Practicum Policies and Procedures - School of Social Work

Professional Conduct
Important Placement Protocols
Matching Policies
Students with Disabilities
Attendance
Practicum Components
1. Practicum Seminars
Student Insurance and Liability Coverage
Withdrawal from Practicum
Practicum Difficulties
Conflicts of Interest
Confidentiality Policy and Guidelines
Discrimination and Harassment
Strike Procedures
Practicum Expenses

Professional Conduct

While in Practicum, each student must make the transition from student to professional. As social workers in training, Practicum students are interacting with educators, peers, field setting personnel, members of the community, and various client groups, and students are reminded that they are making an impression as a professional at all times.

Students have a responsibility to be aware of and are expected to abide by the expectations of professional conduct for practicing social workers as outlined in the CASW Code of Ethics, Values and Guiding Principles (2024) Based on these guidelines for ethical and professional conduct, each student is expected to demonstrate commitment to their social work education and professional excellence, as well as honesty and integrity, accountability, social responsibility, and respect for others.

Student violations of the CASW Code of Ethics, Values and Guiding Principles may result in action related to student discipline or professional unsuitability.

In any given term there will be several groups of students going into field. Students are asked to keep in mind the significant amount of coordination that comes into play, and to be respectful of the workload of the Practicum Coordinator in the process of matching. Telephone or teleconference meetings to discuss your placement application and options may be requested as needed by the student or Practicum Coordinator.

Students are responsible for meeting all Practicum deadlines and abiding by the protocols and policies outlined.

Important Placement Protocols

Students are reminded to provide their Carleton email address and a valid phone number on their cover letter and resume for application to field settings, and to use their Carleton email for all email correspondence with the field team and field settings.
Students do not always receive their first choice in a field placement and the Practicum Coordinator must sometimes try multiple agencies per student to find a field setting that is able to host that student.
Given the demand on agency resources (e.g., human resources, time, caseloads), it can take some time for the Practicum Coordinator to reach a contact, and also for the student to reach the contact to set up an interview.
Each student’s active and responsive involvement and communication throughout the placement process is key.
The School cannot guarantee that each student will secure a field placement in any given term. A student’s success in securing a field placement is influenced by the following factors: the availability of opportunities offered through the School’s community partners during the term selected; the student’s willingness to be accepting of the opportunities they are matched with; the student’s follow through with the established deadlines and expectations for the placement process; and, the student’s readiness to apply and successfully interview for the placement opportunities with which they are matched.
If a student is demonstrating repeated difficulties in successfully applying or interviewing with potential field settings, the Practicum Coordinator may make a referral to on-campus supports (e.g., Career Services). In such cases, the School may refrain from any further placement applications until the student has demonstrated that they have taken the necessary steps to be successful in attaining a field placement.
Students are not permitted to decline a placement after they have accepted it. Significant work goes into facilitating the placement process for each individual student by both the School and the field setting offering the learning opportunity. The field setting has spent time screening and interviewing the student, identifying specific learning opportunities and arranging field supervision for the student. In accepting a field placement, students are making a professional learning commitment to the field setting.
The Practicum represents a significant commitment on the part of students. Students are expected to plan accordingly to ensure they have adequate time, energy, and flexibility in their schedule to participate fully in the placement process and in all components of the Practicum course. As the demands of Practicum are heavy, each student is encouraged to carefully consider the other professional and personal commitments in their life to ensure they do not over-extend themselves mentally or physically while in Practicum. Having adequate time and energy is critical for success in Practicum. Students are reminded that they will be working with individuals, groups and communities with real issues, and their work in Practicum will have an impact on their lives.

Matching Policies

Students are asked to indicate any learning needs (i.e., academic accommodations) and their learning interests (areas and agencies of interest) on the Practicum Application Form, which must be submitted through mySuccess by the established term deadlines, along with a current social work resume. The student’s resume should outline their education, training, work and volunteer experience, and emphasize their skills and experience applicable to social work. Resumes must include only the student’s Carleton email address, which must be used for all purposes related to practicum courses.

The field team will review each student’s form and listed learning needs and areas/agencies of interest in relation to those of all practicum applicants and the available placement positions for the specific term.

The number and range of placements options that are identified as potential matches for each student is influenced by a multitude of factors. These include: the availability of placement opportunities offered through the School’s community partners during the selected term; the learning needs and interests of all students going into the field during the selected term; and each student’s level of study, background experience and other criteria in relation to the criteria for field placement positions established by each field setting (these criteria often include level of study requirements, foundational skill or experience requirements, language requirements, lived experience requirements and/or other criteria related to essential duties or functions of the position, such as access to a vehicle, day or evening requirements, and physical activity requirements).

Students are matched with an available setting for which they meet the listed criteria. Every effort is made to match each student with a placement opportunity that meets at least one of their stated preferences on the Practicum Application Form (for example, this could include a population group preference, level of practice preference, area of concentration preference, geographical location preference, or something else). However, this may not be possible for every student. Students who are flexible and open to a wide variety of practicum opportunities, and who provide a range of different areas of interest on their application forms, are best positioned to be successful in being matched for their preferred practicum term.

