Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland. + 44 28 9020 2245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
STUDENT PLACEMENT DOCUMENTS
DEPAUL IRELAND STUDENT PLACEMENT POLICY 1. POLICY STATEMENT Depaul Ireland believes that it can better achieve its mission with the active involvement of the wider community. Depaul Ireland acknowledges the value of placements in its work and seeks to involve placements in order to provide
Additional perspective & exchange of ideas Our models of care become part of the professional fora Motivation & enthusiasm from placement Additional resources Foundation for potential recruitment
Depaul Ireland also acknowledges that, as it diversifies into new areas of placements, it will need to develop the policy further in line with increasing demand. 2. PURPOSE 2.1. This policy provides a framework of guidelines that deals with the practical aspects of involving placements so that good and consistent practice is used across services and departments within Depaul Ireland. 2.2. To respect and accommodate the diversity of placements’ backgrounds and to be sensitive to the diversity of arrangements and relationships that this creates. 2.3. To ensure a student/work placement gains a positive and full experience and in turn make a useful contribution to Depaul Ireland. 3. SCOPE 3.1. This policy applies to all placements accepted by Depaul Ireland for the benefit of the services and organisation as a whole. This includes student and work placements (further definitions outlined in Appendix 1). 4. GUIDELINES 4.1. These guidelines should be incorporated into all areas of work. They should be discussed in a variety of settings so that all staff reach a shared understanding and are able to reflect on and review their own practice on an ongoing basis. 4.2. Student/work placement participants receive full induction and should be valued for the contribution they will give. 4.3. STUDENT PLACEMENT GUIDELINES 4.3.1. General 4.3.1.1.
Students must be 18 years old and above.
4.3.1.2.
Placement can be Practical or Research based.
4.3.1.3. Depaul Ireland favours practical based placements where the duration should not be shorter than 12 weeks due to necessary time for induction and familiarisation with project and service users. ……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 4.3.1.4. Depaul Ireland will take a quota of short term placements within a year (1-2 weeks). 4.3.1.5. All coursework related to the placement must be approved by placement participant’s line manager in Depaul Ireland for confidentiality. 4.3.1.6. College dates and meetings that occur with the placement times should be communicated early by the student and the line manager should as far as possible facilitate around these. 4.3.1.7. The students, whilst on placement, should not undertake work that project workers should be undertaking and should not be put into rota to do core shift work for that project. 4.3.1.8. Placement objectives should be added value and should not serve as a job/role substitute in a Depaul Ireland service. 4.3.1.9. The placement students should not be taking responsibility away from current EVS volunteer tasks. 4.3.1.10. Where a placement has been agreed upon, the project staff team should be informed. 4.3.1.11. In order to facilitate quality placements, Depaul Ireland has a quota for the number of placements feasible to undertake in one particular project and across organisations per year. 4.3.2. Work Placements from External Agencies/Companies/Organizations 4.3.2.1. Placement priorities will be discussed and agreed annually in order to compliment organizational and project based annual strategies. 4.3.2.2.
Potential Fields of Study or Sectors: Social Studies/Social Work/Social Care Addiction, harm reduction, service user involvement Pastoral leadership Occupational Therapy Nutrition/Fitness Researchers/Report Writers Alternative project work from any field if agreed to be appropriate and project submission provided in advance. The emphasis should be on mutual benefit, i.e. how the project can benefit Depaul Ireland & its service users as well as the learning objectives of the placement.
……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 4.3.2.3.
Potential Educational Institutions and Other Sending Organisations
4.3.2.3.1. Belfast Queens BIFHE University of Ulster Open University Social Sector Departments Careers Advice Centres Student work fairs Queens Science Shop 4.3.2.3.2. Dublin Dublin City University (DCU) University College Dublin (UCD) Trinity College Liberties College CDVEC All National Universities 4.3.2.3.3. International Leonardo DaVinci Programme 4.4. Placement for staff already within employment of Depaul Ireland in Ireland/Northern Ireland or the Depaul Foundation 4.4.1. Depaul Ireland recognizes the benefits of this type of placement; however it is important to process this in line with the organization practice on secondments and sabbaticals. 4.4.2. Requests to facilitate this type of placement must be discussed with the CEO. 4.4.3. To be eligible for consideration, the employee must: 4.4.3.1.
