Communication Sciences & Disorders

221 Bohannon Hall, 1207 Ordean Court, Duluth, MN 55812

Phone:(218) 726–7974; Fax: (218) 726–8693

Email: cd@d.umn.edu

University of
Minnesota
Duluth

College of Education &
Human Service Professions

Tracking Your Hours

Recording Observation and Clock Hours for CSD Degrees

ASHA Requirements (minimum of 400 hours)

Observation Hours (25 hours Minimum)

You will complete at least 25 hours of observation before you start practicum. Some of these hours are assigned to you as a part of your courses, and other hours you must obtain independently. You are welcome to observe in the Robert F. Pierce Speech-Language-Hearing Clinic or you may arrange observations in schools or medical settings.

Documents for tracking observation hours

Daily Observation Record (handwritten)

This form is used to track each individual observation. Please write neatly and write in pen, as these are official records. Documents written in pencil will not be accepted as official records. You will use the Observation Record as a permanent record of fulfilling this degree requirement. You also will use the information from this form to fill out your Semester Observations Report.

Follow the following instructions for documenting observations on your Daily Observation Record.

1. Students will record observation hours on the provided Daily Observation Hours form. Copies of the form are in the RFP Clinic office.

2. For each observation, record the following:

Semester Observations Report (computer)

At the end of each Semester for which you complete Observations, you will fill out computerized Semester Observations Reports. You will out one for each Course in which you completed observations. If you also completed observations independent of your courses, you will fill out one form containing all of the Independent Observations.

To get into the Clock Hours Program, you will need to use a CSD LAB computer.

  1. Double click on MICROSOFT ACCESS.
  2. Single click on CSD DATABASE TRIAL2.DB1
  3. Double click on CLOCK HOURS
  4. Find your name on the alphabetical list.
  5. Click on OBSERVATION HOURS.

You have reached the Observation Hours Template. This is a blank form that you will reproduce for each Semester Observations Report. To keep this form accurate, avoid saving your entries. Print out a hard copy of your completed report, and close the document without saving it. In this way, you always will have a fresh blank document on which to enter your reports.

You now are ready to start entering your observation hours for the semester.

  1. Enter the hours of observation you accrued that semester.
  2. Print out a hard copy of your Semester Observation Hours Report. Bring the hard copy to your supervisor for signature.
    • The course instructor will sign the Semester Observations Report for their course.
    • The clinic director will sign the Semester Observations report for Independent Observations.
  3. Attach your daily observation sheets to the Semester Observation Hours Report.
  4. Follow the end-of-semester procedures for gathering signatures and submitting records for department processing. (See Instructions, Appendix B).

Clock Hours Summary Sheet (computer) for Observation Documentation

Once you have completed your first Semester Observations Records, you are ready to start building the Clock Hours Summary, which is the final practicum document you submit for your degree. You will enter information from the Daily Observations Record and the Semester Observations Record into this databank, being careful to document only on the Entries page.

Note: This computer document has two sheets: "Entries" and "Summary". You will only make entries on the "Entries" page. The program automatically calculates and completes the "Summary" section based on information from the "Entries" section.

DO NOT ATTEMPT to enter information on the Summary Page. You will contaminate the document and may have to start over from your first entry!

To get started, you again must go into the ACCESS database through a CSD LAB computer.

  1. Double Click on MICROSOFT ACCESS
  2. Single click on DATABASE TRIAL.2.DB1.
  3. Double click on CLOCK HOURS.
  4. Find your name on the alphabetical list.
  5. Clock on SUMMARY CLOCK HOURS.

You now are ready to start building your document.

  1. You MUST start with the ENTRIES page or the program will not work correctly. Go to the two tabs at the bottom of the document, and select the "Entries" tab.
  2. On the ENTRIES page, fill in each assignment you had for the semester:
    1. In the first column, type OBS
    2. In the next column, you will put in the location of the observation. Your choices are limited to the following:
      • UMD RFP Clinic
      • ______ Schools (fill in the name of the town, e.g. Duluth Schools)
      • The name of the specific medical facility in which you observed, e.g., Mercy Hospital
    3. In the next column, type in the name of the Instructor who signed for those hours on the Daily Observation Record sheet.
    4. In the next column, use the drop-down window to select the Term
    5. In the next column, use the drop-down window to select the year.
    6. In the next column, use the drop-down window and select the FIRST choice: OBS
    7. In the next column, enter the total hours of observation you completed under that instructor.
    8. Leave the "Credits" column blank. This is used for practicum only.
  3. Go to the SUMMARIES page and make sure your hours have automatically transferred to that sheet. If they have not, see the Clinic Secretary.
  4. SAVE your entries!

You will need to print the SUMMARY CLOCK HOURS page only when you are about to graduate or when the Clinic Director requests this information. DO save this document because you will be adding to it each semester.

Incoming Graduate Students: If you attended an undergraduate program other than UMD, you will need to enter your total number of undergraduate observation hours in the ENTRIES section of the CLOCK HOURS SUMMARY DOCUMENT.