Students will be advised of a potential match via email. Students may receive 1-3 initial options. Receiving more than one initial match occurs only when placement capacity enables it and the student meets the criteria for more than one available setting. This is not generally possible during terms when high numbers of students have applied for practicum courses or during times of significant placements constraints.

If you elect to be matched, please ensure that you are checking your Carleton email and mySuccess regularly for news of a placement match. Once a placement opportunity is made available to you, you will be given three days to confirm your interest in being prioritized for the opportunity before it will then be made available to another student. You will also be given a deadline to prepare a cover letter that is tailored to the specific position to which you are applying. Placement applications are time-sensitive, and many agencies invite applications from multiple programs. This process ensures that students have the best chance at being matched successfully with an open placement position.

Next steps: Once your tailored cover letter and resume are received, they will be submitted by the Practicum Coordinator to the agency. All decisions to extend an interview and/or placement offer then rest with the placement agency. Please note that turn-backs can and do occur (e.g., positions may become filled, agency capacity may change, and/or an applicant may not be selected for a position). The Practicum Coordinator will work with you on your next option(s) should a turn-back occur. More than one application may be required to be successfully matched with a placement.

To be successful at a placement interview: Students must fully prepare to engage in a professional interview process (e.g., complete research on the setting and the specific position to which you are applying; be prepared to fully speak about your interest and relevant work, volunteer, and educational experience; and, be prepared to provide professional references upon request).

Declining a match: If you elect to decline an opportunity, please note that, given the significant constraints on placement availability during some terms, there is no guarantee that an alternative option that meets your listed areas/agencies of interest and for which you meet the criteria set by the agency for placement positions may become available to you. All applicants will be given the opportunity to receive an initial match before secondary matches are explored. A practicum deferral may be required if an alternative match cannot be identified.

Accepting a match: Once you elect to apply to a setting, you will not be offered alternative options. Students are permitted to apply to one setting at a time only, to ensure an equitable and fair process for all students and to ensure we retain our valued partnerships. If you are offered and accept a position, you would not be permitted by the School to withdraw from that position for another opportunity at a later date, as, at that point, you are making a professional commitment to the setting in accepting the student placement position.[/slideme]

Arranging Your Own Placement

The policy of the School is that students do not make direct contact with any agency or agency representative to inquire about field placement opportunities unless they first receive permission from the Practicum Coordinator. The reasoning behind this policy is that: 1) area agencies have specifically requested that students do not contact them directly unless they have been specifically matched and referred by a Practicum Coordinator; and 2) to ensure an equitable process for all students.

The following constitutes a student arranging their own placement, and can result in the student being removed from the placement process:

Contacting an agency/organization about field placements without first consulting with the Practicum Coordinator.
Sending a resume to an agency/organization without first consulting with the Practicum Coordinator.
Arranging an interview with an agency/organization without first consulting with the Practicum Coordinator.

Students may learn of a potential placement opportunity through professional networking (i.e., through networks, work, volunteering, or being approached by an agency/organization), and can thus play a role in developing new field placement opportunities. If a student becomes aware of a potential placement opportunity, the student must first discuss the opportunity with the Practicum Coordinator. The Practicum Coordinator will then explore the specific learning opportunities and supervision available for a student in the setting and evaluate the suitability of the setting for a social work field placement. Students are not permitted to call, send their resume, or arrange an interview without first consulting with the Practicum Coordinator.

Students with Disabilities

Carleton is committed to providing accommodation to support students with documented disabilities to facilitate academic success. These services are made available to students in all programs and courses at Carleton, including the Practicum courses. Students in need of disability related accommodation are asked to identify their needs for accommodation to the Paul Menton Centre for Students with Disabilities (PMC). Students requesting accommodation must be registered with the Paul Menton Centre. Students with a “Letter of Accommodation” from PMC are encouraged to inform the Practicum Coordinator as early as possible if they require accommodations in their field placement (i.e., when they first submit their Practicum Application Form) so that all reasonable efforts can be made to ensure that the appropriate accommodations and related support services are in place.

Attendance

Attendance in both the field placement and Practicum Seminars is mandatory.

As per the CASWE-ACFTS standards for accreditation, all students at the MSW level are required to complete a minimum of 450 practice hours per placement. Students at the BSW level are required to complete a minimum of 352 practice hours per placement. This expectation is critical in guiding the School’s policy on attendance in field placement when students are absent from placement. Acceptable reasons for absence include illness, compassionate leave and/or religious holidays. Students must make up any missed time in placement. The student must make every effort to inform the Field Supervisor as early as possible prior to the absence. In last minute circumstances, the student must notify the Field Supervisor at the earliest possible time. The student is required to notify the Faculty Liaison of any absences that extend beyond two placement days.

In the event of holidays or school breaks, students should remain in the agency and follow the agency calendar. This is to ensure continuity for the agency and continuity of care for the client group served by the placement student.

