Master of Occupational Therapy Table of Contents:

Fieldwork Policies

• Policy # 1 General Fieldwork Policies • Policy # 2 Contact with Fieldwork Sites • Policy # 3 Insurance coverage • Policy # 4 Certification requirements • Policy # 5 Arrangements (accommodation, transportation & food for

Fieldwork placements within Manitoba and Saskatchewan) • Policy # 6 Arrangements (accommodation, transportation & food for

Fieldwork placements outside of Manitoba and Saskatchewan within Canada)

• Policy # 7 International fieldwork placements • Policy # 8 Fieldwork hours • Policy # 9 Assignments and projects during fieldwork • Policy #10 Evaluation • Policy #11 Professional appearance • Policy #12 Professional behavior • Policy #13 Cancellations • Policy #14 Grade Calculation and Pass/Fail Decisions • Policy #15 Delays or disruptions due to extraordinary circumstances • Policy # 16 Support, communication and monitoring processes during

fieldwork. • Policy # 17 Deferral of fieldwork • Policy # 18 Fieldwork Educator Qualifications • Policy # 19 Fieldwork Site Approval • Policy # 20 Application for Exemption from Fieldwork “out of Town”

Requirement * Students: For further information you will find it helpful to review policies and information in the current Department of Occupational Therapy Student Handbook, the University of Manitoba Graduate Calendar and on the University of Manitoba website.

October 2014

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Department of Occupational Therapy Policy No. 1 Fieldwork Policies Subject: General Fieldwork policies Approved by: OT Program Committee Approved: June 10, 2003 Revised: October 16, 2014

Purpose: To serve as a guide for faculty, managers, fieldwork educators and students

during fieldwork placements.

The Department of OT fieldwork policies will be a component of the Fieldwork Site Handbook, the Student Handbook as well as being posted on the College of Rehabilitation Sciences web site.

Students must comply with the policies and procedures of the particular fieldwork site

in which they are completing their placements.

The Department of OT policies should be used as adjunct guidelines in consideration of already existing fieldwork site policies and procedures.

In the event, of a conflict between the site policies and procedures and the

Department of OT policies, the Academic Fieldwork Coordinator should be informed as soon as possible.

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Department of Occupational Therapy Policy No. 2 Fieldwork Policies Subject: Contact with Fieldwork Sites Approved by: OT Program Committee Approved: June 10, 2003 Revised: October 13, 2011

Purpose: To outline the requirements for students regarding contact with fieldwork

educators prior to the commencement of a placement.

2.1 All students are required to write an introductory letter (and attach a copy of their updated resume) to each fieldwork site where they have been assigned a placement.

2.2 The letter and resume are to be delivered to the OT Department Fieldwork support

staff by a date determined and announced by the Academic Fieldwork Coordinator.

2.3 If a student does not deliver the letter and resume by the due date, then s/he is responsible for sending the letter and resume directly to the fieldwork site as soon as possible and at least 4 weeks prior to the beginning of the placement.

2.4 Included in the body of the letter should be a minimum of three personal learning

objectives for the placement.

Procedure: The Academic Fieldwork Co-ordinator will inform students of the date the letters and resumes are due. All letters and resumes that are delivered on time will be included in the packages that are sent to the fieldwork sites. (Note: The fieldwork educator is asked to indicate on the evaluation form whether the student’s letter was received.)

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Department of Occupational Therapy Policy No. 3 Fieldwork Policies Subject: Liability and Insurance coverage Approved by: OT Program Committee Approved: June 10, 2003 Revised: October 16, 2014

Purpose: To outline the liability and insurance coverage that is in place to cover

fieldwork education activities.

3.1 Students completing fieldwork are covered for liability under the University of Manitoba’s General Liability Insurance with the Canadian Universities Reciprocal Insurance Exchange. Written documentation relating to the liability coverage is available in the form of a memo from the University Administration.

Procedure: Anyone who requires a copy of this memo should contact the Academic Fieldwork Coordinator.

3.2 Students engaged in fieldwork placements within Manitoba are covered for

physical injuries in accordance with and subject to the provisions of the Workers Compensation Act (Manitoba).

Procedure: In the event of an injury during the practicum the Field Site Supervisor should complete any necessary incident reports and promptly contact the University Fieldwork Coordinator to ensure that coverage under the Workers Compensation Act is secured.

3.3 As students under The Workers Compensation Act (Manitoba), students engaged in a field practicum as a required part of their program are covered for injuries sustained in the course of and arising out of the practicum in accordance with and subject to the provisions of The Workers Compensation Act. However, where the practicum takes place outside of Manitoba, and the student is not a Manitoba resident, workers compensation may not be extended, based on the provisions of The Workers Compensation Act.

Therefore, students who are from outside of Manitoba and are trying to arrange a practicum outside Manitoba may experience difficulties or be denied a placement because the University is not able to guarantee that workers compensation coverage will be extended. Alternative arrangements can sometimes be made to accommodate such practicums, but will have to be done on a case by case basis. Students are encouraged to contact the Field Education Coordinator at the earliest opportunity to determine if any such alternative arrangements are possible.

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Department of Occupational Therapy Policy No. 4 Fieldwork Policies Subject: Certification requirements Approved by: OT Program Committee Approved: June 10, 2003 Revised: May 8, 2009, October 13, 2011, October 16, 2014

Purpose: To outline the documentation and certification(s) that are required of

students prior to their involvement in fieldwork education.

Supplementary Regulation of the MOT Program, Section 4 General Regulations: Master’s box 31 Admission states that: Successful applicants who accept an offer of admission to the Master of Occupational Therapy program must submit the following documentation within the first two weeks of classes of the year in which they are admitted. No student will be allowed to participate in fieldwork placements without the following documentation:

• Completed Health Examination Form and Immunization Record Form • current level C certification in Basic Rescuer Cardio Pulmonary Resuscitation

(CPR) • recent Criminal Record Check • recent Child Abuse Registry Check • recent Adult Abuse Registry Check

A Certificate in Emergency First Aid is strongly recommended but not required.

