What your Dropbox is for
The Dropbox tab is the home for the paperwork your placement needs. Anything you send there stays with your account, next to anything your placement team places for you, so both sides work from the same files. The number beside the Dropbox tab counts the files in it, and the Dropbox button at the top of your portal opens it in one tap.
Your Dropbox is for practicum paperwork only. Anything about a specific order, such as a question about dates, your preceptor or a step on your order, goes to your placement manager: reply to any message from them and they pick it right up.
What to send
Your Overview lists Send your placement paperwork as one of your next steps, and it shows as done once you have sent your first file. These are the papers most placements need:
- Affiliation forms: the forms your school uses to set up the agreement with your clinical site, signed where your school asks you to sign.
- School approvals: any letter, email or form from your school approving your placement, your site or your preceptor.
- Your license: a clear copy of your current license, front and back if it has two sides.
- Health records: immunization records and any other health record your school or site asks for.
- Anything your school asks you to complete for this placement, once you have filled it in.
How to send a file
Sending a file takes a few seconds on a computer or a phone:
- 1Open the Dropbox tabSelect Dropbox in the tabs, or the Dropbox button at the top of your portal. On a phone, the tabs sit along the bottom of the screen.
- 2Choose your fileIn the Add to your Dropbox card, drop a file onto the box or select it to choose one from your device. The box then shows the file’s name and size.
- 3Add a note for the teamIn Note for the team, write a few words on what the file is and what it is for, such as Affiliation form, signed.
- 4Select SendYour file goes to your Dropbox and appears straight away under From you, with the date, its size and your note.
File types and size
The Dropbox takes a PDF or an image, up to 5 MB each. A PDF is the best choice for forms and records with several pages, because the pages stay together and in order. A photo works well for a single page, such as a license card or an immunization card.
If a file is larger than 5 MB, the Dropbox lets you know before it sends. Most scanning apps can save a smaller PDF, and a photo taken at a normal size usually fits well within the limit. For anything that still doesn’t fit, ask your placement manager.
- Photograph each page flat, in good light, with all four corners showing.
- Make sure every name, date and signature can be read.
- Send one document per file, so each one can be found and used on its own.
- Check that a scan has every page before you send it.
Naming files clearly and writing a good note
A clear file name and a short note mean the team can use your file the moment it arrives, without writing back to ask what it is. Name the file before you choose it, and keep the note to what it is and what it is for:
| Document | A clear file name | A helpful note |
|---|---|---|
| Affiliation form | Affiliation-form-signed.pdf | Affiliation form, signed by me |
| School approval | School-approval-letter.pdf | Approval letter for my spring placement |
| License | RN-license.jpg | Current RN license, front and back |
| Immunizations | Immunization-record.pdf | Immunization record, updated this month |
What your placement team places for you
Files from your placement manager appear in your Dropbox under From your placement team, above the files you have sent. These are usually papers for you to read, sign or keep, and each one shows its name, the date it was added and its size, with any note from the team.
Select Download to save a copy to your device. If a file from the team needs to be filled in or signed, complete it and send it back through Add to your Dropbox with a note, so it is listed under From you.
Downloading and removing a file
Every file in your Dropbox has a Download button, whichever list it is in. Files you sent also have a Remove button, so you can take back a file you sent by mistake or replace an old copy with a newer one.
When you select Remove, your portal asks you to confirm before the file is removed. To replace a file, remove the old copy and send the new one with a note such as Updated immunization record. Files from your placement team can be downloaded but not removed, so they stay in your Dropbox for you.
Questions students ask
What kind of files can I send to my Dropbox?
A PDF or an image, up to 5 MB each. A PDF works best for forms and records with more than one page.
My file is larger than 5 MB. What do I do?
Save it as a smaller PDF, or photograph it at a normal size. For anything that still doesn’t fit, ask your placement manager.
Can I send several files at once?
You send one file at a time, each with its own note, so every file is clear on its own.
How do I know my file was sent?
It appears straight away under From you, with the date, its size and your note.
I sent the wrong file. Can I take it back?
Yes. Select Remove beside the file under From you, confirm, and send the right one.
Can I remove a file my placement team sent me?
No. Files under From your placement team can be downloaded but not removed, so they stay in your Dropbox for you.
Where do I ask a question about my order?
Reply to any message from your placement manager. The Dropbox is for practicum paperwork only.