INTERNSHIP SUPPORT PROGRAM. Ontario Funeral Sector

Transcription

1 INTERNSHIP SUPPORT PROGRAM Ontario Funeral Sector

2 Table of Contents WELCOME!... 2 Directions for Preceptor... 3 Directions for Intern... 7 Legend Glossary

3 Welcome! Designed to track progress throughout the internship term, use of the Internship Support Portal is a requirement for all interns and preceptors. The documents which follow provide instruction for accessing the portal, login information, and instructions for how to proceed. Additionally, preliminary Questions and Answers are included and will be added to the Resources page as questions are put forth by interns and preceptors. As you will note, the competencies identified for each specified licence class in the Funeral Sector Professional Competency Profiles Second Edition and the Success Passport now appear on the Internship Support Portal. To access the Internship Support Portal, click on: Username: Licence/Registration Number Password: Licence/Registration Number + last name (all lower case) (i.e smith) While you are welcome to reference the Funeral Sector Professional Competency Profiles Second Edition and the Success Passport which are posted in the Resources section, tracking the intern s progress must be completed using the Internship Support Portal. If you have any questions, please contact Vicki McCoy at: (416) or 1 (800) , ext. 225 or by at [email protected] or Hilary Prue, Coordinator, Education and Communications at ext. 234 or via at [email protected]. 2

4 Directions for Preceptor Getting Started Go to the website: Username: Licence Number Password: Licence Number + last name (all lower case) Notice Board The opening screen is the Notice Board. Each time your intern submits evidence, you will be notified. You can opt to have an sent to you whenever notices are received. After opening evidence, you can click on Mark as Read to indicate that the evidence has been reviewed. Each piece of evidence submitted will have the paper clip symbol if there is an attachment. Intern Progress Tab On the Intern Progress page, you will see a list of the intern(s) for which you are responsible: This will show you the progress each of them has made with submitting their competencies. Each intern has a meter (pictured above) denoting the percentage of completion of expectations. You have the choice to view progress By Area or By Competency as outlined below. Progress By Area : you will see a pie chart outlining the intern s progression through each Area (A). Below the pie chart, each Area (A) will have a dropdown menu from which you will assign a Level of Achievement for your intern. 3

5 For each Area (A), you will see a list of each Competency (C) and Sub-competency (SC) along with the level of achievement you have already given to each. By looking at the Level of Achievement given for each Competency (C) and Subcompetency (SC), you should be able to determine their Level of Achievement for the Area (A) Next to each Competency (C) and Sub-competency (SC) is the option to View Evidence ; allowing you to view any evidence submitted in support of the points of competency. Example: Progress By Competency : you can also choose to view the intern s progress by competency; this process is the same as outlined above for Area (A) but here applies to each Competency (C) and Sub-competency (SC) Below the pie chart you will see each component of the individual Competencies (C) and Sub-competencies (SC). Each Competencies (C) and Sub-competencies (SC) has a dropdown menu of a level you will assign as a grade for your intern. There is also an option to View Evidence beside each Competencies (C) and Sub-competencies (SC). Below the Sub-competencies (SC) you will find the respective Expected Performance to Demonstrate (EPD). Each EPD here shows the current assigned competency level and an option to View Evidence. View Evidence Click to view evidence submitted by intern. This link will take you to the evidence submitted in order that you can review the Level of Achievement you have assigned for the specified Competency (C) and Sub- Competency (SC), and Expected Performance to Demonstrate (EPD) as well as any uploaded support documents. 4

6 Initial Intern Assessment At the beginning of the internship, the intern and preceptor need to review together various components of the Internship Support Portal. During the discussion, it is import and to be logged into the preceptor portal. As you review each Area (A), Competency (C) and Sub-competency (SC) with the intern, a Level of Achievement must be assigned from the dropdown menu. This confirms the initial assessment has taken place. As additional assignments are conducted throughout the internship term, the preceptor is responsible for assigning changes to the Level of Internship. As the intern progresses through, the expectation is that their Level of Achievement will improve. The end goal is that each point be Competent (3 green) at minimum, though some components are denoted by an * meaning that a minimum level of Knowledgeable (2 yellow) is required. Please review the Success Passport (available in the Resources section) for more details. Evidence The Evidence page provides a dashboard of information which provides opportunity for you to review evidence submitted by the intern. You can view all of the evidence which you have previously reviewed as well as any which you have not yet reviewed by clicking Reviewed Evidence or review evidence which was submitted which you have not yet evaluated by clicking Not Reviewed Evidence There is also a link to all of the evidence submitted for each Competency (C) accessed by clicking View Evidence by Competency and by reports are stored under View Evidence by Report. See below for additional details. 5