*Note: Documentation must be complete prior to commencing fieldwork.

4.1 Students are also required to complete “Mask Fit Testing” and provide

documentation of such prior to starting fieldwork. Certification must stay in place for all fieldwork placements.

4.2 Students must attend the Personal Health Information Act Session, and must

present proof of attendance (PHIA Card) at the session to the fieldwork site prior to beginning the placement.

4.3 Returning students are required to annually:

4.3.1 review and update immunization(s) as necessary. Annual physical and

dental examinations are recommended.

4.3.2 acquire re-certification in Basic Rescuer Cardio Pulmonary Resuscitation. Documentation of this recertification must be provided to the Academic Fieldwork Coordinator by the date published yearly in information provided to students.

4.3.3 complete Criminal Records Checks, Child and Adult Abuse registry checks. Documentation of the results of these tests must be provided to the Academic Fieldwork Coordinator by the date published yearly in information provided to students. .

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4.4 Students with a criminal record or who appear on the child or adult abuse registry will be asked to meet with the Department Head.

4.5 It is the student's responsibility to ensure that this information/documentation is acquired. The student is also responsible for payment of all costs incurred by this process.

4.6 Health Forms will be kept in the student file in a secure location within the Faculty

of Medicine Immune Status Program 4.7 Confirmation of completion of all other requirements by each student will be held

within the Occupational Therapy fieldwork offices. 4.8 Students are required to maintain and present original copies of all requirements

as required by the fieldwork site.

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Department of Occupational Therapy Policy No. 5 Fieldwork Policies Subject: Arrangements (accommodation, transportation & food) for

fieldwork placements within Manitoba and Saskatchewan Approved by: OT Program Committee Approved: June 10, 2003 Revised: May 10, 2005 Oct 5, 2006, May 14, 2009, Oct 13, 2011 Oct 16, 2014

Purpose: To describe the process and resources available to University of Manitoba

students participating in fieldwork placements within Manitoba and Saskatchewan

5.1.1 Students are responsible for all costs related to placements within Winnipeg

city limits. This includes transportation costs.

5.1.2

Each student should be prepared to complete a minimum of one placement outside of Winnipeg city limits.

5.1.3

To prevent undue financial hardship, students receiving a placement outside Winnipeg but within Manitoba and Saskatchewan will receive support for some transportation and accommodation costs (see policy 5.2).

5.1.4

Students must consult with the Academic Fieldwork Coordinator prior to the beginning of the placement to determine if/and how the reimbursement policies apply to their specific situation.

5.1.5

The fieldwork secretary will make accommodation arrangements for students who are placed outside of Winnipeg for fieldwork placements. Once a student has confirmed in writing that s/he does/doesn’t require accommodation no changes are allowed.

Procedure: If a student is placed outside of Winnipeg, the OT Department fieldwork support staff will send the student a memo asking the student to indicate in writing whether s/he requires accommodation arrangements. The student must return this form to the OT Department fieldwork support staff within the time specified. Student preferences for accommodation will be considered however, some locations are limited in the type(s) and cost of accommodation that are available, and thus student preferences cannot always be accommodated. Students are strongly encouraged to discuss accommodation needs/ preferences with the OT Department fieldwork support staff prior to arrangement of lodging.

5.1.6

If a student chooses to arrange his/her own accommodation, s/he must inform the OT Department fieldwork support staff as soon as possible. In such cases, the student must have the cost of accommodation pre-approved by the Academic Fieldwork Coordinator or the OT Department fieldwork support staff or s/he will not be reimbursed, Generally students will not be reimbursed for lodgings costs that exceed those that can be arranged by the University

5.1.7

If the University has arranged a place of accommodation, and a student decides to move from this place of accommodation, s/he must inform the

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Academic Fieldwork Coordinator before initiating the move. The Academic Fieldwork Coordinator will determine if the change will be approved and paid for, given the specific circumstances.

5.1.8 In situations where the student is on placement outside of Winnipeg and the

student chooses to stay with family or friends and commute to the fieldwork site rather than stay at accommodation arranged by the University closer to the placement site, the student must choose to either be reimbursed for transportation costs OR to have accommodation provided/paid for by the University.

5.1.9 To be reimbursed for expenses incurred during the placement, students must

submit original receipts for expenses along with the completed Travel Reimbursement Form to the fieldwork secretary: 5.1.9.1 Travel Reimbursement Forms are available on the fieldwork course

situated on the University Web-Based Educational Platform and from the OT Department fieldwork support staff.

5.1.9.2 Travel Reimbursement Forms without receipts cannot be processed. Receipts must correspond with the actual dates of travel and the dates of the placement.

5.1.9.3 Forms must be submitted no later than 6 weeks after the completion of the placement or they will not be processes

5.1.9.4 Reimbursement is usually processed within 10 – 14 working days.

5.2 Students will be reimbursed for expenses as follows: 5.2.1 Transportation Costs 5.2.1.1 Transportation expenses reimbursed will be to an amount equal to, or lesser

than, the cost of one round-trip bus fare to and from the placement (as outlined below). There is no reimbursement for travel to and from the placement site regardless of location.

Procedure: Students must pay all transportation costs themselves and then submit receipts for reimbursement.

5.2.1.2 If a student chooses to travel by car the student will be reimbursed for actual

gas costs unless such costs are greater than the cost of one round trip bus fare (which is the maximum allowable amount).

5.2.1.3 If two or more students travel together by car to and from the placement, only

the equivalent of one student’s round-trip bus fare will be reimbursed. 5.2.1.4 If a student chooses to commute by car to and from placements outside of the

city of Winnipeg limits (e.g. Steinbach, Portage La Prairie, Beausejour or Selkirk) OR wishes to reside at a family/friend’s home and commute to a placement in a rural location rather than stay at accommodation close to the fieldwork site, then the student will be reimbursed for transportation costs based on original gas receipts up to and not exceeding $12/day of attendance at the placement.

