Onboarding - Clinical Studies

Message to all students assigned to a clinical placement

Welcome to your clinical course!

Our clinical partners often need additional information and documentation from you, which should be provided as early as possible. It is your responsibility to verify what documentation is required from you for the clinical site to which you were assigned and to submit the required documentation to the appropriate office as indicated in their onboarding documents.

Please note that all students must comply with the site onboarding requirements, which may include a criminal background verification (CBV). If there are no documents uploaded to the placement information tab in HSPnet, it is possible that there is no pre-clinical on-boarding requirements to complete.

Begin your onboarding process no later than 10 business days prior to the start date of your clinical placement. Failure in complying with the onboarding requirements may result in a delay to start your clinical placement or a cancellation of your stage.

To prepare accordingly for your upcoming clinical placement, you must consult:

  • This webpage
  • HSPnet
  • myCourses platform

 

IMPORTANT
Students with employee access to the clinical site they are assigned to will still HAVE TO complete the onboarding requirements, including the criminal background verification. For the purpose of their clinical course, these students will be granted STUDENT access and they may need to update the access level on their ID card.

Accessing your onboarding documentation

  1. Students must log in to HSPnet using your primary ID (perm-code) found on Minerva
  2. Select Current Placement Tab
  3. Select Placement Information Tab
  4. Select Site Hyperlink to be redirected to the site profile
  5. Select Documents Tab – contains mandatory onboarding information and to be reviewed
  6. Here is a tutorial to help you access clinical site onboarding information on HSPnet 

Consenting to release information in HSPnet

The clinical sites where your clinical placements will take place require that you release your telephone information for contact tracing.

In order to consent to release your telephone number, you must log on to HSPnet and select the “Consent” tab. Please verify whether the telephone number indicated in your profile on HSPnet is your current one and the one where you can be reached most easily. If the telephone number indicated is incorrect or if the telephone number is missing, you must advise CPO Office immediately by sending an email to admincpo.nursing [at] mcgill.ca (CPO Office) (include your McGill ID number, your clinical course number and the correct cell phone number)

Here are the steps to consent to release information on HSPnet.

  1. Click the Consent tab on the student profile.
  2. Click the edit icon (pencil) beside "consent."
  3. Click to place a check mark in front of the box that says: "Allow Site Contacts to use my phone number for contact tracing purposes."
  4. Save the changes with the green check mark 
    Consent to release phone number information

Additionally, you must consent to release your email information to the clinical site to use your McGill email address to contact you, should they need to send you important documentation. You should follow similar steps outlined above for releasing your email information on HSPnet

  1. Click the Consent tab on the student profile.
  2. Click the edit icon (pencil) beside "consent."
  3. Click to place a check mark in front of the box that says: "Allow Site Contacts to use my email address."
  4. Save the changes with the green check mark
    Consent to release phone email address information

Thank you for complying with these requirements.

If your placement is at a MUHC site - additional information

 
  1. Read thoroughly the Student Guide to Onboarding at MUHC, which can be found in HSPnet.
  2. Start your Criminal Background Verification no later than 10 business days prior to the start of your placement, as instructed in the student guide. This process may take long and failure to complete this step in advance may delay the start of your clinical placement. Wait for an e-mail within 24 hours from IntelliCentrics, indicating that your registration has been recognized and submitted to the MUHC for review. If you do not receive this email, or if you have made an error in your registration, DO NOT create a second profile! Call IntelliCentrics support at: 1-877-885-1420 only available M-F 9am-5pm. Note: IntelliCentrics is a separate company from the MUHC. They CANNOT assist you with any inquiries regarding the ENA or OACIS (login or passwords)
    Those who have undergone a criminal background verification (CBV) at the MUHC before August may be prompted by email by SEC3URE to update their IntelliCentrics profile. If you receive this notification from the SEC3URE address, it is a legitimate notification and requires action on your part. Those who successfully completed their MUHC CBV in or after Fall semester, please note no action on your part is required as your clearance is valid until July 31, unless you have new information to declare.
    If you have multiple placements at the MUHC during the Summer semester, you will have to complete a new CBV for the placement starting on or after August 1, as your clearance resets on July 31.
    If you are an employee at the MUHC, you will still need to complete a CBV as a student. Please note that you may have to adjust your profile to gain student access.
    The slides below will help you in completing your CBV.
    File Completing your CBV
  3. The Clinical Partnerships Office will communicate your IUN (unique identifier number) and OACIS access information to you via email prior to the start of your clinical placement. If you do not have your MUHC photo ID card, once your criminal background verification is completed, please ensure to go to the Glen site security desk PRIOR to the start date of your clinical placement to obtain one.
  4. Lockers

    Lockers

    CPO will communicate your locker assignment once we receive this information from the MUHC administration.

