Getting Started - Placing Coordinator
Welcome to HSPnet! Here is some information to get you started on your journey as a Placing Coordinator (PC)
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A Placing Coordinator (PC) is a Placing Agency representative acting in the role of practicum coordinator for one or more Programs, who sends placements requests to the receiving agency and ultimately confirms accepted requests.
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In HSPnet, there are two levels of Placing Coordinator (PC) users: Regular Access (
) and Local Administrator Access(
).
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All PCs start out with Regular Access. Users with Regular Access have permission to manage the basic aspects of the Placement Cycle but are restricted in the permissions they have and functions they can perform in HSPnet (see table below).
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Users who earn Local Administrator status can access all HSPnet features and functions pertaining to the PC role.
HSPnet recommended practice requires each Department/Program to have at least one PC who has active Local Administrator access. Ideally, each Department/Program should have two PCs with active Local Administrator access, so full support can be provided to HSPnet users should one of the Local Administrators be absent.
To earn Local Administrator access, a PC must:
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Complete the PC Local Administrator Training on HSPnet.
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Pass the PC Local Administrator Quiz.
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Submit a request to HSPnet asking to be assigned Local Administrator access.
Let’s get you started!
Watch the training series and take the quiz here.
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Permissions and Capabilities of a Placing Coordinator |
Regular Access |
Local Administrator Access |
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For each Receiving Agency, know any Student and Instructor pre-placement requirements that must be completed prior to arriving on Site. |
Yes |
Yes |
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Manage consent documents as required (print, distribute, collect, ensure correct completion, and file/archive). |
Yes |
Yes |
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Create all requests as per placement cycle. |
Yes |
Yes |
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Manage all placement requests. |
Yes |
Yes |
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Follow the conflict resolution processes for your programs / region. |
Yes |
Yes |
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Request new Sites and/or Destinations as needed (Note: Applies to non-HSPnet user agencies only; User agencies manage their own data). |
Yes |
Yes |
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Generate and distribute Placement Request and other reports. |
Yes |
Yes |
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Manage student placement histories by compiling them, distributing to students, and/or saving them outside of HSPnet before graduating students in the database. |
Yes |
Yes |
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Create and submit support tickets as needed. |
Yes |
Yes |
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Manage the information entered in all data fields/Profiles for all Departments, Programs, and Courses for which you have responsibility in HSPnet. |
No |
Yes |
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No |
Yes |
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Graduate students. |
No |
Yes |
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Create, edit, and inactivate Academic Terms. |
No |
Yes |
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For each Program intake, create Cohorts, manage student enrollment, add Courses, and archive Cohorts as needed. |
No |
Yes |
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Add new Staff or Student records. |
No |
Yes |
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Manage all existing Staff, Student, and User accounts in your Agency, including editing and archiving user information and managing all requests for password resets. |
No |
Yes |
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Coach a PC user with Regular Access who wishes to become a Local Administrator. |
No |
Yes |
All PCs can improve their skills by:
- Reviewing reference information and training videos found in the HSPnet Knowledge Base.
- Consulting with other PCs and your province’s Lead Agency.
- Attending Q & A Sessions, Provincial Webinars, and National Webinars hosted by HSPnet.
- Contacting the HSPnet HelpDesk.
Quick links to Placing Coordinator related help pages
| All PC training videos | PC Training Videos |
| Looking for where to place your students? Use the Look up feature | Look up Feature |
| Step by step how to guides of common processes in HSPnet called Scribes | Scribe step by step tutorial library |
| Guides on the placement cycle geared for Placing Agencies | Placement Cycle Overview PA |
| Advanced Schedule allows you to create and manage complex schedules for a placement, by splitting the placement into multiple destinations or time periods. | Advanced Schedule |
| Let your students choose their placement choices with Student Site Selector | Site Selector |
| Do you have PT students? Use our Student Assessment Module (SAM) | SAM |
| How do Departments work in HSPnet? Do you need to add your logo? | Departments |
| All guides related to your Program (setup, consent, adding information, permissions) | Program Maintenance |
| How to set up a new Course and more | Course Maintenance |
| Setup and use Terms | Terms |
| Everything to do with the Cohort method for creating and maintaining placements | Cohorts |
| How to use the Quick Entry Method for creating placements | Training for PCs - Part 16 - Quick Entry Video |
| Email related guides to help you | Emails |
| Student related guides | Student Profiles & Access |
| How to set up and maintain Staff | Staff and Users |
| Guides for your Instructors | Instructor Guides |
| Managing Setup Tables for Placing Agencies | Training for PCs - Orientation to HSPnet data structure |
| All things to do with Reports | Overview and Custom Reports |
| If you are in Ontario or Nova Scotia, how to use the eOrientation module for your students | eOrientation |
| Other System Features | System Features |