Procedure: Please refer to the “Procedure for reimbursement for

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commuting to fieldwork outside the perimeter” 5.1.9.5 Students are expected to complete the “form to complete for

commuting” as reviewed in class and available on the fieldwork course situated on the University Web-Based Educational Platform and from the OT Department fieldwork support staff.

Students are strongly discouraged from commuting to fieldwork sites beyond a 75-kilometre radius of their place of lodging.

5.2.1.5 In situations where the student is on placement outside of Winnipeg and is

required to use his/her car to participate in, or complete certain aspects of the placement, and the fieldwork site is unable to provide financial support for transportation, the student should consult with the Academic Fieldwork Coordinator to determine if the costs of transportation are eligible for reimbursement. If the Academic Fieldwork Coordinator determines that the travel is essential, the student may be reimbursed on a per kilometre basis consistent with University of Manitoba staff policy. This amount will not exceed $50.00 per placement.

Note: Students are advised not to transport clients in their car unless they have obtained appropriate insurance coverage.

5.2.1.6 If a student is placed with the J.A. Hildes Northern Medical Unit, the Unit will

pay the costs for return airfare to and from Rankin Inlet, Nunavut and the cost of one return airfare to and from a remote community serviced by the occupational therapist (pending yearly negotiations). If an Intermediate 1 or 2 student is placed with the Unit for 8 weeks, the Department of OT will consider funding one additional return airfare to and from a remote community serviced by the occupational therapist so that the student can maintain contact with clients and with his/her fieldwork educator. The Head of the Department of OT must approve this expenditure on a yearly basis.

5.2.2 Accommodation costs:

5.2.2.1 Accommodation expenses allotted will be to an amount less than or equal to,

the cost of accommodations arranged by the University.

5.2.2.2 If there is a cost for the accommodation, the individual providing lodging must submit a written invoice to the University of Manitoba c/o the OT Department fieldwork support staff indicating the dates and cost of accommodation. Invoices should be submitted as soon as possible and no later than 6 weeks after completion of the placement. Invoices received after this date will not be processed.

5.2.2.3 Wherever possible, attempts will be made to have direct billing to the University

to avoid the need for students to be reimbursed.

5.2.2.4 Students are responsible for payment of refundable damage deposits. Students are also responsible for payment of any damages to the place of accommodation that occurs during their stay at the place of lodging.

5.2.2.5

If a student is invited to travel with his/her fieldwork educator during a fieldwork

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placement, and the trip will involve an overnight stay(s), the student or fieldwork educator should consult with the Academic Fieldwork Coordinator to determine if support is available to support the costs of accommodation.

5.2.3 Food Costs:

5.2.3.1 Food costs will not be reimbursed.

5.2.3.2 If the cost of accommodation also includes food, and the cost of food is not

specified, the student will be responsible to pay a predetermined amount per day in food costs.

5.2.3.3 Depending on the specific situation the student may have to pay for food costs

in an advance lump sum at the beginning of the placement\accommodation time period. It is the student’s responsibility to ensure this fee is paid. Students for whom this will cause financial or other difficulty must inform the Academic Fieldwork Coordinator immediately, so that arrangements for alternate accommodation can be made if possible.

5.3 Sites with no pre-established legal agreement or affiliation with the University of

Manitoba: 5.3.1 If a student wishes to complete a placement at a site that does not have a pre-

established affiliation or legal agreement with the University of Manitoba, the student should arrange to meet and discuss the matter with the Academic Fieldwork Coordinator.

5.3.2 Requests for new placement sites must be made a minimum of 6 – 8 months in

advance of the anticipated placement dates. 5.3.3 The learning objectives and location of any fieldwork placement must meet the

approval of the Occupational Therapy Department and The University of Manitoba.

5.3.4 Any student who requests a fieldwork placement at a specific site that does not

have a pre-existing legal agreement and affiliation with The University of Manitoba (including sites that are listed as part of the National Fieldwork Placement Service) should be aware that fieldwork sites usually require a contractual (legal) arrangement with the University of Manitoba prior to permitting the student to enter into a field experience.

5.3.5 Note: There is no guarantee that The University of Manitoba will enter into such

contractual arrangements on the student's behalf. In such cases, the student should be prepared to select an alternate site.

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Department of Occupational Therapy Policy No. 6 Fieldwork Policies Subject: Arrangements (accommodation, transportation & food) for

Fieldwork placements outside of Manitoba and Saskatchewan but within Canada.

Approved by: OT Program Committee Approved: June 10, 2003 Revised: May 10, 2005, October 5, 2006, October 16, 2014

Purpose: To describe the process and resources available to students participating in

fieldwork placements outside of Manitoba and Saskatchewan and but within Canada.

6.1. Students may complete fieldwork placements outside of Manitoba and Saskatchewan including placements outside of Canada. Normally students will not be placed outside of Manitoba and Saskatchewan prior to Intermediate 1 Fieldwork.

6.2. There is no reimbursement of any costs related to placements outside of Manitoba and, Saskatchewan.

6.3. Students may submit applications to the National Fieldwork Placement Service

subsequent to the application being approved by the Academic Fieldwork Coordinator. Applications are normally only considered for Intermediate Fieldwork I, Intermediate Fieldwork II and Advanced Fieldwork placements.

6.4. If a student wishes to access the National Fieldwork Placement Service (NFPS) for placements during Intermediate Fieldwork I, Intermediate Fieldwork II and Advanced Fieldwork then s/he will be responsible to pay the associated cost for submission of a placement request to the NFPS. The student must provide a cheque payable to the University of Manitoba at the time of submission of the placement request form. If the cheque is returned by the bank for non-sufficient funds the student will be charged the appropriate non-sufficient fund fee, in addition to the placement fee.

6.5. Students will follow the Procedure for applying for the National Fieldwork

Placement Service.

