ÿþ<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.01 Transitional//EN"> <html> <HEAD> <title>CCPS - Frequently Asked Questions</title> <!-- InstanceBegin template="/Templates/contact.dwt" codeOutsideHTMLIsLocked="false" --> <!-- InstanceBeginEditable name="doctitle" --> <!-- InstanceEndEditable --> <meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1"> <META NAME="Description" CONTENT="Centralized Clinical Placement Service, Foundation of California Community College"> <META NAME="Keywords" CONTENT="Clinical,Nursing,Placement,education&#13;&#10;Services,Foundation,Community,Moore,Agency,Schedule,Moore Foundation, California Institute for Nursing and Healthcare, FCCC, CINHC"> <link href="styles.css" rel="stylesheet" type="text/css"> <script language="JavaScript" type="text/JavaScript" src="scripts.js"></script> <!-- InstanceBeginEditable name="head" --> <!-- InstanceEndEditable --> <script language="JavaScript"> function doClock(){ // By Paul Davis - www.kaosweaver.com var t=new Date(),a=doClock.arguments,str="",i,a1,lang="1"; 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color: windowtext; font-family: Arial"> GENERAL QUESTIONS</span></a><span style="color: windowtext; font-family: Arial"><span style="font-size: 9pt"> <?xml namespace="" ns="urn:schemas-microsoft-com:office:office" prefix="o" ?> <o:p></o:p> </span></span> </p> <p class="copy" style="margin: auto 0in"> <em><span style="font-size: 9pt; color: windowtext; font-family: Arial"> The following questions apply to any CCPS user.</span></em><span style="color: windowtext; font-family: Arial"><o:p></o:p></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; What should I do if I can't remember my user ID or password?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt; color: #000000">A:&nbsp; Contact the </span><a href="home.aspx"><span style="font-size: 9pt; color: windowtext">CCPS Customer Support Desk</span></a><span style="font-size: 9pt"><span style="color: #000000">. <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; What should I do if I encounter a system error (such as "Server could not fulfill your request")?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt; color: #000000">A: &nbsp;Please notify the </span><a href="home.aspx"><span style="font-size: 9pt; color: windowtext">CCPS Customer Support Desk</span></a><span style="font-size: 9pt"><span style="color: #000000"> right away.&nbsp; Please include any information that will help diagnose the problem, such as what task you were trying to complete, the steps you followed and which buttons you clicked. <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; Why are some of the menu choices grayed out?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt; color: #000000"> A:&nbsp; There could be two reasons why you are seeing menu choices that are grayed out. First, a school user will not have access to editing pages for the clinical agencies, and a clinical agency user will not have access to editing pages for the schools. Those pages will be visible, but appear as grayed out. Or, it could also be that you have not logged in or that the system has automatically logged you out. There is a 30 minute time-out period, which means if you have not clicked on a button or link in CCPS for 30 minutes, the system will discontinue your session. If you cannot click on a screen that you usually have access to, and it appears grayed out, check the message just above the side menu options. If the word  Login appears next to the date, you were not logged in or have been logged out automatically. If the word  Logout appears next to the date, and you still cannot access the screens that you need, please contact the </span><a href="home.aspx"> <span style="font-size: 9pt; color: windowtext">CCPS Customer Support Desk</span></a><span style="font-size: 9pt"><span style="color: #000000">.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; Why are some fields shaded?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; The system requires an entry in some of the fields.&nbsp; In order for the system to save your data, you must fill out all of the shaded areas (a muted orange color on most computers) because these are required fields.&nbsp; <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q:&nbsp; Why won't the system accept the dates I enter?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; Only dates entered in the MM/DD/YYYY format are recognizable by CCPS.&nbsp; You can also select dates by clicking on the calendar icon and then clicking on the day.&nbsp; </span><em><span style="color: #000000; font-family: Arial">(* Note: The calendar will open in a separate, smaller window, so make sure that your pop-up blocker is turned off.)</span></em><o:p></o:p></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q:&nbsp; Why can't I export or print any reports from CCPS?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; The export and print options will pop up in a separate window. If you have a pop-up blocker on your browser you will not be able to complete some of the tasks in CCPS. If you are using Microsoft Internet Explorer as your browser, click on the Tools menu, select Pop-up Blocker, and then select Turn Off Pop-up Blocker.&nbsp; (Or be sure to indicate that you should always accept pop-ups from this site if you get a warning at the top of&nbsp; your browser window.)&nbsp; </span><em><span style="color: #000000; font-family: Arial">(* Note:&nbsp; The reports are best viewed using the Internet Explorer and Safari Internet browsers.