2- Mission, Vision & Values (Page 4)

StudentVolunteerHandbook

Table of Contents

1- Who Are We……………………………………………………………………....(page 3)

2- Mission, Vision & Values………………………………………………………..(page 4)

3- Outline of SEARCH Shift………………………………………………………..(page 5)

4- Teams and Social Programs………………………………………………….....(page 6)

5- Policies………………………………………………………………………….....(page 7)

6- Code of Ethics: Key Points to Guide our Actions…………………………...... (page 12)

7- Professionalism…………………………………………………………………..(page 14)

8- Social Determinants of Health…………………………………………………..(page 15)

9- Cultural and Community Competencies……………………………………….(page 16)

10- Code Of Conduct ……………………………………………………………….(page 20)

11- Confidentiality Policy……………………………………………………………(page 21)

12- Board of Directors & Committee Chairs Structure…………………………...(page 24)

13- SEARCH Executive Board……………………………………………………..(page 24)

14- SEARCH Committees…………………………………………………………..(page 25)

15- Online Scheduling………………………………………………………………(page 27)

16- EHE Registration………………………………………………………………...(page 29)

17- Appendices

a) Student Categories………………………………………………………..(page 30)

b) DAP & SOAP Methods……………………………………………………(page 31)

c) Child Abuse Disclosure…………………………………………………...(page 32)

Who Are We?

SEARCH is a student run interdisciplinary health care initiative situated in the North

Central Community in Regina. This student run initiative provides access to clinical and

social services in an after-hours clinical setting. Primary health care, social programming, childcare, and a meal are offered on a drop-in basis each shift.SEARCH is a non-profit organization and we are supported by the Saskatchewan Ministry of Health, Regina Qu’Appelle Health Region, Four Directions Community Health Centre, North Central Community Association, University of Regina, University of Saskatchewan, First Nations University of Canada, and the Saskatchewan Institute of Applied Science and Technology.

Students representing many disciplines are involved in SEARCH including Nursing,

Medicine, Social Work, Health Studies, Kinesiology, Education, Dental Hygiene,

Physical Therapy, Arts & Science and others.

Students are currently volunteering in co-operation with faculty members from the

University of Saskatchewan, University of Regina, SIAST, First Nations University of

Canada, their represented colleges, and with various community organizations.

SEARCH and the Four Directions Community Health Centre operate in a seamless

manner; SEARCH acting as an extension of Clinic in-patient care, policies, advocacy

and protocols.

Student volunteers prepare and serve healthy snacks and drinks, provide child care for

clients seeing the doctor or participating in adult programs, and in running the programs

geared towards children and youth. Programming may include physical activity and

nutrition training, anger management, healing from abuse, teenage pregnancy, literacy,

and parenting. SEARCH monitors client feedback to current programs and frequently

surveys their opinion for new programming ideas.

As a student volunteer in this clinical setting you are not allowed to advise a client

without doing so in the context of seeing that individual in an exam room and charting

client information during that consultation. You may visit with clients, but conversations

must be purely social nature - unless you are speaking to them as a clinician.

All SEARCH Students, Staff and Mentors agree to a social contract to treat all clients

equally and fairly; to behave in a non-judgmental way; to approach all clients with

respect and compassion; and to act in a professional and ethical manner.

Mission, Vision & Values of SEARCH

Our Vision

External Vision: “The North Central Community has achieved improved health and wellbeing through equitable, accessible programming delivered by an interdisciplinary collaborative of students and mentors”

Internal Vision: “SEARCH students and mentors are leaders and champions of collaborative interdisciplinary approaches to professional practice.”

Our Values

SEARCH values are inclusive of the student mentoring process and the community we serve. They are our philosophical approach which guides all of our interaction and how we operate.

• Compassion - caring relationships built upon respect, empathy and active

listening in an atmosphere of warmth and belonging.

• Continuous Learning - commitment to quality of life through ongoing

development, improvement and evaluation of ourselves, our team and our

services.

• Holistic view - supporting individuals, families and the community (physical,

spiritual, emotional and mental) through an approach that is accepting, inclusive

and honours the stories of others.

• Collaboration - working as a team in a respectful way where diverse ideas are shared, varied skills and perspectives are valued, and the contributions of all are recognized.

• Strength - our positive approach focuses on the strengths and assets of others, empowering them to make decisions as experts in their own lives.

Our Mission

SEARCH is a student run interdisciplinary primary health care initiative situated in the North Central Community in Regina. Our goal is to provide access to social and clinical programs in an after-hours, clinical setting with diverse populations.

Outline of SEARCH Shift

A SEARCH shift goes from 12:00 pm – 4:00 pm on Saturdays at the Four Directions Community Health Centre, 3510 5th Avenue, Regina.

Students and mentors arrive prior to the start of a shift around 12:00 pm. Proceed to the Gathering Room to put away any belongings and begin set-up preparations.

All students will sign in on arrival in order to maintain a record of who is on-site during a particular shift; as well, please fill out a name tag at the beginning of the shift and wear it at all times.

Before the clinic opens all of the volunteers will gather for a brief “opening circle”.During this time everyone introduces themselves, the shift supervisor discusses any plans or activities for the day, and duties are assigned.