6.6. Any additional costs incurred/ levied by a field site outside of the U of M catchment area in order to allow the student to participate in fieldwork (e.g. administrative fee) will be the student’s responsibility to pay.

6.7. Sites with no pre-established legal agreement or affiliation with the University of Manitoba:

6.7.1 If a student wishes to complete a placement at a site that does not have a pre-established affiliation or legal agreement with the University of Manitoba, the student should arrange to meet and discuss the matter with the Academic Fieldwork Coordinator.

6.7.2 Requests for new placement sites must be made a minimum of 6 – 8 months in advance of the anticipated placement dates.

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6.7.3 The learning objectives and location of any fieldwork placement must meet the approval of the Occupational Therapy Department and The University of Manitoba.

6.7.4 Any student who requests a fieldwork placement at a specific site that does not have a pre-existing legal agreement and affiliation with The University of Manitoba (including sites that are listed as part of the NFPS) should be aware that fieldwork sites usually require a contractual (legal) arrangement with the student and/or The University of Manitoba prior to permitting the student to enter into a field experience. There is no guarantee that The University of Manitoba will enter into such contractual arrangements on the student's behalf. In such cases, the student should be prepared to select an alternate site.

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Department of Occupational Therapy Policy No. 7 Fieldwork Policies Subject: International Fieldwork Placements Approved by: OT Program Committee Approved: June 10, 2003. Revised: October 16, 2014

Purpose: To describe the process and resources available to students participating in an international fieldwork placement.

7.1 International fieldwork is an opportunity which may be made available to

students demonstrating a high level of self-directed learning, a history of embracing new opportunities and both academic and fieldwork excellence within the Masters of Occupational Therapy Programme.

7.2 To be considered for this opportunity students must both:

a. Maintain a B+ average in their academic courses within the MOT program

b. Demonstrate excellence in fieldwork as evidenced by their fieldwork evaluations.

7.1 Students are not permitted to participate in International fieldwork until

Advanced fieldwork.

7.2 Students may complete fieldwork placements outside of Canada with permission given jointly by the head of the Occupational Therapy department, the Academic Fieldwork Coordinator and the student’s Program Advisor.

7.3 There is no reimbursement of any costs related to international

placements. Students must assume responsibility for all costs including: Medical coverage Visas Accommodation Travel Any additional required insurance coverage that is not routinely

provided by the University. Phone calls, faxes and postage to field site.

7.4 Requests for new international placement sites must be approved by the

Academic Fieldwork Coordinator and made a minimum of 10 months in advance of the anticipated placement date.

7.5 Students are responsible for making preliminary contact with prospective

field sites to obtain written documentation as follows: Description of OT service/ program Student Learning objectives Evidence of professional organization accreditation or university

approval status/affiliation with a WFOT recognized educational program.

7.6 The student must provide the Academic Fieldwork Coordinator with

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copies of all correspondence between the student and the prospective field site.

7.7 The student must make a commitment to the placement once approval

has been granted by the MOT Program.

7.8 International fieldwork sites usually require a contractual (legal) arrangement with The University of Manitoba prior to permitting the student to enter into a field experience. There is no guarantee that The University of Manitoba will enter into such contractual arrangements on the student's behalf. In such cases, the student should be prepared to select an alternate site.

7.9 Students participating in International Fieldwork placements must:

i) Sign an Acknowledgement of Responsibility and Liability Waiver. This form outlines assumption of risk, assumption of responsibility and a liability while participating in International Fieldwork Placements.

ii) Complete an emergency contact and medical information form prior to departure. This form will be kept on file in case of an emergency during the placement. At the end of the placement the document will be shredded.

7.10 Non-Manitoba students wishing to complete an International Fieldwork

Placement shall both review Fieldwork Policy #3 Liability and insurance coverage, and meet with the Academic Fieldwork Coordinator to discuss their situation.

Note: Forms listed under 7.11 can be obtained from the Academic Fieldwork

Coordinator

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Department of Occupational Therapy Policy No. 8 Fieldwork Policies Subject: Fieldwork Hours Approved by: OT Program Committee Approved: June 10, 2003 Revised: May 10, 2005, October 16, 2014

Purpose: To provide guidelines as to how fieldwork hours are determined in order that each student shall complete the required WFOT minimum 1000 hours of fieldwork practice.

8.1 Fieldwork Hours:

CAOT Standards for Education state that in order to graduate from an accredited program in Occupational Therapy, each student must successfully complete a minimum of 1000 hours of fieldwork practice. The University of Manitoba MOT program includes 1,040 hours of fieldwork courses, as well as some hours within other courses which may be considered fieldwork hours.

Fieldwork hours for students within fieldwork courses are calculated on a 40 hour work week. Although some therapists may work part-time and/or a full-time 37.5 hour work week, it is anticipated that students may need to spend additional hours in preparation, reflection and documentation of their practice. Fieldwork educators are strongly advised to consider the 40 hour week in planning learning experiences. Students are encouraged to take ownership for their learning experiences and ensure that they are meeting the hourly requirement.

8.1.1 Students' working hours on-site (including lunch, coffee breaks, daily work

schedule, etc.) are determined according to the policies/regulations of the fieldwork site.

8.1.2 Students may be required to work evenings and weekends in accordance with the requirements of the fieldwork site.

8.1.3 Students may accumulate banked time in accordance with fieldwork site policies.

8.2 Absenteeism. 8.2.1 Attendance by students in fieldwork placements is mandatory. If a student will be

absent from the fieldwork site for any reason, he/she must notify the appropriate personnel at the fieldwork site as soon as possible and preferably prior to the absence.

8.2.2 Approval for student non-attendance is jointly made by the fieldwork educator and the Academic Fieldwork Coordinator; this may include personal illness/injury, illness or death in the family, appointments, religious holidays, University Committee work, and activities relating to provincial/national/international representation.

