Below are two “agency confirmation letter” templates I developed for our Clinical Coordinator to send out to agencies about 2-3 weeks prior to the start of each term. This letter goes out to each agency by email along with materials that are in the preceptor folder (i.e., course outline, CPE tool, 476 program brochure, preceptor resource list and key information the preceptors will use).

The agency confirmation letter outlines the course schedule/dates in relation the key activities for Faculty Advisor, Preceptors, and students throughout the term. August 20, 2013 (Sample letter to agencies in tri-county area)

Dear Dr. XXX

Confirmation of 63-476 Community Clinical Placement, September 2013 – December 2013

Thank you for accepting our year 4 community nursing student(s) for this coming Fall term. The following confirms the student placement(s) and key information about the community clinical program:

Faculty Advisor Name Student Name(s) 1. John Doe Prof. MC 2. Jane Doe [email protected]

Clinical Rotation September 10- December 2, 2013. (12 weeks or 192 hours) First day at Agency –Sept 10th at 12:00pm Students’ Clinical Hours - 2 days/wk or 16 h/wk. - All students are expected to follow their Preceptors' work schedules at all times. Faculty Advisors’ visiting - Our Faculty Advisors will make a minimum of two field visits to their agencies and schedule maintain regular weekly/bi-weekly contacts by phone or email to discuss their students’ progress. Additional visits will be made as needed. - The first visit to the placement agencies/Preceptors will be made during the first week of the clinical. If a face-to-face meeting is not possible, the Faculty Advisors will phone the Preceptors and visit them the following week. They will review the course materials with the Preceptors and answer any questions as needed. - Between week 4 and week 6 of the clinical, the Faculty Advisors will make their second visit to observe their students’ performance in the field. Students will make arrangements for this field visit through their Preceptors. Preceptors’ Evaluations on - Mid-term evaluation (Week of Oct. 6) and Final evaluation (Week of Nov. 17). Students - Please complete the CPE competencies and one page summary on the students’ strengths and recommendations. Comment ONLY on significant incidents. Return the completed CPE document to the Faculty Advisors at mid-term and final evaluation. Students’ clinical - Students will notify their Preceptors the dates for the four (4) clinical conferences conferences (min. 4) on campus. Please excuse the students from clinical during these times. Monthly Plan/Time Log - Students will ask their Preceptors to initial/validate clinical hours worked each week. Clinical Reflective Log 1 - Students will review these assignments with their Preceptors re: their & other assignments understanding of the agency/program and their learning needs in preparation for developing their learning plans. - Preceptors may review other students’ assignments as needed. Students’ Learning Plan - Students will complete the learning plan and seek approval from both the Preceptors and Faculty Advisors. Community Health Nursing - Students will identify a problem/issue/need related to their assigned program area. Process Assignment They will document how they applied the community health nursing process to (CHNPA) caring their population. - Preceptors will act as the students’ resource persons. The Faculty Advisors will facilitate students’ application of theory to practice in this assignment. - A copy of the students’ CHNPA will be provided to the Preceptors at the end of the clinical rotation. Policies & Communication - Students are expected to adhere to the Agency and the School’s policies. No exceptions policies will be reinforced. - Please contact the Faculty Advisors or the Community Program Coordinator anytime for any questions/concerns about the students or the clinical program.

Sincerely, Lucia Yiu, Year 4 Community Program Coordinator (519) 253-3000, x 2264, [email protected] Faculty of Nursing (Sample letter to agencies outside tri-county area and Lambton and Kent county students in Winter terms)

August 16, 2013

Dear Joe Smith,

Confirmation of 63-476 Community Clinical Placement September – December, 2013.

Thank you for accepting our year 4 community nursing students for clinical placement this coming term. The following confirms the student placements and key information about our community clinical program:

Faculty Advisor Name Program area & Student Name Prof. MM Paramed London-Jane Doen [email protected] Clinical Rotation Sept 10 – Dec 3, 2012 (12 weeks or 192 hours) First day at Agency – Sept. 10, 9:30am. Students’ Clinical Hours - 2 days/wk or 16 h/wk - All students are expected to follow their Preceptors' work schedules at all times. Faculty Advisors’ contact - For distance clinical placements, Faculty Advisors will not be making field visits to schedule the agencies. Instead, they will maintain regular weekly/bi-weekly contacts by phone or email with the preceptors and students to discuss the students’ progress. During the initial contact, the Faculty Advisors will review the course materials with the Preceptors and answer questions as needed.

Preceptors’ Evaluations on - Mid-term evaluation (Week of Oct. 6) and Final evaluation (Week of Nov 17). Students - Please complete the CPE competencies and one page summary on the students’ strengths and recommendations. Comment ONLY on significant incidents. Return the completed CPE document to the Faculty Advisors at mid-term and final evaluation. Student ‘s clinical - Students will notify their Preceptors the dates for the four (4) clinical conferences conferences (min. 4) on campus. Please excuse the students from clinical during these times. Monthly Plan/Time Log - Students will ask their Preceptors to initial/validate clinical hours worked each week. Clinical Reflective Log 1 - Students will review these assignments with their Preceptors re their & other assignments understanding of the agency/program and their learning needs in preparation for developing their learning plans. - Preceptors may review other students’ assignments as needed. Students’ Learning Plan - Students will complete the learning plan and seek approval from both the Preceptors and Faculty Advisors. Community Health Nursing - Students will identify a problem/issue/need related to their assigned program area. Process Assignment They will document how they applied the community health nursing process to (CHNPA) caring for their population. - Preceptors will act as the students’ resource persons. The Faculty Advisors will facilitate students’ application of theory to practice in this assignment. - A copy of the students’ CHNPA will be provided to the Preceptors at the end of the clinical rotation. Policies & Communication - Students are expected to adhere to the Agency and the School’s policies. No exceptions policies will be reinforced. - Please contact the Faculty Advisors or the Community Clinical Practice Facilitator anytime for any questions/concerns about the students or the clinical program.

Sincerely,

Professor Lucia Yiu Year 4 Community Clinical Practice Facilitator 519-253-3000, x 2264, [email protected]