Guest Access - For Non-User Placing Agencies

Receiving Agency Related Guide (RARG) -

Summary:
A Receiving Coordinator can enter an entire Quick Entry request and click: submit to receive the new placement request in their inbox, or the Receiving Coordinator can start a Quick Entry request and then hand it off part way through to a non-user to complete the Quick Entry request details. While we refer to this feature as a guest access link, all it truly provides is an e-mail message to the "guest" with a link to a secure wizard that takes the information entered by the non-user so that the Quick Entry request is entered into the Receiving Coordinator's inbox where it can be managed like any other Quick Entry placement request. The recipient of the guest link access does not actually log into or see the inside of HSPnet. Placing Coordinators who may need a guest access to other provinces where they do not have user accounts will also find this process overview document helpful, as a Receiving Agency Quick Entry is different from a Placing Agency Quick Entry.

A request that is submitted by a guest can be managed like any other Placement Request created via the Quick Entry Screen:

The new Placement Request will be included with other pending requests on your Welcome screen, and can be accepted/declined or redirected to a Destination Coordinator.
If consent is uploaded by the guest or sent later via fax/email, the RC is permitted to maintain student information including demographics and the Student Profile.
If the PR is accepted, the Receiving Coordinator must confirm the placement on behalf of the guest. This is done in the inbox, with the action drop down list - select: Confirm (QES/Guests Only) and then click: submit.

Why use Guest Link vs Quick Entry?

The Receiving Agency Quick Entry is used when the Receiving Agency wishes to document or track a student placement request from a school or program at a school that does not use HSPnet in their provincial database. A Receiving Coordinator would need to obtain enough details from the non-user school to be able to complete the Quick Entry. To issue a guest link access the Receiving coordinator really only needs to select: the Placing Agency, Department, Program and then enter the Placing Coordinator's first and last name and e-mail address, and choose whether to allow multiple requests or one request, and then click a link to send the message that will enable the school to complete all of the details in the Quick Entry. The guest then enters the extra details: course name, year of enrollment, student information, start and end dates, etc. The guest will also receive an automated message from HSPnet when AccA or DecA is entered by the Receiving Coordinator, advising them of the accept or the decline of their request.

The Guest Access link is valid for 7 days. A new invitation may be issued if the guest cannot complete the entry(ies) within a week.

PLEASE DO NOT REFER GUESTS TO THE HSPnet HELP DESK FOR ANY REASON. Guest users are not eligible for support because they are not funded users of HSPnet, they are a guest of the Receiving Coordinator who invites them. HSPnet users may contact e-mail help (support@hspcanada.net ) for assistance in sending an email invitation to a non-user Placing Agency, or to report a problem on behalf of a guest if it involves the HSPnet system. Help Desk is not available to provide direct support to any guest user, or to assist with problems involving their browser, email delivery, etc. This guide is an overview of the entire process and the screens involved so that Receiving Coordinators who use the guest link can provide some direct support to their guests.

Please note: All Guest Access requests sent to a receiving agency should include the student's first and last name, email (a school issued email is recommended), and if the request is being sent to Alberta - the month and day of birth. The HSPnet Consent Form for Use and Disclosure of Student Information is included in your guest access link, as well as in our Knowledge Base when Searching “Forms”. This form should first be completed before submitting a request through an HSPnet guest access.

If a student is not willing to sign this consent form, please do not send a request and communicate directly to the receiving agency. Receiving agencies require a student name, email, (month and day of birth for Alberta), for IT provisioning and student training. The only circumstance an incomplete request should be sent to the receiving agency is when the school is unsure which student would be assigned to the placement. In that circumstance, the completed consent is then sent to the RA once the placement request is accepted, which enables the RA to enter the student name and email. Only HSPnet can add the day and month of birth for placements in Alberta if the consent form was not uploaded with full name, so if this is needed, please send us an email to assist.