Clock Hours: Direct Contact (375 hours Minimum)

Undergraduate students and graduate students in clinic practicum are responsible for tracking and documenting all of their clock hours activity toward their degree. Undergraduates may apply up to 50 clock hours to their degree. Students must earn a minimum of 325 of the required 375 clock hours at the graduate level.

Documents for tracking clock hours

Daily Clock Hours Record (handwritten)

This form is used to track each individual therapy session. Please write neatly and write in pen, as these are official records. Documents written in pencil will not be accepted as official records. You will use the Daily Clock Hours Record as a permanent record of fulfilling this degree requirement. You also will use the information from this form to fill out your Semester Clock Hours Report.

Students will record clock hours on the provided Daily Clock Hours form. Forms are in the RFP Clinic office; find your name in the Clock Hours Binder, and keep your daily sheets here for the semester.

For each client contact, record:

  1. Date of service
  2. Client´s age and initials
  3. Your instructor must document % of session observed, and initialize. You are responsible for following up with your clinic instructor to obtain any missing signatures.
  4. Time in each disorder area for that session (fractions of hr: .25, .5, .75.,1.0)
  5. Total hours for that session
  6. Type of service (Prevention, Assessment, Intervention).
  7. Final column is to record any staffing time. Staffing time does not count toward your 375 total hours.
  8. When you use up the first page, get page 2 of this form, and continue.

At the end of the semester you will total your activity for the semester and you will use this information to complete the Semester Clock Hours Summary Reports.

Clock Hours Semester Report (computer)

At the end of the semester, you will fill out a Clock Hours Semester Report for EACH Clinic Instructor you had over the Semester.

  1. Double click on MICROSOFT ACCESS.
  2. Single click on CSD DATABASE TRIAL2.DB1
  3. Double click on CLOCK HOURS
  4. Find your name on the alphabetical list.
  5. Click on SEMESTER CLOCK HOURS. You will complete one form per SOR for that semester.
  6. Enter the hours you accrued that semester. Do not save your entries. This is a working copy you will use each semester.
    • Print out a hard copy of your Semester Observation Hours Report.
  7. Bring the hard copy to your supervisor for signature. Also attach your daily observation sheets.
  8. Attach your Daily Clock Hours Sheets to your Clock Hours Semester Reports. You are ready to gather signatures and submit your documents for Department processing. Follow the Clock Hours Submission Procedure from Appendix B.

Note to interns who participate in Duluth Public Schools Hearing Screenings or DIAL Screenings

Create your Semester Clock Hours Report for the supervising clinician:

Submit your unsigned form to the Public School Screenings Clock Hours folder in the black crate, due Week 15 of the semester. The entire stack of hours will be routed to the School Clinicians to sign all at once.

Clock Hours Summary Sheet (computer)

Once you have completed your first Semester Observations Records, you are ready to start building the Clock Hours Summary, which is the final practicum document you submit for your degree. You will enter information from the Daily Observations Record and the Semester Observations Record into this databank, being careful to document only on the Entries page.

Note: This computer document has two sheets: "Entries" and "Summary". You will only make entries on the "Entries" page. The program automatically calculates and completes the "Summary" section based on information from the "Entries" section.

DO NOT ATTEMPT to enter information on the Summary Page. You will contaminate the document and may have to start over from your first entry!

To get started, you again must go into the ACCESS database through a CSD LAB computer.

  1. Double Click on MICROSOFT ACCESS
  2. Single click on DATABASE TRIAL.2.DB1.
  3. Double click on CLOCK HOURS.
  4. Find your name on the alphabetical list.
  5. Clock on SUMMARY CLOCK HOURS.

You now are ready to start building your document.

  1. You MUST start with the ENTRIES page or the program will not work correctly. Go to the two tabs at the bottom of the document, and select the "Entries" tab.
  2. On the ENTRIES page, fill in each assignment you had for the semester:
    • In the first column, type UG (for undergrad) or Grad (for graduate student)
    • In the next column, you will put in the location of the treatment. Your choices are limited to the following:
      • UMD RFP Clinic
      • ______ Schools (fill in the name of the town, e.g. Duluth Schools)
      • The name of the specific medical facility in which you provided supervised care Mercy Hospital
    • In the next column, type in the name of the Instructor who signed for those hours on the Daily Clock Hours Record sheet.
    • In the next column, use the drop-down window to select the Term
    • In the next column, use the drop-down window to select the year.
    • In the next column, use the drop-down window and select the type of service you provided. ( See choices at bottom of this page)
    • In the next column, enter the total clock hours you completed under that instructor.
    • Credits: You will enter credits only once for each semester Next to the first entry for the semester, include the number of practicum credits you registered for in that term. Do not fill in credits next to every entry you make for the semester. Only fill in credits for the first entry of the semester.
  3. Go to the SUMMARIES page and make sure your hours have automatically transferred to that sheet. If they have not, see the Clinic Secretary.
  4. SAVE your entries!

You will need to print the SUMMARY CLOCK HOURS page only when you are about to graduate or when the Clinic Director requests this information. DO save this document because you will be adding to it each semester.

Incoming Graduate Students: If you attended an undergraduate program other than UMD, you will need to enter your total number of undergraduate observation hours in the ENTRIES section of the CLOCK HOURS SUMMARY DOCUMENT.