Faculty of Social Work
Distance Delivery BSW Program
Joan Churley, Field Coordinator
Tel (204)-474-6812
Joan.Churley@umanitoba.ca
Welcome to Field Instruction! Field placements are a very significant portion of students’ social work
education and require dedication of from field instructors and students to create a positive learning
experience. Below is a quick reference guide of helpful information, including roles and responsibilities,
orientation, assignments and evaluations, policies and procedures, and connecting theory to practice.
ROLES AND RESPONSIBILITIES
Field instructor roles and responsibilities
All field instructors are given a university appointment as “Instructor Nil Salary.” Key responsibilities
include:
Provide 1 - 1 ½ hours of formal supervision weekly
Orientate the student to the agency
Assign tasks and duties that are appropriate learning opportunities for the student to accomplish
his/her learning objectives.
Collaborate with student on developing the Learning Contract
Complete mid-term and final evaluations
Assist in connecting theory to practice
The Field Instruction Manual is available on our website:
http://umanitoba.ca/faculties/social_work/programs/distance/660.html
Each field instructor has received a book entitled Breaking Out of the Box. A chapter summary has been
included in the front cover. This book provides you with ideas on orientation, building learning
contracts, supervision, and connecting theory to practice. This book is most helpful when shared with
the student.
Agency mentor role
The field instructor can delegate responsibilities and duties of supervision (upon approval of the field
liaison or the field coordinator) to an on-site staff member. This person may assume day-to-day
responsibility and supervision. This person would also be responsible for working with the field
instructor and the student to develop the learning contract, as well as complete the mid-term and final
evaluations.
Field instructor and student responsibilities
Review expectations for supervision (see Chapter 3 in Breaking Out of the Box) and schedule formal
supervision meetings.
Review use of agency mentor (if applicable).
Please note the days and times of when the student is attending field placement must be identified
in the Learning Contract/Evaluation form and should be followed consistently.
Review agency training or staff development opportunities.
Review student’s personal safety issues, concerns, and strategies to deal with them.
Copies of all forms and resources are available on our website:
http://umanitoba.ca/faculties/social_work/programs/distance/660.html
Student roles and responsibilities
The student is responsible to fully participate in the field placement and act in a professional manner,
including: working with the field instructor to develop the learning contract, seeking learning
opportunities where appropriate, and shadowing and participating in a social work role.
SWRK 3150 Course Objectives (1st Field Placement):
 Students are expected to interact with key people (e.g. administration, other discipline
programs, other professionals, clients) in the field setting appropriately and sensitively.
 Students will demonstrate an understanding of the agency’s structure, mandate, mission and
objectives, as well as the service delivery system.
 Students will demonstrate a commitment to the importance of self- awareness as a means to
effective professional involvement. Professional reflective journaling will be used to consciously
reflect self-awareness throughout the placement.
SWRK 4150 Course Objectives (2nd Field Placement):
 Build on skills identified in SWRK 3150.
 Initiate and sustain supportive and responsive relationships and facilitate effective
communication.
 Assess, plan, and intervene in increasingly complex situations.
 Place a high value on providing relevant information and service to clients.
 Demonstrate an understanding of the conflicting expectations in placement.
Full course outlines can be accessed through our website:
http://umanitoba.ca/faculties/social_work/programs/distance/660.html
Field coordinator roles
Distance Delivery Field Program students are enrolled in all provinces in Canada and internationally.
The field coordinator is responsible for:
 Ensuring affiliation agreements between the agency and the University of Manitoba are in place
and that the student is covered for workers’ compensation.
 Ensuring students and field instructors receive support and information regarding educational
needs and goals.
 Acting as a consultant to field liaison and field instructor on any field instructional issue, where
matters cannot be resolved at the liaison level.
Field liaison roles
The field liaison is responsible for:
 Orienting field instructors to the faculty curriculum and aspects of field instruction.
 Maintaining an ongoing relationship between the field instructor, liaison, and student.
 Ongoing contact with the student through feedback on monthly reflective journals.
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Consulting with the field instructor and agency mentor on any aspect of their work (e.g. learning
contract, agency issues, learning opportunities, teaching techniques).
