Field Placement Officer

Job title: Field Placement Officer

Job description: About Durham College:

Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design. With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region community for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs – including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

POSITION INFORMATION:
Full-time Support Staff Position Opportunity (Appendix D, see page 109 of collective agreement), (January 2024 – March 2024)

Payband: Band H Starting Rate: $35.06; Four Year Rate: $40.71
Department: Centre for Professional & Part-Time Learning
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm; one evening shift)
Reporting To: Senior Operations Manager
Campus Location: Oshawa

DUTIES AND RESPONSIBILITIES:

The Placement Officer role provides guidance and leadership to students to find success with field placement. This support and other actions mean the Placement Officer has a direct impact on student success, and as such, the incumbent must demonstrate professionalism, confidentiality and strong communication.

The incumbent has responsibility for the operation and administration of the practicum and field placement components of various PPL programs, providing assistance to students, staff and facilitators.

This position also works closely with other college departments and schools in order to provide optimum service to students. This position provides information to both potential PPL students and existing students. The incumbent also works closely with industry placement providers to ensure students are able to access appropriate opportunities, and to provide administrative assistance, if needed, when problems arise.

Placement Support:

(Student Support)

·Supporting/meeting with students via phone, email and in-person to discuss and resolve placement related concerns.

·Advocating for students in success-related matters, e.g. with the Executive Dean/Senior Operations Manager/Program Manager/Facilitators/Facilities.

·Investigate and follow-up on student and agency concerns and/or questions and if necessary, liaise with the appropriate Program Manager to resolve complex student issues.

·Participate in online live information sessions for students related to field placement, including attendance at Open House.

·Communicate with students to provide guidance and answer questions pertaining to the clinical/placement experience, student complaints/issues pertaining to clinical and field placement, devise solutions and proceed accordingly.

·Informing students regarding the application and interpretation of college policies as related to placement.

·Research and secure ongoing placement opportunities for students.

·Assigning students to placement host agencies.

(Agency/College/PPL Support)

·On an ongoing basis, maintain current partnerships and develop new partnerships with various agencies to support student placement needs.

·Proactively identify and recruit new agencies in the Durham region and across Ontario to secure partnerships for field placement and clinical placements through onsite presentations and meetings to help assess the suitability of host agency based on specific program outcomes.

·Maintain effective communication with Field Placement employment supervisors and students to ensure a valuable experience for all parties.

·Resolving placement issues, such as inappropriate or lack of placement opportunities.

·Notify the Executive Dean and Senior Operations Manager of any pending or active changes to workplace legislation and/or college policies that may impact placements

·Monitoring the placement experience/outcomes and making recommendations for continuous improvement.

·Creating affiliation agreements and liaising with Risk Management to review and track agreements.

·Communicate with PPL facilitators as well as program coordinators in other DC schools for the purpose of update, disclosure and resolution of issues.

·Monitor and follow up with compliance with contract agreements, insurance, criminal record checks etc., and completion of confirmation process with service agencies for practicum and field placements.

·Liaise with external organizations to provide or receive information and assist as needed (e.g. hospitals, daycare centres, social service organizations etc.).

·Communicate with facilitators and students regarding clinical/placement clearance requirements and assignments.

·Signing authority for TPS for the purpose of requesting CRC/VSS documents and verifying identity of the student.

·Liaise with hospital, long term care, daycare centres and community service agency personnel regarding the placement of PPL students in practicum positions while determining eligibility and appropriateness of the facility for the clinical/field placement experience.

·Implement policies and procedures for PPL clinical and field placements and work closely with coordinators in other DC schools to develop and improve upon processes pertaining to the individual program requirements

·Supply facilitators with updates on changes in policy, procedure, and physical arrangements related to field placement

· With a student’s explicit consent, meeting with external agencies or individuals to explain student placement status, policy, rights and responsibilities, placement options, etc.

·Communicate with schools regarding post-secondary programs and field placement student issues/concerns.

·Monitor and follow up with compliance with contract agreements, insurance, criminal record checks etc., and completion of confirmation process with service agencies for practicum and field placements.

Placement Administration:

·Distribute field placement manuals to Nursing and post-grad students via email.

·Provide field placement manuals, subject outlines and other information as requested by students and facilitators.

·Utilize the following technologies in the performance of position responsibilities: Synergy, HSPnet, DC Connect, Excel, WIL employer database, MSTeams (for Student Placement Agreement RIM tracking/maintenance)

·Ensure students meet mandated course prerequisite requirements for clinical/field placements; resolve outstanding issues or withdraw students.

·Generate various forms from Banner (e.g. class rosters, unofficial transcripts for auditing purposes).

·On a continuous basis, monitor the Synergy database to identify students who have failed their ESPC appointment, or have one or more expired documents and proactively email them to ensure they stay on track and can continue to move forward in the program.

·Assist in verifying and updating some portions of student records

·Conduct student placement audits to confirm student eligibility for field placement.

· Thoroughly documenting student interactions with PPL – maintaining detailed records of information provided to students.

·Ensuring timely and accurate information is provided upon request and communicated in an efficient, professional, and customer-focused manner.

·Communicate with Registration regarding mark submissions, student withdrawals, refunds, and transfers related to field placement.

·Create and maintain student placement documentation modules in DC Connect for each placement area (Program Specific Field Placement Applications, HSPnet Consent forms for nursing placements, Remote WIL H&S Checklists, Resumes (for nursing programs), Post Clearance H&S Checklists, H&S certificate trainings.

·Maintain and manipulate a variety of statistical reports on field placement activity including number of activations, agency clearances, data identifying agency trends to determine what geographical areas we are placing students in, and the ratio of denials to approvals with local agencies for review/analysis by Executive Dean and Senior Operations Manager.

·Create, maintain and expand databases of placement students, agencies and hospitals required to support the needs of PPL programs and to track student progress in clinical and field placement settings.

·Send out student communications regarding upcoming deadlines.

·Review, customize and maintain the currency of placement manuals originating from DC academic schools.

·Assisting with special projects such as collecting and summarizing data.

·File student evaluation data and make notations regarding placement suitability.

·Maintain up to date Records Inventory Management files for field placement data in PPL (RIM).

·Process field placement marks for submission.

·Follow up on outstanding marks for field placement students.

·Compose and update placement requirements to be included in the PPL website.

·Provide updates to the Executive Dean, Senior Operations Manager and Managers on changes in policy, procedure, and physical arrangements related to field placement.

Additional Responsibilities:

·Attending PPL meetings as appropriate.

·Attending Work Integrated Learning group meetings.

·During peak periods and on an as-needed basis, respond to student inquiries via Live Chat, email and phone, as directed by the Senior Operations Manager

·Make referrals to college resources.

·Other related duties as assigned.

QUALIFICATIONS: * A minimum of a 3-year diploma or degree in in business or office administration.

• A minimum of 3 years of work experience in experience in an academic office environment with a focus on student interaction and service. Proven networking, communication and conflict management skills along with extensive working knowledge of PPL programs, and related policies and placement needs are essential.
• Excellent organization, time management and planning skills. Demonstrated ability to work independently and effectively.
• Experience in developing and maintaining a database to ensure effective use of placement resources.

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on January 17, 2024. Competition number SS24-04.

We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

Required Skills

Payband: Band H Starting Rate: $35.06; Four Year Rate: $40.71

Required Experience

Hours: 35 hours per week; (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm; one evening shift)

Payband: Band H Starting Rate: $35.06; Four Year Rate: $40.71

Hours: 35 hours per week; (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm; one evening shift)

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