Placement Professionalism Policy
PLACEMENT PROFESSIONALISM POLICY
Policy Statement
This Policy sets out the standards of professionalism required of all students at Nipissing University who engage in program placements. It establishes transparent processes for investigating and responding to student professionalism concerns or complaints which arise from a placement and/or have the potential to impact the safety and wellbeing of those involved with a placement.
Reason for Policy
Nipissing University prepares students for roles of significant trust and responsibility, especially in fields such as education, health care, and social services. These fields require not only academic competence but also ethical conduct, sound judgment, and adherence to professional standards to protect vulnerable populations and maintain public confidence. This policy exists to clearly articulate expectations for professionalism. This policy both safeguards client, patient, research participant and pupil safety and supports student success through fair and transparent processes including remediation where possible. This policy upholds the integrity of Nipissing University, the workplaces and the professions our graduates enter.
Policy Applies To
This Policy applies to all Nipissing students. It complements, and does not replace, other University regulations (e.g. Code of Student Rights and Responsibilities, Academic Integrity Policy, Policy on Responsible Conduct of Research, Respectful Workplace and Learning Environments Policy, Sexual Violence Response Policy for Students) and the codes/standards/policies of partner organizations and professional regulators. Where obligations conflict, the standard most protective of client/patient/pupil and public safety prevails.
Who Should Read This Policy
- All members of Nipissing University, including Deans, Associate Deans, administrative staff, placement coordinators, students, and faculty.
- All members of university non-academic departments, especially Student Development Services.
Contacts
Dean FEPS deaneps@nipissingu.ca
Dean FAS deanas@nipissingu.ca
Provost and Vice-President Academic pvpa@nipissingu.ca
Associate Vice-President Research, Innovation & Graduate Studies avprigs@nipissingu.ca
Definitions
- Student: A learner enrolled in any Nipissing program.
- Professionalism: Observable behaviours consistent with the ethical and practice standards of the applicable profession/setting as connected to one’s role as a student. This includes the disciplined enactment of a profession’s/program’s values, standards, and accountabilities in a way that protects the public, sustains trust, and supports competent placement performance. For example:
The Ontario College of Teachers’ articulation of teacher standards as “a collective vision of professionalism that guides the daily practice of its members.”
The Ontario College of Social Workers and Social Service Workers’ requirement that its Standards of Practice “set out minimum standards of professional and ethical conduct required of registrants.”
The College of Nurses of Ontario’s Code of Conduct emphasizes “all principles have equal importance and work together to describe the conduct, behaviour, and professionalism necessary for safe and ethical nursing practice in Ontario.”
A student undertaking a research project in a Northern Indigenous community is expected to demonstrate professionalism by practicing cultural safety, fostering respectful relationships, and honouring community protocols throughout their engagement.
- Placement: Any supervised practice experience (e.g. practicum/field/clinical) with a partner organization, including student research activities with external partner organizations.
- Concern/Complaint: Any allegation or report that a student failed to meet the standards outlined in this Policy.
- Interim Measures: Time-limited steps to manage risk during a review (e.g., temporary removal from placement, increased supervision, no-contact direction).
- Case Lead: The designated program/School placement lead (e.g., Associate Dean, Director, or Chair) assigned to manage a formal review.
- Program Review Panel: A standing panel or committee established by the academic program/unit that adjudicates a formal review.
The Policy
- 1. Guiding Principles
1.1. Public trust and safety: Maintaining public trust and safety is essential in all placements where students engage with the community.
1.2. Alignment with professional standards: Expectations are informed by the ethical/practice standards of relevant regulators (e.g. Ontario College of Teachers, College of Nurses of Ontario, Ontario College of Social Workers and Social Service Workers, College of Kinesiologists of Ontario), provincial legislation such as the Ontario Human Rights Code, Nipissing University’s Code of Student Rights and Responsibilities, and relevant program standards and handbooks.
1.3. Procedural fairness: Concerns are addressed promptly, objectively, and proportionately, with notice, right to be heard, reasoned decisions, and access to appeal.
1.4. Equity, inclusion, and cultural safety: Processes are trauma-informed and anti-oppressive; accommodations are provided where required, without compromising safety or essential requirements. Decision-making under this Policy will be framed and informed by applicable Ontario laws, including the Human Rights Code, relevant University policies, and principles of equity, diversity, and inclusion. Decisions must be guided by the Accessibility for Ontarians with Disabilities Act (AODA) to ensure fair consideration of disability and accommodation needs. Finally, the University affirms that a student’s inappropriate or unprofessional “off-duty” statements may, where there is a significant risk of harm to patients, clients, pupils, or research participants, properly fall within the scope of this Policy and relevant statutes. However, decision makers must carefully weigh the student’s Charter rights, including freedom of expression, against any potential risks, and strive to balance the University’s safety obligations with a high respect for student rights, ensuring actions taken under this Policy are proportionate and respectful of freedom of expression to the fullest extent possible.
1.5. Educational intent with accountability: Remediation is prioritized for isolated/minor lapses; repeated or serious breaches may result in removal from placement or program.