&nbsp; The reports may not display properly, and the export/print icons may not be available, if viewed using other browsers.)</span></em><span style="color: #000000">&nbsp; &nbsp;<o:p></o:p></span></span></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 12pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="ptitle" style="margin: auto 0in"> <a name="School"><span style="font-size: 9pt; color: windowtext; font-family: Arial"> QUESTIONS FROM SCHOOLS</span></a><span style="color: windowtext; font-family: Arial"><o:p></o:p></span></p> <p class="copy" style="margin: auto 0in"> <em><span style="color: windowtext; font-family: Arial"><span style="font-size: 9pt"> The following questions apply to the School Users.<o:p></o:p></span></span></em></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; Will I lose my clinical placements by using CCPS?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt; color: #000000">A:&nbsp; No.&nbsp; The system is designed to assist in matching nursing school students with available clinical time; however, the placements are not automatically scheduled by the system. Clinical agencies must review school proposals and either accept or decline them and filters for preferred partners are available to assist with this process.&nbsp; One of the principal rules of using CCPS is that existing placements take priority and all existing agreements should be honored (this is stated in the </span><a href="http://bayareanrc.org/files/OperatingManual.pdf" target="_blank"><span style="font-size: 9pt; color: windowtext">CCPS Operating Manual</span></a><span style="font-size: 9pt"><span style="color: #000000">). If a placement that you have been using is unexpectedly declined, a conflict resolution process is also outlined in this manual. Therefore, you should expect to maintain your long-standing clinical placements unless the clinical agency has notified you in advance that they can no longer accommodate you.&nbsp; If that happens, we encourage you to contact the Customer Support Desk or the CCPS Community Outreach team for assistance in finding a suitable alternative.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q: How can I see the proposals I have made and whether they have been accepted?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A: The system will send School Coordinators an email when a hospital accepts or declines a placement request that was made (this can also occur when the system automatically updates a request based on agency parameters regarding overlapping requests). You can also view the report called  School Proposals under the School menu (Step 3: Match Schedules) or under the Reports menu. Another way to view the status of your proposals is to go to&nbsp; the Manage Schedules screen (select the course and dates that you would like to search for schedules in. The list will display the schedules and their status, and you can view more detail by clicking on the link in the status column.&nbsp; This will take you to the View &amp; Edit Proposals screen - you can also go directly to this screen to view your proposal details.<o:p></o:p></span></span></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <b style="mso-bidi-font-weight: normal"><span style="font-size: 9pt; font-family: Arial"> <span style="color: #000000">Q: Can I find out why my proposal was declined? Where can I see comments that a hospital has made?<o:p></o:p></span></span></b></p> <p class="copy" style="margin: auto 0in"> <b style="mso-bidi-font-weight: normal"><span style="color: windowtext; font-family: Arial"> <span style="font-size: 9pt">A: Yes, hospitals are requested to give a reason for declining a request, and are provided a standard set of responses to choose from, in addition to a comments field.<span style="mso-spacerun: yes">&nbsp; </span>To see these comments, go to Step 3: Match Schedules, then View &amp; Edit Proposals. <span style="mso-spacerun: yes"> &nbsp;</span>Select your course number, the date range for that course, and click  Search. <span style="mso-spacerun: yes">&nbsp;</span>The next screen<span style="mso-spacerun: yes">&nbsp; </span>will display the cohort status (Accepted or Declined). <span style="mso-spacerun: yes">&nbsp;</span>Click  View in the  Comments column to read the comments. <o:p></o:p> </span></span></b> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; I made a mistake on a school proposal.&nbsp; Can I edit or withdraw it?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; Proposals that have not yet been accepted or declined can be edited. To do this, go to the View &amp; Edit Proposals screen (under School &gt; Step 3: Match Schedules).&nbsp; Select the course and dates and click Search. You will then see which proposals are available to Edit (those proposals in Proposed status).</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000"> You can select the proposal you want to withdraw and click the Withdraw Proposal button at the bottom of the screen if you choose to withdraw it. This will take the proposal out of the hospital's queue.&nbsp; You may withdraw all, or only selected pieces, of a particular proposal; however, your schedule will not be available for matching unless all pieces have a Declined or Withdrawn status. You can also click Edit for the proposal you d like to edit (again, it must be a proposal in Proposed status) and can alter your request for the days of the week, shift, or unit within the hospital.