Starting and Finishing Placement Hours Early/Late

Students are permitted to begin field placement hours at a given placement up to two weeks prior to the official start of the Practicum term with the permission of both the Practicum Coordinator and the Field Supervisor. Students are not permitted to accumulate hours by working additional time in placement in order to end their placement early; except in exceptional circumstances and with prior approval of the Practicum Coordinator and Field Supervisor. Students must remain in the placement setting until at least two weeks prior to the end of the Practicum term. This is to ensure continuity for the agency and allow the student to participate in Practicum Seminars on the same schedule as other students in the group. Students are expected to complete the requisite hours in placement by the last day of classes for the Practicum term. Class start and end dates are listed in the University’s Academic Calendar

Practicum Components

Field Settings

Field Settings are approved by the School of Social Work.

Criteria for Field Setting

The organization’s mission statement/philosophy of service is compatible with the values and ethics of the social work profession and with the School’s mission.
The organization demonstrates interest in, or on-going commitment to, the education of social work students.
The organization is willing and able to make available a range of learning experiences appropriate to the student’s educational needs and in accordance with the academic curriculum.
A qualified Field Supervisor is available in accordance with the School’s requirements, and is provided adequate time during the work day for assigning field placement activities, engaging in regular supervision with the student, completing evaluation forms/conferences, and attending meetings and other activities when called by the School.
The organization views the placement as primarily related to educational objectives, as defined in the learning contract, and not limited to the service objectives of the organization.
The organization will provide appropriate physical facilities and clerical assistance, as well as covering costs customarily met by the organization in rendering service.
The organization provides an environment conducive to student learning and participation, such as enabling and encouraging student participation in staff meetings and staff development activities.

The organization demonstrates commitment to providing an environment that is safe and free from discrimination and harassment.

Field Supervisors

The School views the Field Supervisor role as integral to the applied practice training of our students and to the development of future social work professionals.

Criteria guide for Field Supervisor selection in placements

A Field Setting employee that has a demonstrated interest in field instruction and supervision and willingness and ability to meet the responsibilities of a Field Supervisor as defined by the School.
A BSW (or MSW) degree from an accredited School of Social Work and a minimum of two years of social work practice experience after graduation. In certain circumstances, equivalency will be considered.
An openness to, and interest in, the School’s orientation to social work practice.
The ability to plan, organize and carry out the educational task, in collaboration with the School and the student.
A willingness and ability to assist the student in taking hold of the learning process by providing guidance and supervision throughout the field placement.
Comprehensive knowledge of policies and issues relevant to the placement setting and community at large.
Access to direct service or program responsibilities in which the student may participate.
A willingness to participate in School workshops and other activities for the purpose of enhancing their teaching and supervision skills, and keeping abreast of changes in the School and new developments in social work practice.

Practicum Supervision

Supervision is a crucial component of the field placement and it is essential that sufficient time is allotted for supervision when a field setting agrees to take a student. Supervision should be scheduled on a regular basis and given priority. A minimum of one hour a week should be set aside for student supervision. It is important that students are provided with an orientation to the setting and the work of the agency when they arrive.

The supervision model to be used during the student’s field placement should be anticipated and discussed, whenever possible, during the negotiations of the placement so that all parties are clear about their responsibilities. Students are expected to prepare for supervisory sessions by jotting down questions they wish to discuss, presenting case material or other samples of their work, and/or raising issues, concerns or reflections that they documented in their journal.

Areas of focus for supervision should include:

Knowledge and skill development
Professional development
Support and facilitation of self-reflection
Promotion of social justice
Administrative tasks (i.e., assigning work) and task assistance (i.e., tangible, work-related guidance)
Ongoing goal-setting, review and constructive feedback

Supervision is primarily a task of the designated Field Supervisor(s). Field settings may utilize different models of supervision as noted below.

A Traditional Supervision Model

One Field Supervisor is assigned to the student for the duration of the field placement. The Field Supervisor facilitates the supervisory meetings and conferences throughout the placement, and completes the Evaluation Forms.

A Co-Supervision Model

Two or more Field Supervisors are assigned to the student for the duration of the field placement. The Field Supervisors share responsibility for facilitating supervisory meetings and conferences, and may jointly complete the Evaluation Forms.

A Group Supervision Model

One Field Supervisor is assigned to a group of students for the duration of the field placement. Supervisory meetings may take place in a group format as well as individually during the field placement. The Field Supervisor completes the Evaluation Forms/conferences for each student in the group.

Practicum Seminars

Each student must participate in Practicum Seminars, which run concurrently with the field placement. In Practicum Seminars, students focus on integrating theoretical knowledge with actual experiences in the field, and on examining practice similarities and differences amongst peers completing field placements in different settings. There are two types of seminars for practicum students:

(Standard) Practicum Seminars are a mandatory component of the Practicum for all students registered in a Practicum course.
Supplemental Practicum Seminars are a mandatory component of the Practicum only for students working with a Field Supervisor other than a graduate from an accredited BSW or MSW program.

Each Practicum student must attend and participate in all (standard) Practicum Seminars. The requirement to attend and participate in the Supplemental Practicum Seminars is individually determined based on the Field Supervisor assigned to each student.

