WASHINGTON UNIVERSITY SCHOOL OF MEDICINE PROGRAM IN OCCUPATIONAL THERAPY FIELDWORK MANUAL First Year Students 2012 – 2013 1 FIELDWORK PERSONNEL Academic Fieldwork Coordinator (AFC) Jeanenne Dallas, MA, OTR/L (JD) dallasj@wusm.wustl.edu office number: 314-286-1623; Room 1521 Fieldwork Assistant Leise Amann (Leise) amannl@wusm.wusm.edu office number: 314-286-1639; Room 1522 FIELDWORK EDUCATION Fieldwork education is a crucial part of professional preparation and is best integrated as a component of the curriculum design. Fieldwork experiences should be implemented and evaluated for their effectiveness by the educational institution. The experience should provide the student with the opportunity to carry out professional responsibilities under supervision of a qualified occupational therapy practitioner serving as a role model. The academic fieldwork coordinator is responsible for the program’s compliance with fieldwork education requirements. (ACOTE, C.1.0) LEVEL I FIELDWORK The Accreditation Council for Occupational Therapy Education (ACOTE) (2011) for occupational therapists states that: The goal of Level I fieldwork is to introduce students to the fieldwork experience, to apply knowledge to practice, and to develop understanding of the needs of clients. Level I fieldwork shall be integral to the program’s curriculum design and include experiences designed to enrich didactic coursework through directed observation and participation in selected aspects of the occupational therapy process (C.1.8). Qualified personnel for supervised Level I fieldwork include, but are not limited to, occupational therapy practitioners initially certified nationally, psychologists, physician assistants, teachers, social workers, nurses and physical therapists (C.1.0) The Academic Fieldwork Coordinator (AFWC) will ensure that at least one fieldwork experience (either Level I or Level II) has as its focus psychological and social factors that influence engagement in occupation (C.1.7). FWI OBJECTIVES Level I fieldwork objectives for students in the Program in Occupational Therapy at Washington University School of Medicine follow are listed below. The student will (ACOTE 2011 standards are identified): 1. Adhere to the AOTA Code of Ethics during fieldwork education (ACOTE B. 9.1). 2. Develop personal and professional abilities, competencies, and behaviors on fieldwork. 3. Demonstrate effective oral communication skills and therapeutic use of self on fieldwork with clients and health care professionals in group and individual settings (B.5.7) 2 4. Develop client observational skills (B.4.1). 5. Experience the occupational therapy process and the role of occupational therapy in the fieldwork setting (C.1.8). 6. Identify the purpose of common medical equipment/supplies in the fieldwork setting. 7. Perform medical record review, apply medical terminology, and maintain written records as required of fieldwork setting (B.4.3, B.4.10). 8. Understand the occupations of individuals and apply the PEOP curriculum model in the fieldwork setting (B.2.11, C.1.8). 9. Apply academic knowledge and practice skills learned in the classroom on fieldwork under the supervision of a trained professional (C.1.9). 10. Identify personal knowledge and skills that need further development and direct further learning and growth (B.9.4). 11. Begin to understand the role of other professionals on the team at fieldwork site ( 12. Identify interest areas for further fieldwork, research, and practice. 13. Demonstrate proficiency in medical terminology. Students complete Level I fieldwork experiences during the fall and spring semesters of the first year and the fall semester of the second year of the occupational therapy program. These experiences are designed to orient the student to various practice settings and the types of clients served by occupational therapy. SELF DIRECTED FIELDWORK I (FWI) PLAN Each student will be placed (by the FW Assistant) in 2 FWI experiences, each being 40 hours long (either concentrated during one week or extended through the semester) during the MS curriculum semesters - Spring semester of the 1st year and Fall semester of the 2 nd year. Each student will plan another 60 hours of FWI or experiential time to be completed throughout the 5 semesters of classes. These hours must be completed and documentation turned in by April 1st of the 2nd year Spring semester. This plan pertains to both MS and OTD students. Per ACOTE (2011) standards, ALL experiences that are considered FWI must to be in sites that the WUOT Program has an active FW contract with. Some of the self directed experience hours may be in sites that we do not have a contract. This is for the FW Coordinator and the Assistant to monitor. Per ACOTE (2011) standards, an OT supervisor for FWI is preferred, but not required. FWI Requirements for the ASSIGNED FWI Experiences 40 hours of a Physical Disabilities/Rehabilitation experience This requirement is intended to give all students exposure to hospital or medical while on FWI. A weeklong (or extended) FWI I in this area of practice will be scheduled for students by the FW Assistant A list of contract sites is available on the FW database. Students will have training early in the first semester as to how to access and navigate the database (see page 6). 3 Options include: hospitals (acute inpatient, inpatient rehab), skilled nursing facilities, outpatient, home health, etc. Ideally, the FW Assistant will try to schedule this physical disabilities experience as the student’s first FWI in the Spring of 1st year. 20 hours minimum of a Psychosocial/Mental Health (MH) experience 1. There are two ways to fulfill this requirement: A weeklong FWI scheduled by the FW Assistant – this can be scheduled in the Spring of year 1 or Fall of year 2. A weeklong FWI would be 40 hours (this fulfills the 20 hour minimum requirement). 2. IF this requirement is not completed as a weeklong FWI, the student will have to complete the required 20 hours in one of the semesters during the curriculum. The student will identify his/her preferences for a site from a list of given choices. The FW Assistant will assign students to a contracted St Louis site that has agreed to take students for this experience. A list of contract sites for either of these options is available on the FW database. Students will have training early in the first semester as to how to access and navigate the database. As with all FWI’s, there may not be an OT on the site. An OT supervisor is preferred, but not required for FWI. Many MH sites do not have an OT on site; the student will be supervised by another professional. Students will turn in FWI site/city preferences for the FW Assistant to use when scheduling the FWI week-long experiences. The students will be oriented to this form and procedure during the first month of the curriculum. A Professional Behaviors Document (PBD) evaluation completed by the supervisor of the student will be required for the assigned FWI experiences. Other assignments will be listed in the fieldwork course syllabus. Self Directed Hours: 60 hours of experiential time to be completed throughout the 5 semesters of classes. These hours MUST BE completed by April 1st of the 2nd year Spring semester. There will be NO exceptions granted. Students will develop a Self Directed FWI Plan, including learning goals, by the end of the Fall semester of the first year. This plan will be documented on the Self Directed FWI Plan and Record. It will be the student’s responsibility to report on the status of the Self Directed Plan each semester. See the form for details on how this will be turned in. Students will be oriented to this process during the first semester of the curriculum. Students should plan for ~20 hours of Self Directed experiences in semesters 2 - 5 in order to complete the requirement of 60 hours by the end of the curriculum Students will spend a minimum of 10 hours at the site in order to count the experience as a Self Directed FWI experience. 