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span> <span style="color: #000000">Note: Once a hospital has accepted a proposal you cannot </span><span style="color: #000000; mso-spacerun: yes">&nbsp;</span><span style="color: #000000">edit or withdraw it. In this case, you will need to contact the Clinical Coordinator(s) directly, inform them of the error or change, and ask them to "Undo" the accepted request so that you can withdraw and re-propose your cohort schedule.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; I entered information for a new course and cohort and clicked "Save" but it isn't saved.&nbsp; What happened?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; There are two save buttons on the Edit Courses &amp; Cohorts page. The first one is located in the center of the screen just below the Course Details. It is labeled "Save Course Info." This button will only save the course information, not the cohort. The second one is located at the bottom of the page below the Cohort Details. It is labeled "Save All Changes." This button will save both the course and cohort details.&nbsp; <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; How can I see if a hospital's unit is available?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; You can view one hospital s availability at a time by going to School &gt; Step 3: Match Schedules &gt; View Unit Availability. Select the hospital and unit(s) you wish to view and click Display Schedules.&nbsp; A calendar graphic displays availability one week at a time based on the unit that is currently selected (indicated by a highlighted row in the results area). The graphic is color coded, and you can see more detailed information by clicking on one of the hourly time blocks. You can also see other weeks by clicking on  Next Week or  Previous Week. <o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q:&nbsp; The unit(s) I am looking for aren't there.&nbsp; How can I request them?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; If you cannot see the availability that you were expecting, it is likely due to unit availability or your cohort's preferred units. The availability may not have been created for particular units by the clinical agency, the dates of availability don't cover the time period you are looking for, or the unit was already scheduled for another cohort.&nbsp; You can check existing availability by using the View Unit Availability screen under School &gt; Step 3: Match Schedules.&nbsp; If the unit(s) you expected are there and have open availability, then you are probably not seeing them due to the preferred units selected for your cohort.&nbsp; Compare the units that are available to your cohort's preferred units to ensure they are the same.&nbsp; If not, but you have a unit under the same clinical department selected, you could use the Department filter during your search.&nbsp; Otherwise, update your cohort using the Edit Courses &amp; Cohorts screen.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q:&nbsp; I see that a hospital I have not worked with in the past has availability, and I am interested in contracting with them. What do I do?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; Contact the Clinical Coordinator directly (outside CCPS), let them know of your interest, that you d like to propose a clinical placement, and begin the contracting process, if they are able to accommodate you. <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; I would like to set up a clinical rotation through more than one unit for my nursing students.&nbsp; Is there a way to do this using CCPS?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; If you would like your students to rotate through several different clinical units during the placement period, simply select more than one clinical agency unit location when requesting placements. &nbsp;The units that are accepted will be reserved for your cohort during the entire period, so that you may split up the group between them.&nbsp; If your intention is to move the full cohort from one unit to the next, we recommend that you set up schedules with dates corresponding to when you will be in each unit and then propose them separately so that are not unnecessarily blocked out.&nbsp; Be sure that you have selected units at the same agency. We also suggest that you enter notes regarding your intentions on either your student cohort schedule and/or in the additional information area that is provided just before you submit your request to the agency (this text is included in the email sent to the Clinical Coordinators).<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q:&nbsp; How should I enter my data when I have two groups of students that need <?xml namespace="" ns="urn:schemas-microsoft-com:office:smarttags" prefix="st1" ?> <st1:place w:st="on">OB</st1:place> and Pediatrics rotations (or similar, such as a Med/Surg and Psych rotation)?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; There is more than one way to enter this. The recommended method depends on the answer to several questions:<br /> <br /> </span><span style="color: #000000"> " Will both experiences be at the same location, or two different agencies?<br /> </span><span style="color: #000000"> " Do both groups of students need to complete the first (and 2nd) portion at the same agency?<br /> </span><span style="color: #000000"> " Is there any break in the time period, or is it a continuous number of weeks?