Standard Practicum Seminars

All students enrolled in a Practicum course must attend and participate in six Practicum Seminars, for a total of 12 hours of classroom time. The emphasis of Practicum Seminars is on the following as they relate to students’ field placement experiences: linking theory to practice, particularly the application of the Structural Approach to practice; the values and ethics of the profession; and practice knowledge and skills. The specific content and structure of the Practicum Seminars will vary and in large measure be determined by the nature of the field placements students are involved in each term and the relevant practice themes and issues. SOWK 3601, SOWK 4600, and SOWK 4601/4602 placements will meet 6 times in one term. SOWK 3600 part-time placements meet three times in each of the two placement terms. Specific dates will be noted in your course syllabus.

Supplemental Practicum Seminars

As per CASWE-ACFTS Education Policies and Accreditation Standards (2021):

Field Supervisors at the BSW level or the Foundation level normally hold, at a minimum, a BSW degree from an accredited program.
Field Supervisors in an MSW program normally hold, at a minimum, an MSW degree from an accredited social work program.
When the Field Supervisor does not have a Social Work degree, it is expected that the academic unit plays a greater role in the monitoring and supervision of the practicum to ensure that a social work focus is sustained, and that the student has access to a qualified social worker.

In certain circumstances, due to the educational needs of the student or in the absence of an available agency person who meets the requirements set forth above, individuals from related social work disciplines may be appointed as Field Supervisors. In cases in which the Field Supervisor does not hold an accredited social work degree, the School assumes responsibility for reinforcing a social work perspective.

This is done in the following two ways:

Supplemental Practicum Seminars: All students who have a Field Supervisor other than a graduate from an accredited BSW or MSW program must participate in Supplemental Practicum Seminars, which run concurrently with their field placement. The Supplemental Practicum Seminars are in addition to the (standard) Practicum Seminars, and consist of a minimum of one additional hour of classroom time. The objectives of the Supplemental Practicum Seminars include the following:
- To identify the unique role of social workers in a range of settings (e.g., mental health agency, school, substance abuse treatment program).
- To identify how professional social work practice is distinctive from other helping professionals.
- To develop the skills to practice effectively as a social worker with other disciplines (e.g., interdisciplinary collaboration, interagency collaboration).
Supplementary Supervision: Whenever available, students are linked with an experienced BSW or MSW practitioner elsewhere in the agency for supplementary supervision. Alternatively, the Faculty Liaison assumes this role.

To identify which students must participate in the Supplemental Practicum Seminar and be linked to supplemental supervision, the School asks all Field Supervisors, once identified, to complete a Field Supervisor Data Sheet. This document requests the following information: Field Supervisor’s name, agency, educational background, professional designation, and years of practice.

Students are informed of their need to participate in the Supplemental Practicum Seminar no later than the first (standard) Practicum Seminar of the term. For ease of scheduling, the Supplemental Practicum Seminars are scheduled immediately following the (standard) Practicum Seminars, generally after the second and fifth class.

Faculty Liaison Consultations

Field Supervisors and students may request an on-site or telephone consultation at any time during the field placement. Students may be asked to assist in arranging a time for the Faculty Liaison Consultations. There will be a minimum of two consultations, one will be on site and one by telephone.

On-Site Consultation

For all Practicum courses, the Faculty Liaison will arrange a minimum of one on-site consultation with the Field Supervisor and student during the field placement. This on-site visit provides an opportunity for the Faculty Liaison to review administrative details of the placement (e.g., the student’s schedule in placement, frequency and length of supervisory conferences, supervision method, number and type of learning activities), along with the student’s learning contract and the student’s present level of progress and performance in the placement setting. The on-site visit generally takes place in the initial weeks of the field placement.

Telephone Consultation(s)

The Faculty Liaison will also arrange a minimum of one telephone consultation directly with the Field Supervisor during the field placement, generally at the mid-point. Whenever possible, students will participate in the telephone consultation (via conference calling, speaker phone, etc.), although this is not mandatory. The telephone consultation is specifically designed to follow-up on the mid-point evaluation conference, which is to be held between the Field Supervisor and the student. The Faculty Liaison will review the degree to which the student is achieving the learning objectives, review specific achievements and/or concerns, and work to identify and support directions for the latter half of the placement as needed.

The Faculty Liaison will promptly prepare and provide dated, written reports summarizing the consultation sessions and their outcomes to the Field Supervisor and student.

Student Insurance and Liability Coverage

Each placement is reviewed with the safety of the student in mind, however, accidents can happen and the following information is regarding the various coverage and responsibilities for the student during their placement.

Coverage for Students in Unpaid Placements

The Ontario Ministry of Colleges and Universities provides Workplace Safety and Insurance Board (WSIB) coverage for Ontario students in unpaid field placements undertaken as part of their university degree program. The field placement setting must be an Ontario employer with WSIB coverage. If the field placement setting is not required to have coverage with WSIB, the Ministry provides private insurance coverage to students in unpaid field placements (through Chubb Insurance). The Ministry also provides private insurance coverage (through Chubb Insurance) for students in unpaid field placements outside of Ontario (i.e., international and other Canadian jurisdictions).

To ensure coverage, the student must ensure the following two forms (CU Letter to Placement Employers and CU Student Declaration of Understanding) are completed, signed, and submitted to the School by the established deadlines (i.e., prior to the commencement of placement). Students who do not submit their completed forms will be removed from their field placement.