4 Approval of the Self Directed Plans Students will complete their 1st year Spring FWI Plan and discuss it with their advisor sometime during the Fall semester of the students’ first year. It would be best to meet with the Advisor during the first month or two of the semester. The Advisor will review the form with the student and sign the form. The Spring FWI Plan will be due before Thanksgiving Break (the exact date will be communicated to the students by the FW Coordinator). Students will return the completed Spring FWI plan to the FW Assistant; the Academic FW Coordinator (AFWC) will review the plan and will bring any concerns to the attention of the student. The FW Coordinator will have final approval authority for all Self Directed Plans. After the AFWC has approved the Self Directed Plan, a copy of the Plan will be returned to the student to refer to and use at the end of the planned semester to record his/her FWI experiences. The Advisor will NOT need to approve FWI plans following the initial FWI plan developed during the first semester of school. LEVEL I FIELDWORK SITE SELECTIONS Site selection for the two one-week placements: Washington University Program in OT has contracts with over 400 fieldwork sites around the country. Sites include, but are not limited to hospitals, community agencies, schools, private practices and outpatient programs. The Program in OT is NOT seeking new Level I or II fieldwork sites at this time; students must pick from the sites available. The fieldwork database lists all of the sites and their area of practice. Many sites reserve slots for Level I fieldwork each semester, which is also noted on the fieldwork database. Students will only be placed in sites which have not declined a reservation (denoted by “0” on the database). The Program in OT keeps hard copy (in the FW Assistant’s office) and electronic files for each fieldwork site From WUOT webpage: Click on Resources; Log on to Citrix for students; click on OT Depts on Medulla (G:)/medulla.medpriv.wucon.wustl / otdepts / Students/Fieldwork / FW Data Forms. A Fieldwork Data Form is included in these files, along with other information on the site. The Fieldwork Data Form describes the level of experience of the supervising therapists, types of clients served, models of practice, and methods of intervention. Students should review the information and search the internet for other information about the site. Student evaluations from FWII experiences are saved on the network folder for the site. Students should read these to find out more about the site from the student’s perspective. Students must not contact the site directly for information at the phase of choosing the fieldwork sites. After reviewing the database and hard copy or electronic files, students identify and rank their top three areas of interest for practice or pick their top four sites and geographic areas on a FW Preference Sheet distributed to the students mid to late fall. The form must be turned in on time, or the student will forfeit the right to indicate a choice for the semester. 5 Every attempt will be made to place the student in sites based on his/her areas of interest; however IDENTIFICATION OF INTERESTS DOES NOT GUARANTEE PLACEMENT. The Academic FW Assistant arranges the fieldwork Level I assignments. The Assistant will consult with the Academic FW Coordinator (AFWC) for these placements. Level I placement assignments will be distributed as soon as possible so the student can make travel and housing plans. Students who have questions regarding fieldwork sites or the selection process should schedule an appointment with the AFWC. 6 Instructions for accessing the Fieldwork Database Go to: http://www.ot.wustl.edu Click on: Resources Click on Citrix (students) The screen will show “Citrix Access Gateway” User name is: otstudenttest, the password is: Windows1 and the domain is: MEDPRIV (this takes a while to load) Under Web Sites (middle column), click on: Filemaker Pro Link The screen will show “Instant Wed Publishing” Click on: FIELDWRK (you may have to do this step twice) Account Name: Student Password: Explore1 The Fieldwork Student Menu Screen will open up. (If the Fieldwork Main Menu opens up – click on the “Student Menu” button at the top right hand corner.) 1. For current reservations: click on the Level I 2012/2013 button or other pertinent field that you want to check. To review past reservations: click on Level I for prior years 2. To find a specific site by site name, city or state Go to the magnifying glass at the left / top of the screen (Find Mode) The fields on the screen will disappear Move the cursor to the field you wish to search, i.e. city, state, practice area Click on that field Type in the site name, city or state (whatever the field is that you are searching Move the cursor to the left of the screen and click on the “Perform Find” button Your search will finish in a moment or two. (You will know how many “hits” you have by the number on the left side of your screen, stated “Found Set”) 3. To sort through your “found” files Find the notebook icon on the left or top side of the screen (with arrows) Click on the right / left arrows to scroll through the found set. 4. To find other information, follow the directions above and type in the correct field the information you are looking for. For example: under benefits/housing, type “>0” and “Perform Find” and all sites with information regarding housing will be found. 5. To find First Come First Serve sites, follow the directions above and type in FCFS in the COMMENTS field. 6. REMINDER: look at the bottom of the screen to see if Level I or Level II is checked. IF Level III is checked…that is NOT an OT FW site, that is a Doctorate Apprenticeship only site! 7. STUDENTS ARE NOT ALLOWED TO CONTACT FW SITES DIRECTLY! 