<br /> <br /> </span><span style="color: #000000"> You should also consider what will make the most sense to you, and the clinical agencies, when reviewing the request. You could enter it as 2 cohorts, with 2 schedules each& or 2 larger cohorts, with one schedule each (to block out the entire time period for the unit(s) and then just switch the students at the appropriate week). When deciding on how to structure the cohorts, be sure that the appropriate preferred units are selected (if the cohort will have two schedules  one for the first experience and one for the second  then it will need to have the units to capture both experiences. <br /> <br /> </span><span style="color: #000000">Always keep in mind that your cohort schedule can only be accepted at one agency at a time. Also be sure to use the summary notes sections of the cohorts and/or schedules to explain what type of placement you need and share additional information inside the system. <o:p></o:p> </span></span></span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; font-family: Arial"><span style="color: #000000">Q: How do I update a schedule from a previous term to create a similar schedule for the current term to propose?<o:p></o:p></span></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; font-family: Arial"><span style="color: #000000">To create a schedule for the current term, go to Step 2: Cohort Schedules &gt; Copy Schedules.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000"> Select the courses you d like to create schedules for, then enter the From and To dates of the last term you used the schedule (i.e., the previous year or previous semester).</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span> <span style="color: #000000">Click the Search button, then select the cohorts you d like to update, enter the New Start Date and New End Date and click the Copy button to create your new schedule.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span> <o:p></o:p> </span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; I have scheduled all of my cohorts and the proposals were accepted by the agencies.&nbsp; Do I need to send them a confirmation letter? <o:p></o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; You do not need to send them a confirmation letter because the agencies will already know that they have accepted your cohorts. Each time you make a proposal, the agency receives an automated email that prompts them to review their requests. When the agency accepts or declines a proposal, the proposing school will also receive an automated email announcing that decision.&nbsp; Reports are also available to show the scheduled placements from both the school and clinical agency perspective.<o:p></o:p></span></span></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 12pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="ptitle" style="margin: auto 0in"> <a name="Agency"><span style="font-size: 9pt; color: windowtext; font-family: Arial"> QUESTIONS FROM CLINICAL AGENCIES</span></a><span style="color: windowtext; font-family: Arial"><o:p></o:p></span></p> <p class="copy" style="margin: auto 0in"> <em><span style="color: windowtext; font-family: Arial"><span style="font-size: 9pt"> The following questions apply to the Clinical Agency users.<o:p></o:p></span></span></em></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; All of my units have a location of "Not Specified." Can I change this and name the unit location?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A: Go to Maintain Unit Locations (Clinical Agency &gt; Step 1: Agency Information) and use it to enter new location names for each of your units. If you have already created availability for a unit with a Not Specified location, the system will ask you if you wish to overwrite the existing schedules with the new location you are entering.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; I have a unit in multiple locations, but the system displays the location as "Not Specified."&nbsp; How can I change this?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt; color: #000000"> A:&nbsp; You can enter multiple locations for a unit. Simply go to Clinical Agency &gt; Step 1: Agency Information &gt; Maintain Unit Locations.&nbsp; Click on the department next to the unit and use the "New Location" area to type the location name and then click Submit. If you have already created availability for that unit, the system will ask you if you would like to overwrite an existing schedule with the new location. Click Yes if you would like to overwrite your current availability with the new location name.&nbsp; If you choose  No, the new location will be added for the unit in addition to the "Not Specified" default. Please refer to the </span><a href="http://bayareanrc.org/files/UserManual.pdf" target="_blank"><span style="font-size: 9pt; color: windowtext">CCPS User Manual</span></a><span style="font-size: 9pt"><span style="color: #000000"> for more detailed instructions.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; My unit is a combined Med/Surg, but the only options are Med/Surg - Medical and Med/Surg - Surgical. Which unit should I use?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; Use the Med/Surg - Medical unit and enter in the unit location or the brief summary for your unit availability that it is a combined Medical/Surgical unit so that the schools will know when reviewing availability.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q:&nbsp; My clinical unit is not available in the list of units. What should I use?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; CCPS provides a standardized listing of the most common clinical units, as well as focusing on those clinical areas where students need experience. Please revisit the list to see if one could be used, along with special notes, to represent your unit's specialty.