7 View Evidence by Competency : Evidence can be submitted by Competency for each component. Attachments are not required as part of Evidence - by Competency, though you may determine if supporting documents are necessary to back up any or all submissions. When an intern submits evidence, a notice is sent to your Notice and to your (opt-in required). Each time you review evidence, your intern will receive notice to advise them of your decision. The possible decisions you can select are: o Accepted o Rejected o Under Review/Changes Required Use the comment section to provide additional instruction. Evidence By Report : Interns are also required to submit Evidence by Reports ; depending on their licence class this may include BOFS Embalming, At Need, Preneed, and Funeral Directing Reports. All reports are available in the Resources section. Each report must be completed on paper and submitted for approval via the intern s Evidence - by Report page. By clicking on View Evidence by Report you will be able to see how many of each report an intern has submitted over the course of their internship. Under current guidelines, there are no minimum numbers of these reports; the guideline is that the preceptor must feel that the intern is competent in each area. Note: At any time during the internship, the preceptor can re-assess any component or review any piece of evidence. If you have cause to change your mind about a submission, simply return to that piece of evidence and change the Level of Achievement. Competency-based learning means no minimum numbers. 6

8 Directions for Intern Getting Started Go to the website: Username: Registration Number Password: Registration Number + last name (all lower case) Notice Board The opening screen is the Notice Board. Each time your preceptor responds to your evidence, you will be notified. You can opt to have an sent to you whenever notices are received. Please note that if there is an attachment, a paper clip symbol will be included on the notice board. My Progress Tab My Progress By Area : On this page, you will find a pie chart that outlines your progression in each competency Area (A). Below the pie chart, each Area (A) is assigned a Level of Achievement (ranging from 1-4; refer to Levels of Achievement as outlined in the Legend). This indicates your current level as assigned by your preceptor. My Progress By Competency : On this page, you will see there is a pie chart outlining your progression through each component. Below the pie chart, each Competency (C) and Sub-competency (SC) is assigned a level of achievement based on the Legend. This level indicates the level of achievement assigned to you by your preceptor. At the start of your internship, you and your preceptor need to assess your level of competency in each category. As you progress, the expectation is that your level of competence will increase. The end goal is for you to be Competent (3 green) at minimum, though some components are denoted by an * indicating a minimum level of Knowledgeable (2 yellow) is required. Please review the Success Passport (available in the Resources section) for more details. 7

9 Submit Evidence Submit Evidence By Competency : For a detailed understanding of the requirements for each competency, refer to the tab Competency Profiles and review the components for your license class You will need to submit evidence to your preceptor to support the fact that you have completed each component; this includes each Area (A), Competency (C), Subcompetency (SC) and Expected Performance to Demonstrate (EPD) Click on the + box to expand the list of points which must be reported over the course of your internship Evidence can be submitted By Competency for each component. Be sure to check off each EPD under the relevant Sub-competency (SC) that applies to your submission. Supporting documentation may not be required to confirm a Level of Achievement for each Competency (C) or Sub-competency (SC). Each time you submit evidence, a notice is sent to your preceptor. Once they have accepted your submission, you will receive confirmation on the Notice Board. If evidence is rejected or sent back for review by your preceptor, it is important to look at the notes that your preceptor has added and follow up as required. View Evidence Evidence By Competency When you view Evidence - by Competency, you can see each submission that your preceptor has accepted. Note: evidence which has not been accepted will not appear on the view page. You must check the Notice Board in the event your preceptor has rejected or asked you to review your submission. The Evidence displayed will only be those submissions which your preceptor has accepted, not any under review. 8

