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Types of Account: Trust/PIVO Staff Accounts

  • Updated

Introduction to Placement Staff Accounts

There are four main types of user accounts that Placement Areas will use for OnlinePARE and depending on your role within the organisation, you will be given one of these. These users are known as:

Please be advised that the roles, as they have been defined in brackets, use the alternative terminology and role names as they used to be known on PARE, although the term 'Mentor' has since been replaced following the 2018 NMC Standards Framework for Nursing and Midwifery Education.

Healthcare providers in the Northwest of England who are enrolled in the PARE Preceptorship Tool have additional supplementary roles available to them alongside the four aforementioned PARE User Account types. These additional roles are:

  • Preceptorship Lead, available to Placement Senior Admin users
  • Preceptorship Link, available to Placement Educator Lead users
  • Preceptor / Associate Preceptor, available to Placement Educator Lead and Placement Educator users
  • Preceptee, available to Placement Educator users.

This article provides a detailed breakdown on the permission levels assigned to each user type and who would be expected to be assigned these roles.

Placement Senior Administrator (PEF)

A Placement Senior Administrator account is the top level user account within a placement provider organisation, whether a Trust or PIVO (Private/Independent/Voluntary Organisation). A Placement Senior Administrator can access all data within their Trust/PIVO, and manage the accounts for all the account user types in the organisation.

A Placement Senior Administrator will receive notifications relating to issues affecting the evaluations, timesheets and PAR documents of learners currently on placement within their Trust or PIVO and can assign educators, including themselves if required, to learner PAR documents for leaners currently on placement at the Trust/PIVO.

A Placement Senior Administrator has the following access rights:

  • Evaluation Ratings & Statistics: Trust/PIVO wide access.
  • Evaluation Comments & Action Plans: Can access all comments Trust/PIVO wide, can tag comments and create action plans.
  • PAR Documents: All learner documentation with a placement experience at the Trust/PIVO
  • Timesheets: Can see and edit all learner timesheets linked to the Trust/PIVO
  • Manage Users: Can add all types of user account within the Trust/PIVO, manage user profiles and assign users to placement areas, and assign users to learners on placement.
  • Educator Register: Access to view the register details for all educators at the Trust/PIVO
  • Placement Profiles: Access to edit placement profiles across all placements within the Trust/PIVO.
  • Audits & Capacity (region dependent): Access to create/update placement audits and capacity data for all placements within the Trust/PIVO.
  • Placement Groupings: Access to set up placement groups, for reporting on placement and evaluation data within the placement groups.
  • Data Sharing Agreements: Can view and sign any online PARE Data Sharing Agreement set up by HEIs, between the HEI and the Trust/PIVO.
  • Reports: Full access within the Trust/PIVO.

Placement Educator Lead (Team Manager)

Placement Educator Leads are responsible for one or more placement areas. They manage the Placement Educators (mentors) and Placement Educator Support staff (student links) within their respective placement areas. They can access and review learner evaluations, comments and see the placement ratings for each placement area they are assigned to, for the learner disciplines selected on their account profile. Placement Educator Leads also have access to any learner PAR document and timesheet linked to their placement area(s), for their supported discipline(s).

Placement Educator Leads will generally have the role of ward manager, team leader or any authoritative role where this may apply. The main things to consider when applying this role to a staff member is whether they will require access to learner evaluations when these have been submitted and if they will need to assign educators to learners within their role. 

Placement Educator Leads have the following access rights:

  • Evaluation Ratings & Statistics: Can access assigned placement areas only.
  • Evaluation Comments & Action Plans: Can see assigned placement areas only, can tag comments and create action plans relating to their assigned placement area(s).
  • PAR Documents: Assigned placement area(s) only.
  • Timesheets: Assigned placement area(s) only.
  • Manage Users: Can add other Placement Educator Leads, Placement Educators and Placement Educator Support users, manage their user profiles, and assign them to a placement area within the trust.
  • Educator Register: Access to view the register details for all educators at assigned placement area(s) only.
  • Placement Profiles: Access to edit placement profiles for assigned placement areas only.
  • Audits & Capacity (region dependent): Access to create/update placement audits and capacity data for assigned placement areas only.
  • Placement Groupings: No Access
  • Data Sharing Agreements: No Access.
  • Reports: No Access.