1.6. Confidentiality and privacy: Information is collected and stored minimally and securely, shared only on a need-to-know basis or as required by law/partners and in accordance with the University’s legal obligations and established policies/processes related to access to information and protection of privacy.
- 2. Professionalism Expectations
2.1. Students must consistently demonstrate the following across classroom, simulation, and placement contexts:
2.1.1. Care / Safety:
2.1.1.1. Safeguard clients/patients/pupils’ physical, emotional, cultural, and informational safety; maintain appropriate professional boundaries.
2.1.1.2. Exercise sound judgment; seek supervision when uncertain; escalate safety concerns promptly (duty to report as applicable).
2.1.2. Respect / Dignity:
2.1.2.1. Interact with clients/patients/pupils, families, colleagues, and communities with dignity, respect, and cultural humility; refrain from harassment, discrimination, bullying, microaggressions, or retaliation.
2.1.2.2. Honour confidentiality and privacy; handle records and data lawfully and securely.
2.1.3. Trust / Honesty
2.1.3.1. Communicate truthfully; represent qualifications and work accurately; avoid conflicts of interest; use social media and digital tools professionally (e.g., no posting/sharing of identifiable client/patient/pupil information; maintain role-appropriate boundaries online).
2.1.3.2. Comply with partner policies (technology, confidentiality, photography/recording, visitor/volunteer rules).
2.1.4. Integrity / Accountability
2.1.4.1. Uphold academic integrity; avoid falsification or misrepresentation (including hours, evaluations, documentation, teaching/clinical artifacts).
2.1.4.2. Be accountable for errors; disclose incidents promptly; participate in remediation when required.
2.1.5. Competence, Reliability, and Fitness to Practise
2.1.5.1. Attend and be punctual for all required learning activities and placement days; be prepared and fit to practise (not impaired; fitness concerns responsibly managed).
2.1.5.2. Meet attire/ID and infection-prevention/occupational-safety protocols; use equipment and facilities safely.
2.1.6. Scope, Supervision, and Boundaries
2.1.6.1. Practise only within student scope; follow preceptor/associate teacher/field instructor/supervisor direction and program guidelines.
2.1.6.2. Report absences proactively; complete approved make-up requirements.
2.1.6.3. Respect intellectual property and assessment integrity within partner settings.
2.1.7. Off-Duty / Off-Site Conduct
2.1.7.1. Refrain from conduct, including online activity, that reasonably undermines trust in one’s ability to serve vulnerable populations or brings the University/partners into disrepute.
2.2. All expectations outlined in sections 2.1.1 through 2.1.7 are required of every student during their placement. In addition, these standards apply to students in all other (non-placement) courses within programs that lead to professional registration in the province of Ontario, such as Nursing, Education, Social Work, and Physical and Health Education/Kinesiology.
2.3. Threshold for Program Removal: Egregious conduct, including crimes where there is a legal duty to report, abuse, exploitation, serious dishonesty, illegal or fraudulent behaviour, violence, significant breaches of confidentiality/safety, or persistent patterns of unprofessional behaviour despite remediation, may result in program removal.
2.4. Regulatory viability: Where legal or conduct issues are likely to preclude future licensure/registration in professional programs, the program may determine continuation is not viable and recommend withdrawal after due process.
- 3. Roles and Responsibilities
3.1. Students: Know and comply with this Policy; self-report new issues; engage in remediation; uphold partner policies.
3.2. Course/Placement Instructors, Preceptors, Field/Associate Teachers, Supervisors: Model and monitor professionalism; document concerns; initiate early resolution when appropriate; report serious matters immediately.
3.3. Case Lead: Triage concerns/complaints brought forward; impose interim measures where warranted; conduct/oversee investigations; recommend outcomes (see Appendix A).
3.4. Program Review Panel: Adjudicates formal cases; ensures consistency within the program and as related to relevant professions.
3.5. Dean (or designate): Adjudicates Case Lead and Program Review Panel appeals; final Faculty-level decision-maker on program removal; ensures alignment with University processes.
3.6. Partner Organizations: Determine local eligibility for placement and may remove a student from site per their policies; inform program of relevant decisions.
- 4. Outcomes and Responses to Professionalism Concerns/Complaints
4.1. Responses are proportionate to severity, pattern, impact, and insight, and may include:
4.1.1. Formative feedback (e.g. documented coaching, reflective assignment)
4.1.2. Caution or written warning
4.1.3. Remediation plan / Professional Conduct contract with measurable conditions and timelines
4.1.4. Change of placement or enhanced supervision conditions
4.1.5. Temporary suspension from placement (with or without academic deferral)
4.1.6. Failure of placement/course and requirement to repeat (where academic regulation permits)
4.1.7. Withdrawal from program (with no consideration for readmission)
4.1.8. Referral to University academic/non-academic misconduct process or external authorities, as applicable
- 5. Confidentiality, Records, and Retention
5.1. All documentation is stored securely and access is limited to personnel with a legitimate need to know. Records of formal findings and outcomes are retained by the office of the Dean; summaries may accompany internal progression decisions and placements as needed.
