placement Request: Placement Information Tab:

The Placement Information Tab identifies the Agency, Site, Service and Destination (the four components required for a placement request).

Receiving Coordinators with multiple sites have the ability to move a placement request by changing the drop down selections and saving the changes with the green check mark.

Destination Coordinators may also make these changes if they have access to more than one destination.

By Contrast, once the request has been sent, a Placing Coordinator cannot update the site, service or destination. An RC or DC may move a request if they know they have a different destination where the placement would be accepted.

Caution should be used in busy jurisdictions as placing agencies may have already resolved overlapping requests before sending their requests. Changes in destination may be more common when accommodating an individual placement request (one student with one supervisor).

Other information on this tab include a field for a reply by date; start and end dates for this request; days of the week may be checked indicating the days the students would be present: Thursday is denoted as R and Sunday as U. For individual placements it is more likely the boxes and Various and Various times will be checked, indicating the student will be on shift when their supervisor is on shift.  If shift codes are in use, they are as simple to read as you may think: D8 would be days, 8 hours, whereas E12 would be evenings, 12 hours. There is also a field to indicate the total duration of the placement in hours, which may also be indicated in shifts and shift lengths.

Placement Request: Comments Tab:

Information that would identify a student MUST not be entered on this tab as that is a considered a breach of student confidentiality. 

Placement Request: Documents Tab:

The Placing Agency or the Receiving Agency can upload documents to this tab. The Placing agency may upload something unique to the placement request, such as a project the student would like to undertake. The Receiving Agency may upload something there like a preceptor schedule.

Placement Request: History Tab:

The history of a request is read from the bottom up. Hovering your cursor over the initials under the column by shows the full name of who made the change (and when). The status column is always filled in, so when it is the same as the entry below it, look at the comments to see what has changed.

Additional Links of interest:

• Create a staff record (no user ID)
• Create a user account (from a staff record).
• Receiving Coordinator orientation to Agency Data Structure on HSPnet.