PSU uses an online clock hours tracking system called CALIPSO. You will be asked to provide the PSU coordinator with your ASHA number. Your PSU coordinator will then give you a PIN number to register in CALIPSO.
You will complete the midterm and final evaluations in CALIPSO for your student. If you have any questions regarding the CALIPSO system, please contact your PSU coordinator.
Starting and ending dates for externships may not always match the PSU term calendar. In the summer, a student may not be finished with the externship on the same schedule as the end of the PSU academic term. In that case, the PSU coordinator will assign a grade of ‘Incomplete’ in the PSU system, which will be changed at the beginning of the next term.
You will need to receive an email from the CALIPSO system with a PIN before you are able to register. If you are not already on the CALIPSO system, please contact the PSU coordinator to start the process.
Step 1: Register as a supervisor
· Before registering, have available your 1) PIN provided by the PSU coordinator, 2) ASHA card, and 3) state licensure card.
· Go to https://www.calipsoclient.com/pdx
· Click on the “Supervisor” registration link located below the login button.
· Complete the requested information and click “Register.”
· On the following screen, again complete the requested information and click “Save” at the bottom of the page. A “Registration Complete” message will be displayed and you will automatically be logged into CALIPSO.
Step 2: Login to CALIPSO
· For subsequent logins, go to https://www.calipsoclient.com/pdx and login to CALIPSO using your 8-digit ASHA number and password that you created for yourself during the registration process (step one.)
Step 3: Select your student
· Locate “Change class to:” and select from the drop-down menu the appropriate class
· Click “Change.”
· Click on “Student Information”
· Locate “Add Student of Interest” and select your student from the drop-down menu.
· Click “Add.”
Step 4: Complete site information form (if you are a new site). If you are not sure whether or not your location is a new site, please contact the PSU coordinator.
This form will take approximately 20 minutes to complete. The bulk of the information requested is used by the PSU graduate program to maintain our ASHA accreditation. This form only needs to be completed once unless the requested information changes.
· From the home page, click on the “Site Information Forms” link under the Management header.
· Click “Add new form.”
· Complete the requested information. Click “Save.”
· The new site form will post to a table. To finish completing, click on the “Edit” link in the Basic Info column. Check to see that all of the information is complete, and check the box that states “Check here to mark this section as complete.”
· Continue to complete the remaining 5 sections of the form by clicking on each remaining tab (Facility/Department/Patient/Student/Miscellaneous) and completing the requested information. After completing the information in each section, check the box that states “Check here to mark this section as complete”. Click “Save.”
· After all tabs have been completed, click on the “Site Form List” link located near the top of the page or on the “Site Forms” link located within the blue strip.
· If any sections are incomplete, they will be flagged with a red explanation point. To complete those fields, just click on “edit” and make the necessary changes.
· Once each section is assigned a green checkmark, a “Submit” link will display within a column of the table. Click “Submit” and verify that the status changes to “Submitted.”
To Edit/Update a Submitted Form:
· To edit a previously submitted form, simply click the “Copy” link located in the next to the last column. Edit each section as necessary by clicking on the “Edit” link for the corresponding section, making changes, and clicking “Save.” Once editing is complete, click “Submit” and verify that the status changes to “Submitted.” Delete the older version by clicking on the red “X”.
Step 5: Complete a midterm evaluation
Please refer to the evaluation rubric located in the next section when completing the midterm evaluation.
· Login to CALIPSO (step two)
· Select the desired “Class” and click “change.”
· Click “New evaluation”.
· Complete required fields designated with an asterisk and press save.
· Continue completing evaluation by scoring all applicable skills across the Big 9 using the provided scoring method and saving frequently to avoid loss of data.
· Once the evaluation is complete, review it with the student. Type his/her name with the corresponding date as well as your name with the corresponding date located at the bottom of the page.
· Check the “final submission” box located just below the signatures.
· Click “save.”
· Receive message stating “evaluation recorded.”
· Please note: you may edit and save the evaluation as often as you wish until the final submission box is checked. Once the final submission box is checked and the evaluation saved, the status will change from “in progress” to “final”. Students will then have access to view the submitted evaluation when logged into the system.
· To view the evaluation, click “Student Information” located within the blue stripe then “evaluations” located to the right of the student’s name.
Step 6: Complete a final evaluation
Please refer to the evaluation rubric located in the next section when completing the final evaluation.
· Login to CALIPSO (step two)
· Select the desired “Class” and click “change.”
· Click “Student Information” then “evaluations” located to the right of the student’s name.
· Identify the evaluation completed at midterm and click on “Make a duplicate of this evaluation.”
· The duplicated evaluation will appear in the evaluations list.
· Identify the duplicate (noted as “in progress”) and click on the “current evaluation” link highlighted in blue.
· Change “Evaluation type” from midterm to final.
· Complete evaluation by changing and/or adding scores for applicable skills across the Big 9 using the provided scoring method and saving frequently to avoid loss of data.
· Once the evaluation is complete, review it with the student. Type his/her name with the corresponding date as well as your name with the corresponding date located at the bottom of the page.
· Check the “final submission” box located just below the signatures.
· Click “save.”
· Receive message stating “evaluation recorded.”