Operational hours are 12:30 pm – 3:30 pm.

At 12:30 pm the doors are unlocked and the clinic is open. The clinical team offers primary health care. The social team offers lunch and beverages, social programming, individual counselling, and childcare. Once a month, the regular social programming offered is replaced by Literacy Day activities.

At 3:30 pm the doors are locked and the clinic is closed. Students tidy the appropriate areas and put away any supplies used during the shift. Once this is done, all volunteers and mentors gather for a mandatory “debrief session”. Everyone shares how the shift went for them. At the end of this session the shift is complete.

Teams:

Clinical Team –SEARCH offers medical services each Saturday to the clients who attend the clinic. These services can be for adults or children to see a doctor or a nurse for prescription refills, health inquiries, and any other needs of a client. Students on this team assist with the clinical needs of the clients within scope of practice based on level of schooling under the supervision of mentors.

Social Team – SEARCH offers a variety of social programs and a hot meal. This team ensures a welcoming environment and provides social programs to clients of all ages.

• Kitchen duty – In charge of preparing and providing the meal and beverages to clients.
• Door Greeters – In charge of greeting clients, ensuring sign in,letting clients know what is on the agenda that day, and taking down stats.
• Childcare Room – In charge of engaging children/youth and running appropriate children’s programming.

Social Programs:

“What’s the Buzz” – A health awareness session that can be directed at children and adults, depending on the topic. Often a community partner or presenter is brought in to educate clients on a particular issue.Topics are usually chosen based on the interest of the clients as well as presenter availability. Examples of past topics covered include dental care, bullying, bike safety, and heart health.

“Fun with Food” – A cooking program for clients of all ages. Clients can learn to cook quick, easy and healthy meals. The goal of this program is education on cost comparisons, healthier eating options, learning basic cooking skills, and health related concerns such as diabetes.

Literacy Days – Focus on literacy skills through various family-friendly activities and teachings to promote literacy at the clinic in a way that reflects the cultures and traditions of the community. Community partners may come in to facilitate literacy activities. Students engage clients in activities and provide information on the importance of developing various literacy skills, such as reading, writing, storytelling.

Children’s Programming – Optional activities are provided for various age groups that focus on development of different skills, such as math, creativity, and literacy.

Women’s Group – A therapy session or talking circle for womenled by women. Topics can be planned in advance or chosen by the clients.This is led by a mentor and assisted by a student in their final years of study.

Counselling – Individual counselling is provided on a drop-in basis in a private setting. This is facilitated by a mentor. A student further along in their studies may sit in on the session if permitted by the client.

SEARCH Policies

Policy, Mentor, and Physician Manuals are available on the website and all student volunteers should make themselves familiar with these guidelines. Should you have any concerns, new ideas or questions please do not hesitate to contact SEARCH.

Shift Supervisor: The shift supervisor or theSEARCH Coordinator is responsible for assigning responsibilities to the clinical and social teams for the shift; facilitates the introduction and debrief sessions per shift; handles complaints of clients or personnel and directs them to the appropriate person; oversees all volunteer students, changes their assignments as necessary, and tracks vital statistics; and handles building or safety concerns.

Teaching Policy: In addition to serving clients and ensuring the highest quality of service delivery, all mentors play the important role of teachers and role models to student volunteers. The level of student involvement may vary from an observatory roleto complete initial assessment with consultation from the mentor afterwards. This willdepend on the student’s level of training and the comfort level of all three parties involved - client, mentor and student.

It is also a student’s responsibility to learn as much as possible from the mentors and staff available to you on any given shift.

Inter-professional Policy: In addition to mentors interacting with students training in the same discipline, all mentors are expected to engage and teach students from other disciplines. This inter-disciplinary component is meant to introduce students to activities of other disciplines, to develop an understanding of teamwork, and for students to be able to apply this approach to their future practices. Students must be willing to work in this inter-disciplinary atmosphereand learn from students of various disciplines as well.

Personal Conduct Policy: Everyone working with SEARCH is expected to bring inappropriate workplace behaviours to the attention of theSEARCH Coordinator or shift supervisor,a mentor, orSEARCH board member. This includes any verbal and/or non-verbal violations of dignity, respect and self-worth of another; inappropriate mental or emotional behaviours; actions and/or language that results in humiliation, discomfort, that elicits fear, and/or takes unfair advantage of another, or creates an adverse or unacceptable work/social environment.

Dress Code: SEARCH is a business casual workplace. Clothing that is ragged and/or stained, is revealing (cleavage, back, chest, stomach or underwear), and has words, terms, or pictures that may be offensive to other volunteers or clients is considered inappropriate. Also, because of potential fragrance sensitivities, please refrain from wearing scents. If clothing fails to meet these standards you will be asked to leave.

Liability Insurance: For insurance purposes you must provide all paperwork, including proof of registration in the non-credit course(EHE 001), before attending a shift. Mentors will provide proof of professional license liability insurance. Registration provides you with malpractice liability insurance; SEARCH’s insurance covers general liability should something happen to you while working a shift.