Involvement in conferences with the field instructor and student when a breakdown of
communication occurs or in problem situations.
Ongoing communication and feedback/response is given to the field instructor throughout the
term, especially after mid-term and final evaluation.
ORIENTATION
We have several online meetings that are important to attend. The first online meeting is an
Orientation session. The dates for all online meetings are on the Dates to Remember Sheet.
It is important for the student to be oriented to their placement agency. The Orientation Check Lists
below and the Breaking Out of the Box book are helpful guides through this process.
Orientation checklist
Review agency vision and mission/purpose statement
Review agency policy and procedures
Tour the agency
Meet colleagues; admin. Staff, site supervisors
Review organizational structure
Consider the role of the agency in relation to the community and its resources
Review parking details
Review mileage/reimbursement policy (if applicable)
Consider office procedures, supplies, and provisions
Consider telephone and communication/computer utilization
Review work schedule, including lunch and breaks
Review agency policy regarding signing/understanding Oaths of Confidentiality
Agency’s Policies and protocols checklist
Examples of policies and protocols to review during orientation to the field placement:
Agency’s policy and procedure manual
Agency, department, and/or unit meeting schedule
Client record/charting
Forms for documentation
Accountability and identification as student when documenting
Regulations regarding confidentiality, social media policy, and release of information
Client emergency protocol (shelter, food, bus vouchers etc.)
Agency policy regarding harassment/discrimination
Agency policy regarding FIPPA/FIA
Security and/or safety procedures and protocol
INTEGRATION OF THEORY TO PRACTICE
Reflect on the connection of theory to practice in weekly supervision and monthly journals (theories
are reviewed in Chapter 9 of Breaking Out of the Box).
The course outline can be used to guide connection of theory to practice.
The student is enrolled in a Field Focus course while attending field placement. The course is a corequisite and the student must receive a Pass in both Field Focus and Field Instruction for the final
grades to be released. It is helpful if the field instructor asks about the Field Focus course and
perhaps incorporates some of the learning from the course into the practicum if possible.
ASSIGNMENTS & EVALUATIONS
Learning contract
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A Learning Contract must be developed by the student and the Field instructor. The learning
contract is now part of the evaluation form.
Begin by reviewing the course outline
A PowerPoint to guide you through completing the Learning Contract is available on our
website: http://umanitoba.ca/faculties/social_work/programs/distance/660.html
Question and answer sessions online meetings are available (please check the Dates to
Remember sheet).
The learning contract is an evolving document and should be formally revised at midterm.
While the student is in placement, it is important that the student be assigned tasks that the
field instructor is able to evaluate. Direct observation of the student is desirable, however not
always possible.
Mid-term evaluation
The mid-term evaluation is to be completed at 210 hours (please see the Dates to Remember sheet).
Depending on placement dates and hours, some students will have completed the required 210 hours
earlier than scheduled. Please be mindful of the 210 hour deadline for midterm evaluations.
The mid-term should be completed individually by the student and field instructor. Upon completion an
evaluation a meeting should occur where comments and scorings are discussed. Scores and comments
should be compiled into one document and placed in the drop box on D2L or emailed to your field
liaison. A mid-term evaluation meeting will also occur with your field liaison.
Please contact your field liaison to schedule an evaluation meeting
Chapter 14 in Breaking Out of the Box is an important chapter to review prior to completing the
midterm evaluation to help the student and field instructor revise their learning contract.
The Evaluation form can be found on our website and MUST be completed electronically.
Final evaluation
The final evaluation is to be completed at 420 hours (please see Dates to Remember sheet). Depending
on placement dates and hours some students will have completed the required 420 hours earlier than
scheduled. Please be mindful of the 420 hour deadline for final evaluations.
The final evaluation should be completed individually by the student and the field instructor. Upon
completion a final evaluation meeting should occur where comments and scorings are discussed. Scores
and comments should be compiled into one document and placed in the drop box on D2L or emailed to
your field liaison. A final evaluation meeting will also occur with your field liaison.
It is important for first year students (SWRK 3150) to note that the Learning Contract/Evaluation form
will be sent to their next field placement (SWRK 4120). This provides the student and the SWRK 4120
field instructor an opportunity to use the future learning goals and past performance when developing
the learning contract.