10 Submit Evidence By Report : Depending on the licence class, interns are required to submit Evidence - by Reports Required reports may include: o BOFS Embalming Reports o BOFS At Need Reports o BOFS Preneed Reports o BOFS Funeral Directing Reports Each report is available in the Resources section. You must complete each BOFS report on paper and submit it for approval to your preceptor via the Evidence - by Report page. Select the appropriate Report Category and upload a scanned BOFS report. Each report must be submitted individually and approved by your preceptor. A paper copy must be completed with signatures before uploading. When you view Evidence - by Report, you will be able to view each BOFS report that has been accepted by your preceptor. Note: Reports that have not yet been accepted will not appear on this page. You must check the Notice Board in the event that your preceptor has rejected or asked you to review your report. Recommendation: For ease of reference, name your reports: Preneed Report 1 J. Doe At Need Report 1 J. Doe etc. 9

11 Legend Criteria for the Internship Support Portal is based on the competencies identified for each specified licence class in the Professional Competency Profiles Second Edition. To download a copy of the Professional Competency Profiles Second Edition or the Success Passport, in order to have a paper version for ease of reference, please access the Resources section of the portal. To support the user, the legend below outlines the naming convention that has been put in place to identify the individual components that must be assessed by the preceptor during the internship term. Component Abbreviations The following abbreviations are referenced throughout the portal: A Area C Competency SC Sub-competency EPD Expected Performance to Demonstrate SCOM Sub-competency Owner/Manager The naming convention for each licence class is coded in accordance with the competencies required for the identified licence class. Licence Classes Licence classes are abbreviated as follows: FD1 Funeral Director Class 1 (embalming) FD1 Funeral Director Class 1 (non-embalming) FPP Funeral Preplanner TSSR Transfer Service Sales Representative Levels of Achievement Levels of Achievement are acknowledged throughout the Internship Support Portal according to the following scale: Developing 1 Knowledgeable 2 Competent 3 Advanced 4 10

12 What are the minimum number of reports? Questions & Answers Current requirements are competency-based, not reliant on specific numbers of reports. The onus is on the preceptor to evaluate the competence of the intern in each area. In the past, Funeral Director Class 1 interns were required to complete 50 embalmings; this is no longer the case. One intern may be deemed competent after 48 embalmings have been submitted, while another intern may be asked to continue to perform embalmings (and submitting reports of each) until they have completed enough to be deemed competent by their preceptor. The same applies to At Need and Preneed arrangements as well as Funeral Directing reports there is no set number to be submitted in order that an intern be deemed competent in each component. Note that not all reports are required of each licence class. How do I stop receiving s of notices? On the Notice Board, each intern and preceptor has the option of receiving notices via . What if an intern s evidence is not accepted? For each piece of evidence an intern submits, the preceptor receives notification of the submission. After they have reviewed it, they might deem it to require changes or they might reject the submission. How does an intern advance their progress on the pie chart? Each time a preceptor evaluates an intern on an Area (A), the pie chart changes colour on the My Progress By Area page. Each time a preceptor evaluates an intern on a Competency (C), or Sub-Competency (SC), their Level of accomplishment is Added the pie chart on the My Progress By Competency page. As the internship progresses and the intern achieves higher level of competencies, the preceptor will re-evaluate these points and the corresponding pieces of the chart will progress from Developing (1 red) to Knowledgeable (2 yellow) to Competent (3 yellow) and maybe even to Advanced (4 blue). 11

