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Guest Access - Issuing a Guest Link

Receiving Agency Related Guide (RARG)

Summary:
This guide explains specifically how to issue a Guest Link access from the Receiving Agency Quick Entry Screen for an out of province placing agency or for a program that does not have user access to HSPnet. For a full overview of how the process works, please see the guide: Guest Access for Non-User Agencies.

Please see the bottom panel if you know you have a returning student.

Please review the guide: Interprovincial Requests if the receiving agency and placing agency are in different provincial databases.

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.

  1. Click Quick Entry (you start the Quick Entry and then hand if off to the school to complete).
  2. Select the Agency you wish to send the request to from the drop down list. Also select the Department and the program. If any of these are missing from the drop down list, contact HSPnet support to add them to the drop down list. If the requestor is in another province, the agency is going to be the placing agency for that province, which means their agency name will appear in the department field.
  3. Your agency will be selected by default
  4. Optional: Select the site, service and destination.
  5. You must enter the Placing Coordinator Last name and First name.
  6. You must enter the Placing Coordinator email address
  7. Optional: To enable the requestor to make an unlimited number of requests during the week they have the guest link access: Click the box in front of "Allow guest to request a different site."
  8. Click the link: "Send an email invitation for Guest Access." DO NOT USE the SUBMIT button at the bottom of the quick entry, as this will create a placement request, which will not issue a guest link, it will only put a placement request into your inbox.

A message with a green background will advise the guest access has been sent or an orange background message will advise you whether program is used in your province (meaning the placing agency can enter this request on their own without guest access).

 

This is not true access to HSPnet. The recipient receives a link in an e-mail message that provides them with a wizard to enter information. They cannot return to update or change the information once they click "Submit" for each request." They cannot monitor progress and only receive an email indicating an accept or a decline and the issuer will need to provide the preceptor name, etc, if needed. 

 

Returning Students:

 

If you know the guest link is being issued for a returning student, and you want to keep the student's HSPnet number the same as it was in the first placement request for IT access, etc., you need to perform the steps below, before sending the guest link (step 8 above). {It is not possible to add this information later or at any other point).

Prior to starting the quick entry/guest link: use the Person Look Up in the lookup feature  to find the student to obtain their previous HSP number for entry as below.

In the student information panel of the quick entry screen:

  1. Click to place a check mark in the Consent Obtained field. Another line of information will open directly below.
  2. Click to place a check mark in the box in front of: Enter HSPnet ID for a returning student. A text box will open directly below.
  3. Enter the students HSP number. The letters: HSP are not actually part of the number but is a prefix the system will add when this information is displayed.
  4. Best practice would be to enter the student's name, particularly if you are allowing the guest to request another destination, so that number does not end up with the wrong student. You should have a copy of the consent in the previous request. You can ask the school to re-upload the consent too, if desired. The same Consent form can be entered as it is valid for 6 years or until the student graduates from the program.

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