Please contact your field liaison to schedule an evaluation meeting
Chapter 14 in Breaking Out of the Box provides helpful hints for completing the final evaluation.
The Evaluation form can be found on our website and MUST be completed electronically.
Professional reflective journal assignment
Professional reflective journaling is a tool that assists students to identify and process their learning in
their field placement. A handout is provided to help you and the student use journals as a learning tool.
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Monthly reflective journal assignments are DUE by the last day of every month in the UM Learn
drop box.
Students should work on monthly journal assignments throughout the month to provide a
comprehensive reflection of their learning experience.
Monthly reflective journal assignments will be returned if they do not provide necessary
documentation (a few sentences for each question on the template is not acceptable).
This is NOT an optional assignment; it is a requirement to submit all monthly journal
assignments. Students can receive a Fail grade in Field Instruction if they do not submit all
assignments.
Documenting learning/experiences on a regular basis provides an opportunity to:
Examine ethical
dilemmas
Connect theory to
practice and remind
yourself to discuss
issues and
experiences during
supervision
Identify any
assumptions you may
have made during
the day.
Identify and reflect of
the skills that you are
developing
Connect learning to
the evaluation
process
Reflective
Professional
Journals
Identify feelings and
stressors arising from
the practicum
experience with
clients
Time logs
Time logs are required as both the field instructor and student need to monitor the required 420 hours.
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Review plan for monitoring student’s hours (responsibility of field instructor and student).
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*Please note that the time log must be signed by the field instructor to confirm that the
activities and hours claimed are accurate.*
Time logs are DUE on the last day of every month. It is important that students have their time
sheets ready to be signed by their field instructor and submitted into the drop box on or before
the last day of every month. It is NOT the responsibility of the field liaison to remind the student
to submit their time logs. Students can receive a Fail grade in Field Instruction if they do not
submit all assignments.
ONTARIO students MUST submit separate Ontario time logs.
Please contact your field liaison once you have completed 210 hours and 420 hours to schedule
evaluation meetings.
DEALING WITH CHALLENGES IN THE FIELD
Please contact your field liaison or the field coordinator when challenges arise in the field placement.
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It is important to maintain documentation of student performance on an ongoing basis, whether
activity sheets, supervisory logs, tapes, recordings, or other means of feedback which can offer a
basis for weekly, mid-term, and term teaching. If patterns of difficulty persist which negatively
affect the student’s ability to meet the learning objectives, these difficulties need to be
specifically identified.
It is important for the field instructor to seek consultation with the field liaison when patterns
or difficulty persist.
Depending upon the degree to which the problem is related to practice knowledge, the field
instructor may wish to contact the student’s practices instructors.
It is important to raise the difficulty with the student as early as possible, sharing the basis of
concern and documenting the pattern. It is anticipated that such concerns would be raised by
the first term evaluation.
Although there may be some reluctance to raise patterns of behaviour which require corrective
change, the earlier these difficulties are raised, the quicker they can be resolved. It is important
that these be clearly defined in behavioural terms. It is also important that they be presented to
the student in a constructive and supportive way with a view to problem-solving.
The field instructor is responsible for documenting the way in which the concerns were raised
with the student, the consultation process engaged in, the action plan decided on, and the
subsequent feedback and teaching provided in the corrective plan.
POLICIES AND PROCEDURES AS OUTLINED BY THE UNIVERSITY OF MANITOBA
It is important for the student and field instructor to be familiar with all policies and procedures outlined
by the University of Manitoba and the placement agency from the beginning of the field placement. It is
strongly suggested that these documents are referred back to throughout the field placement.
A quick reference guide regarding policies, procedures, and expectations of the University of
Manitoba is below.
General guidelines for confidentiality
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Students can receive a Fail grade for breeching confidentiality
Students can be deemed professionally unsuitable if they breech confidentiality
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If students are not sure who to share information with they should discuss this with their field
instructor or agency mentor.
When writing monthly journals students should ensure no identifying information is included.
 Students are required to review the Code of Ethics regarding Confidentiality in professional
practice prior to assignment of clients.