7 LEVEL I FIELDWORK POLICIES AND PROCEDURES The Program makes arrangements for fieldwork placements with the designated contact staff of each fieldwork site. An information packet, including fieldwork objectives, student health record, student assignments, procedures, evaluation forms and handouts related to objectives, is forwarded to the Fieldwork Educator at the site. In the FW class in the spring semester of the first year, students are oriented to fieldwork objectives, procedures, and related protocols. Students are instructed to contact their Fieldwork Level I Educator (after the placement has been made) to confirm arrangements regarding schedules, location, expected attire, etc. Students are responsible for meeting site specific requirements as outlined on the Fieldwork Database. Such requirements may include, but not limited to, drug screenings, police background checks and CPR certification. Students who do not fulfill these site-specific requirements will not be allowed to attend fieldwork and will not pass the course. Requirements not routinely offered by Wash U. may be at the expense of the student. Inform the FW Assistant as to what these may be….we will explore either charging the costs to WUOT or reimbursing students. Each student is responsible for transportation and housing expenses while on FWI. Unless other arrangements are made, each student is expected to be on-site for 40 hours as agreed upon by the fieldwork site. Students will follow the schedule of the fieldwork site; 40 hours are required, but in some cases fewer hours may be acceptable with the permission of the AFC. In that case, students must perform at least 35 hours minimum. Students on an extended FWI will be expected to complete 40 hours. Each student is to complete all assignments for each fieldwork experience including those assigned by the Fieldwork Educator, AFC, and instructors for other courses in the curriculum. Submit all assignments on time to the appropriate party. At the end of the fieldwork experience, the Fieldwork Educator will document the student’s performance on the Fieldwork Professional Behaviors Document (see p. 15). The results are discussed with the student, including performance-related strengths and areas in need of further development. The student will return the Professional Behaviors Document to the AFC. If problem areas are identified, discussion with the AFC and a remediation plan will follow. Students will complete an evaluation form of the fieldwork experience, which is exchanged and discussed with the Fieldwork Educator during the performance review. The student will return this form to the OT Program following FW. Attendance at fieldwork is mandatory. Sessions missed for inclement weather, illness, etc. must be made up. Failure to make up this time results in automatic failure of the course. Emergency situations will be handled on a case by case basis. PLACEMENT POLICY The Program in Occupational Therapy will provide the student with fieldwork experiences in settings that have been deemed appropriate for placement and that have expressed a 8 willingness to fulfill the responsibilities for Level I Fieldwork supervision. Students will only be placed in sites that have a signed Affiliation Agreement (contract) with Washington University. SITE SELECTION POLICY Every effort will be made to offer students exposure to different types of clients in a variety of practice settings. This is in effort to assist the student in achieving a level of comfort and to integrate knowledge and skills effectively. RESERVATION REQUESTS Students are NOT to contact a site requesting a placement for fieldwork Level I or Level II unless given permission by the AFC. If a student makes a direct request to a specific site for a personal placement through any means without permission, that site will no longer be an option for that student. TIME ALLOTTMENT POLICY The time allotted the Level I Fieldwork experience is 40 hours. In some cases the minimum will be 35 hours at the fieldwork site. The hours are to be fulfilled by mutual agreement of the Fieldwork Educator and the student at the beginning of the designated fieldwork assigned period. The student and the Fieldwork Educator shall schedule weekly times for extended experiences (available spring of 1st year, and the fall semester during the 2nd year) for students whose schedule allows. All extended experiences are within driving distance in the St. Louis area. FIELDWORK ASSIGNMENT POLICY Students are required to keep a fieldwork journal during their experience. Refer to the Fieldwork and Professional Competence syllabus for criteria/format. Students may have assignments from other classes while on fieldwork. The fieldwork site may have specific objectives and assignments for the student. It is the students’ responsibility to complete all assignments in the designated time frame. If a student is having difficulty completing the assignment, he/she should discuss this with the appropriate party (Fieldwork Educator, Instructor, or AFC). The student’s fieldwork performance will be evaluated on the Fieldwork Professional Behaviors Document. CONTACTING A LEVEL I PLACEMENT Concentrated fieldwork experience: Contact site at least two weeks prior to the FW week or when the AFC or Assistant has said to contact the site. Extended fieldwork experience: Contact the site immediately upon receiving the assignment. It is the student’s responsibility to set up the FW schedule with the site. Determine a mutually agreeable time and day to attend fieldwork. Ask for the contact person listed on the assignment form or the Student Coordinator Introduce yourself, tell them what school you are from and confirm dates with the site’s Fieldwork Coordinator/contact person. Ask for the name of your supervisor for the fieldwork experience and the contact information. Ask specifics for the fieldwork: parking, location of center, hours, dress code, etc. 9 Confirm requirements specific to that site: CPR certification, police background check, drug test, etc. These are listed for each site in the database and on the FW Data Forms. If you do not receive an answer via email in a week, try again OR call the site! CRITERIA FOR CHANGING SITES AFTER CONFIRMATION If a student cannot perform the fieldwork at the site they are placed at, the student must contact the FW Assistant or AFWC immediately. Requests for changes based on personal needs will be considered on an individual basis. Proof of hardship may be required. The following are examples of acceptable reasons for requesting a change in your confirmed FWI site: - Severe illness of family member - Student health difficulties that require a specific accommodation - Recommendation by physician - Recommendation by CAPES - Judiciary commitments The following reasons will not be considered if requesting a change in confirmed FWI site: - Student changed their mind - Change in marital status (engagement or marriage) - Needs of pets - The site’s work schedule or location does not match student preference It is assumed that students will take into consideration all personal needs as well as all financial and family responsibilities prior to identifying their fieldwork preferences (location or site). ILLNESS OR INJURY WHILE ON FIELDWORK If you become ill or are injured while on fieldwork, seek medical attention immediately. Our contract with each site ensures that they will arrange emergency medical care while you are on their site; however, the site is not responsible for the cost. Refer to your Student Health Insurance manual for further coverage questions. Once your situation has stabilized and your immediate family has been contacted, you must notify the OT Program (the AFWC) and Student Health. This is especially important in cases of exposure to body fluids. The student, OT program and Fieldwork Educator will assist in determining continuation of your fieldwork experience in cases of severe illness or injury. ATTENDANCE POLICY Students are expected to attend all scheduled fieldwork experience hours. Students must report to fieldwork as scheduled unless illness or extenuating conditions arise. Students must report absences in advance to fieldwork site supervisor and inform AFC or Fieldwork Assistant the day of the absence. Extended Fieldwork I experiences require additional planning and time commitments during the academic schedule. Extended fieldwork hours must be logged on the FWI Tracking Form and confirmed by the Fieldwork Educator (see p. 18). Any absences require