13 How is an intern s level of competency determined if their levels of competency on the EPD s are each at different levels? The overall Level of Achievement for each Area (A), Competency (C), or Sub-Competency (SC) is determined by the preceptor. If, for instance, each EPD has been evaluated by the preceptor and given a Level of Achievement of Advanced (4 blue), the preceptor may still deem the intern s overall competency in the SC or C to be Knowledgeable (2 yellow). Each component is given a Level of Achievement independently of the whole, though the preceptor should refer to levels which they have already marked in order to decide on the overall Level of Achievement. In the case of discrepancy between these marks or confusion on the part of the intern, a conversation should be had between preceptor and intern to determine the cause of the disparity between the levels achieved and/or relating to the expectations of the preceptor. What are BOFS Embalming Reports? All registered Funeral Director Class 1 Interns are required to complete one BOFS Embalming Report for each embalming performed until a personal licence is issued. All BOFS Embalming Reports must be signed by the Funeral Director Class 1 Intern, Supervising Funeral Director and Assigned Preceptor. If the Assigned Preceptor and Supervising Funeral Director are one and the same, the Assigned Preceptor is required to sign in both places. Signed copies of completed BOFS Embalming Reports must be uploaded to the intern s Evidence By Reports page and accepted by the preceptor. What are BOFS Preneed and At-Need Reports? All registered interns are required to complete one BOFS Preneed Report or one BOFS At- Need Report for each preneed or at-need arrangement conducted prior to a personal licence being issued by the Board of Funeral Services. All BOFS Preneed Reports and BOFS At-Need Reports must be signed by the Intern, Supervising Funeral Director and Assigned Preceptor. If the Assigned Preceptor and Supervising Funeral Director are one and the same, the Assigned Preceptor is required to sign in both places. Submission of completed BOFS Preneed Reports and BOFS At-Need Reports may be required by the Board of Funeral Services at any time. What are BOFS Funeral Directing Reports? All registered Funeral Director Class 1 Interns are required to complete one BOFS Funeral Directing Report for each funeral directed or observed until a personal licence is issued. All BOFS Funeral Directing Reports must be signed by the Intern, Supervising Funeral Director and Assigned Preceptor. If the Assigned Preceptor and Supervising Funeral Director are one and the same, the Assigned Preceptor is required to sign in both places. Submission of completed BOFS Funeral Directing Reports may be required by the Board of Funeral Services at any time. 12

14 Where do I find BOFS Reports? Additional copies of BOFS Embalming, Preneed, At-Need and Funeral Directing Reports can be downloaded by from the Resources page of the Internship Support Portal. What is the BOFS Funeral Sector Professional Competency Profiles Second Edition? The BOFS Funeral Sector Professional Competency Profiles Second Edition provides the foundation for all funeral service education initiatives in Ontario. Frequent reference to the document throughout the internship term is recommended. Each component of the competency as it applies to the specified licence class is listed on the Internship Support Portal under the Competency Profiles page. 13

15 Glossary Assigned Preceptor At Need [arrangement] Clearing [a funeral] Disbursements Disposition Embalming Funeral Funeral Services Level of Achievement Prearrangement Licensed funeral professional who has completed the Preceptor Training Program and agreed to train the intern in question. Refers to the time immediately following the death of an individual when funeral services are needed, short for at the time of need. Funeral sector term used to describe finalizing details of the funeral. Payments made by a funeral professional or a person who operates a establishment on behalf of a purchaser of services or supplies, or both. Refers to the manner in which the human remains is disposed (e.g., cremation, interment, resomation or entombment). The preservation and disinfection of all or part of a dead human body by means other than by refrigeration. The procedure of embalming means removing the blood and body fluid from the body and replacing it with a chemical preservative. A rite or ceremony in connection with the death of a person where the body is present. The care and preparation of dead human bodies and the co-ordination and provision of rites and ceremonies with respect to dead human bodies, but does not include cemetery or crematorium services. Degree of competence of an intern as assessed by their preceptor for each component outlined in the Competency Profiles for the specified licence class. An arrangement for the provision of specific funeral services, supplies or transportation of a dead human body on the death of a person who is alive at the time the arrangement is made. 14

16 Prepayment Prepayment Funds Provider/Service Provider Purchaser Recipient Services Ship Out (Repatriation) Supervising Funeral Director Supplies Transfer Service The payment or the guarantee of a payment pursuant to a prepaid contract. The money deposited in trust under the provisions of the Act and the income therefrom and includes the proceeds of an insurance policy received by a licensee. An operator of a cemetery, crematorium, funeral establishment or transfer service. A person who has accepted financial responsibility under a funeral service contract. A person for whom funeral services or supplies, or both, are to be provided under a contract or prepaid contract. Funeral, visitation, opening and closing of a grave, and cremation. Sending the body of a dead human back to their country of origin. Licensed Funeral Director who was present at the time of arrangement referred to in the intern s report. Caskets, markers and monuments, vaults, urns and flowers. A service to the public with respect to the disposition of dead human bodies, including the transportation of dead human bodies and the filling out of necessary documentation with respect to the disposition of dead human bodies. 15