Be in a permanent role and not in probationary period.
4.4.3.2.
Not be involved in disciplinary proceedings.
4.4.3.3. Be prepared not to take on relief work in either the project they are employed in, or the project they are commencing a placement in. 4.5. Placements which Depaul Ireland has approached in the interest of Strategic Development 4.5.1. As placement priorities seek compliment organizational and project based annual strategies, Depaul Ireland may recruit specifically for placements in order to facilitate strategic development (i.e. fundraising, media, corporate planning, finance, promotion and marketing).
……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 5. PROCEDURES 5.1. Recruitment 5.1.1.
Depaul Ireland intends to respond promptly to expressions of interest from persons wishing to commence a placement within the organization.
5.1.2. Recruitment rounds will take place in September, January and April or where feasible, in line with sending institution requirements. 5.1.3. Sending institutions or interested placement candidates should contact volunteer coordinator directly with application materials and allow at least 6 weeks for confirmation or decline of placement. 5.1.4. There are also instances where Depaul Ireland will advertise or make proposals to certain schools, agencies, companies or individuals in order to set up placements which are inline with annual organizational goals. 5.1.5.
All placement candidates must complete a registration form (see appendix 1) and supply required documents relating to the placement.
5.1.6. Where there is a request for a placement where a service does not currently exist in a project, part of the placement criteria must include a discussion on why this service would be of value and would require a strategy to look at the continuity of the service (e.g. building a database of community or statutory support). 5.2. Selection 5.2.1. Representatives from Depaul Ireland, including members of the Volunteer Coordinating Group and/or Project Management Group may be involved in selecting candidates for placement opportunities, however the final decision to take on a placement rests with the proposed line manager. This will correlate to Depaul Ireland annual quota for placements. 5.2.2. Sending organisations must also take into consideration busy periods for the homeless sector (i.e. winter months). 5.2.3. Where appropriate, candidates will be interviewed to find out what they would like to do, their skills, their suitability for the specific roles being offered and how best their potential might be realised. 5.3. Garda Vetting/Access NI Checks 5.3.1.
All candidates who will be involved in working with vulnerable clients are required to provide at least two satisfactory references and may be asked to complete Garda Vetting/Access NI checks or police clearance procedure. They must be approved by Depaul Ireland Human Resources before beginning placement. This process may be waived if the sending institution/organization has completed this process and deem the placement appropriate for involvement.
……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 5.3.2. In respect of insurance and indemnity, all placement participants will be required to work in line with Depaul Ireland policies and procedures. 5.4. Administration of Placement (details to be kept in Central Office based personnel file; see appendix 1) 5.4.1. Contact details for student & next of kin 5.4.2. Tutor contact details 5.4.3. Contract including insurance agreement between course & DPI 5.4.4. Registration form completed 5.4.5. Garda Vetting/POCVA check or relevant police clearance 5.4.6. Detail of course requirements (if any) 5.4.7. Placement Agreement 5.4.7.1. Agreed start dates, end dates and hours 5.4.7.2. Weekly Rota 5.4.7.3. Job description and tasks specific to their role 5.4.8. Evaluation by student and project staff 5.4.9. Copy of Assignments/Produced Documents (signed off by line manager) 5.4.10. Exit interview 5.5. Placement Agreement 5.5.1.
All placements must be confirmed by a placement agreement (see appendix 1) which requires input from the Project Management, Line Management, Placement Participant and Sending Institution/Organization.
5.5.2. The original agreement is kept in the local personnel file for the placement participant and copies are given to the line management, placement participant and sending institution organization. 5.6. Induction and Training 5.6.1. All placement participants undertaking regular face-to-face work with clients as part of their role in Depaul Ireland will be required to undergo relevant training before taking up their role (i.e. boundaries). 5.6.2. Induction arrangements will vary according to locality and the nature of the role undertaken. 5.6.3. Depaul Ireland would assume the sending institution will have provided sufficient training for a placement participant to fulfill the placement objectives. If needed, volunteers may be asked to receive additional training to help enable them fulfill their voluntary role more effectively. Depaul Ireland has no additional resources to provide for additional training of placement participants.