prior contact with the student’s Fieldwork Educator and reporting to the AFC. Every effort must be made to make up absences at the convenience of the fieldwork site; therefore absences must be made 10 up in most instances. Students on an extended FWI will be expected to complete 40 hours. If all hours scheduled for the FWI are not satisfactorily completed, the experience will be considered a failure. Extenuating circumstances must be reviewed with the site Fieldwork Educator and the AFC. It’s the students’ responsibility to ensure all hours are scheduled. ADVANCEMENT POLICY Advancement to succeeding fieldwork experiences is dependent upon satisfactory completion of the fieldwork experience and achieving the minimum score as identified on the Professional Behaviors Document. EVALUATION OF STUDENT PERFORMANCE ON FIELDWORK I The Professional Behaviors Document (at end of this manual) is completed at the end of the Level I fieldwork experience. The supervisor is encouraged to give ample feedback on this evaluation. If any time during the experience the student is concerned that a passing grade will not be received, he or she should discuss immediately with supervisor and AFC. Below are minimum passing grades for Level I fieldwork: Semester 2 Level I Fieldwork: “Meets Standards” performance on at least 60% of the items (min. of 22) and Unsatisfactory performance on 0% of the items Semester 3 Level I Fieldwork: “Meets Standards” performance on at least 70% of the items (min. of 25) and Unsatisfactory performance on 0% of the items FIELDWORK DOCUMENTATION Documentation returned to the AFC at the end of the fieldwork experience includes: Fieldwork Professional Behaviors Document, Student’s Evaluation of Fieldwork Experience, FW Journal (can be emailed) Completed Time Log ( if on extended fieldwork) Refer to course syllabus for due dates of these documents. 11 HIPAA Refer to http://secpriv.wusm.wustl.edu for complete information on HIPAA. Every student has completed HIPAA training at WUOT and is to comply with the HIPAA policies of the organization and Washington University while on Fieldwork Level I, II or OTD Apprenticeship. Students violating HIPAA while on Fieldwork Level I, II or OTD Apprenticeship will face sanctions from the organization and the university. The level of violation of HIPAA will be determined by the organization and WUOT. Students found in violation of HIPAA will be brought to the CAPES committee and will face disciplinary action as determined by WUOT and the CAPES committee. Sanctions for Non-Compliance with HIPAA Policies Washington University and its member organizations (collectively, “Washington University” or “WU”) are committed to conducting business in compliance with all applicable laws, regulations and WU policies. WU has adopted this policy regarding sanctions for violations by workforce members of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). This Policy covers all workforce members within Washington University covered entity component parts whose actions or failures to act violate WU HIPAA policies. Workforce members include employees (both faculty and staff), appointees, volunteers, trainees (includes OT students) and other persons whose conduct, in the performance of work for Washington University, is under the direct control of the University whether or not they are paid by the University. Sanctions for violations of HIPAA policies may include, without limitation, verbal counseling, written warning, suspension, and discharge. Sanctions may also be applied for failure to report a known or suspected HIPAA violation. Factors in determining appropriate disciplinary action may include, but are not limited to: Whether the breach was intentional or inadvertent The nature of the breach, including whether the breach involved specially protected information such as HIV, psychiatric, substance abuse, or genetic data The magnitude of the breach, including the number of patients and the volume of protected health information accessed or disclosed Workforce member’s motive in accessing or disclosing protected health information Whether the workforce member has committed prior HIPAA violations Workforce member’s response or conduct during investigation Harm to the breach victim(s) Investigation and Disciplinary Process: Potential violations of the WU HIPAA Policy should be reported to the WU HIPAA Privacy Office. The HIPAA Privacy Office will notify the HIPAA Security Office if a violation of a HIPAA Security Policy is involved. 12 A workforce member who becomes aware of a potential violation should immediately notify his/her supervisor and/or the HIPAA Privacy Office. Reports may also be made anonymously to the HIPAA Privacy Office (866-747-4975) or the WU Compliance Hotline (314-362-4998). Upon notification of a potential violation of a WU HIPAA Policy, the HIPAA Privacy Office will investigate, review and assess the alleged violation. The investigation may necessitate, among other things, workforce member interviews, computer audit trails, telephone log reviews, etc. The HIPAA Privacy Office will determine whether and what sanctions are appropriate in consultation with relevant administrators from the workforce member’s department or other business unit, Human Resources and/or the Office of the Executive Vice Chancellor & General Counsel, and the HIPAA Security Office if the matter involves a breach of the HIPAA Security Policy. Disciplinary actions will be documented in writing and maintained in the appropriate personnel record. Disciplinary action may be appropriately delayed if the action could adversely affect or compromise patient care. Last Revision Date: October 7, 2010 13 STUDENT EVALUATION OF FIELDWORK EXPERIENCE: LEVEL I The Student Evaluation of Fieldwork Experience is an important tool for the fieldwork instructor, faculty and other students. This evaluation provides information vital to each program. Information from the student is one method utilized in evaluating the effectiveness of academic preparation as well as the value of the fieldwork learning experience. AGENCY NAME:__________________________________________________ AGENCY ADDRESS:_______________________________________________ CONCENTRATED or EXTENDED EXPERIENCE (circle) COURSE (circle): Spring Fall 1.) Describe the orientation to the program, its facilities and staff? Was this adequate? Any suggestions to offer? 2.) How were you oriented to the Level I student responsibilities? Was this adequate? Any suggestions to offer? 3.) Describe the treatment approaches demonstrated in this program. 4.) Describe the client population that you observed. 5.) Supervision was provided by whom? i.e., PT, Social Worker, etc. 6.) Describe the level of interaction with your supervisor. Was this adequate to meet your learning needs? 