In the event of an accident or illness sustained while participating in a field placement, the student must immediately report the accident or illness to the Field Supervisor and Practicum Coordinator. An insurance claim form must be completed for unpaid placements. The School will also initiate the process in the case of Chubb Insurance coverage.

Please be advised that Carleton University will be required to disclose personal information relating to the unpaid work placement and any WSIB or Chubb Insurance claim to the Ontario Ministry of Colleges and Universities.

Coverage for Students in Paid Placements

Students in paid placements (i.e., students who receive payment or wages) are not eligible to receive benefits through the Ontario Ministry Colleges and Universities or Chubb Insurance. Students in paid placements must be provided with WSIB insurance coverage paid for by the field placement setting.

Students that receive an honorarium from the field setting (i.e., training allowance, honorarium, reimbursement of expenses, or stipend paid to the placement student) are still considered unpaid trainees and are eligible for coverage through the Ontario Ministry of Colleges and Universities.

Coverage for Students in Workplace Placements

If you are completing a placement in your current place of employment, health and safety insurance will need to be provided by your employer. This often means that you will need to be paid for your work in placement since you are an employee of the placement site.

Liability Coverage

Carleton University carries liability insurance that covers students while they are participating in field placements undertaken as part of their university degree program. The coverage provided is in respect to any activity related to the discipline, in furtherance of the student’s education or training whether conducted on or off the campus. This insurance covers the student “against legal liability resulting in bodily injury or property damage arising out of malpractice or error or omission committed during the policy period in the rendering of or the failure to render (1) medical, dental or other professional treatment or service related to physical or mental health or (2) other professional services. For more information please contact the Office of Risk Management or the SSW Practicum Administrator.

What is not covered:

Property owned or leased by the student is not covered and should be insured by the student themselves under their own policy of insurance.

Use of Personal Vehicle

Transportation to and from placement is the student’s responsibility. Some field placements reimburse mileage incurred while on field placement business but most do not. Students are advised that they are responsible to discuss and obtain the appropriate accident/liability insurance coverage required by the agency/organization, particularly if client transport is expected. While Carleton University’s liability insurance does cover the student during field placement, it does not provide vehicle insurance coverage. Insurance is governed by the broader provincial no-fault insurance program, which means you deal with your own insurance company in the event of accident or injury.

In certain settings students may have to pay for parking. This cost is the responsibility of the student. Before accepting a placement please ensure that this cost will be manageable. The School of Social Work is not able to cover student parking fees.

Withdrawal from Practicum

While students are not able to leave their Placement mid-term, we do understand that medical issues can arise. The following information is the procedure for withdrawal and return due to medical reasons.

Withdrawal for Medical Reasons

When medical, health or acute disability-related needs prevent a student from completing the required number of hours within the limits of the academic term(s), withdrawal for medical reasons may be an option.

Students are responsible for informing the Faculty Liaison and the Practicum Coordinator that medical needs are impacting attendance at placement, as soon as possible, so that strategies to support attendance can be discussed.
AT NO TIME are students obliged to disclose details of their medical condition to the School of Social Work or placement agency.
Medical documentation from a physician or psychologist will be required when absence for medical reasons exceeds 5 placement days (in sequence or in total), or where placement agency policy, consistently applied, requires it.
At any time, and particularly when students are returning to practicum following a medical leave, accommodations to support attendance and performance may be requested.
The Faculty Liaison and/or Practicum Coordinator, together with the student and the Field Supervisor/placement agency, will discuss and negotiate the provision of requested accommodations.
If the placement agency is unable to provide requested accommodations due to agency constraints, impact on service users or agency personnel, or for any other legitimate reason, students may apply to withdraw from the practicum for medical reasons.
Should students be unable to continue in practicum because of medical reasons, or if returning to practicum cannot result in completion of required hours within the academic term(s) for which the student is registered, a medical withdrawal may be requested. This option must be discussed with the practicum coordinator. Academic fees may or may not be refundable. Further medical documentation may be required.

Return to Practicum after withdrawal for Medical Reasons

Students who withdraw from their program OR practicum course for medical reasons at any time may apply for practicum in a subsequent term, providing deadlines for doing so are met. When applying for a practicum after a medical withdrawal, the Carleton University Return To Work Medical Accommodation Form (RTW form) must be completed by the student’s physician.

The School of Social Work will hold the RTW form in highest confidence. Access will be provided on a need-to-know basis only. Students should expect that access to this form may be necessary for:

The Director of the School of Social Work
The Graduate or Undergraduate Program Supervisor
The MSW or BSW Practicum Coordinator
The Graduate or Undergraduate Program Administrator
The Practicum Administrator
Office of the Faculty of Graduate Affairs or the Registrar’s Office

Accommodations requested upon return-to-practicum (including restriction details and functional limitations outlined on the RTW form), will be discussed as part of the student’s subsequent placement process. Decisions about how to share accommodation needs with future placement agencies will be made collaboratively by the student and Practicum Coordinator, and must be approved by the Undergraduate/Graduate Program Supervisor.

