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20 Monitoring Recommendations
Discretion – Observation and feedback sessions should be completed as discretely as possible.
Frequency – Students should be visited a minimum of once a week.
Feedback from the employer should be obtained at least once a week. If the supervisor is not available during a visit, a follow-up call should be made.
On each visit, the student should be offered the opportunity to speak privately in case there are any concerns they are uncomfortable discussing where other employees may overhear.
The student should have a way of contacting program personnel (e.g., phone, email, text) between visits.
Guidelines for reporting harassment, unsafe working conditions should be reviewed regularly.
Guidelines for notifying university/site personnel if sick/late should be clearly communicated (oral and written).
Hours should be formally monitored (sign in sheet, etc.)
The length of any site visit will vary widely depending on individual factors. A minimum of 30 minutes should be allocated. A visit should include time for observation, discussion with the supervisor and feedback to the student.
Checklists should be completed immediately after the visit whenever possible for accuracy (not while observing the student).
Program personnel should ensure they have appropriate safety equipment/attire for planned site visits (steel-toed footwear, etc.) and are dressed appropriately for the conditions and culture of the site.
Program personnel should visit the site equipped with all relevant information -visit checklist, the supervisor’s name and all of the information you require about the student (current goals, problems, follow-up items, etc.)
If taking photos or videos – has the employer given permission? Has the student signed a consent form? Have personnel ensured no non-consenting individuals (e.g. children) are included in the photo?