Sending EO Hours and Core Skills Updates to Preceptors and Students in Populi

Sending EO Hours and Core Skills Updates to Preceptors and Students in Populi

Purpose

This process ensures that students and their preceptors receive accurate updates regarding Core Skills and EO externship hours.

Updates are sent using Populi so that:

  • Students are notified of their current hour totals per week

  • Preceptors receive the Populi-generated hour summary to better track what they have sent NIMAA

Email Templates

  1. For EO Hours: Externship Hours Update to EOs
  2. For Core Skills: Core Skills Updates Block [#] [Cohort]
    1. Quickly find in manage forms> filter by category= "Core Skills Passport"

This template includes the weekly hour summary (Weeks 1–29) and current accepted totals.

Warning

Quick Reference Checklist

Before sending the email:

  • Student hours/skills verified and reviewed for accuracy in Populi

  • Preceptor verified in externship spreadsheet

  • Student is primary recipient

  • Preceptor CC’d

  • Template Externship Hours Update to EOs selected

Process Overview

  1. Verify student hours in Populi

  2. Confirm the correct preceptor using the externship spreadsheet

  3. Send an email to the student in Populi

  4. CC the verified preceptor

  5. Select the Externship Hours Update to EOs template

  6. Review and send the message


Step-by-Step Instructions

Step 1 — Locate the Student in Populi

  1. Log into Populi.

  2. Use the search bar to find the student.

  3. Open the student’s profile page.

Step 2 — Verify Student Hours

Before sending the update, confirm the student's hours are correct.

  1. Select the Student tab on the student profile.

  2. Review the externship hour entries and weekly totals.

  3. Confirm they match the most recently accepted hours.

Notes
Core skills are on top, part "A" is where Instructors copy over the skill status. Part "B" is populated from the core skills forms sent to preceptors at the end of each block (Forms must have accepted fields and be marked complete to transfer info over). EO hours are towards the bottom. 

Step 3 — Verify the Preceptor (Required)

The preceptor must always be verified using the Externship Placement Spreadsheet before sending the email.

  1. Open the spreadsheet sent from the Director of Business Development & Partnership.

  2. find the student’s name.

  3. identify the assigned preceptor.

  4. Copy the preceptor’s email address listed in the spreadsheet.

Alert
Important:
The spreadsheet is the most accurate for current preceptor assignments.
Always verify the preceptor here before sending the email.

Step 4 — Open the Email Tool in Populi

  1. From the student profile, click Email.

  2. Confirm the student's email address is the primary recipient.

⚠ Important:
The student must be the primary recipient for Populi to correctly generate the hour information for the preceptor.


Step 5 — Add the Preceptor in CC

  1. Paste the verified preceptor email address into the CC field.

If a student has multiple active preceptors, include all relevant preceptors in CC.

Step 6 — Select the Email Template

  1. Open the Templates dropdown in the email window.

  2. Select:

Externship Hours Update to EOs

The template will populate the email with the weekly hour summary format.

📷 Screenshot Placeholder – Template dropdown menu

Step 7 — Review Before Sending

Confirm the following before sending the email:

✔ Student is the primary recipient
✔ Preceptor was verified in the spreadsheet
✔ Preceptor email is CC’d
✔ Correct template Externship Hours Update to EOs is selected
✔ Student hour totals are accurate


Step 8 — Send the Email

Click Send.

Result

  • Student receives: Notification of their externship hours

  • Preceptor receives: The same email with Populi-generated hour totals

This ensures both the student and preceptor have the same record of progress.


Info

Troubleshooting

Student Changed Preceptors

Always verify the spreadsheet to ensure the update goes to the current clinical supervisor.

Multiple Preceptors

Include all active preceptors in the CC field.

Hours Appear Incorrect

Verify the Student tab hour entries before sending the email.


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