Student Role

Students of the Cox College in the Occupational Therapy Program are expected to effectively communicate with the Academic Fieldwork Coordinator and Fieldwork Educator to ensure that the fieldwork experience is optimal and follow all policies and procedures established by the fieldwork site and by the college.

The student is responsible for:

1. Participating actively in the fieldwork planning process with the Academic Fieldwork Coordinator.
2. Complying with all student policies and procedures described in student handbook.
3. Submitting updated student health information as needed.
4. Submitting documentation of ongoing certifications as needed.
5. Following the Occupational Therapy Code of Ethics.
6. Scheduling and participating in an interview for fieldwork placement when required by the site.
7. Communicating with the fieldwork site to obtain travel instructions and work hours.
8. Participating actively in the supervision process.
9. Completing ongoing self-assessments during the fieldwork process.
10. Discussing any problems related to fieldwork placements with the Academic Fieldwork Coordinator and the Fieldwork Educator in a timely fashion.
11. Remaining at the fieldwork site for the duration of the experience unless extenuating circumstances require an interruption.
12. Completing an evaluation of the fieldwork site at the completion of the experience.

Adapted from The Essential Guide to Occupational Therapy Fieldwork Education (Costa, 2015)

Attendance

During Level II Fieldwork, students must follow the fieldwork site’s calendar regarding working days and hours and holidays. For example, certain clinics do not follow the normal working day; evening or weekend hours may be scheduled. During Level 1 Fieldwork, students must follow the dates within the semester that are established by the AFWC.

Attendance to all fieldwork experiences is mandatory. Every effort must be made to avoid absences during fieldwork experiences. Illness or unusual emergencies are the only acceptable reasons for clinic absences.

If students must be absent due to illness or an emergency, the following procedure must be followed:

• If an absence is anticipated, students must to report this in advance to the site Fieldwork Educator and to the Academic Fieldwork Coordinator at Cox College so that arrangements for making up missing time can be made.
• If an absence is sudden in nature, students must inform the Fieldwork Educator. Students should call their fieldwork educator at the site before the scheduled start of the day. If students must leave a message, they should call again later to ensure the messages was received. Students should notify the Academic Fieldwork Coordinator of the day missed and the scheduled makeup date.
• Students must inform the Fieldwork Educator of absence or late arrival
• Punctuality is of critical importance in clinical practice. If students must be late, telephone the supervisor before the scheduled start of the day to inform the supervisor of arrival time.
•  The Cox College occupational therapy program permits up to a maximum of two days of absence from Level II fieldwork due to illness or emergency. An absence of more than two days requires a doctor’s note or written approval through the AFWC (i.e., unusual emergencies such as natural disaster, family death, accident, etc.). The attendance policy of the fieldwork site may differ and must be followed for all Level II fieldwork.
• Absences for attending professional conferences are approved at the discretion of the Fieldwork Educator.
• In cases where time must be made up, a grade of ‘incomplete’ will be given for the fieldwork experience. All time must be made up within 4 weeks of the scheduled end of the experience.

Transportation

Fieldwork sites may involve significant drive time to commute from students’ residences. Some sites require that students have transportation between buildings several times per day. Students must arrange transportation to all fieldwork sites assigned. Students with a specific need who would like to request specific geographic placements can do so through the Academic Fieldwork Coordinator. There is absolutely no guarantee about the geographic placement of students.

Snow Days/Weather Conditions

An absence occurring due to weather conditions must be made up following the procedures specific to Level I or Level II fieldwork. Fieldwork educators are requested to notify students and the AFWC in the event that their site is unexpectedly closed due to weather or other conditions. For Level 1A, 1B,  and Level 1C fieldwork experiences: If the college is closed due to weather conditions in the Springfield area then the student will not be expected to attend fieldwork. The student will be expected to communicate with their fieldwork supervisor. For Level 1D and Level 2A & 2B: These experiences may or may not occur within the local Springfield, MO area; for this reason, the student must make a decision to drive to fieldwork based on local weather conditions and personal safeguard.

Punctuality

Punctual attendance at the fieldwork site is mandatory. Repeated tardiness is a serious problem. Consequences may begin with having to make up missed time and if tardiness persists, end up with dismissal from the fieldwork site. Leaving clinical facilities early to attend to personal business is not permitted. Do not schedule any appointments during fieldwork times and dates and make sure to plan ahead so that you are available and flexible to meet the needs of the site and the requests of the supervisor.