Placement Educator Support (Student Link)

A Placement Educator Support is responsible for managing Placement Educators (mentors) in one or more placement areas, under the guidance of their Placement Educator Lead (team manager). A Placement Educator Support can assign Placement Educators to learners who are using an online PAR Document, for the learner disciplines selected on their account profile. 

Placement Educator Supports may not necessarily be staff members with managerial roles, as these users lose the function of not being able to view learner evaluations within their placement area(s). Therefore, this particular role is more suited to staff members who will primarily be assigning educators to learners, or may have some involvement with the learners' assessment.

Placement Educator Support users have the following access rights:

  • Evaluation Ratings & Statistics: No Access.
  • Evaluation Comments & Action Plans: No Access.
  • PAR Documents: Assigned placement areas only.
  • Timesheets: Assigned placement areas only.
  • Manage Users: Can add Placement Educators, and assign them to any placement area within the Trust/PIVO.
  • Educator Register: Access to view the register details for all educators at assigned placement area(s) only.
  • Placement Profiles: Access to edit placement profiles for assigned placement areas only.
  • Audits & Capacity (region dependent): Access to create/update placement audits and capacity data for assigned placement areas only.
  • Placement Groupings: No Access
  • Data Sharing Agreements: No Access.
  • Reports:
    No Access.

Placement Educator (Mentor)

A Placement Educator is the primary account given to a user within a Trust/PIVO for access to their assigned learner's online documentation and timesheet. A Placement Educator's role is to liaise with their learners whilst on placement and work with the learner to complete and sign parts of the online PAR documents. Placement Educators use the system to complete online assessment documents and sign-off timesheets for the learner disciplines selected on their account profile, and support the learner during their time on placement.

A Placement Educator has the following access rights:

  • Evaluation Ratings & Statistics:
    No Access.
  • Evaluation Comments & Action Plans:
    No Access.
  • PAR Documents:
    Assigned placement areas only, access revoked 4 weeks after learner leaves the placement area.
  • Timesheets:
    Assigned placement areas only, access revoked 4 weeks after learner leaves the placement area.
  • Manage Users: No access to manage user accounts. Can assign themselves to a learners PAR document for learners currently on placement at their assigned placement area(s) via the Claim a Learner feature.
  • Educator Register: No Access.
  • Placement Profiles: No Access.
  • Audits & Capacity (region dependent): No Access.
  • Placement Groupings: No Access.
  • Data Sharing Agreements: No Access.
  • Reports:
    No Access.

Northwest Preceptorship Roles

Preceptorship Lead

A Preceptorship Lead role is the top-level Preceptorship account within a Trust/PVI and can only be assigned to Placement Senior Admin users. As well as the access conferred by their Placement Senior Admin role, a Preceptorship Lead can access all preceptorship data within their organisation, and manage the assignment of Preceptorship Links, Preceptors and Preceptees within their organisation. A Preceptorship Lead will receive notifications relating to preceptorship documents and the preceptorship evaluation document.

As well as the functions listed above under Placement Senior Admin, Preceptorship Lead users have the following access rights:

  • Preceptorship Comments & Action Plans: Can access all comments trust-wide, can tag comments and create action plans.
  • Preceptorship Documents: Can assign the Northwest Multiprofessional Preceptorship Tool Document to preceptees in their organisation.
  • Manage Users: Can grant users the preceptorship link, preceptor and preceptee role, as well as assign preceptees to their preceptorship area.
  • Reports: Full access to the Preceptorship Mark Sheet and Preceptorship Status Report for their organisation.

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