&nbsp; Select the unit that most closely describes your unit and then use the unit location and/or the "brief summary" for the actual availability to provide further details.&nbsp; Schools will see this information when requesting placements and will have a better understanding of your unit's specialty.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; What do I need to do if all of our unit availability is the same as the last placement cycle?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt; color: #000000">A:&nbsp; Check the Master Calendar on the CCPS home page to see how far your availability needs to cover for the next planning cycle. Ensure that the end dates on your availability are appropriate - you can check this on Clinical Agency &gt; Step 2: Unit Availability &gt; Edit Unit Availability or the Unit Schedules report.&nbsp; If necessary, use the Edit Unit Availability screen to extend your end date (to do this for all of your units at once, you may use the Global Edit option - refer to the </span><a href="http://bayareanrc.org/files/UserManual.pdf" target="_blank"><span style="font-size: 9pt; color: windowtext">CCPS User Manual</span></a><span style="font-size: 9pt"><span style="color: #000000"> for details). &nbsp; Besides that, you will just need to review and respond to each of the requests you receive from schools.&nbsp; Check the master calendar on the home page to see when you will be asked to do that for the current planning cycle.<o:p></o:p></span></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; How do I remove a unit that is not accepting students?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; That depends on how much data is already associated with it. At the simplest level, if there is no availability for the unit (and had never been requested by a school), you can go directly to the  Remove Units screen under Step 1: Agency Information (on the Clinical Agency menu). If the unit you wish to remove does not show in the list as a candidate for removing, there is at least one piece of information associated with it (a location name, availability, and/or placement requests). To remove the unit, you must delete the associated information first  working from the bottom of the  hierarchy up. <br /> <br /> </span><span style="color: #000000">Check first if you have received any requests for this unit by trying to delete all shifts associated with it on the Edit Unit Availability screen (Clinical Agency > Step 2: Unit Availability > Edit Unit Availability). If at least one shift could not be deleted, you will not be able to remove the unit  in that case, you may remove the availability by changing the number of students to zero. <br /> <br /> </span><span style="color: #000000">If the shifts were removed, then availability has been deleted. The next step would be to remove the location name  this is only necessary if the location is something other than  Not specified . Remove the location on the Maintain Unit Locations screen. Once this is completed, return to the Remove Units screen. <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; How do I delete availability?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; There are a few different ways to delete availability if no placement requests have been received yet. The first is to remove certain days by unchecking the day(s) of the week on the Edit Unit Availability screen (Clinical Agency > Step 2: Unit Availability > Edit Unit Availability). Another option is to remove a shift entirely, if the unit is not available any days of the week for that time period. A shift can always be added back later if necessary. Finally, you may simply change the number of students to 0  this will prevent future searches by schools from displaying the unit as available. <br /> <br /> </span><span style="color: #000000">Which option you use is dependent upon how you would like to see your availability represented on the Edit Unit Availability screen (i.e., whether it will be confusing to have a shift represented, even though none of the days are selected as available). <br /> <br /> </span><span style="color: #000000">If placement requests have already been received for a shift that you are attempting to modify, you will only be able to change the number of students to zero to prevent it from being displayed as available when schools conduct searches for matching units. <o:p></o:p> </span></span></span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; font-family: Arial"><span style="color: #000000">Q: How can I see the proposals that have been made to our hospital?<o:p></o:p></span></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; font-family: Arial"><span style="color: #000000">To view and respond to proposals, you may go to Step 3: Match Schedules &gt; View Placement Requests or Placement Requests Summary.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000">With View Placement Requests, you will see details about each individual request, including a grid visually depicting any overlaps.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000"> With Placement Requests Summary, you will be able to action all school requests from one page, and requests are batched by school, by cohort.<o:p></o:p></span></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; font-family: Arial"><span style="color: #000000">You may also view all proposals using the Agency Acceptance report.<o:p></o:p></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; A school made a proposal that I would like to accept, but there is one day that doesn t work for our facility.