……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 5.7. Responsibilities 5.7.1. Placement participant is responsible for: 5.7.1.1. Compliance with the terms of the placement as agreed in the placement agreement at the beginning of the role. 5.7.1.2. Be proficient with and work in compliance with Depaul Ireland code of practice and all other policy document 5.7.1.3. When appropriate, placement participant may be asked to act as part of Depaul Ireland attendance at external meeting and conference, staff conferences and training, team meeting and team events. 5.7.1.4. Where assignments/produced documents are required by the course, these must be reviewed and signed-off by the line manager of the placement. 5.7.1.5. Provide a copy of any assignments/produced documents which are associated with the placement to Depaul Ireland. This information will be kept with the personnel file. 5.7.2. Project staff are responsible to: 5.7.2.1. Appropriately welcome and involve the placements as members of the staff team. 5.7.2.2. Link-in with placement on shift including giving quality briefing and debriefing. 5.7.3. Line Managers are responsible for: 5.7.3.1. The Line Manager is responsible for the placement itself from Depaul Ireland perspective. 5.7.3.2. Ensuring that the placement participant has a clear and defined role and where relevant, a placement role description. 5.7.3.3. Monitoring the implementation and adherence to the policy and guidelines and ensuring that any deficiencies or breaches are appropriately managed. 5.7.3.4. Supervision and support as prescribed by Depaul Ireland Supervision Policy. 5.7.3.5. Keep accurate and complete administration file for placement participant. 5.7.3.6. Provide references for the placement participant, post-placement. 5.7.4. Sending Institution / Organization are responsible for: 5.7.4.1. Providing clear and accurate information regarding content of related courses or programmes. 5.7.4.2. Supporting the implementation and adherence to the policy and guidelines and ensuring assistance to Depaul Ireland in the event of any deficiencies or breaches. 5.7.5. Volunteer Coordinator is the delegated in-house contact regarding student/work placement coordinating. 5.8. Placement reports 5.8.1. Guidance to Line Managers 5.8.1.1. Content of assignments/produced documents related to Depaul Ireland must be agreed with your line manager and where relevant copied to HR/ Volunteer department where appropriate. ……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 5.8.2. Guidance to supervisors if different from Line manager 5.8.2.1. Regular supervision and notes should be maintained through the Placement period. Depaul Ireland supervision policy should work in conjunction with placement supervision needs and aims 5.8.3. Note that for short term placements, supervision should take the form of one-to-one link-ins. 5.9. Expenses 5.9.1. Depaul Ireland expects that will not receive a salary for their period of service and that all placement participants will be offered reimbursement of their travel expenses, to and from the site of their voluntary activity, to be reimbursed by the sending institution. However, where certain tasks are required specifically from the placement participant for Depaul Ireland business, travel expenses incurred as a necessary part of these activities will be reimbursed in full. 5.9.2. All other genuine out-of-pocket expenses necessarily incurred as part of their placement with Depaul Ireland will be reimbursed in full. 5.9.3. Placement participants, whilst on shift during mealtimes are entitled to a meal at the project. 5.10.
Problem solving
5.10.1. We aim to identify and solve problems at the earliest possible stage. 5.10.2. Depaul Ireland may request a meeting involving the line manager of the placement, placement participant and responsible party in sending institution / organization. 5.10.3. Depaul Ireland is a service-led organization and prioritises the responsibility to our service users. Thus, should a circumstance arise within the chosen project that renders it unable to accommodate their needs, Depaul Ireland may need to cancel a student placement or offer the participant an alternative project, as much notice as possible will be provided. 5.10.4. Where Depaul Ireland needs to cease a relationship with a placement participant against his or her wishes, the sole grounds for this should be that: 5.10.4.1. The placement participant in question has irretrievably compromised his or her position within Depaul in some way. 5.10.4.2. The placement participant is not carrying out his/her duties as agreed with their line manager. 5.10.5. The placement participant has the right to appeal through the complaints procedure. 5.11. Conclusion of Placement/References 5.11.1. It is important for all placement participants and line managers to complete a placement evaluation form which may include devising a plan of action for the service provided to continue in a viable way in the organization or particular project. 5.11.2. Placement participants are eligible to request references from the organization.
