Purpose

This document outlines the procedure necessary to support students in meeting the required clinical placement hours for their program while enrolled in the School of Rehabilitation Science (SRS). Diverse clinical placements with a minimum number of hours are essential for developing entry-to-practice competencies. 

Working Hours

• Students follow the schedule of their assigned preceptor, which may include evenings, weekends, or holidays

• Breaks and working hours are determined by the clinical site and preceptor

Student Responsibilities

• Review placement details in the placement assignment system and with their contact/preceptor before starting 

• Attend all scheduled clinical placement hours with no absences unless approved 

• Report any absence (illness, personal, academic, etc.) to both:
  
  • Clinical Preceptor
  • Clinical Education Unit (via designated email)

• Arrange to make up missed hours (where possible) using approved strategies:
  • Additional hours during the week (evenings, weekends) 
  • Extended placement (if site/preceptor availability allows) 
  • Adding hours to a subsequent placement 
  • Completing projects or presentations 

• Track all hours and makeup time accurately 

• Submit a Clinical Absence Request Form for anticipated absences  

Policy on Absences

• Only illness and compassionate leave (e.g., bereavement) are considered valid reasons for absence without prior approval 

• Requests for other reasons are rarely granted and require prior approval

• Unauthorized absences are considered unprofessional conduct and will be addressed under the SRS Professional Behaviours and Expectations Policy 

Types of requests that may be considered

• Medical or personal appointments (should not interfere with clinical commitments) 

• Continuing education activities relevant to the current placement 

• Athletic or competitive pursuits requiring heavy training or competition schedules 

• Other exceptional circumstances (reviewed individually) 

Amount of Time and Makeup Requirements

• More than 3 days missed in a single placement: normally requires at least one additional week of clinical time 

• Cumulative missed time > 5 days across placements: makeup time required before graduation 

• More than one week missed in a single placement: placement may need to be repeated if competencies are not met 

Advance Notice for Expected Absences

• Submit requests at least 3 weeks before the placement starts whenever possible 

• Requests must be submitted using the official Special Absence Request Form available on Canvas 

Formal Procedure for Expected Absences

• Submit Special Absence Request Form to Program Clinical Coordinator 

• Coordinator consults with the clinical site and confirms approval 

• Coordinator communicates approval or denial to student   

• Approved requests documented in the student file 

• Student plans makeup time (where possible) and communicates details to the Clinical Coordinator 

Accountability

• Students must not negotiate absences directly with the clinical site 

• Makeup plans must include:
  • Type of activity 
  • Dates and hours 

• Clinical Instructor verifies completion of makeup time