Step 7: Approve clock hours
· At the completion of the rotation or as often as directed, your student will log their clock hours into CALIPSO.
· An automatically generated e-mail will be sent notifying you that clock hours have been submitted and are awaiting approval.
· Login to CALIPSO (step two.)
· Click “clockhour forms pending approval.”
· Identify your current student’s record.
· Click “View/Edit” in the far right column.
· Review hours, making changes if necessary.
· Complete the % of time the student was observed while conducting evaluations and providing treatment.
· Approve clock hours by selecting “yes” beside “Supervisor approval” located at the bottom of the page.
· Click “Save.”
Step 8: Update your information as needed
· Update e-mail address changes, name changes, certification expiration dates with corresponding scanned copies of your card by logging into CALIPSO (step two.)
· Click “Update your information.”
· Make changes and click “save” and/or click “Edit licenses and certification.”
Students are rated using a five-point rating scale across different skill domains. Please skip (leave blank) any domains that do not apply to your site or clinical work.
1: Not Evident
Skill not evident most of the time (less than 25%). Student is unaware of the need to change. Supervisor must repeatedly model the skill required for the client to receive optimal care. Student does not change behavior despite support from the supervisor.
2: Emerging
Skill is inconsistent or inadequate, but emerging to 25-40% of the time. Student shows awareness of need to change behavior with supervisor input and modeling. Supervisor frequently provides instructions and support for all aspects of the skill.
3: Developing
Skill needs further development, refinement or consistency, but is present 40-70% of the time. Student is aware of the need to modify the behavior, but does not do this independently. Supervisor provides on-going monitoring and feedback; focuses on increasing student’s critical thinking and how/when to improve skill.
4: Adequate
Skill needs continued refinement or consistency, but is implemented most of the time (70-80%). Student is aware and can modify behavior in-session and can self-evaluate. Problem solving is independent. Supervisor acts as a collaborator to plan and suggest possible alternatives.
5: Consistent
Skill is consistent and well developed and is present 80-100% of the time. Student can modify own behavior as needed and is an independent problem solver. Student can maintain skills with other clients, and in other settings when appropriate. Supervisor serves as a consultant in areas where student has less experience. Supervisor provides guidance on ideas initiated by the student.
Every student will typically have 6 clinical experiences (4 at PSU and 2 off campus). Students can have up to 7 clinical experiences. Students must go on a support plan if they receive a grade of B- or below. Students need to repeat the clinic if they receive a grade of C or below. CALIPSO will automatically calculate a letter grade based on the ratings that are entered.
Clinical experience 1-2
3.50-5.00
A
2.90-3.49
A-
2.40-2.89
B+
2.00-2.39
B
1.80-1.99
B-
1.50-1.79
C
1.20-1.49
D
1.00-1.19
F
Clinical experience 3-4
3.80-5.00
A
3.10-3.79
A-
2.60-3.09
B+
2.20-2.59
B
2.00-2.19
B-
1.60-1.99
C
1.30-1.59
D
1.00-1.29
F
Clinical experience 5-7
4.00-5.00
A
3.4-3.99
A-
3.00-3.49
B+
2.60-2.99
B
2.20-2.59
B-
1.80-2.19
C
1.50-1.79
D
1.00-1.49
F
When creating new evaluations, how do I know which course number my student is completing?
All the clinical externships at PSU are under the course number 509. The courses are listed by year and term in CALIPSO:
2015 Fall
2016 Winter
2016 Spring
Pick the term and year that is appropriate for your student.
How often should my student enter their clock hours?
We recommend that students log their daily clock hours into CALIPSO on a weekly basis. Students can log their clock hours as often as they like and submit them at the end of the term for your approval.
Who do I contact if I have a question about CALIPSO?
Always get in touch with the PSU coordinator. We will get right back to you!
What happens if there is more than one supervisor working with the student?
We recommend that one supervisor act as the “main” supervisor and fill out the evaluation after consulting with the other supervisor. To ensure that the perspective of both (or more) supervisors is represented in the evaluation, we ask that the “main” supervisor consult with the other supervisors to get input on the feedback and grade. All supervisors should familiarize themselves with the grading scale and note what level their graduate student has completed.
There may be exceptions to this situation and we recommend that you work out a plan with the PSU coordinator.
What if one of the areas in the evaluation does not pertain to the clinical experience that the student is getting at my site?
Simply leave it blank. It will not affect the overall grade.
What if the grade total seems too high or too low?
It is helpful to think about where you think the student falls in the grading rubric prior to completing the evaluation. Try to review the performance rating scale and have a print out in front of you for reference as you fill out the evaluation. You can also use point decimal values to capture how the student is performing at (e.g. 3.5, 3.9, 3.5 are all acceptable points to assign to a particular skill).
What if I have trouble logging in?
There are a few tricks to logging in that are helpful to be aware of. If you forget your password, the reset code that you get in an email will only last for 48 hours. After 48 hours CALIPSO locks the account. It will continue to give you the message that you have entered an invalid password. If you get this message, contact the PSU coordinator right away and we can unlock your account. The other important trick to remember is that:
Your password is ALWAYS your ASHA number
Sometimes the login will default on your email, but you just need to delete it and enter your ASHA number.
Call or email the moment you have a question! We would love to help!!!