 Confidentiality policy of the field site will be shared with the student who is required to review
and sign, where applicable, and to confirm understanding and compliance.
 Students will be provided with training on The Freedom of Information and Protection of Privacy
Act (FIPPA) and The Personal Health Information Act (PHIA) before entering their field placement
and will sign a pledge of confidentiality.
http://umanitoba.ca/access_and_privacy/privacy_training.html
 Students are expected to possess a basic understanding of confidentiality and its limits and to
demonstrate transparency with clients in communicating these limitations.
 Additional training and contracts may be required by the field placement.
 Limits to confidentiality include matters as required or permitted by relevant laws, court order,
or when a clear threat to the safety of the client or others is evident.
 Documents with identifying information from field agencies must be treated in accordance with
the agency’s policies.
 Disposal of documents with identifying information, including electronic records, must be
carried out according to agency protocols.
 Identifying information is not to be used in the classroom or in other context aside from Faculty
of Social Work approved supervision meetings.
*These guidelines are based on general best practices. The Faculty recognizes that circumstances can vary and encourages
students to consult with their field instructor, field liaison, advisor, or course instructors.
Professional unsuitability by-law
Jurisdiction:
This by Law applies to students enrolled in the BSW program. This includes students who have accepted
an offer of admission, those who are currently registered in a course, or those who have been previously
registered in a course and who have not withdrawn or been withdrawn from the program.
General:
The Faculty of Social Work may make a recommendation, including the requirement to withdraw from
the Faculty pursuant to the procedures set out in this by Law when the student has been found
unsuited, on considerations of competence or professional fitness, for the practice of Social work.
Please see page 267 of the Field Manual for details:
http://umanitoba.ca/faculties/social_work/media/Field_Instruction_Manual2011.pdf
Student illness – absence for medical reasons
Where students in their Field Instruction course are absent from their field placement for
medical reasons, certain policies will come into force, depending on the severity and duration
of the medical condition.
Where a medical condition exists for a period shorter than three weeks, no formal
application for medical leave will be requested, and upon return it is expected that the student
make up the time that has been lost due to the student’s absence. This will be negotiated
between the student and the field instructor and may include use of extra days, extension of
terms, etc. The field instructor will inform the field liaison of this matter.
Where the medical condition exists for more than three weeks, the student requiring a leave of
absence for medical reasons will need to complete a formal request for such a leave, and have
a medical certificate confirming this requirement and forward it to the Chair of the Standings
Committee through the Student Admissions Officer. This will be assessed by the Chair, but
approval will not be unreasonably withheld. If there is flexibility in the field placement it may be
possible, with the agency’s agreement, for a student to make up time lost at a later period. This
may extend beyond the normal limits of a term, but it should not exceed the maximum
extension allowed by the university. One option is to suspend the student’s grade until this
work is completed. The instructor and student will determine the work required to complete the
course requirements. Once this is determined, it should be drafted into a short contract,
countersigned and circulated to the key field instructional personnel and a copy placed on file.
Social media policy
The University of Manitoba has a Social Media Policy. The Canadian Association for Social Work
Education (CASWE) Standards for Accreditation (May, 2012) states:
“The academic unit has a policy regarding ethical use of all forms of social media to ensure the privacy,
confidentiality, and interests of the academic unit and its field practicum community and demonstrates
how the policy and procedures are consistent with the relevant human rights legislation, with the mission
of CASWE- ACFTS, and with the mission of the academic unit concerned.”
Review CASE Code of Ethics
Please follow the link below to review the CASE Code of Ethics.
http://www.casw-acts.ca/sites/default/files/attachements/CASW_Code%20of%20Ethics.pdf
Voluntary withdrawal policy and Fail grades in Field Instruction Courses
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A student is allowed one voluntary withdrawal from field instruction SWRK 3150
and one voluntary withdrawal from the SWRK 4120.
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A student is allowed one fail from field instruction SWRK 3150 and one fail from SWRK 4120.
Please refer to the Field Manual for a full description of the University of Manitoba’s policies and
procedures that students and field instructors need to be aware of during field placements.
http://umanitoba.ca/faculties/social_work/media/Field_Instruction_Manual2011.pdf