Expectations for Specific Fieldwork Courses
Students are responsible use the EXXATT software platform to log-in their “duty hours” for each type of fieldwork placement in the curriculum, represented by the different course numbers for the progression of placements (OT 660, OT 661, OT 662, OT 663, OT 664, OT 761, and OT 762). Students are obligated to be on-site from the start through the end date of the placement as assigned unless approved by the site and fieldwork office.
Level I and Level II Fieldwork Attendance
Level I Fieldwork: Attendance is mandatory for all fieldwork experiences. Attendance may be required for pre-placement orientations and end-of-placement debriefing and wrap-up. Students are permitted to miss up to one Level I fieldwork session (e.g., an IHP-based meeting or a clinical experience) if the absence is excused as defined by the program manual. While every effort will be made to arrange a make-up opportunity, it may not always be possible depending on site or scheduling constraints.
Any absences beyond one will be required to be made up. Given the schedules and availability of our clinical partners, some experiences may not be able to be made up, which could result in the student receiving a failing grade or an incomplete grade for the course.
In addition, if absences are not excused according to the program manual, the student may be at increased risk of course failure if the experience cannot be made up.
For all Level I fieldwork related experiences, students must contact the fieldwork site and fieldwork educator before the start of the scheduled fieldwork hours to report on the absence. In addition, all absences, late arrivals, early dismissal, or changes to the regular schedule must be reported to the AFWC and CEPSA.
Level II Fieldwork: Attendance is mandatory for all fieldwork experiences. Students are expected to attend to all fieldwork experiences during the hours specified by the fieldwork facility, including evening, weekend, and holiday work schedules, rather than the Institute’s academic calendar.
For all Level II fieldwork related experiences, students must contact the fieldwork site and fieldwork educator before the start of the scheduled fieldwork hours to report their absence. In the case of an anticipated absence, the student is expected to discuss the absence with the Fieldwork Educator in advance of the scheduled session. In addition, all absences, late arrivals, early dismissal, or changes to the regular schedule must be reported to the AFWC and CEPSA.
Students are allowed up to three excused absences during a Level II fieldwork rotation. These absences do not need to be made up unless required by the clinical site. Note that clinical sites may have varying expectations regarding the handling of missed days. Some Level II fieldwork sites may mandate that all missed days and/or time be made up prior to the fieldwork's successful completion.
Up to three absences are accepted during the fieldwork experience. These include clinic holidays (e.g., days when the clinic is closed). Any additional absences beyond the initial three place the student at risk for not successfully completing the fieldwork experience. In such cases, a meeting will be required between the student, the Academic Fieldwork Coordinator (AFWC), the fieldwork educator and/or the site coordinator to determine appropriate next steps.
Any missed fieldwork days or hours must be addressed in coordination with the IHP Fieldwork Team and the student’s Fieldwork Educator. Students are not permitted to independently arrangemakeup time without prior input and approval from the Academic Fieldwork Coordinator. Attempting to resolve attendance issues without school involvement may lead to misalignment with program requirements and place the student at further risk. All plans to address missed time must align with program requirements and be communicated in advance to ensure appropriate oversight and support.
It is important to note that clinical sites may not be able, or willing, to extend placements to accommodate missed time. Therefore, any significant attendance concerns may result in a course failure if the student is unable to meet the fieldwork requirements within the designated timeframe.
In some cases, such absences may also require a medical provider’s clearance to return to the fieldwork facility.
This policy of no more than 3 absences applies to all students, including those with approved accommodation for flexible attendance. In those cases, a representative from Accessibility Resources will be invited to participate in the meeting to support a coordinated and appropriate plan.
If a student anticipates that attendance may be a challenge due to approved accommodation, it is essential to contact the AFWC in advance of the placement. Early communication allows for collaborative planning and, when appropriate and feasible, the possibility of adjusting the placement timeline, such as exploring an extended placement end dates proactively, with site approval. Proactive planning ensures that we can balance individual student needs with ACOTE requirements and site expectations in a way that is thoughtful, equitable, and aligned with our commitment to inclusive education.
Failure to adhere to the attendance policy may result in course failure and/or termination of the fieldwork placement.
Inclement Weather/Snow Policy
Level I Fieldwork: On-campus classes may be canceled when the Institute is closed for inclement weather. In the event of inclement weather or other disruptions, students participating in Level I Fieldwork must contact their designated fieldwork facility contact person (e.g., site coordinator or direct fieldwork educator) prior to the start of the scheduled session to confirm whether they should attend as planned or if alternative arrangements need to be made.
Level II Fieldwork: During Level II fieldwork experiences, students are expected to make every reasonable effort to attend all scheduled fieldwork hours unless otherwise instructed by the fieldwork facility.
However, student safety is a priority. If a student believes that travel conditions are unsafe or if travel is impossible, the student must notify their fieldwork site contact prior to the start of the scheduled hours to discuss the situation and determine a plan. The student must also notify the Academic Fieldwork Coordinator (AFWC) and the Clinical Education Placement and Support Administrator (CEPSA).
Students should avoid schedule disruptions whenever possible and are expected to proactively communicate and work with their fieldwork site and the AFWC to address any missed time.
Please note: If a student is unable to attend due to inclement weather or unsafe travel, the absence will still count toward the student’s three-day absence allowance for Level II fieldwork.