8.2.2.1.1 Illness/injury: If a student is absent for three or more consecutive days because of illness, s/he may be required to submit a certificate from a licensed physician/dentist to his/her fieldwork educator upon his/her return to the fieldwork site with a copy forwarded to the Academic Fieldwork Coordinator. The student should consult with the Academic Fieldwork Coordinator to determine if this will be required.

16 8.2.2.1.2 Compassionate reasons: If a student is absent for compassionate reasons,

the Academic Fieldwork Coordinator should be informed along with the fieldwork educator. If the allowed number of days of absence from fieldwork are exceeded, then policy 8.3 relating to making up time applies.

8.2.2.2 Religious holidays: If a student wishes to observe a religious holiday other than those specified as statutory holidays, s/he must inform his/her fieldwork educator and the Academic Fieldwork Coordinator, before the beginning of the placement. If the allowed number of days of absence from fieldwork are exceeded, then the policy relating to making up time applies.

8.2.2.2.1 University/Professional Committee work: A student, representing occupational therapy, who is a member of a committee at the College of Rehabilitation Sciences and/or the University and/or a professional organization, will not be required to make up time for absence from fieldwork incurred by one of these meetings. If attendance at committee meetings exceeds one meeting per placement, the student may be required to make – up the time. The AFC will determine whether the time will need to be made- up. The student is responsible for informing the Academic Fieldwork Coordinator and the appropriate fieldwork site personnel as soon as possible of the dates of meetings and preferably in advance.

8.2.2.3 Provincial/National/International representation: A student who is involved in sports, arts or creative endeavours, or other activities at a provincial, national or international level, and is required to participate/compete in an event during his/her fieldwork placement, should inform the Academic Fieldwork Coordinator as soon as possible of the dates of the activities/competition. If the allowed number of days are exceeded, then policy 8.3 relating to making up time applies, or the student may request that s/he be allowed to complete the placement at a time that does not interfere with any scheduled activities/competitions.

8.2.2.4 Educational events: Requests for time away from the fieldwork site to attend conferences, workshops, or other educational activities not directly related to the fieldwork placement may be considered. The student and/or fieldwork educator should consult with the Academic Fieldwork Coordinator who will consider the request and make recommendations about the suitability of the activity. Requests to attend more than 2 educational days during the entire fieldwork component of the MOT program (without corresponding make-up time) will generally not be approved. The final decision regarding student attendance will be made jointly by the fieldwork educator and Academic Fieldwork Coordinator. If a student attends an approved event on a weekend, the fieldwork site’s policies regarding time off for continuing education will apply.

8.2.2.5 Appointments: Students should endeavour to arrange all appointments outside of fieldwork hours. All non-emergency doctor/dentist appointments should be arranged to avoid conflicting with fieldwork placements. If a student is required to attend an emergency appointment, notice should be given as soon as possible to the fieldwork educator and/or the Academic Fieldwork Coordinator.

8.2.2.6 Personal Needs: It is expected that students will not ask for shortened work days to accommodate personal needs and/or job commitments.

17 8.3 Make-up time:

In general, a student should endeavour to ‘make-up’ all time missed from fieldwork placements. It is preferable if make-up time can be accommodated within the current placement by working additional hours, evenings or weekends. Make-up hours should be compatible with the focus of the program and if possible allow contact with clients and the continual development of professional skills and abilities. Make-up time should not be designed to simply ensure the student fulfills a minimum hourly requirement, but should fit with good educational practice.

If a student has not been able to schedule make-up time within the current placement (i.e. if additional time cannot be accommodated due to the nature of the field site program and/or if absences occur toward the end of a placement), a student may be required to make-up for time missed from fieldwork if the total days absent from the regularly scheduled placement time by the end of the placement are more than:

• 1 day per 4 week placement • 1.5 days per 6 week placement • 2 days per 8 week placement.

A student who is absent for up to two days during a placement period may not be required to make up the day(s) depending on the number of absences from previous placements. A record of cumulative absences from fieldwork is maintained by the Department of Occupational Therapy. If a student has missed a cumulative total of 5 days from all fieldwork placements, all subsequent time missed from fieldwork will be required to be made up to ensure that the student meets the minimum requirement of 1,000 hours.

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Department of Occupational Therapy Policy No. 9 Fieldwork Policies Subject: Assignments and Projects during Fieldwork Approved by: OT Program Committee Approved: June 10, 2003 Revised: October 5, 2006

Purpose: To outline expectations related to assignments and projects during

fieldwork

9.1 Site Specific Assignments and Projects 9.1.1. Site specific assignments and special projects may be included as part of the

fieldwork experience. These projects should be based on the student's identified learning objectives. University guidelines for assignments and special projects include: • The assignment should be designed to facilitate personal and professional

growth of the individual student • The topic and format of the assignment should be discussed and agreed

upon by the fieldwork educator and the student by midterm (at the latest) • Fieldwork assignments should not duplicate a traditional academic course

assignment • Assignments/special projects should be relevant to the current fieldwork

placement.

9.1.2 Time requirements for assignments/special projects should not prevent the student from participating in activities at the fieldwork site. The student may be expected to complete some work related to the project outside of work hours, but such time should be minimized. It is expected that student and fieldwork educator will be able to negotiate reasonable expectations re: time commitments.

9.2 Library Privileges 9.2.1 Students who are provided with library privileges at the fieldwork site to facilitate

the completion of assignments and projects are subject to the rules and regulations of the fieldwork site library.

9.2.2 All books and materials must be returned to the library by the end of the fieldwork

placement unless otherwise approved by the appropriate fieldwork site personnel.

9.2.3 The student is responsible for payment of any fines incurred due to overdue

books that s/he has borrowed.

9.3 Computer & Internet Access Students using computers and/or internet services at the fieldwork site to facilitate the completion of assignments and /or projects are subject to the rules and regulations governing the use of computers and internet services at the fieldwork site.