Orientation:Each student will attend a mandatory orientation session prior to beginning a shift – whether it’s during the shift itself or aseparate scheduled orientation.

Scheduling:SEARCH is only open on Saturdays (but not a Saturday that falls on a long weekend). As a volunteer it is your responsibility to schedule yourself, and then attend the shift you are scheduled for. If you have any problems with using the scheduling calendar, please email the SEARCH Coordinator.

Volunteer Numbers:In order for SEARCH to operate there needs to be a minimum of 8 volunteers signed up for a shift (this includes students and mentors). If there is less than that the shift will be cancelled for that week. There is a maximum of 20 volunteers allowed per shift (16 students and 4 mentors) and is determined on a first come first serve basis through the online scheduling system.

Safety Policy:For the safety of all SEARCH volunteers, safety protocols should be observed – When the clinic is not open the doors must remain locked and no one is allowed in or out of the building without shift supervisor permission; volunteers may carry their cell phones on their person during the shift (please use the device responsibly); there must be a minimum of two volunteers greeting clients; while operating during summer evenings a security guard will also be at the front of the clinic; leave the building in pairs; no one travels home in anything but a vehicle (if this is not possible, the shift supervisor or SEARCH Coordinator will make the appropriate arrangements).

If a volunteer feels unsafe at any time during the shift, inform the shift supervisor orSEARCH Coordinator.

In the event of an emergency during a shift, call 911 immediately. If the duress alarm goes off during a shift, any one in a safe place has the responsibility to call 911. If possible, everyone else should try to get to a safe location.

Feedback Policy: We depend on recommendations and feedback to make SEARCH a better place for everyone involved. Please direct suggestions regarding our operation to the SEARCH Coordinator or shift supervisor, a SEARCH executive board member, or committee chairperson.

End of Clinic Policy: All students will participate in the mandatoryreflection session at shift’s end. This provides opportunity for student’s to discuss and/or address any difficult information they have had shared with them during the shift; a time to discuss opportunities for improvement to a shift’s program(s); and reflect on the positives of the shift. This opportunity is facilitated by the shift supervisor orSEARCH Coordinator.

Client Exam Room Policy: Except when changing into gowns, patients should not be left alone in an exam room for more than a few minutes. When this is necessary (when a student leaves the room to present to a mentor) the exam room door should be left open. Female clients may not be accompanied by a male in the exam room unless deemed appropriate by clinical team mentors.

Private exams should be done with 2 people in the room (in addition to the client). A female must accompany the examining physician for pelvic exams. When pelvic exams are done, please make sure the proper samples are obtained and the appropriate measures for patient privacy are taken. All requisitions/forms should be filled out appropriately and be ready to be sent out.

Charting Policy: With the patient’s first visit to SEARCH, we must inform a client of how SEARCH is operated and that they will be seen by students. If they do not wish to be a part of the educational experience, we respect that right.

When a mentor and/or student see a client for any reason, the encounter will be documented on the client’s chart – including treatment plans, lab work ordered, referrals made, and follow-up appointments. It is important students learn how to make appropriate client referrals. Documenting patient encounters in the medical record is an integral part of practice workflow. It is mandatory for all notes made in a client’s chart to be signed by the mentor and their discipline and by the student/s and their discipline.

The mentor must also ensure that the chart is signed by the student/s that saw the client. It is both the student and mentor’s responsibilities to ensure that all charts are signed properly.

All charts are the property of the Four Directions Community Health Centre, thus we adhere to the charting format used by the Clinic. The following DAP and SOAP formats are recommended. See appendix.

Seeing a Client Alone Vs. With Another Person: In situations where a partner wants to be in the clinical room with the patient, the protocol is that we will first see the patient on their own. Together, in consult with the patient, clinical team, physician or mentor and shift supervisor, the decision will be made as to whether the partner should join the client. In the event the client is being abused by the other person, seeing them together would not allow for either an accurate or truthful account of why they are seeking help nor disclosure to the clinical team about the abuse which would preclude the offer of help.

Prescription Policy: No new psychiatric drugs will be prescribed. Narcotics, benzodiazepines/ tranquilizers are not prescribed unless they are restricted to short term use for acute illness or acute pain management, and/or long term use such as Palliative Care. If the physician believes that a patient requires a narcotic immediately,

SEARCH will pay for the transportation of that individual to Emergency where they will receive their narcotic.

As there are a number of places in the vicinity where illegal drugs are sold; for safety reasons, no narcotics are kept on the premises of Four Directions Community Health Center.

Distribution of Condoms Policy: Clients may request free condoms which are in the exam rooms as well as under the front desk. Anyone may distribute them. Please ask a mentor, physician, or a shift supervisor if you have questions about how to give information about this topicto clients.

Reproductive Policy: SEARCH supports a woman’s choice to have an abortion and is in favour of full accessibility and completely funded abortion services. All SEARCH staff will aid women fully in their reproductive choices including abortion. SEARCH recognizes that unplanned pregnancy is a delicate and controversial subject, so for the protection of both clients and students it is the SEARCH policy that no student will enter into discussion of this matter with clients without supervision and client permission. Any client who presents with a possible unplanned pregnancy will be referred to the physician.