Professional Dress Code

A professional dress code is required at fieldwork. Traditional therapy dress code frequently includes: khaki or black pants, tennis shoes, polo, and nametag. The students should abide by the following guidelines for appropriate attire in the clinic:

• Students must be clean, showered, neat, and well-groomed at all times.
• A name badge should be worn at all times. Students receive name badges from Cox College. These name badges must be worn at all times when on fieldwork.
• Comfortable, stable shoes must be worn with non-slip soles and no open toes.
• No yoga pants
• Clothing that will allow modesty and ease of movement when working with clients should be worn. Absolutely no torso showing. No “back crack” should show when squatting! No exposed chest, no open shoulder tops. Cover up.
• Avoid all perfumes or after shave lotions.
• Limit gum chewing. Do not chew gum when educating a patient or meeting with supervisor.
• Long dangling earrings, religious/political (or anything even remotely controversial) jewelry, and/or excessive jewelry should be avoided. Only one set of rings on one finger allowed.
• Nails should be short: less than 1/4 inch from nail body to distal edge (free edge), neat and appropriately groomed. Students should avoid chipped nail polish but may wear neatly applied nail polish if the site allows.  Absolutely no acrylic nails.
• A watch may be helpful in clinical situations especially if you are not allowed to carry cell phone. No cell phones, smart phones, or text messaging should be used during fieldwork unless specifically asked to do so. In addition, you may not wear a text messaging watch or must turn off that feature while at the fieldwork site.
• The fieldwork site has the right to request a specific uniform. The site also has the option to ask students to alter their dress (including sending student home) if it is inappropriate in the opinion of the supervisor. Please check with the fieldwork supervisor for specifics on appropriate dress before arriving at the site. 
• Students are encouraged to save dramatic styles for their personal time such as eyeliner greater than 1/4 inch from corner of eye,  overly dramatic eyelash extensions or heavily applied makeup, face piercings, and exposed offensive tattoos should be avoided. 
• Absolutely no perfume or cologne may be worn in clinical situations, avoid scented lotions. Avoid scented hand sanitizers. 

Professional Expectations and Behavior

The policies and procedures of each fieldwork site vary considerably, including the student role, dress code, and any other special requirements. Students are expected to behave in a professional, ethical, dignified, and respectful manner at the fieldwork site. All occupational therapy students and occupational therapists must abide by the American Occupational Therapy Code of Ethics. Here is a link to that document: AOTA Code of Ethics

Students should expect to be treated by their supervisors and co-workers with dignity and respect at all times. Students should be supplied with adequate and reasonable resources to complete their work. Fieldwork educators have agreed to be available for assistance and feedback throughout students’ fieldwork experience.

Professionalism includes maintaining respect for the clients, co-workers and fieldwork supervisor(s). The use of sound judgment in all clinical situations is part of professionalism as is the use of discretion and diplomacy. Students must at all times show respect for the clinic’s equipment and supplies. Proper attire, timeliness, and attendance are also included in the category of professional behavior. Students must handle their personal and professional problems without interference with the performance of their clinical duties. Therefore, no cell phones, smart phones, or text messaging should be used during fieldwork. In addition, you may not wear a text messaging watch or must turn off that feature.

Professional behavior requires 100 percent performance at all times. Students must follow professional standards while at the fieldwork site, in the classroom, and while engaging in professional activities as a representative of the Occupational Therapy Program at Cox College. Students demonstrating unprofessional behavior shall expect to fail their fieldwork regardless of their performance in other skill areas.

Fieldwork experiences are a vital part of the occupational therapy education. The Occupational Therapy Programs at Cox College are very fortunate that talented Fieldwork Educators give their time and effort to afford students the opportunity to integrate their theoretical knowledge with clinical practice, as well as learn specific intervention skills. All students should demonstrate appreciation at all times with courteous behavior. Students are representatives of Cox College as well as the occupational therapy professional community.

Confidentiality

Students must adhere strictly and consistently to the Health Insurance Privacy and Portability Act (HIPPA) regarding confidentiality of patient/client information. HIPPA training is taken seriously and begins during orientation. General guidelines for confidentiality of patient information are outlined below; however each fieldwork site must inform students of specific policies enforced at the facility:

• Discuss client information only with other professionals who “need to know”
• Avoid discussions in elevator, cafeteria, or any public areas
• Do not look at any client information unless YOU “need to know”
• Client interview: all information a client discloses to you is confidential. Choose location for interview carefully. When possible, close doors or speak softly in semi-private rooms to ensure that no one overhears private information.
• Do not leave medical record information out, open, or in any way visible
• Do not take any part of medical record home
• Shred all sensitive paper data as advised by your Fieldwork Educator
• Position computer screen so others cannot read confidential information
• Make sure you log off computer when documentation is done electronically
• Never give out your passwords to anyone
• Do not fax any part of the medical record
• Do not leave voice mail message regarding client condition
• Direct any visitors inquiring about patient information to the information desk
• Remind others to follow confidentiality policy
• For case presentation, do not use ANY identifiable information including:

o Name, location

o Do not use any true dates (including date of admission, discharge, surgery, DOB, referral date)

o Do not include any identifying numbers: medical record, health plan, social, email, address, vehicle license, web site etc.

o You may include client’s age if under 90 years, state "90+" if over 

o May include race, ethnicity, marital status

o Absolutely no photos of clients

• • ABSOLUTELY no social media posts about clients

 

Physical Handling of the Client

The supervisor should be very specific regarding the site’s policies concerning the physical handling of the client/patient by occupational therapy students. The supervisor should tell students directly what clearance or supervision is needed to perform range of motion exercises, neuromuscular education, transfers, and other physical skill interventions.