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Department of Occupational Therapy Policy No. 10 Fieldwork Policies Subject: Evaluation Approved by: OT Program Committee Approved: June 10, 2003 Revised: October 5, 2006, October 13, 2011, October 16, 2014

Purpose: To outline evaluation processes involved in the fieldwork program.

Note: All students and fieldwork educators have access to the Fieldwork Site Handbook. This is available both in hard copy and on the fieldwork page of the OT Department Website. Fieldwork evaluation procedures are detailed in the Fieldwork Evaluation Guide.

10.1 Site Evaluation: 10.1.1 Site evaluations are to be completed for each placement using the Student

Fieldwork Experience Evaluation Form. 10.1.2 The student should complete the Student Fieldwork Experience Evaluation form

prior to midterm and final evaluation and provide feedback to his/her fieldwork educator.

10.1.3 Fieldwork sites may make and keep a copy of this evaluation for their records. 10.1.4 The Student Fieldwork Experience Evaluation Form should be returned to the

Academic Fieldwork Coordinator upon completion of the placement.

10.2 Student evaluation: 10.2.1 Student evaluations are to be completed by the fieldwork educator(s) in

collaboration with the student using the Student Fieldwork Performance Evaluation Form.

10.2.2 During the first few days of the placement, the fieldwork educator must in collaboration with the student indicate on the Student Fieldwork Performance Evaluation Form those objectives that will be evaluated at the midterm evaluation. At the time of the midterm, the fieldwork educator in collaboration with the student indicates on the Student Fieldwork Performance Evaluation Form those objectives that will be evaluated at the final evaluation.

10.2.3 The Student Fieldwork Performance Evaluation should be completed by the fieldwork educator and the MOT Student Fieldwork Self-Evaluation Form and Learning Log should be completed by the student both at midterm and at the end of the fieldwork placement. These evaluations shall be shared between the educator and student as part of the review process both at midterm and at final.

10.2.4 It is recommended that specific feedback be provided in each section of the evaluation form, indicating areas of strength and areas requiring improvement.

10.2.5 Any areas of concern should be clearly documented and discussed to determine a specific plan for the student to improve his/her performance.

10.2.6 The Academic Fieldwork Coordinator should be informed by midterm (at the latest) if there are any concerns about student performance or if the student receives any scores of ‘2’’ at midterm.

10.2.7 Signatures of the student and the fieldwork educator are required at midterm and at final evaluation. The student's signature indicates that s/he has read/received the evaluation report it does not infer that s/he is in agreement with the report.

10.2.8 If a student does not agree with the evaluation s/he should refer to the MOT Supplementary Regulations Document for specific details about the appeal process.

20 10.2.9 The Student Fieldwork Performance Evaluation is a course evaluation and as

such is a confidential document and should be handled in the following manner: Upon completion of the placement, the fieldwork educator provides a copy of the

evaluation to the student (if budget allows). The original document should then be mailed to the Academic Fieldwork

Coordinator in a confidential envelope.

Note: The fieldwork site shall not retain any electronic or hard copies of the completed Student Fieldwork Performance Evaluation Form. It is the student’s decision and responsibility to provide a copy of the fieldwork evaluation to a potential reference. (It is suggested that permission to copy the evaluation be obtained in writing from the student, if it is required for reference purposes.)

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Department of Occupational Therapy Policy No. 11 Fieldwork Policies Subject: Professional appearance Approved by: OT Program Committee Approved: June 10, 2003 Revised: May 10, 2005 Revised: October 5, 2006, October 16, 2014

Purpose: To outline expectations relating to professional appearance during

fieldwork which are considered appropriate according to current health care standards.

11.1 Students must comply with the dress code of the particular fieldwork site in which

they are completing their placements. Dress code requirements will vary from site to site.

11.2 Special Clothing

11.2.1 Some sites require that students provide/obtain special clothing before

participating in a fieldwork placement (e.g. steel-toed boots). The student should refer to the Fieldwork Placement Description Form to determine if there is any special clothing required for the placement.

11.2.2 It is the student's responsibility to ensure that this clothing is acquired and subsequently worn to the fieldwork site on the first day of the placement. The student is also responsible for costs incurred for any special clothing requirements.

11.2.3 Students are advised that if they do not obtain the required special clothing they will not be allowed to proceed with the specific placement.

11.2.4 Students for whom obtaining this special clothing will cause financial or other difficulty must inform the Academic Fieldwork Coordinator immediately, so that arrangements for an alternate placement can be made.

11.3 Nametags: 11.3.1 University of Manitoba Nametags

Nametags must be worn at all times during field placements.

One name tag is ordered at student’s expense for each student at the beginning of the MOT program. The purchased nametag includes both the student’s first and last names. Some field sites may allow students to only indicate their first name. If the student prefers to wear a nametag with only his/her first name, s/he must obtain written permission from the field site and provide a copy to the Academic Fieldwork Coordinator. The student may then order another nametag from the fieldwork support person at the student’s expense.

If a student loses his/her nametag s/he should inform the AFC immediately. The student is responsible for the cost of a replacement nametag(s).

11.3.2 Facility Nametags

Students may also be supplied with an identification badge at their fieldwork site. Students are expected to also wear this badge in compliance with the policies of the fieldwork site. Name tags must be returned to the site as per site policy

22

Department of Occupational Therapy Policy No. 12 Fieldwork Policies Subject: Professional behaviour Approved by: OT Program Committee Approved: June 10, 2003 Revised: October 5, 2006, October 16, 2014

Purpose: To outline expectations relating to professional behavior during fieldwork

placements

12.1 Ethics: 12.1.1 Each student should review and adhere to the CAOT Code of Ethics during

fieldwork placements. 12.1.2 Each student should review and adhere to the appropriate provincial/national

code of ethics that pertains to the geographic area in which they are completing a placement (e.g. COTM, SSOT, etc.).

12.1.3 Students are expected to follow the policies and procedures of the fieldwork site for the period of the placement.

12.1.4 Fieldwork site policies, concerning the acceptance of gifts from clients will apply to students completing placements at the site.

