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Student Admin - Prerequisite Tab - Entry of Certifications, CRC, OH&S, etc. on Student Profiles

Placing Agency Related Guide (PARG)


Summary:
The Student Prerequisites tab includes requirements of an educational program or of receiving sites, such as a Criminal Records Check, CPR certification, and up-to-date immunizations. The Student Prerequisites tab allows Placing Agencies to maintain this information for students within HSPnet and to track the status of student compliance with such requirements on individual student profiles. Three methods are available to input this data:

  1. Directly open the student profile and enter the information. (Option One)
  2. Enter the Information by category on the enrollment worksheet. (Option Two)
  3. Automated Student Prerequisite uploads: upload the information directly from an Excel spreadsheet. Please click the link to go to that document for more information.

While the Receiving sites cannot directly view most of the data entered into the tabs on the student profile, the Placing Agency can indicate the student has met all of the OH&S and site requirements.

  1. You can indicate OHS Requirements have been completed on the student profile (shown below in this document) which only alerts the Receiving Agencies that OH&S requirements have been met - they do not see the full details in the student profile.
  2. To enter that all other site requirements (prerequisites) have been met so that the Receiving Agencies are alerted: please see the document: Student Management: Site Requirements Met - enter Prerequisites Completed Status. Detailed Prerequisite information is used by the educational program only, it is not released to receiving sites via HSPnet.
  3. On the Enrollment Worksheet, regularly update the student list by removing those who are no longer with that cohort (e.g. they have failed courses or left the program). A student can be waived (from a specific course), or removed from a Cohort for the balance of placements in that cohort, via the Action drop down list.

Student Profile and Prerequisites (Access the student profiles)

 

Student Prerequisites are tracked in the multi-level Student profile, which can be accessed in many places throughout HSPnet:

  • In Student Maintenance:
    1. Click: Maintenance.
    2. Click: Students.
    3. Search the student name.
    4. Click the student's profile icon profile - blank.png or profile - checked.png

Student Profile and Prerequisites (Access the student profiles, continued).

    • On the Enrollment, or Assignment worksheets:
      1. Click the student name, which is a hyperlink that will open the student profile.

Student Profile and Prerequisites (Access the student profiles, continued).

  • In the Outbox:
    1. Click to open the the PR details icon. ibubble.png
    2. Select the students tab.
    3. PC's or RC's can click on the student name, which is a hyperlink that will open the student profile. RC's do not see the whole of the student profile.

 

Navigating the Student Profile

 

The Student Profile has two sections:

  1. The top section is a summary of demographic and contact information (that data is entered in the Student record and displays in the profile too);
  2. The lower section is a set of Tabs, each representing a category of information on students. The number of tabs will vary depending on the features used by the program (for example, Activity Tracker is an optional feature).

Red check marks appearing beside a tab or link indicate information has been entered in those sections (they are not blank).

 

Most tabs have several hyperlinks that represent a sub-category, such as the Home Contacts on the General tab.

Option #1 – Updating an individual Student Profile 

 

Updating Certification Prerequisites

  1. To edit the summary information at the top, click Edit image.png to update student contact information (phone/email), or to add/edit a general "Profile Comment" such as a reminder for follow-up on a missing prerequisite.
  2. To edit information in a tabbed category, use the tools provided on each screen:
  • add green.png Add a new entry (e.g. a new certification or consent form).
  • trash.png Delete an entry.
  • image.png Edit an existing entry

 

Option #1 – Updating an individual Student Profile - (continued)

 

Updating OH&S Prerequisites


  • Click the edit icon image.png to complete an online form, as in the example for Occupational Health. 
    • This will open the online form screen (shown below) where you can select from drop down lists, and choose dates.
    • Scroll to the bottom and click the green check mark image.png icon to save the data entry.

Option #2 – Review/Monitor Information already entered, or enter a specific field for all students from the Enrollment Worksheet.

 

On the Enrollment worksheet:

  1. At screen mode, select a specific field from the drop down list, such as First Aid.

The Enrollment screen provides several "view modes" that allow mass entry for multiple students at a time for the Cohort, focussing on a single prerequisite such as seasonal influenza (e.g. after several students are immunized at a flu clinic) or for entry of a batch of certification records.

 

These view modes can also be used to monitor the status of all students in the Cohort so you can check compliance and identify gaps or "exceptions".

 

Option #2 –  Review/Monitor Information already entered, or enter a specific field for all students from the Enrollment Worksheet.(Continued)

 

When a specific screen mode such as First Aid is selected, on the first aid  certification (for all students on the enrollment worksheet) is displayed. In this example we can see the two students at the top of the list have expired First Aid certificates. We may have come to this screen to perform an update or check these statuses. You can select and e-mail individual students to advise them of expired certifications and advise when you need the updated information by a certain date. (See the document Student Administrator Guide and click the link in the contents: send e-mails to students).

 

To enter data, two options are available:

  • Click the pencil icon to update a single student.
  • Click Edit All to be able to update several or all students and then save the changes all at once.

Option #2 –  Review/Monitor Information already entered, or enter a specific field for all students from the Enrollment Worksheet.(Continued)

  1. With the screen mode set on First Aid and Edit All selected, you can update information on first aid for all students and then click save all. 

 

Print Options.

  • Click: Print Profile in the Student Profile to generate a PDF report of their online profile.
  • Click: Print List on the Enrollment Worksheet to generate a summary report for the selected Cohort. This feature offers a set of individual reports (e.g. CRC status for all students) or a class list.
  • Use the Report Wizards for detailed reporting on student prerequisites, including data on exceptions or missing prerequisites. Select: Reporting/Report Menu/Report Wizards and follow the directions for building and saving a report wizard.   

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