Process For Receiving Coordinators and Guest Access User screens:

Process and Actions for Receiving Coordinators:

We recommend reading through this entire document first, as you may need to do some steps prior to sending a guest link access. The action items are numbered between the bullets prior to the description of the Guest User Wizard screens.

If the Placing Agency, Department and Program are not on the Quick Entry screen drop down lists, you will need to use e-mail help (HSPnet support) to request these be added.
In order to add a new non-user program for the purposes of issuing a guest link access, HSPnet support needs the information below:
1. Name of the Agency: sample: British Columbia Institute of Technology (BCIT) or if out of province, an appropriate umbrella Placing Agency: such as: Placing Agencies British Columbia.
2. Name of the Department: the department at the Post Secondary Institution that provides the program, such as Health Sciences,unless it is an out of province placing agency: then the name needed will be the post secondary institution such as: BCIT. (When we add this information, the institution name will be on the Quick Entry drop down list: Departments whenever Out of Province/Country placing agencies are selected under: Agency).
3. The name and total duration of the Program: What is the student enrolled in: BSN, PN, NP, PT, OT, etc? The program length information fills in a mandatory drop down selection that must be entered by our team in order for the system to save the program. Current drop down selections are: Variable (Times can vary for students who are completing that program due to different fast track streams), less than a year, then each year, in half year increments, to year six.
4. It is very nice (but optional) to send us the actual link to the program on the school website.

The format above creates standardized Canada-wide listings, for more accurate data. It is important on a Quick Entry/Guest Link Access to issue the correct program, as each program carries its own Statistics Canada Classification of Instructional Programs upon which HSPnet disciplines and subdisciplines are based.

When the above information has been entered so that it is on the quick entry drop down lists:
- The Receiving Coordinator selects on the Quick Entry Screen: Agency, Department, Program; for out of province placing agencies, post secondary names will be listed under the department drop down list.

In Province example:

Out of Province example:

Example of Email sent to Guest Link user:

The rest of this document shows a sample e-mail message issued by the guest link access, and the wizard that guest access users will work through to enter a placement request into HSPnet.

When the receiving coordinator clicks the link on the Quick Entry screen: Send an email invitation for Guest Access, an automated email is sent to the guest as shown in the example to the right. Please see the linked guide for step by step instructions on how to issue an actual guest access invitation: Guest Access - Issuing a Guest link.

Guest Access Wizard: Guest User's Step One:

The Guest user will receive an email with a link. In that first screen, the guest can click a link to:

Download a standard student consent form.
Download a student consent form requiring a parent or guardian signature for students under 18 years of age.
Download the consent form hand out (Identified Purposes and Handling of Personal Information and Personal Health Information in HSPnet) that explains to students what is being consented to.

Click: Next to continue/complete the placement request entry.

Guest Access Wizard: Guest User's Step Two:

The guest user needs to enter any additional contact information for the placing coordinator.

The red star indicates mandatory fields.
Course Leader or instructor may also be entered (optional).

Click: Next to continue/complete the placement request entry.

Guest Access Wizard: Guest User's Step Three:

There are two examples in the screen captures to the right; one is an individual placement and the second is a group placement.

The guest needs to enter Educational Program Information including the course name and number as well as the year of program. These are mandatory fields; in the rare case where there is no course name or number, the guest user will need to make one up!
When Group (Instructor Led) is selected at the Type of Placement drop down list, another field lets the guest enter the group size. At the time of this writing a Receiving Coordinator does not have this option via quick entry - so this step needs to be done through a guest access link only (the RC could send to themselves if there is no guest user).

Click: Next to continue/complete the placement request entry.

Individual Placement:

Instructor led Group example:

Guest Access Wizard: Guest User's Step Four:

If the Receiving Coordinator who initiated the guest access checked the box: Allow the guest to request a different site, the guest needs to select a site, service and destination from the drop down list. If the Receiving Coordinator did not check that box, the guest could only change the service or the destination.

