Occupational Therapy Clinical Placement
Unplanned Absence Information
During each placement, students assume responsibility for client care, team collaboration and their ownlearning. It is expected that students will attend every day of all placements during the 2 year program.
However, it is recognized that there are circumstances when students may for whatever reason have to miss placement for unplanned reasons due to life events. Only unexpected illness, injury, or bereavement leave are considered acceptable reasons for absence from clinical placement without prior approval.
In order to give studentsand preceptors the best possible clinical experience, a process for documenting and reporting anunplanned absence is in place. This summary is to serve as a reminder about unplanned absences. Students are directed to the Clinical Education Handbook for the comprehensive absence policy.
Process for an Unplanned Absence from Placement:
1)Contact the clinical facility (Preceptor and/or Facility Educational Coordinator) before clinical hours so the student’s caseload can be re-assigned.
2)Inform the Clinical Education Team at SRS via email of the absence before clinical hours
3)Submit the unplanned absence form and supporting documentation to the Clinical Education Team within 24 hours of the absence.
4)The DCE will notify the student about whether there is a need for making up the missed time.
Required Supporting Documentation
Medical Reasons / The student must submit the MSc(OT) Clinical Education student health certificate (posted on A2L).A physician must complete and sign the certificate on your behalf.
McMaster’s policy requires that you “be seen by a physician at the earliest possible date, normally on or before the date of missed work”.
Bereavement - Death of a Family Member or Friend / Provide one of the following:
- A letter from the funeral home confirming that you attended the funeral
- A death certificate
- An obituary
Other / The DCE may request additional supporting documentation if absences occur for reasons outside of those stated above.
Occupational Therapy Clinical Placement
Unplanned Absence Notification Form
I have read and understood the information about unplanned absences on page 1 of this document, and have reviewed the section about Unplanned Absences in the Clinical Education Handbook.
GENERAL INFORMATION
Student Name:Student Number:
Placement Site and Preceptor (if known at time of form completion):
Date(s) absent for placement:
Clinical placement affected:
OTP I / OTP II / OTP III / OTP IVHow many days in total have you been absent (for ANY reason) from allclinical placements to date (including unplanned absences and approved planned absences)? days
REASON FOR UNPLANNED ABSENCE:
Unexpected illness
Injury
Bereavement
Unexpected facility closure
Other:
ADDITIONAL INFORMATION REQUIRED
Only unexpected illness, injury, or compassionate leave are considered reasons for absence from placements without prior approval as they are beyond the student's control**. If any of these events occur, the student must contact the preceptor and/or student coordinator before the start of the work day so the student’s caseload and activities can be managed appropriately. The DCE and CEA must also be notified immediately. Makeup time must be arranged by the student in consultation with both the Preceptor and DCE. As soon as it is possible, it is the student’s responsibility to initiate discussions with the Preceptor to identify a plan that is approved by the Preceptor, followed by a group email from the student (including Preceptor, DCE, CEA), proposing the plan with the DCE who will review and determine program approval. The student is also responsible to communicate specific plans for the compensation for missed placement time with Preceptor and DCE, and maintain communications with Preceptor, DCE and CEA at all times.
During each placement, students assume responsibility for client care, team collaboration and their own learning. How will / has your absence affected your placement, your patients and your preceptor?
Include your management strategies, delegation of responsibilities process.
ADMINISTRATIVE USE ONLY
Date Notified of Absence:
Date Unplanned Absence Form Received:
Notes:
Details of discussion with site/Preceptor:
September 2015