SPEP Resource Library
Policy and Procedures – Student/Preceptor
Student Placements (Unpaid)
POLICY
All students completing an unpaid placement through their educational institution/agency at [Enter
Name here] Health Unit need to be aware of the terms and conditions of their placement. Terms
and conditions of a student’s placement (unpaid) at [Enter Name here] Health Unit shall be
explained prior to commencement and shall include:
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orientation
workplace safety & insurance
transportation
policies and procedures
supervision
confidentiality
affiliation agreements
evaluation
termination
PROCEDURE
Orientation
All students receive an orientation which includes the following:
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Review of [Enter Name here] Public Health unit’s mission, vision and value statements.
Role and responsibilities of student, preceptors and other personnel involved in student
placements.
Completion of a Confidentiality form and Workplace Safety Insurance Board (WSIB) form.
Completion of the Student Placement Orientation Checklist.
Review of relevant operational plans, policies and procedures, etc.
Introduction to the specific placement and program.
Affiliation Agreement
[Enter Name here] (i.e. the Role which has responsibility) will ensure that a legal agreement exists
between the Health Unit and the training agency prior to accepting a student placement.
The student’s placement coverage shall be the responsibility of the educational institution/agency
as set out by the affiliation agreement. [Enter Name here] (i.e. the Role which has responsibility)
shall ensure that all students’ workplace education placement agreement (WEPA) forms are
completed.
Transportation
A [Enter Name here] Health Unit employee is responsible for maintaining the appropriate
automobile insurance coverage if transporting students. If the employee does not have the
appropriate coverage, then he/she cannot transport students. It is recommended that staff check
with their personal insurance carriers about the appropriate coverage of insurance if he/she is using
their vehicle for business purposes.
Supervision
The program director/manager shall provide supervision to the program staff responsible for the
student placement. The program staff responsible for the student shall provide supervision and
guidance in regard to the goals, plans and activities during the placement.
Confidentiality
[Enter Name here] (i.e. the Role which has responsibility) shall review the Confidentiality agreement
with the student and will keep the completed form on file for seven years. The program staff
responsible for the student shall remind the student about confidentiality on an ongoing basis.
Evaluation
The program staff shall ensure evaluation of the student placement, providing written
documentation and performance appraisal, when requested from the training agency. The program
staff shall ensure they complete a midterm and final evaluation of the student and review it with the
student.
The program staff shall ensure the student completes and submits an evaluation of the preceptor to
[Enter Name here] (i.e. the Role which has responsibility).
Termination
The student placement can be terminated:
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if confidentiality is not adhered to
if the affiliation agreement expires
at student’s request
when there are performance issues
ACKNOWLEDGEMENTS
The Student Placement, Education & Preceptorship (SPEP) Network has agreed to post this policy as
part of the SPEP Resource Library. This resource is provided as a sample for reference purposes only
and is not intended as a complete policy. Please consult your Department Supervisor or legal
department prior to using in your organization.
This resource was adapted with permission of Niagara Region Public Health.
Catalogue Information
DOCUMENT #
[########]
DOCUMENT TYPE
[SPEP Network]
AUTHOR(S)
SPEP Network
DATE CREATED
[2011/11/1)
LAST MODIFIED
[YYYY/MM/DD]
LAST OPENED
[YYYY/MM/DD]
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