Students are advised that placement requests that fall outside of a typical 9-5 work schedule, and/or are perceived as unique as compared to other placements in the setting, will require an explanation to the agency. That is, accommodation requests for reasons of health or disability must be presented as such.

Policy in this area is guided by Carleton University’s return-to-work policy, provincial AODA legislation, and WSIB guidelines for safe and healthy workplaces.

Practicum Difficulties

Occasionally, issues or concerns may arise between the student and their Field Supervisor and/or field setting. Every attempt should be made to resolve these issues in a professional, ethical and sensitive manner.

It is important for students to share, and be specific about, any issues or concerns that may arise, and to review their learning contract and clarify expectations with their Field Supervisors. However, if these attempts do not quickly improve the situation, or if a student has concerns that cannot be discussed directly with their Field Supervisor, the student should consult with their Faculty Liaisons as early as possible. If the Faculty Liaison is unable to mediate the concern, the student and/or Faculty Liaison should contact the Practicum Coordinator.

Student at risk of failure

Concerns regarding the field placement and/or student progress should be identified and discussed as early as possible. The Faculty Liaison should be contacted for consultation and to assist in developing a plan of action toward supporting the placement and the student’s successful completion of the Practicum course.

If the Field Supervisor and/or Faculty Liaison determine that the student is at risk of failing to meet the Practicum requirements, the student should be immediately notified in writing. The student, Field Supervisor, and Faculty Liaison should meet to review the situation. If the student is to continue in the Practicum, a written remedial plan identifying the areas of concerns and actions to be taken (by the Field Supervisor, student, and/or Faculty Liaison) should be prepared and signed by all parties.

Field Supervisor Responsibilities:

If concern develops about a student’s field placement progress, the Field Supervisor should:

Discuss the concerns with the student and document the specific problematic behaviours or indicators of lack of progress in writing.
Discuss remedial action with the student.
Contact the Faculty Liaison and/or the Practicum Coordinator for consultation as soon as possible.

Student Responsibilities:

If concern develops about a student’s field placement progress, the student should:

Ask for clarification in writing.
Listen to the concerns and potential for remedial action outlined by the Field Supervisor.
If appropriate, be explicit about supervision and learning needs, and any issues or concerns identified by the student.
Contact the Faculty Liaison and/or the Practicum Coordinator for consultation as soon as possible.

Faculty Liaison Responsibilities:

If concern develops about a student’s field placement progress, the Faculty Liaison should:

Ensure that both the student and the Field Supervisor are aware of the policies related to students at risk of failing the field placement.
Consult with the student and/or Field supervisor as needed, and promptly prepare and distribute written summaries of the consultation(s) and plans developed to the student and Field Supervisor.
Inform the Practicum Coordinator of the situation.

Review Process

The student should receive written notification that they are at risk of failing the field placement, which outlines the specific concerns that have led to this determination.
The Practicum Coordinator should be advised when a student receives notification of being at risk of failing the field placement.
The Faculty Liaison should arrange a meeting with the student and the Field Supervisor to review the concerns regarding the student’s behaviour or progress in the field placement. This meeting can be requested by any of the parties involved.
The outcome of the review meeting may be:
1. The student remains in the field placement with close supervision and under the conditions specified in a remedial educational plan.
2. The student leaves the field placement and an alternative placement is arranged whereby the student continues in the Practicum course with a possible extension of the required time.
3. The student is asked to withdraw from the Practicum course with the recommendation that they be permitted to repeat the course, and attempt a field placement in a different agency, during a subsequent semester.
4. The student is asked to withdraw from the Practicum course, with a recommendation that the student also withdraws from the MSW program.

The outcome of the review meeting should be documented in writing by the Faculty Liaison with a copy provided to the student, Field Supervisor and the Practicum Coordinator.
If the review results in the student’s continued placement in the current agency, the remedial educational plan should:
1. Be in writing and be signed by the student, Field Supervisor, and Faculty Liaison.
2. Specify the activities required of the student to continue in the Practicum.
3. Specify indicators that will be used to judge whether or not the student has addressed the concerns.
4. Specify how the student will be supervised while addressing the concerns about her or his performance.
5. Specify when the situation will next be reviewed.
The final outcome for the student in the Practicum course is determined by the Faculty Liaison in consultation with the Practicum Coordinator.

Termination

The signing of a contract is a serious agreement and it is expected that all parties to the agreement will honour it. Whenever possible, all efforts should be made to address concerns/problems arising in the field placement as soon as they are identified, and to develop a remedial plan of action, as per the guidelines outlined in the Students at Risk of Failure Section. From time to time, however, field placements, are discontinued.

Reasons for termination:

Circumstances in a field setting change such that continuing the placement is no longer possible (e.g., agency closes, supervisory staff leaves, program is cancelled).
The student’s learning needs are clearly not being met (i.e., due to inadequate supervision, inadequate or inappropriate workload).
Personal difficulty of either the student or supervisor which precludes a satisfactory learning experience.
Any form of workplace harassment or discrimination.
The field setting decides that the student’s performance warrants termination. This may be related to:
1. Inappropriate, unprofessional or unethical behavior.
2. Consistently poor performance with respect to assigned tasks, duties and responsibilities as agreed to in the learning contract.
3. Consistent tardiness and/or absenteeism.
4. Violations of agency policies and procedures.