……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 5.11.3. The placement participant must provide a copy of any assignments/produced documents which are associated with the placement to Depaul Ireland. This information will be kept with the personnel file. 6. Placements requiring Accreditation or Qualifications (references will always be required) 6.1. Counselling placement: Depaul Ireland is reserved in including these types of placements because of the vulnerable nature of our service users and the current dynamic of key-working and confidentiality issues. If a counselling placement is to be considered, it should only be in the case of a service existing in the project. Counsellors should be receiving a certain number of hours of supervision by a qualified counsellor. Depaul Ireland services are not currently accommodating this type of placement, however this issue is in review. 6.2. Health and Alternative therapies such as acupuncture or massage should also be researched before student is accepted (insurance etc). Agreement for health based placement should be done in conjunction with the Medical services. Qualifications/ certificates will be required. 6.3. Social work placements require a supervisor with social work qualifications. This person must be available to supervise the placement participant without putting undue stress on their current role. 6.4. Values, vision and mission – Depaul Ireland holds and promotes their own values and mission based on Vincentian principles and respect that service users and staff may come form all denomination or none. If the Student placement were involved in pastoral work then this should be agreed in conjunction with the pastoral care services. 7.1
APPENDIX 1
DEFINITIONS Work Placement: a period of time in which a person requests to join Depaul Ireland for a specific role within the organization to contribute to the project while also developing their own learning objectives through experiential learning for mutual benefit (organisation and placement participant). Student Placement: a period of time in which a person requests to join Depaul Ireland for a specific role, attached to an educational establishment with pre-determined objectives for the purpose of study, thus taking part in an organized placement which often requiring formal learning opportunities. Placement Participant: In this document when ‘’ is used it implies to the individual who is taking part in either a student or work placement, unless indicated otherwise. Role: refers to the tasks and outcomes of this placement, which is done for experience and is not linked to nor leads to paid employment
……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W
DEPAUL IRELAND STUDENT PLACEMENT POLICY 7.2
APPENDIX 2
FLOW CHART FOR PLACEMENT EXPRESSIONS OF INTEREST AND INTAKE Contact via Volunteer Coordinator in conjunction with Services Department Log Details (name, contact info, scope of placement, duration) Does this request fit organisational requirements?
YES
NO Decline placement due to suitability
Judging from quota, are there projects that can facilitate placement?
NO Decline placement due to capacity
YES Email application form and details to projects
Are any projects willing to take on placement?
NO
YES
Decline placement due to capacity Contact via Project Log Details (name, contact info, scope of placement, duration) Does this request fit organisational requirements?
NO
YES
Decline placement due to suitability
Judging from quota, can your project facilitate placement? – AND— Are you willing to facilitate this placement?
NO Pass on details to Volunteer Coordinator, so that other projects may consider taking on placement
YES Email application form and obtain details (inform Volunteer Coordinator so that details may be logged in central database) Conduct Interview / Complete Agreement Form and arrange for Garda Vetting/AccessNI check to be completed before setting start date Prepare file with coversheet (copy all documents to Volunteer Coordinator)
……………………………………………………………………………………………………………………………………………………………………………………………………………………… Volunteer Programme / 38 University Street, Belfast, BT7 1FZ, Northern Ireland + 44 28 90 202245 / T volunteerni@depaulireland.org / E www.depaulireland.org / W
Volunteer Programme / Sundial House, 140 James’s Street, Dublin 8. + 353 1 633 9226 / T + 353 1 607 4476 / F volunteer.coordinator@depaulireland.org / E www.depaulireland.org / W