Students must be certain they are aware of and follow the site’s policies and procedures for physical handling of the patient/client. If the students are unsure of the policies and procedures, they should clarify this with their Fieldwork supervisor.

Patient Precautions and Contraindications

Student must pay careful attention to patient precautions (e.g. weight bearing, motion restrictions, cardiac condition, swallowing, behavioral). If the students are unsure about precautions or the correct technique to follow, these should always be clarified with the Fieldwork Educator prior to the treatment session. The supervisor should review patient precautions with students until the supervisor is certain the students know where to find this information. Supervisors should also ensure that students are able to follow through with the precautions correctly.

Infection Control

Infection control is of critical importance. Students will follow the policies of the site related to infection control and PPE use. Thorough hand washing is imperative before and after working with any client/patient. Hand washing is also necessary at the beginning and end of the workday.  The Fieldwork supervisor should review the site’s policies on infection control including standard precautions with all students.

Body Mechanics

Using correct body mechanics ensures the safety of both students and the clients/patients. Students must use correct body mechanics at all times while handling clients/patients, especially when performing transfers. Students will be introduced to this information during their first academic year. The fieldwork educator should provide immediate and specific feedback to the students on their body mechanics to prevent injury.

Medical Problems and Emergencies

Students should consult with their own physicians for all medical concerns. In the case of a medical emergency while at the fieldwork site, others may facilitate for or arrange emergency care if the student is unable. Students must pay for all emergency services and health related expenses out of pocket or with their personal health insurance.

Safety

To decrease vulnerability and reduce the possibility of an incident, students must take responsibility for learning about the fieldwork site’s environment and become aware of potential risks. Students must adhere consistently to all safety regulations at each fieldwork site. Safety for the clients, other staff, and for students is of utmost importance. Fieldwork supervisors should provide a brief orientation to safety procedures, emergencies, fire, tornado, potential terror, and patient incidents. Students must be sure he/she is aware of the site’s policies and procedures concerning emergencies. Students should ask their Fieldwork Educator questions to clarify these procedures, if they are not clear.

 Five important safety tips to be aware of at all times:

1. Be alert to your surroundings
2. Identify potential risks
3. Understand guidelines and expectations from the college and the fieldwork site.
4. Consider solutions to potential problems.
5. Inform your site supervisor immediately of any safety concerns.

 Should an incident occur:

1. Document all facts, including the date, time, persons involved and the situation (pay attention to your feelings & do not minimize them.)
2. Report all concerns, including safety and personnel problems within 24 hours.
3. If necessary, seek medical attention.

 Parking areas

1. Take necessary precautions (e.g. walking with security personnel) if parking in garages or poorly lit parking areas.
2. Avoid walking to your car alone after dark.
3. Avoid texting or talking on phone when walking to your car.

Harassment- Interpersonal hazards.

Harassment of fieldwork students/interns based upon age, gender, ethnicity, race, or disability is illegal. Should students feel they have been harassed, they should report this to the AFWC and the Fieldwork Educator to take next steps. Harassment of others by students at the fieldwork site can result in immediate dismissal from the program and/or suspension from Cox College. This behavior could also result in legal action.

 

Reduce the risk of becoming a victim of sexual harassment.

1. Trust ‘gut feelings’ about situations to avoid. Remove yourself from any situation at the first sign of feeling unsafe
2. Be clear in communication with others. If necessary, be forceful, firm and assertive in communication with others.
3. Be aware of non-verbal cues that can alert to a potential problem.
4. Be aware that alcohol and other substances can affect judgment and may be illegal.

Health Requirements

Health requirements may differ from site to site. Basic requirements  are listed in the Cox College student handbook and inclue a list of vaccines. Students track their health records in Exxat under the student profile.  The students are required to have yearly flu vaccine and yearly TB screening. Each student is responsible for maintaining their flu and TB screening yearly as well as maintaining the documentation and providing that documentation to the fieldwork site as needed.

Drug Screen

Drug screenings are a requirement of Cox College admissions. If a site requires additional drug screening, the associated costs are the responsibility of the student. If the student fails a drug screen, they will be at risk for dismissal from the program. Please refer to Cox College Student catalog for details. If it is discovered that a student arrived at a fieldwork site under the influence of drugs or alcohol the student will be dismissed from the program.