7.) Were you adequately prepared by the Program to meet the objectives of this fieldwork? If yes, what courses or information was most helpful If no, why not and what would have been helpful 14 STUDENT EVALUATION OF FIELDWORK EXPERIENCE: LEVEL I 8.) Rate this fieldwork site, based on your personal experience 1 2 3 4 5 6 7 8 9 poor 10 excellent 9.) Rate the supervision you received, based on your personal experience 1 2 3 4 5 6 7 poor 8 9 10 excellent 10. Would you recommend this site to another student? ADDITIONAL COMMENTS: Fieldwork Supervisor:__________________________________________________ Signature Date Student: ________________________________________________________ Signature Date 15 FW Professional Behaviors Document The student exhibits: Meets Standards Personal Integrity 1 2 3 4 Displays personal honor and integrity. Demonstrates dependability and reliability. Follows the AOTA Code of Ethics. Respects authority and follows the chain of command. Respect of Others 5 6 7 8 9 Respects diversity. Demonstrates empathy and support of others. Demonstrates awareness of how behavior affects others. Demonstrates respect of others' values and beliefs. Demonstrates appropriate etiquette. Time Management & Organization 10 11 12 13 14 Attends regularly and on time. Keeps time commitments or notifies in advance. Acts proactively, plans ahead, proposes solutions. Prioritizes tasks and commitments. Demonstrates preparedness. Personal Responsibility for Growth 15 16 17 18 19 20 21 Embraces responsibility for behavior and learning. Demonstrates awareness of strengths and weaknesses. Display an appropriate level of confidence. Demonstrates flexibility in coping with change. Seeks feedback and guidance to improve. Uses feedback to modify behavior. Manages stressors in positive and constructive ways. Interpersonal Communication Skills 22 23 24 25 Listens to others' opinions and disagrees with tact. Seeks clarification as needed. Handles conflict constructively. Uses appropriate verbal and non-verbal communication. Cooperation & Collaboration 26 27 28 29 Contributes full effort to achieve team goals. Pools resources and works efficiently within a group. Is proactive and anticipates needs of others. Assists with resolution of problems. Professional Communication Skills 30 Participates thoughtfully in discussions. 31 Is attentive and aware of verbal and nonverbal behaviors. 32 Communicates in a concise manner. 33 Demonstrates correct grammar, spelling, punctuation. Adherence to Policies 34 Adheres to laws, such as HIPPAA and confidentiality. 35 Follows OT Program guidelines on dress and hygiene. 36 Conforms to safe work standards and precautions. 16 Needs Improvement Unsatisfactory For any item rated "Unsatisfactory" or "Needs Improvement", Please write an example of the behavior should be included below, with recommendations or goals. Item # and Example: Recommendation or Goal: Item # and Example: Recommendation or Goal: Item # and Example: Recommendation or Goal: Item # and Example: Recommendation or Goal: Comments: Print supervisors name: Preparer's Signature: Date Student's Signature Date Rev. 08/10 17 Level I Extended and Self Directed Fieldwork Experiences Tracking Grid Washington University School of Medicine Program in Occupational Therapy Student Name: ___________________________________ Site: ___________________________________________ Supervisor Name (please print):_____________________________________ Date Number of Hours BRIEF description of what you did during the time spent at the site Total: I confirm that the student completed the hours and activities as recorded above. Supervisor’s signature: _____________________________________________ Supervisor ________________ Date The student is required to return this form to the FW Assistant with the Self Directed FWI Record 18 LEVEL I and LEVEL II FIELDWORK POLICIES AND PROCEDURES OFF SCHEDULE STUDENT PLACEMENT POLICY From time to time some students may be off the “regular” fieldwork schedule for either Level I or Level II placements. This may occur because of individual student need and/or by design of their academic program. “Off-schedule” is defined as those experiences occurring at a time other than the pre-designated times identified at the beginning of each academic year (optional 3rd Level II experiences are included in this definition). If a student has been placed “off-schedule,” the scheduling of their fieldwork placements will be: Level I: Students will complete the Level I Fieldwork Preference Sheet and the AFC will request off schedule placement from fieldwork site. Specific timeframes, geographic areas and practice areas are not guaranteed. The Program will attempt to accommodate student requests, but the student may need to complete the fieldwork experience in areas/sites not requested. Level II and Doctoral Apprenticeship: If a student is unable to perform Level II Fieldwork or Doctoral Apprenticeship during the prearranged fieldwork times, the AFC will request off schedule placement from the student’s preferred sites. This will automatically be performed for the first Level II for doctoral students. The Program will attempt to accommodate student requests, but the student may need to complete the fieldwork experience at alternative sites. Many fieldwork sites prefer to follow the AOTA’s suggested Level II Fieldwork timelines, but some sites will make exceptions for doctoral placement. REQUESTS TO CHANGE THE TIMING OF LEVEL I AND LEVEL II All requests for changes in the Level I experience are made directly to the AFC. Students are not to contact sites individually to request a change. Level I: Level I concentrated experiences are scheduled by the FW office and published annually on the Academic Calendar. Students will complete their fieldwork at the pre-scheduled times unless: 1.) They meet the criteria for changing sites outlined previously 2.) A site has requested students during the spring break or 3.) The change in time is deemed necessary by the AFWC. Level II / Apprenticeship: Students may request to have the dates of their scheduled Level II or Apprenticeship experience modified. Requests should be submitted in writing to the AFWC and should include: 1.) The name of the student 2.) Date of the request 3.) Requested dates to be changed (beginning and ending date) 4.) The name of the Level II program assignment The Program will contact the site for the student OR give the student permission to contact the site and request the date modification. It is the fieldwork site’s prerogative to change the date of the experience or not. The student will be notified of request acceptance or denial. 19 ACCOMMODATIONS ON FIELDWORK Students with disabilities who require accommodations need to work with the AFC well in advance of the Fieldwork I and II placements to identify the specific reasonable accommodations needed in the fieldwork setting. Fieldwork placements will be made in sites that can meet the student’s accommodation needs. If new needs arise on fieldwork that suggest further accommodations are necessary, the student should request these accommodations from the fieldwork site and notify the AFC. ** Refer to the Student Manual on the Policy for Students with Disabilities. REQUIREMENTS FOR LEVEL II FIELDWORK & DOCTORAL APPRENTICESHIP Each MSOT student must successfully complete 2 (12 week) Level II Fieldwork experiences in order to complete the requirements for graduation from the Washington University Program in OT. Each OTD student must successfully complete 2 (12 week) Level II Fieldwork experiences and one 16 week (640 hours) Doctoral Apprenticeship experience in order to complete the requirements for graduation from the Washington University Program in OT. MSOT and OTD students may complete an optional third Level II Fieldwork experience (common sites are National Institutes for Health and AOTA). The Level II fieldwork & Doctoral Apprenticeship experiences are credited courses (6 credit hours each). All MSOT or OTD Academic work (including papers) MUST be completed prior to starting FW experiences. Failure to do so will result