12.2 Title: 12.2.1 Students must only use the title "Student Occupational Therapist" or "Student

O.T." to clearly identify their student status. 12.2.2 This title is to be used on a name tag, in documentation, on written projects, etc.

12.3 Professional Behaviour: 12.3.1 Students are expected to comply with any provincial legislation which directs

professional behaviour (e.g. Mental Health Act, Protection of Persons in Care Act, Vulnerable Persons Act, etc.)

12.4 Representation: 12.4.1 Students are considered representatives of the occupational therapy profession

and the University of Manitoba and should behave accordingly.

12.5 Confidentiality: 12.5.1 It is essential that students maintain confidentiality in all matters related to

clients. This is important both in oral communication with/about clients and also in the handling of written communication such as charts.

12.5.2 Students are legally responsible to follow any provincial legislation that pertains to confidentiality of clients (e.g. In Manitoba the Personal Health Information Act [PHIA]). Students who are completing placements in other provinces or countries are responsible for determining the name and specific requirements of the appropriate legislation within a particular province or country and subsequently adhering to the law.

12.6 Documentation: 12.6.1 Documentation or notes which are written by students should be signed by the

student in the following manner: Student Name (e.g. J. Smith), Student

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Occupational Therapist. The therapist responsible for the client must countersign documentation and/or chart entries made by students.

12.6.2 Students are required to familiarize themselves with the charting/ documentation requirements of the respective fieldwork site and to adhere to site policies and/or guidelines.

12.6.3 Some sites may require a student to attend a documentation training session prior to their fieldwork placement. Students are expected to make arrangements to attend this scheduled orientation.

24

Department of Occupational Therapy Policy No.13 Fieldwork Policies Subject: Cancellation Approved by: OT Program Committee Approved: June 10, 2003 Revised:

Purpose: To outline the process for cancellation of a fieldwork placement by the site or Academic Fieldwork Coordinator.

Cancellation of a Fieldwork placement: 13.1 The Academic Fieldwork Coordinator and fieldwork site personnel should attempt

to notify each other of a placement change or cancellation as soon as possible. Procedure: It is recommended that whenever possible, placement changes or cancellations occur no later than six weeks prior to the beginning of a placement.

13.1.1 The location and nature of any student placement is subject to change if the placement is cancelled or changed by the field site.

13.1.2 If a placement is cancelled, the student will be notified by the Academic Fieldwork Coordinator. Every attempt will be made to find an alternate placement for the student as soon as possible; however this may delay the student’s graduation date.

25

Department of Occupational Therapy Policy No. 14 Fieldwork Policies Subject: Grade Calculations and Pass/Fail Decisions Approved by: OT Program Committee Approved: June 10, 2003 Revised: May 8, 2009, October 16, 2014

Purpose: To outline the decisions process for assigning a pass or fail in a fieldwork

course and procedures related to failure of a fieldwork placement/course.

14.1It is the responsibility of the Academic Fieldwork Coordinator to calculate final scores using the formula included in The Procedure for Assessing Fieldwork Performance Evaluation Form.

14.2The fieldwork educator ratings on the Student Fieldwork Performance Evaluation

Form will be used by the Evaluation Committee to determine a pass or fail mark for each fieldwork course.

14.3Failure of a fieldwork placement: 14.3.1 Students may be permitted to repeat one failed fieldwork course over the

duration of the program. Students who fail more than one fieldwork course will be required to withdraw from the program.(MOT Supplementary Regulations Section 4 General Regulations Master’s: box 43 Performance in course work )

14.3.2 A student receiving a fail in a a fieldwork course must successfully complete a repeat of that fieldwork course prior to progressing to the next level of fieldwork. (MOT Supplementary Regulations 4 General Regulations: box 43 Master’s Performance in course work )

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Department of Occupational Therapy Policy No. 15 Fieldwork Policies Subject: Delays or disruptions in the fieldwork placement due to

extraordinary circumstances Approved by: OT Program Committee Approved: June 10, 2003 Revised:

Purpose: To provide guidance as to steps to be taken in the event of delays or

disruptions in the fieldwork placement due to extraordinary circumstances (e.g. – job action, infectious disease, natural disaster)

15.1 The fieldwork site’s policy will guide the University’s decision in dealing with

delays or disruptions due to extraordinary circumstances.

15.2 In the event of an extraordinary circumstance, students are to contact the Academic Fieldwork Coordinator at the first sign of placement disruption.

15.3 To the extent that it is possible, placements that are disrupted or delayed due to

extraordinary circumstances will be accommodated for on a case-by-case basis. The make-up hours policy (8.3) will be used to help guide decisions.

15.4 When possible, in the event of a delay or disruption due to an extraordinary

circumstance, the Academic Fieldwork Coordinator will discuss with the fieldwork educator and/or manager the options that are available both prior to, and during any extraordinary circumstance.

15.5 Possible options: 15.5.1 The Academic Fieldwork Coordinator will discuss with the fieldwork educator, the

possibility of having the student resume the placement after the delay or disruption ends.

15.5.2 Students may be permitted to work on approved projects relevant to the fieldwork placement, resources permitting.

15.5.3 Provision of an alternate placement.

15.6 Every effort will be made to provide a placement prior to the student's anticipated date of graduation.

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Department of Occupational Therapy Policy No. 16 Fieldwork Policies Subject: Support, communication and monitoring processes during

fieldwork Approved by: MOT Program Committee Approved: June 10, 2003 Revised: Sept 2, 2004, October 16, 2014

Purpose: To identify roles and responsibilities of Occupational Therapy faculty who can facilitate the teaching/learning experience which occurs during a fieldwork placement by:

Providing support and acting as a resource Monitoring the fieldwork experience Representing the University of Manitoba OT Department.

16.1 Academic Fieldwork Coordinator (AFC):

The Academic Fieldwork Coordinator will provide guidance, support, facilitation or mediation to students, fieldwork educators, Program Advisors, and Outreach Developers to facilitate successful fieldwork placements for students.