Training Beyond coursework, students will be required to complete specialized training to help prepare them for fieldwork:

• American Heart Association’s Basic Life Support for Healthcare Providers

• Infection Control Training
• Code of Conduct
• HIPPA Training
• Patient Safe Handling
• Fieldwork sites may require additional specialized training. Any costs associated with additional required site specific training are the responsibility of the student.

Background Checks

Some sites require additional background check information other than the initial background check that was complete prior to your admission to Cox College. All expenses related to additional background checks are the responsibility of the student.

Background checks may include but are not limited to:

• Family Care Safety Registry - Missouri Department of Health and Senior Services
• Office of Inspector General's List of Excluded Individuals
• General Services Administration's Excluded Parties Lists System
• Criminal background check for each state of residence in the past 7 years
• National Background Check
• Fingerprinting

If an applicant is concerned that something in their background might prohibit them from sitting for the licensure exam, they may find helpful information from the National Board for Certification in Occupational Therapy at: 

IMPACT OF A FELONY CONVICTION
National Certification – Our professional field requires you to pass a National Exam.
Candidates applying for the NBCOT® Certification Examination for CERTIFIED
OCCUPATIONAL THERAPIST must answer each of the following questions on the examination application:
1) Have you ever been charged or convicted of a felony? (NOTE: Candidates must answeraffirmatively even if records, charges, or convictions have been pardoned, expunged released or sealed.)
2) Have you ever had any professional license, registration, or certification revoked,
suspended or subject to conditions by a regulatory authority or certification board?
3) Have you ever been found by any court, administrative, or disciplinary proceeding to
have committed negligence, malpractice, recklessness, or willful or intentional
misconduct which resulted in harm to another?
4)Have you ever been suspended and/or expelled from a college or university?
If the answer to any of these questions is “yes,” the candidate must submit the following
information to NBCOT®’s Regulatory Affairs Department:
5) An explanation of events of the incident(s) to which the candidate answered “yes”;
6) Copies of official documentation related to the incident(s); and
7) Any additional information or documentation the candidate may wish to include, such as remedial measures taken since the incident.
NBCOT® will review the information submitted on an individual basis and determine whether the incident(s) has a direct relationship to a potential violation(s) of the Candidate/Certificant Code of Conduct. NBCOT®’s Qualifications and Compliance Review Committee may impose sanctions, including barring a candidate from becoming certified by NBCOT® either indefinitely or for a designated period of time. See www.NBCOT.org for more information

Special Assistance

Students experiencing difficulty with fieldwork or who like special consideration or assistance are encouraged to seek help during the first week of fieldwork or as soon as the need arises. The Occupational Therapy curriculum has extensive fieldwork requirements including Level I and Level II experiences. The document describing the Essential Functions, also applies to education at the fieldwork site.

Problems Occurring During Fieldwork, Unsatisfactory Performance

Students experiencing a problem on fieldwork (performance, supervisory, or other) should discuss this immediately with the appropriate parties including their Fieldwork Educator. Students should email the AFWC as soon as any problem arises. Text or call the AFWC if there is an urgent matter.

The Fieldwork Educator must inform the AFWC in cases where student performance is below minimal acceptance. This should occur as soon as the problem is identified. In this way, the AFWC can assist the Fieldwork Educator and the student in dealing with the problem. If further intervention is necessary, the AFWC does have the ability to remove the student from the site.

Educators should discuss the any concerning situation with the student. A plan for resolution of the problem will be determined by both educators with the student. A learning agreement providing specific criteria, time lines, and learning activities and resources may be drawn. In some cases, this may involve extending the fieldwork period or replacing an experience to meet these criteria. If the student is unable to complete the designated learning agreement, the student may receive a failing grade for the course. A failing grade will interrupt the student progression through the Occupational Therapy Program (see OT Handbook on progression).

The fieldwork site may terminate fieldwork if it evaluates that the student will be unable to meet the fieldwork objectives, as indicated in the Cooperative Agreement. Prior to this, the student must be given notice (due process) of the performance problems and provided with a learning agreement to improve performance.

In situations where client or staff safety are considered to be compromised, immediate termination of the fieldwork experience may occur. A problem of lack of professional behavior as outlined in this manual or as defined by the fieldwork site may result in a failing grade for the course.

Students that choose to leave a fieldwork placement without discussing the problem with the Academic Fieldwork Coordinator and Fieldwork Educator will receive an immediate failing grade for the course. The policies following a course failure described in the student manual will be followed.

The following Memorandum of Understanding with the Student is signed by the student and the AFWC prior to their Level 2A experience.