Placement Process and Timelines
Find the steps and timelines for all non-medical St. Joseph’s Student Placement processes.
Health Disciplines, Project-Based & Administrative Students
1
Student Accommodations due
Submit your documentation of functional need from a reputable source. Ie. Medical Doctor for physical exemptions/accommodations; for religious exemptions, a representative of the religion).
Please complete as early as possible (minimum of 8 weeks advanced notice).
2
Complete Placement Needs Survey
Survey sent by Student Affairs to academic partners.
Academic Partners respond to the “Student Placement Needs Survey” specific to the term being requested.
Completed 3 times a year (June, November, March) or at least 6-7 months ahead of the start of each school term.
3
Academic Partners respond to the “Student Placement Needs Survey”
Survey sent by Student Affairs to academic partners.
6.5 months ahead of the start of each school term.
Note: if a student role is different than an employee role, the preceptor/leader submits to Student Affairs a “Student Offer Form” detailing the tasks/activities the student will be completing.
4
Student Affairs reviews all Offer Forms
Further validation or clarity from preceptors and leaders may be required.
6.5 months ahead of the start of each school term.
5
Student Affairs forwards all preceptor offers to Academic Partners for consideration.
6 months ahead of the start of each school term.
6
Academic Partners assign student names to placement offers forward the School Information Spreadsheet to Student Affairs.
1-6 months ahead of the start date.
7
NirvSystem account creation
Academic Partner completes and forwards the “School Information Spreadsheet”
1 month ahead of placement start date.
8
Student Affairs creates NirvSystem account for student
Students will receive an email from NirvSystem through their school email account (check your junk/spam folders and add NirvSystem to their email safe list to ensure you receive the welcome email).
1 day after the School Information Spreadsheet is uploaded to NirvSystem.
9
Final OnBoarding Registration completed by student
Students finish completing all pre-placement health and safety requirements in NirvSystem.
2 weeks prior to placement start.
10
Meet your preceptor
Students connect with their preceptor to introduce themselves and make plans for where they will meet their preceptor on Day 1.
2 weeks prior to placement start.
11
Final Onboarding requirements for those not fully registered
In cases where students have not completed all onboarding requirements in NirvSystem, Student Affairs connects with the Academic partner and preceptor to determine a revised start date for the student
3 days prior to placement start date.
Nursing Placements
1
Student Accommodations due
This is for functional need and must provide valid documentation from a reputable source (I.e. for physical exemptions/accommodations, a Medical Doctor; for religious exemptions, a representative of the religion).
Please complete as early as possible (minimum of 8 weeks advanced notice).
2
Complete Placement Needs Survey
Schools submit placement requests
Academic Partners submit placement requests in the Health Student Placement Network (HSPnet)
3.5 moths ahead of each school term
3
HSPnet Destination Coordinators (DCs) in St. Joseph’s programs accept or decline offers
6.5 months ahead of the start of each school term.
4
School assigns student names to accepted offers in HSPnet
3 months ahead of the start of each school term.
5
School assigns student names to accepted offers in HSPnet
3 months ahead of the start of each school term.
6
St. Joseph’s assigns preceptor names in HSPnet
1 month ahead of each placement start date.
7
NirvSystem account creation
School submits the “School Information Spreadsheet” for any Clinical Instructors of student groups
1 month ahead of placement start date.
8
Student Affairs pulls HSPnet report and forwards to NirvSystem to generate student accounts in NirvSystem
1 month ahead of each placement start date.
9
Students receive a “Welcome Email” from NirvSystem
The email will be sent through your school email account (please monitor junk/spam folders and add NirvSystem to your safe list).
1 day after the School Information Spreadsheet/HSPnet report is uploaded in NirvSystem
10
Students finish completing all pre-placement health and safety requirements in NirvSystem
2 weeks before placement starts.
11
Students connects with their preceptor
This is an opportunity for introductions and to make plans for where you will meet your preceptor on Day 1.
2 weeks before placement start date
12
Students connects with their preceptor
This is an opportunity for introductions and to make plans for where you will meet your preceptor on Day 1.
2 weeks before placement start date
13
Final Onboarding requirements for those not fully registered
In cases where students have not completed all onboarding requirements in NirvSystem, Student Affairs connects with the Academic partner and preceptor to determine a revised start date for the student.
3 days before placement start date