If any of the fields: site, service, destination says: working, the system is still loading that information and the user needs to wait until the actual drop down lists appear.

Click: Next to continue/complete the placement request entry.

Guest Access Wizard: Guest User's Step Five:

The guest user needs to enter the start date and the end date.
The guest user needs to enter the total duration of the placement request in hours, or the number of shifts and shifts lengths (which will automatically calculate the total number of hours for them).
Optionally:
- the guest user can enter a reply by date.
- the guest user can click to place a check mark in the box next to specific days of the week the student would attend, or click to place a check mark in front of Various Days (students to follow schedule of the Supervisor).
- the guest user can click the box: Various Times or can enter start and end times.

Click: Next to continue/complete the placement request entry.

Guest Access Wizard: Guest User's Step Six (a):

There are two examples in the screen captures to the right; one is an individual placement and the second is a group placement.

The guest user needs to enter student information. Unless a signed consent form is uploaded, the guest user may only enter the student's initials. As of this writing, this information cannot be updated once entered, except by the HSPnet programmers. If the student's full name will be required for IT access, please ensure the guest knows they need to have the complete student information entered and that they need the student consent form (available for them to download in the first step of the wizard) signed and ready to upload when they enter the request.
To upload the consent form or a resume, the guest needs to click the link that says: click here to upload the signed consent form(s).
If they are only entering initials, they need to enter both first and last name initial before clicking: Next.

Individual Placement:

Instructor led Group: (4 students in the group in this example).

Guest Access Wizard: Guest User's Step Six (b):

There are two examples in the screen captures to the right; one is an individual placement and the second is a group placement. An option appears at this step that allows you to skip uploading the consent forms, which means you can only enter student Initials.

Although the directions say: Click here to skip the upload of signed consent forms(s) at this time – please be aware there is no other opportunity for the guest user to do this step. If student names and e-mail addresses are required for IT access - they must be entered at this stage or only the HSPnet programmers would be able to add them later.

If the link: click here to upload the signed consent form(s) is clicked, the screen expands to include two Choose File buttons. When the guest clicks the choose file button, they can select a consent or resume document from their computer to upload.
In group placements these links will appear for every student in the group and will need to be added one link at a time.

When Next is clicked, there will be a delay as the files upload. The system will display the percentage uploaded until the upload is completed. When the upload is completed the screen will advance to step 7 of the wizard.

Individual Placement:

Instructor led Group: (4 students in the group in this example).

Guest Access Wizard: Guest User's Step Seven:

Step Seven allows the guest user to enter a text comments field. The instructions advise that no personal information about the students may be included in that field.

Click: Next to continue/complete the placement request entry.

Guest Access Wizard: Guest User's Step Eight:

The Review and Submit your request screen lists all of the information entered in the previous steps. If the information needs to be edited, this is the only time the guest user can do so. They can click the button: Previous in order to go back to an earlier step to correct or add information.
If the information is correct, they can click the button: Submit.

Individual Placement:

Instructor led Group: (4 students in the group in this example).

Guest Access Wizard: Guest User's Step Nine:

If the Receiving Coordinator who initiated the guest access checked the box: Allow the guest to request a different site, the guest can click the link at the bottom of the page to begin entering another request, otherwise they can close the window.

Automated email with PDF attachment of the placement request.

The guest user will receive an e-mail message that sends them an attached PDF of the request they have submitted to you. This will be their only copy that contains the placement request reference number. They cannot monitor any information on HSPnet. They will only receive an automated e-mail message indicating whether the the placement request was accepted or declined when the Receiving Coordinator enters Accept or Decline by agency AccA or DecA (they do not receive a response when a Destination Coordinator enters Accepted or declined at the destination AccD or DecD.

It is up to the Receiving Coordinator to advise the guest user who the supervisor will be and the contact information. Non users and out of province users are not able to see the prerequisites required and will also need that information to be sent to them.

PDF attachment of the placement request.

The guest can save the PDF file to their computer for their records.