Responses:

The School’s response to the termination will vary depending on the circumstances that led to the discontinuance. In cases where a field setting does not, or cannot, follow through with its commitment to the student, or when the student experiences harassment or discrimination, the Practicum Coordinator will work with the student to seek out another field placement where the student can complete the hours remaining in the placement.

In circumstances where the agency terminates the student due to poor performance or violating practice codes, one of the following outcomes may occur:

If the School agrees with the field setting’s assessment, the student will receive a grade of Unsatisfactory.
The student may be asked to withdraw from the Practicum course for that term and apply again for the Practicum course in a subsequent term.
If termination takes place early in the term, the student may have the option of starting a new placement but would not be allowed to carry forward the hours accrued in the first attempt.

In cases where the field setting appears to be an unsuitable environment for that particular student, efforts will be made to find the student another placement, possibly allowing the student to carry forward some or all of the hours accrued.

In all instances where a placement is terminated, it is important that the termination be done in a professional and respectful manner.

Students failing to complete practicum requirements

Faculty Liaisons take field placement evaluations into consideration when assigning a grade for the Practicum course. A student who fails to meet all Practicum requirements can withdraw from the course by the drop deadline, according to University regulations, however there will be a notation of WDN on the student’s transcript if withdrawal occurs after the financial withdrawal. Tuition reimbursement is not to be assumed, and will be unavailable beyond the withdrawal deadline stipulated in Carleton University’s Academic Year Schedule Calendar.

Alternatively, if the student is assigned an “Unsatisfactory” grade for the course, the student retains the right to submit an appeal, as outlined below.

A student who has failed a Practicum course, or who withdraws during the placement term, must have the approval of the Practicum Coordinator to re-register for a Practicum course.

A student who makes two unsuccessful attempts at completing a Practicum course may be required to withdraw from the BSW/MSW program.

Appeals

All students at Carleton University are entitled to a review of their final grade. Should a student receive a grade of Unsatisfactory for a Practicum course, the student may choose to initiate a review of this grade. Applications must be filed according to the procedures and deadlines outlined by the University. Information for BSW students is located on the Registrar’s Office website and information for MSW students is located on the Faculty of Graduate and Postdoctoral Affairs website.

Conflicts of Interest

Practicum students are responsible and accountable for identifying and avoiding any situations that may present a potential or actual conflict of interest or be perceived to be a conflict of interest. A conflict of interest arises when a student’s personal interests conflict with, or may be perceived to conflict with, their official duties and responsibilities as a social work placement student.

If a student becomes aware of any potential or actual conflicts of interest or dual relationships with a client, they are required to immediately disclose it to the Field Supervisor and Faculty Liaison and/or Practicum Coordinator.

Students may be required to withdraw themselves from any duty or transaction where they have, or may appear to have, a conflict of interest that could compromise, or be perceived to compromise, their objectivity and judgment.

Confidentiality Policy and Guidelines

Strict adherence to confidentiality is essential to ethical social work practice. Students and School faculty and instructors are expected to comply with applicable provincial privacy laws, including the The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Protection Act (PHIPA), and adhere to the guidelines on confidentiality as outlined in the CASW-ACTS Code of Ethics, Values and Guiding Principles (2024). Students and School faculty and instructors are responsible for ensuring that no personal information or personal health information that could identify a user of any service system be used in any class discussions or written assignments.

In order to ensure that confidentiality is maintained when agency material is used in the classroom:

Precautions must be taken to protect confidentiality such as changing names and other identifying data.
If the agency also has guidelines, select the strictest ones to guide in the preserving of confidentiality.
Materials and recordings are the property of the agency and should not be retained or copied by the student or the School.
When video or audiotapes are used, or when there is a possibility of identification of service users, written permission must be obtained from the client specifying the ways in which any materials will be used and for what purpose (including classroom purposes). Materials shall not be used in an unethical manner or without the knowledge and consent of the client for purposes other than agreed upon by written consent. Special consideration needs to be taken for concealment of client identity in the use of video recordings.
When in doubt, the student must always discuss particular situations with the Field Supervisor and/or Faculty Liaison.

Consent

Students must obtain written permission using the Agency’s form in any cases where video or audiotapes are to be used, or when there is the possibility of identification of service users, specifying the ways in which any materials will be used and for what purpose (including classroom purposes). The Agency permission form, and any additional documents required by the field setting in such instances, must be completed prior to the use of any materials. The completed form(s) should be retained by the field setting for placement in the client’s agency file.

Social Media

The rapidly changing world of communications (e.g., Facebook, Twitter, LinkedIn, Google+, Skype, YouTube, on-line blogs) has outstripped our ability to fully understand the impact that these various forms of communication can have on us and the world around us. As professional social workers increasingly use social media, we need to establish guidelines that protect us from some of the negative consequences of using these media and which permit us to engage responsibly in their use. The statement outlined below is an attempt to provide some of these preliminary guidelines.

As stated in the CASWE-ACFTS Accreditation Standards (2013):

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 (p.9).