in the student not being able to begin FWII on schedule. OT593A Fieldwork II This course provides fieldwork experience under the supervision of an occupational therapist. Students’ participation includes in-depth experience in delivering occupational therapy services to clients including evaluation, treatment and intervention. Students have the opportunity to practice in a variety of clinical or community based settings. During the fieldwork process, students are expected to assume increasing responsibilities related to patient or client care. The fieldwork experience is designed to promote clinical reasoning, professionalism and competency. Duration is 12 weeks. OT 593B Fieldwork II This course provides a second fieldwork experience under the supervision of an occupational therapist. Students’ participation includes in-depth experience in delivering occupational therapy services to clients including evaluation, treatment and intervention. Students have the opportunity to practice in a variety of clinical or community based settings. Because this is the second of two fieldwork II experiences, students are expected to build on their first fieldwork and assume increasing responsibilities related to patient or client care. The fieldwork experience is designed to progressively build competencies in clinical reasoning, professionalism and entry-level skills. Duration is 12 weeks. 20 OT 793C Doctoral Apprenticeship (OTD students only) This course provides a customized doctoral experience specific to the OT doctoral pursuit of the student. Students may participate in research, policy, clinical practice*, advocacy, teaching, etc. Students are expected to achieve specific goals established by the student, the site supervisor, and the doctoral chair. Duration is 16 weeks (640 hours). *If pursuing a clinical experience, the ACOTE standards for a FWII have to be followed and a clinical contract has to be entered with the site. Prerequisites for Fieldwork Coursework Level II Fieldwork: Must successfully complete all first, second year and 3rd year (for OTD students) coursework, including all Masters or Doctoral Project requirements, prior to first Level II experience. Doctoral Apprenticeship: Must successfully complete the two Level II fieldwork experiences (OT 593A & B) and all third year coursework, including all Doctoral Project requirements, prior to the Doctoral Apprenticeship experience. Exceptions to the timing of the second FWII and Apprenticeship will only be made as developed and approved by the Associate Director of Professional Programs. Timeline Requirements All students must successfully complete the required Level II Fieldwork and/or Doctoral Apprenticeship experiences within 12 months of completing academic coursework. Failure to successfully complete the Level II Fieldwork and/or Doctoral Apprenticeship experiences within the 12-month period will result in dismissal from the Program. The Doctoral Chair, student and the AFC will coordinate efforts to ensure that the FWII and the Apprenticeship is completed by the December date to qualify for graduation. This may mean adjusting the 2nd FWII dates to accommodate for the 16 weeks of Apprenticeship; the Doctoral student staying at WU to work in his/her Doctoral lab for some time to count towards Apprenticeship dates prior to the 2nd FWII; OR another acceptable means of completing the required weeks before the end of the year. Unforeseen circumstances may require a Leave of Absence that will allow the 12-month time frame to be extended. The Committee on Academic and Professional Evaluation of Students (CAPES) will determine the impact of a Leave of Absence on the 12-month time frame for completion of the Level II Fieldwork and/or Doctoral Apprenticeship experiences. A Leave of Absence during Fieldwork must be approved by the CAPES. Refer to Student Handbook for further information. 21 LEVEL II FIELDWORK OBJECTIVES FOR WASHINGTON UNIVERSITY Fieldwork is an integral part of the educational experience. It is during this time that the student gains the opportunity to operationalize their knowledge and be mentored in the process. It is also the first time the student has responsibility for their own clients in which they demonstrate behaviors and ethical decision-making and use the evidence available of person, environment and occupational factors that help clients achieve their own goals. It is our objective for the students to engage in and demonstrate the capacity to practice in a way that support their clients in achieving quality of life through occupation. The following objectives should set the tone for the fieldwork experience. Students will (ACOTE 2011 standards are identified): 1. Demonstrate the ability to perform assessment and treatment planning processes consistent with the AOTA Practice Framework using the Models of Practice consistent with their educational preparation (ACOTE B.4.1, B.4.2, B.4.3, B.4.4). 2. Administer and interpret occupational performance based assessments at the individual outcome, program evaluation and program development levels in a skillful manner (B.4.4, B.5.1, B.7.5, and B.7.6). 3. Use evidence to inform practice on a consistent manner; including evidence based on experience, expert practitioners, from controlled studies, and from descriptive literature (B.8.3, B.6.6). 4. Work collaboratively with team members and occupational therapy assistants to plan, implement, and terminate interventions that address the occupational goals of the client (B.4.5, B.5.22, B.5.25. and B.5.27). 5. Implement interventions centered on occupation, participation and environment as clientcentered care is planned and implemented (B.5.0, B.5.1). 6. Provide services focused on consumers and family to enable the client’s occupation and maximizing occupational performance once discharged (B.5.28). 7. Advocate for those who may be vulnerable or at risk with secondary conditions (B.2.9). 8. Use occupational histories to create occupational profiles to guide client-centered care (B.4.4). 9. Demonstrate a sensitivity to and inclusion of culture in the design of interventions (B.4.7). 10. Plan and implement assessment and intervention plans that demonstrate a balance of the person, occupation and environmental factors (B.5.1, B.5.2). 11. Transition clients from one service level to the next to insure an outcome of full participation and well being in addition to occupational performance goals (B.5.25, B.5.29). 12. Document occupation-based care plans, progress notes, goals and knowledge of billing methodologies that support occupational-based practice (B.4.10, B.5.32). 13. Treat a full client caseload, as defined by fieldwork site, by the end of experience. 14. Submit correct and complete documentation in a timely manner, according to policies and procedures of fieldwork site. 15. Consistently report to site on time. 16. Follow all policies and procedures as instructed by the fieldwork site and Washington University Program in Occupational Therapy. 17. Demonstrate initiative when exploring new learning opportunities. 18. Actively participate in the supervisory process. 19. Utilize treatment approaches that demonstrate in depth knowledge of the various frames of reference in Occupational Therapy practice. 20. Demonstrate entry-level competencies for the practice setting. 21. Demonstrate professional behaviors consistently. 