- 6. Duty to Report
6.1. Where allegations implicate privacy/confidentiality breaches, child/client protection, violence, or criminal conduct, or other instances where there is a legal duty to report, the Dean will make or support required reports to the Provost, who will make required reports to legal/regulatory authorities.
- 7. Protection from Reprisal
7.1. Good-faith reports and participation in processes under this Policy are protected. Retaliation is a separate breach subject to sanction.
- 8. Appeals
8.1. A student may appeal a formal decision by the Case Lead or Program Review Panel by writing to the Dean within 10 business days on grounds of procedural error, new evidence, or disproportionality.
8.2. The Dean’s decision to fail a placement/course or to remove a student from a program may be appealed to the Academic Appeals and Petitions Committee.
- 9. Reintegration and Monitoring
9.1. Where a student returns to placement under conditions, the Program sets clear goals, supports, and monitoring intervals. Failure to meet conditions triggers escalation.
10. Interaction with Other Policies
10.1. Nothing in this Policy limits actions under Nipissing University policies (e.g. Code of Student Rights and Responsibilities, Respectful Workplace and Learning Environments Policy, Sexual Violence Response Policy for Students, Academic Integrity Policy), School/Program handbooks, or partner policies, nor obligations to report to professional regulators, law enforcement and child-/client-protection authorities when appropriate or required.
10.2. When appropriate, concerns/complaints referred under another University policy will be referred to the program Case Lead for review under this Policy.
Appendix A: Process for Investigation and Response to Professionalism Concerns/Complaints
A1. Intake and Triage
Intake: Any person (preceptor/associate teacher/field instructor/supervisor, faculty/staff, peer, partner representative, member of the public) may report a concern or complaint to the program. Anonymous complaints will not be received.
Concerns/complaints received under other University policies, such as the Student Code of Rights and Responsibilities may also be referred to the Case Lead for review under this Policy.
Initial triage (normally within 3 business days): The Case Lead assesses jurisdiction, urgency, and potential risk; where safety is implicated, interim measures may be implemented immediately. Matters also falling under other University policies may be referred/parallel-processed as appropriate.
If the Case Lead makes an initial determination the report warrants at least an informal review, it shall proceed to the next stage (Early Resolution)
A2. Early Resolution (Informal Review Process)
Used for first-time, low-impact lapses where the student accepts responsibility and shows insight.
The Case Lead will meet with the student, documenting the concern and the recommended approach to resolution.
Possible tools: coaching, written notice of concern, reflective assignment, targeted skill support.
Failure or recurrence elevates the matter to Formal Review.
A3. Formal Review Process
Notice: The student receives written particulars of the concern(s) from the Case Lead, the policy provisions at issue, potential outcomes, and an invitation to respond and meet.
Process: The Case Lead investigates and gathers information proportionately (interviews, documents, partner input). When an investigation has already been completed under another University policy, the Case Lead may receive a report on the investigation without conducting another. The student may bring a support person (non-advocate) to meetings.
Standard of proof: Balance of probabilities.
Timeline: When conducting an investigation, the Case Lead will aim to conclude within 20 business days of notice, subject to complexity and partner availability.
Report by Case Lead: The Case Lead generates a report with findings from their investigation and a recommended decision (following the decision framework in section A4 below) to the Program Review Panel.
For a finding of Concern Not Substantiated, or for Level I decisions, the Case Lead provides a copy of their report to the Program Review Panel for information.
For Level II, III, or Level IV decisions (e.g. course/placement failure, temporary or permanent removal), the report is escalated to the Program Review Panel for review and decision.
Decision by Program Review Panel: The Program Review Panel receives recommended Level II, III and Level IV decisions from the Case Lead and makes a final decision. The Program Review Committee will aim to submit a report of its decision and outcomes to the Dean within 30 business days of receiving the report from the Case Lead.
Appeals: The Dean will adjudicate Case Lead and Program Review Panel appeals and will be final Faculty-level decision-maker on program removal. The student may appeal the Dean’s decision to the Academic Appeals and Petitions Committee.
A4. Decision Framework
Concern Not Substantiated: the conduct concern is not sufficiently supported.
Level I (minor, low risk/no harm): documented feedback; notice of concern; reflective work.
Level II (moderate harm/repeat minor): formal warning; remediation plan; enhanced supervision; possible temporary removal from site.
Level III (significant risk/impact; limited insight): suspension from placement; failure of placement; conditions for return; last-chance contract.
Level IV (egregious or persistent; incompatible with role): removal from placement and withdrawal for professional unsuitability; referrals as required.
A5. Coordination with Program Placement Committees
Where a program has an established committee of faculty who review placement performance concerns, this committee may serve as the Program Review Panel.
A6. Coordination with Partners and Authorities
Partner organizations hold the right to independently investigate a concern/complaint and/or remove a student from placement; the University honours such decisions and the Case Lead/Program Review Panel conducts its own review.