    You may NOT access your locker before the start date of your clinical placement. Due to a shortage of lockers you may need to share a locker with a colleague, therefore, you must empty your locker at the end of your shift.

    If you already have access to a locker as an employee, please notify CPO; we will inform MUHC to re-assign your newly assigned locker to another student.

    Should you have any issues with your locker, please contact:
    Service de cartes d'identité et gestion d'accès / ID Cards Services and Access Coordination
    Sécurité CUSM / MUHC Security
    idcards [at] muhc.mcgill.ca
    (514) 934-1934 ext 45499 / 23040

If your placement is at the Jewish General Hospital - additional information

  1. Read the JGH Guidelines for Nursing Clinical Placements, which is available in HSPnet.
  2. Ensure to send the Criminal Background Check (form must be filled for every single time a student starts a rotation), Student Declaration Form and Hand Hygiene Certificate to the appropriate offices PRIOR to the start of your clinical placement, as indicated in the guidelines. If you have completed the hand hygiene module within the present academic year (September – August), you do not need to repeat the module, however, you must resubmit the original certificate to the email address indicated in the guidelines. Submission of documents may vary whether you are in a precepted or a group course.
  3. Precepted students must contact their Head Nurse/Preceptor before the stage. Clinical instructors must contact Head Nurse for group courses before the stage.
  4. Use the JGH Student Checklist, available in HSPnet, to ensure you have complied with all onboarding requirements.

 


Information for Clinical Instructors

Welcome to McGill University Ingram School of Nursing clinical placements!

To prepare accordingly for your students' upcoming clinical placement, you must consult:

  • This webpage
  • HSPnet
  • myCourses platform

Please read carefully the actions needed from you:

Instructions

  1. Send CPO (admincpo.nursing [at] mcgill.ca) your McGill email address to create your HSPnet profile. CPO can exceptionally and temporarily use your personal email to that end only when there isn’t enough time between your hiring and the start of your clinical. Ensure to send CPO your McGill email address as soon as you receive it so that we can update your profile.
    CPO will create your profile in HSPnet; this will allow you to view your clinical placement and the onboarding documentation required from you. Your login information will be sent to you (normally first initial + last name, e.g. John Doe = jdoe), once created, as well as a temporary password. Upon your initial login you will be prompted to view a short tutorial to access the site. If you are a returning Clinical Instructor, CPO will re-activate your login.
  2. Read carefully and thoroughly the onboarding documentation available in HSPnet. You may be responsible for collecting student documentation and submitting it to the appropriate office. You must complete all onboarding requirements no later than 10 buisness days prior to the start date of the clinical placement. Here are the steps to access the onboarding documentation:
    1. Clinical Instructors must log in using first initial + last name (e.g. John Doe = jdoe)
    2. Select Current Placement Tab
    3. Select Placement Information Tab
    4. Select Site Hyperlink to be redirected to the site profile
    5. Select Documents Tab – contains mandatory onboarding information and to be reviewed
    6. Here is a tutorial on how to access clinical site onboarding information, list of students and schedule on HSPnet 
  3. If you need a McGill name badge, send CPO the following information: First Name, Last Name, Highest Degree Acronym (e.g. RN, BScN, BNI, MScA, etc.) and your complete mailing address to receive the badge.
  4. Promptly complete the survey that will be sent to you

For MUHC placements only

  • You must send your full name, date of birth and email address to CPO (admincpo.nursing [at] mcgill.ca); MUHC needs this information to create or reactivate your IUN (unique identifier number).
  • Once received, CPO will forward the IUN information to you. Your IUN is needed to complete your Criminal Background Verification, which must be initiated no later than 10 business days prior to the start date of your clinical placement. You must complete a CBV as a clinical instructor even if you are an employee at the MUHC. Your CBV is valid between August 1 and July 31. If you have more than one placement within that timeframe you do not need to complete a new CBV unless there is a change in the information previously submitted.
  • Please advise CPO if you need a locker at your MUHC placement location no later than 10 working days prior to the start date of your clinical placement. A locker will not be assigned to you otherwise.

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