Students and fieldwork educators may contact the AFC at any time throughout a fieldwork placement; however the AFC must be informed by both the student and fieldwork educator(s), preferably by phone, if the student receives any ‘2’s at the midterm evaluation. Contact should occur as soon as possible and preferably the same day as the midterm evaluation.

The AFC or designate will inform the Head of the Department and the student’s Program Advisor if the student receives any ‘2’s’ at midterm.

16.2 Program Advisor:

Each student in the MOT program is assigned a Program Advisor who follows their progress throughout the program (both academic and fieldwork). Students may contact their Program Advisor to discuss progress at any time during the fieldwork placement. Program Advisors may advise the student but will contact the AFC as soon as possible should there be a need for more extensive involvement from university personnel.

16.3 Outreach Developer:

Fieldwork educators in Manitoba may contact regional the Outreach Developer at any time regarding development, implementation and quality improvement of a fieldwork placement(s).

16.4 Designate

In the event that the AFC is unavailable (due to workload demands or other commitments) to respond to fieldwork educators’ or students’ requests for telephone or on-site assistance the AFC, in conjunction with the OT Department Head, will determine an appropriate designate.

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Department of Occupational Therapy Policy No. 17 Fieldwork Policies Subject: Deferral of Fieldwork Approved by: MOT Program Committee Approved: May 10. 2005 Revised:

Purpose: To provide guidelines as to how requests for changes to fieldwork dates/times will be addressed.

Any requests for postponed/deferred fieldwork time must be presented in writing to the Academic Fieldwork Coordinator at least 6 weeks in advance of the scheduled start date of the placement. The request will only be considered for extenuating circumstances which do not include job commitments or personal travel plans.

29

Department of Occupational Therapy Policy No. 18 Fieldwork Policies Subject: Approved by:

Fieldwork Educator Qualifications MOT Program Committee

Approved: August 23, 2011 Revised:

Purpose: To provide guidelines regarding qualifications required for Occupational Therapy Fieldwork Educators at the University of Manitoba.

The following Criteria must be met for Occupational Therapists to be deemed to be qualified to provide fieldwork education and evaluation for University of Manitoba Students: The therapist must be registered with their provincial (or relevant) regulatory body The therapist must be have a minimum of one year of clinical experience Completion of a fieldwork educator Introductory workshop is preferred but not

required

Please note: A registered therapist nearing completion of a full year of practise may provide fieldwork education under the supervision of an experienced fieldwork educator. In this situation the novice educator may contribute to the student evaluation, but the experienced fieldwork educator will assume ultimate responsibility for the student fieldwork evaluation.

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Department of Occupational Therapy Policy No. 19 Fieldwork Policies Subject: Approved by:

Fieldwork Site Approval MOT Program Committee

Approved: October 13, 2011 Revised:

Purpose: To outline requirements for approval of fieldwork sites providing fieldwork opportunities for MOT students.

All fieldwork sites providing fieldwork opportunities for University of Manitoba Occupational Therapy students must be approved as per the Canadian Guidelines for Fieldwork Education in Occupational Therapy (CGFEOT), 2011. The CGFEOT were developed and approved by the Committee on Fieldwork Education (CUFE) in Canada. Revised in 2011 two portions of the guidelines are considered mandatory. These are Appendix A (added in 2011), and the information listed below generally included within a Fieldwork Site Profile (FSPRO).

19.1 Appendix A: Each site is required to submit a completed Appendix A signed by

the appropriate individual at the site. These forms will be implemented when sites are approved, or when the FSPROs require review or revision. Appendix A requires review when there is a change in the site representative.

19.2 Fieldwork Site Profile Information: Following is a list of the information required

from the fieldwork site: i. Site and contact information ii. Characteristics of occupational therapy services iii. Learning opportunities and resources iv. Administrative resources v. Site requirements for students vi. Amenities

This information may be provided by the fieldwork site using a completed FSPRO.

19.3 In some situations, based on sufficient information, sites may provide a fieldwork opportunity for a student prior to all documentation being completed. In this situation the Academic Fieldwork Coordinator or designate may conditionally approve the site for use.

19.4Sites approved by other University Programs based on similar criteria will be

considered approved. The Academic Fieldwork Coordinator or designate will discuss criteria and process with the appropriate representative from the other University programs to make this decision.

19.5 Sites will be required to repeat this FSPRO process at least every five years.

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Department of Occupational Therapy Policy No. 20 Fieldwork Policies

Subject: Application for Exemption from Fieldwork “Out of Town” Requirement

Approved by: MOT Program Committee Approved: October 13, 2011 Revised: October 16, 2014

Purpose: To outline a process and rationale whereby a student may apply for exemption from completing the “Out of Town” criteria expected in their fieldwork profile.

To ensure students have access to a variety of treatment settings and fieldwork opportunities students are expected to be prepared to complete a minimum of one fieldwork course outside of Winnipeg. This opportunity adds depth to a student’s fieldwork profile and offers experiences not available within the City of Winnipeg. However, in some circumstances this fieldwork expectation creates exceptional hardships for students and their families.

20.1 Students will apply in writing to the Academic Fieldwork Coordinator requesting

an exemption from the “Out of Town” fieldwork requirement. The email or letter shall outline the reasons for the request, and the length of the requested exemption. Students will provide a copy of this request to their academic advisor and the Occupational Therapy Program Department Head.

20.2 Students can apply at any time during the MOT program. However, requests for

“Out of Town” exemption for any fieldwork course must be submitted prior to the posting of offers for that fieldwork course The exemption can remain valid for all fieldwork remaining in the program.

20.3 A committee consisting of the Department Head, the student’s academic advisor

and the Academic Fieldwork Coordinator will review the request and make a determination. The student will then be informed.

20.4 Honouring this exemption shall not disadvantage another student in the MOT

program. Therefore in some circumstances a student receiving this exemption may be required to defer their fieldwork course.