1. Receiveapplicationform a. TheNewGradTransitionApplicationProcesswillstartuponreceiptofthe

application form from the new graduate candidate in the Student Practice Education inbox.

2. Reviewforcompleteness

PAwillreviewtheapplicationformandensureallinformationboxesare

complete, including: oEmployee Information section:

NorthernHealthemailaddress

FacilityandWorkUnit

Health Profession and Educational Institution

Graduationdate

Employee#

oManager Comments oManagers Name oDepartment Cost Center

ProgramAssistant(PA)willconsolidatemultipleapplicationformsintoone form whenever possible.

PA will ensure that Total Cost information is complete for each of the Travel Expenses, Supernumerary Shifts and Additional Education sections and that the Total Funding Requested amount is tallied correctly.

3. CreatefolderinSharePoint a. PAwillcreateafolderwiththeApplicantsname(followingthestandard

naming convention: LastName, FirstName) in the New Grad Applications Folder for the Current Year (i.e.; 2022_23 Applications) folder in the following Current Years New Grad Program in Teams/SharePoint : (I.e.; 2022_23 New Grad Program )

b. Savetheapplicationform(s)inthenewlycreatedfolder.

4. Confirmreceiptofapplication a. PAwillconfirmreceiptoftheapplicationviaemailandincludethe

appropriate Clinical Lead as per the HSDA or Allied Health Profession i. Incaseofmissinginformation,PAswillconfirmreceiptofthe

application and request that the missing information be completed on the application form.

1. Record-keeping

Program Assistants will search for the applicants name in the Current Year

New Grad All Spreadsheet (I.e.; 2022_2023 NG New Grad All )

Iftheapplicantisnotfoundintheabove-mentionedspreadsheet,PAtoenter

the information in the applicable spreadsheet based on their program. i. IfaddingthenewapplicantintheNewGradAllspreadsheet,the

following information will be entered:

Datewelcomelettersent(tobeupdatedinspreadsheetby

Program Assistant)

Datewhenclinicalleadmadecontact(tobeupdatedin

spreadsheet by Clinical Lead)

DateofNGtransitionworkshoptheapplicanthasbeen

registered for in Learning Hub, if applicable (updated in

spreadsheet by Program Assistant)

If the applicants information is already entered in the Current Year New

Grad All Spreadsheet, color with green if the person has attended a live

workshop.

PAswillupdateapplicationinformationintoCurrentYearNGTransition

Funding Applications Master spreadsheet (I.e.; 2022_2023 NG Transition Funding Applications Master )

i. ApplicationStatuswillbeindicatedintheRecommendationcolumn according to the following legend:

CommentsandNotescanbeaddedtotheRecommendation column by clicking on the applicable box and right clicking to INSERT + New Comment

StatusshouldbeupdatedtoSenttoCLforReviewbyPAwhen Clinical lead is notified that the application has been received and is ready for review

ClinicalLeadand/orRegionalManagerwillupdateStatusas the application is reviewed and decision made

LEGEND

Approved by SPE Mgr Approved, funding pending Declined by SPE Mgr Declined

Sent to CL for Review Sent to Clinical Lead for review

Recommend SPE Mgr Approval Education appropriate for new grad transition funding

Recommend SPE Mgr Decline Education is not appropriate to achieve competency as a new graduate Application Received - Incomplete Missing information; not yet ready for review by Clinical Lead

Complete Approved and Funding Received - No Action Required CL Seeking Additional Information In progress- clinical lead seeking additional information

2. ReviewandDecisionmaking

ClinicalLeadswillreviewtheapplicationandseekclarificationandfurther

information from the applicant, unit manager and/or appropriate practice

leads as needed to make a recommendation for funding.

ClinicalLeadstoupdatethestatusoftheapplicationreviewprocessinthe NG Transition Funding Applications Master spreadsheet (I.e.; 2022_2023

NG Transition Funding Applications Master ) i. ApplicationsreadyforreviewwillbemarkedRecommendSPEMgr

Approval or Recommend SPE Mgr Decline ii. Applications that are awaiting further information will be denoted as

CL Seeking Additional Information

Applications that are ready for review and decision by Regional SPE Manager will be communicated to SPE Regional Manager via Teams.

SPERegionalManagerreferstocurrentyearNGTransitionFunding Application Master Spreadsheet (ie; 2022_2023 NG Transition Funding Applications Master ) and supplied notes/recommendations when making a decision for funding approval or decline.

SPE Regional Manager will approve or decline the application as well as the approved amounts and communicate same to the PAs and Clinical Leads via the Student Practice Education Mailbox

SPE Regional Manager will update Recommendation column in the current year NG Transition Funding Application Master Spreadsheet (ie; 2022_2023 NG Transition Funding Applications Master ) with either Approved by SPE Mgr or Declined by SPE Mgr

3. CommunicateApprovalorDeclinestatustoApplicant

UponreceiptofapprovalemailfromRegionalSPEManager,PAswillemaila

letter of announcement to successful applicants using the template Email Template NG application funding approval indicating the following:

Dollaramountandbreakdownoffundingapproved

Fiscal year deadlines that must be observed when accessing funds

Instructions for claiming reimbursement for travel and education

expenses via BMO Spend Dynamics portal

Details surrounding supernumerary shifts to ensure funds for hours

worked are transferred to the managers cost center

AttachacopyoftheBMOSpendDynamicsQuickRefenceGuideand

the Applicants New Graduate Transition Funding application form to

the email.

ApplicantsManager,RegionalSPEManager,StudentPracticeEducation,and

Clinical lead should be cced in this email communication.

In the case of applications that are declined, Clinical Leads will reach out to

the applicant and/or manager to explain the reason for rejection and make suggestions for suitable learnings or endeavors that are appropriate for new graduate transition funding.

4. DisbursementofFunds a. EducationandTravelcosts

Newgraduatewillapplyforreimbursementforalltravelexpensesand course registrations through BMO Spend Dynamics Employee portal

Reimbursements are automatically routed to the Regional SPE Manager for review and approval

Once approved, the Regional SPE Manager will update current year NG Transition Funding Application Master Spreadsheet (ie; 2022_2023 NG Transition Funding Applications Master ) Recommendation column with COMPLETE to show that funds have been dispersed and no further action is required

b. WagesforWorkshopsandSupernumeraryhours-JournalVouchers i. Anywagespaid(ie;attendanceatworkshops,supernumeraryhours,

buddy shifts) require a Journal Voucher (JV) to be created.

JVsaresubmittedoncepermonthtoFinancebyProgram

Assistants

Immediatelyaftereachnewgradworkshop,attendance

records for attendees will be submitted to PAs.

PAswillcreateanassociatedJVwhenattendanceinformation

is received and have it ready to submit in-line with the

monthly JV submission deadline

PAswillUPDATESpreadsheetwhenJViscreatedtoindicate

funds have been submitted to Finance for transfer to the appropriate cost center

5. ConfirmationofuseoffundsProcessbreakdown 6. EvaluationofEducationduringfundingProcessbreakdown

build the as is model. business process