&nbsp; Do I have to decline the entire proposal?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; If you accept a proposal, you accept it as it is displayed. In this particular case, you can enter a message to the school stating the specific reasons that you are declining their request and offer your alternative schedule. Invite the school to re-propose the new schedule so that you can accept it. Make sure you enter your message in the text box directly beneath the  Accept and  Decline buttons, and the school will receive an automatic email with your message included and it will also be saved in the comments section. Don t hesitate to communicate with the schools - if they know the situation, they may also withdraw their request and resubmit without your having to decline it. <o:p></o:p> </span></span></span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; font-family: Arial"><span style="color: #000000">Q: How can I leave a comment for the school?<o:p></o:p></span></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; color: #000000; font-family: Arial"> <o:p>&nbsp;</o:p> </span> </p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-size: 9pt; font-family: Arial"><span style="color: #000000">A. On the left</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000">menu under Step 3: Match Schedules go to Placement Requests Summary. You will use this page to Accept and Decline requests, then click the  Confirm Changes button. The next screen will display an arrow button, where you will be provided a standard set of responses to choose from for declining a request, in addition to a comments field.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000">You will also have an opportunity to provide comments for all proposals you have Accepted or Declined.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000">After completing your comments, click the  Save these changes button.<o:p></o:p></span></span></p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; I have received a request from a school with which we do not have a contract. What should I do if I am interested in working with them?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; Contact the School Coordinator and begin discussions around the contracting process and timelines. If you are both able to complete a contract before the clinical placement begins, accept the placement request in CCPS. If you cannot accommodate the timing, either decline the placement or ask the school to withdraw it, and assure the school you will work to hold their desired placement for the next placement term. <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt">Q:&nbsp; I am no longer able to accommodate a long-standing clinical placement from one of my partner schools. What do I do?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; One of the overarching principles of CCPS use is that existing placements take priority. Schools will expect to maintain their long-standing clinical placements unless you notify them in advance that you can no longer accommodate them. Please remember that the CCPS is a tool to facilitate placements, but should not completely replace communication. We encourage you to continue to discuss changes to your facility with your partner schools and any options for accommodating lost placements. <o:p></o:p> </span></span></span> </p> <p class="copy" style="margin: auto 0in"> <span style="font-size: 9pt"> Q:&nbsp; Two schools are requesting exactly the same clinical unit and time slot. What should I do?<o:p></o:p></span></p> <p class="MsoNormal" style="margin: 0in 0in 0pt"> <span style="font-family: Arial"><span style="font-size: 9pt"><span style="color: #000000"> A:&nbsp; Be sure that you accept requests that represent any long-standing agreements that you have with schools first.&nbsp; Also, you are free to accept one - if you cannot accept multiple cohorts at once (and specified this on the Update Agency Detail screen), the system will automatically decline the other request for you.&nbsp; If you know of another unit within your hospital that would be a suitable alternative for the school, please communicate this to the school within the comments section.</span><span style="color: #000000; mso-spacerun: yes">&nbsp; </span><span style="color: #000000"> In certain situations, a </span> <st1:place w:st="on"><st1:PlaceName w:st="on"><SPAN style="COLOR: #000000">Nursing</SPAN></st1:PlaceName><SPAN style="COLOR: #000000"> </SPAN><st1:PlaceName w:st="on"><SPAN style="COLOR: #000000">Resource</SPAN></st1:PlaceName><SPAN style="COLOR: #000000"> </SPAN><st1:PlaceType w:st="on"><SPAN style="COLOR: #000000">Center</SPAN></st1:PlaceType></st1:place> <span style="color: #000000">team member will serve as a facilitator and point of contact to help resolve any scheduling conflicts. There is a formal process for conflict resolution defined which is documented in the </span></span><a href="http://bayareanrc.org/files/OperatingManual.pdf" target="_blank"><span style="font-size: 9pt; color: windowtext"> CCPS Operating Manual.</span></a><o:p></o:p></span></p> <p class="ptitle"> &nbsp;</div> </td> </tr> <!-- footer--> <tr class="footer"> <td colspan="2" align="right" valign="bottom"><div align="center"> © 2004-2008 Foundation for California Community Colleges <img src="images/footer_divider.gif" width="1" height="12" align="absBottom"> &nbsp;<a href="privacy.htm" class="footerlink">Privacy Statement/Terms of Use</a> </div> </td> </tr> </table> <!-- InstanceEnd --> </body> </html>