22. Achieve all additional objectives set by the specific fieldwork site. 22 LEVEL II FIELDWORK POLICIES AND PROCEDURES INTERVIEWS PRIOR TO LEVEL II PLACEMENT Several facilities require an in-person or telephone interview prior to agreeing to take the student for a Level II placement. It is the student’s responsibility to arrange and complete these interviews in the timeline required for placement. The Fieldwork Assistant will communicate with students to make sure the interviews are arranged. The student will set up and complete telephone interviews independently. Students should present themselves appropriately and be prepared for the interview. Students who do not complete the required interview will not be considered for placement at that site. NEW LEVEL II CONTRACT REQUEST New FIELDWORK CONTRACT Requests will not be ACCEPTED! CONTACT WITH FW SITES Students are NOT allowed to contact FWII sites for any reason unless approved by the AFC. The AFC will be cc’d on all correspondence that the student has with the site after approval is granted. FIRST COME – FIRST SERVE FIELDWORK SITES Sites that prefer to place Level II fieldwork students on a First Come-First Serve (FCFS) basis are noted on the FW Database in the comments section of the sites by the notation “FCFS”. Students should check the database late in the Fall semester to determine if any of the sites he/she would like to go for FWII are listed as a FCFS site. The student will have to complete the F-1, F-2 and F-3 forms by the due date (early in the Spring semester) to request a FCFS FWII placement. If only one student requests a particular site, that student will be placed there (as long as there is still an available spot at the facility). *This procedure will be explained by the AFC in the fall semester of the first year. NOTE: If the site(s) you are considering for a Level II FW is not listed as a FCFS site, you will not complete the FW forms and turn in requests until the fall semester of your second year (see General FW Level II Match Process on page 23). First Come First Serve Level II Fieldwork Procedure Late in the fall or early in the spring semester of the first year and the fall semester of the second year students should conduct a search in the FW database for sites that have requested and/or have a history of taking Level II students on a First Come First Serve (FCFS) basis. See FW database instructions on page 6. Students should review the information on the sites, discuss with family, significant others, etc. before submitting requests 23 Students must complete all FW II placement forms (F1, F2, F3) and review with their academic advisor (1st yr MS and OTD students; 2nd yr MS students) or doctoral chair (2nd yr OTD students) Turn in requests by due date given by the AFWC (typically early in the Spring semester) If you are turning in an F-3 form with FCFS choices for both quarters, identify which quarter you want placed in first If only one student is interested in a site, that student automatically gets that site if the site is available and agrees and if approved by the students faculty mentor If more than one student is interested in a site, a name will be picked at random for placement, if that site is available If a student submits for more than one site, and receives a placement, consideration will be given to other students prior to a second placement for that student If an interview is required, the student must set this up and successfully complete it prior to confirmation of placement. The placement will be considered “pending” until the interview is completed and the site informs us that they will accept the student. FCFS sites may be requested after the due dates, we will contact the site to see if the placement is available. FCFS RULES Students cannot cancel a site chosen through the FCFS process FCFS can only be changed through an exchange process with another student – not cancelled. This will be only done with the permission of the AFWC. This process is ongoing – meaning the deadline given is when we start placements. Students can turn in requests anytime after that date until mid-September, but requests received by the due date will be given priority. CONSIDERATIONS Think carefully about your choices; be sure that this is what you want because there are no changes unless made by the site. Think about emotional support available in the area, finances, etc. prior to making your decision. A change in marital status or planned housing in the city of your choice will not be grounds for changing a FCFS placement. Search the database for FCFS notations every year as sites may be added to this category each semester. GENERAL FIELDWORK LEVEL II MATCH PROCESS During the summer session, the AFWC will send instructions to the students (both 2nd year and 3rd year students) to begin looking at FWII sites. Students will be given a deadline to turn in the F forms, typically early October. MSOT students and second year OTD students are assigned random numbers in the fall that determine the ordering of the match. First Level II is assigned to students by increasing match numbers and second Level II is assigned to students by decreasing match numbers. FCFS students are placed into the random order of matches, not separated out FCFS students will be placed for their remaining fieldwork in the first round of matches, they will not be held until second round Second year OTD students are in the general Level II match for 3rd quarter. Sites will be contacted to see if they are available for an off schedule placement due to the early return to classes in the fall. The individual site determines if they can accommodate the adjusted Level II dates 24 Third year OTD students will be assigned a number and placed for their 2 nd Level II prior to placing MSOT and second year OTD students. The placement dates may have to be adjusted to accommodate timing of the OTD Apprenticeship. This will have to be communicated with the AFC and the FW Assistant rd 3 year OTD students will work with their Doctoral Chair to design a 4th quarter Doctoral Apprenticeship experience that fits within their study concentration. PLACEMENT PROCESS FOR LEVEL II FIELDWORK The following procedure will be followed to ensure a good match for the Level II Fieldwork experiences and comply with the ACOTE standards. Level II Fieldwork Goals & Learning Needs: Form F-1 Choosing a Level II setting which meets the student’s entry-level skill set and can provide an environment which meets the student’s learning needs and accommodations is critical to a successful experience and clinical growth. Students must identify their learning needs, skill development needs, and accommodations by honest self-reflection and record these on Form F-1. Students must identify their fieldwork goals. The fieldwork goals should be recorded on Form F-1. This form will be used in picking fieldwork sites and should be brought to a meeting with the advisor/doctoral mentor for fieldwork site approval (see Form F-3 below). Advisor / Doctoral Chair Level II Approval Document: Form F-2 After choosing several sites which meet your learning needs, skill development needs, accommodation needs, fieldwork goals, and are from a variety of life span and settings, set up a meeting with your research chair to discuss your choices. Do this early! List the sites on Form F-2 and include a short reason each site is a good fit. Bring site printouts from the FW Data Base, the site folder, information from the internet on the site, and Forms F-1, and F-2 to