The CASW Code of Ethics (2005) outlines the core social work values as:

Respect for the inherent dignity and worth of persons
Pursuit of social justice
Service to humanity
Integrity of professional practice
Confidentiality of professional practice
Competence of professional practice

School of Social Work Social Media Policy:

The School of Social Work values freedom of inquiry and academic freedom and views these as important pillars of a university education whether this expression is in the form of print, oral communication or in an electronic format. The School recognizes the importance of electronic communication and is committed to supporting the right to interact knowledgeably and socially in the social media.

Members of the School of Social Work community are responsible and accountable for their actions and statements. The guidelines for use of social media developed here will help students and faculty make appropriate professional decisions about classroom etiquette as well as the content of blogs, personal web sites, and postings on wikis, twitter and other interactive sites.

Guidelines for communication about the School and the Practicum

The content of publicly accessible electronic communications should be respectful and adhere to the values outlined in the CASW-ACTS Code of Ethics, Values and Guiding Principles (2024). The School respects and encourages freedom of expression and critical debate. The School does not support the use of inflammatory, libelous or disrespectful language. This can result in disciplinary action up to and including school/Practicum termination.

The School encourages writing that is accurate and based in knowledge. Postings should be treated as public documents recognizing that they could be seen by anyone. Appropriate professionalism is essential. Web interaction can result in members of the public forming opinions about the School, the field placement settings and /or their employees or clients.

Web sites, blogs, tweets and other uses of social media that make mention of the School of Social Work, the field placement and/or their employees or clients, should identify that the views expressed are those of the writer alone and do not represent the views of the School of Social Work and/or the field placement setting.

Classroom use of technology is encouraged if it augments academic learning however use of text and voice electronic communication in the classroom should be restricted to family and work emergencies and not used for social purposes.

Unless given permission by the School of Social Work or their Field Supervisor, students are not authorized to speak on behalf of the School or their field placement agency. Moreover, students should not give the impression that they can speak on behalf of the School of Social Work or the field placement agency. Students must not share information that is explicitly confidential about the School or confidential information about their field placement setting, clients, colleagues or other students.

Legal Liability Component of the Social Media Policy

Faculty, staff and students are legally liable for anything they write or present online and can be disciplined by the University for commentary, content or images that are defamatory, pornographic, proprietary, harassing, bullying, libelous, or that can create a hostile work environment. They can also be sued by any individual or organization that views their commentary, content or images as defamatory, pornographic, harassing, bullying, libelous or creating a hostile work environment.

Discrimination and Harassment

The School of Social Work endorses the policies outlined by Carleton University to deal with discrimination and sexual harassment. The University’s Human Rights Policies and Procedures, including Discrimination and Harassment Policies, are posted on the Department of Equity and Inclusive Communities (EIC) website and read as follows:

Carleton University is a community of faculty, staff, and students who are engaged in teaching, learning and research. Its members are part of the community at large and are governed by the law common to all persons. But membership in the academic community also entails certain rights and responsibilities. The University respects the rights of speech, assembly, and dissent; it prohibits discrimination on the basis of race, ancestry, place or origin, colour, ethnic origin, national origin, creed, sex, sexual orientation, age, marital status, family status, political affiliation or belief, or handicap that is defined as such in the Ontario Human Rights Code; it requires tolerance and respect for the rights of others; and it promotes an environment conducive to personal and intellectual growth.

The right to protection from discrimination and harassment extends to students in their field placements. Students, Field Supervisors and Faculty Liaisons should familiarize themselves with the University’s policy and procedures. Most agencies and institutions have developed discrimination and harassment policies to protect their employees. Students should be familiar with these policies.

Strike Procedures

If there is a strike situation at the field placement setting, the contract will need to be reviewed by the School, the setting and the student.

The following steps should be taken:

If there is notice that a strike is pending prior to the commencement of the placement, the student and Practicum Coordinator should meet with the Field Supervisor to renegotiate the placement contract to include contingency plans.
If the placement has already begun, the Faculty Liaison should meet as soon as possible with the student and the Field Supervisor to renegotiate the placement contract. The Practicum Coordinator is available for consultation. Options available include:
1. Working with the strikers.
2. Delaying the placement if there is still time to complete it by the end of the term.
3. Postponing the placement until the following term (withdrawal from the placement).
4. Changing to a new placement.
The School of Social Work does not condone crossing a picket line and students who do so should recognize that the Faculty Liaison might not provide them with service.
It should be noted that working at home for the placement setting during a strike is considered to be crossing the picket line.
In a situation where a student does cross the picket line, the student must not do work that is part of the job description of a striking worker.
The student and the Faculty Liaison should notify the Practicum Coordinator. If there is any disagreement it should be taken to the Field Education Committee for a final decision.

Practicum Expenses

When a student incurs costs that are directly related to the rendering of placement services and that if incurred by an employee would be covered by the agency, it is expected that the agency will reimburse the student. Other field placement costs such as police records checks, immunizations, and other pre-placement requirements are the student’s responsibility. Students are responsible for commute to and from placement.

Share: Twitter, Facebook
Short URL: https://carleton.ca/socialwork/?p=3974