the meeting with your mentor. Information can be emailed to the mentor ahead of time for the mentor to review. Present all of this information to your mentor and discuss your choices thoroughly. The advisor or doctoral chair will rate the fit of each site and provide brief comments on Form F-2. If there are not enough sites that are deemed a fair or good fit by mentor, the student must find new sites, meet with advisor/doctoral chair and complete Form F-2 again. Set up your initial meeting early enough to allow for this additional meeting time if needed. Most sites require that the Pediatric FWII placement be the second of the two FWII placements. This is also strongly suggested by the WUOT program. Level II Preference Form: Form F-3 The student lists their placement preferences in rank order for the 3rd quarter (June to September) FW and the 4th quarter (September to December) FW on Form F-3, including previously secured FCFS sites. Only sites deemed a fair or good fit by faculty mentor can be placed on this form. Sites must represent a variety of life span ranges and treatment settings. If you are turning in an F-3 form with choices for both quarters, identify which quarter you want placed in first. 25 Level II Fieldwork Goals & Learning Needs: Form F-1 Student Name:_________________________________ Date:_____________ Think about what you want to accomplish on your FWII’s. What do you need on your FWII’s? How do you learn best? What type of supervision works best for you? The following are my learning needs, skill development needs, and accommodation or special needs for FW II: 1._______________________________________________________________ 2._______________________________________________________________ 3._______________________________________________________________ 4._______________________________________________________________ 5._______________________________________________________________ 6._______________________________________________________________ The following goals (min. of 3) represent my Fieldwork Level II priorities in rank order: 1._______________________________________________________________ ________________________________________________________________ 2._______________________________________________________________ ________________________________________________________________ 3._______________________________________________________________ ________________________________________________________________ 4._______________________________________________________________ ________________________________________________________________ 5._______________________________________________________________ ________________________________________________________________ Student’s Signature________________________________Date______________ I reviewed these with the student and have made my recommendation: Advisor / Doctoral Chair ____________________________ Date______________ 26 Faculty Mentor Fieldwork Approval: Form F-2 Student Name:____________________________________Date:_____________ Student’s Level II fieldwork placement choices & reasoning of fit with Goals/Learning Needs. Bring site information to meeting with faculty mentor! 1. Site Name/Location:___________________________________________________ Student’s Reason for choosing site: _________________________________________ ______________________________________________________________________ 2. SiteName/Location:____________________________________________________ Student’s Reason for choosing site: _________________________________________ ______________________________________________________________________ 3. Site Name/Location: ___________________________________________________ Student’s Reason for choosing site: ________________________________________ ______________________________________________________________________ 4. Site Name/Location: ___________________________________________________ Student’s Reason for choosing site: _________________________________________ ______________________________________________________________________ 5. Site Name/Location: ___________________________________________________ Student’s Reason for choosing site: _________________________________________ ______________________________________________________________________ 6. Site Name/Location: ___________________________________________________ Student’s Reason for choosing site: _________________________________________ ______________________________________________________________________ Students Signature_________________________________ 27 F-2 continued Note to faculty: Student should bring information on each site to the meeting! Faculty Mentor’s Approval & Comments for each site: Site #1: Good Fit Fair Fit Poor Fit Comments:____________________________________________________________ _____________________________________________________________________ Site #2: Good Fit Fair Fit Poor Fit Comments:___________________________________________________________ _____________________________________________________________________ Site #3: Good Fit Fair Fit Poor Fit Comments:____________________________________________________________ ______________________________________________________________________ Site #4: Good Fit Fair Fit Poor Fit Comments:____________________________________________________________ _____________________________________________________________________ Site #5: Good Fit Fair Fit Poor Fit Comments:___________________________________________________________ ____________________________________________________________________ Site #6: Good Fit Fair Fit Poor Fit Comments:___________________________________________________________ ____________________________________________________________________ Additional Comments:___________________________________________________ _____________________________________________________________________ Advisor / Doctoral Chair’s Signature____________________ 28 Date______________ Level II Preference Form: F-3 Student Name: ________________________________ Date: _____________ List your Level II Fieldwork choices in rank order for each FW experience. *OTD students need to only choose 3rd quarter sites. June to September (3rd quarter)* 1.__________________________________________________________ 2.__________________________________________________________ 3.__________________________________________________________ September to December (4th quarter) 1.___________________________________________________________ 2.__________________________________________________________ 3.__________________________________________________________ Student’s Signature____________________________________Date_________________ 29 PLEASE PRINT THIS PAGE, SIGN AND TURN IN TO LEISE AMANN DUE DATE: Sept 21, 2012 Washington University School of Medicine Program in Occupational Therapy I, ________________________________, have read and understand the Fieldwork Policies as outlined in the Fieldwork Manual. I agree to follow and take responsibility for my actions as outlined in the Fieldwork Manual. If I choose to take other courses of action than those outlined, I will accept full responsibility for any consequences as a result of those actions. ____ I have downloaded a copy of the FW Manual for my reference throughout the year. ____ I know that I can find this FW manual on the Student Drive and on the WUOT website. Student Signature Date 30