Overview

The Fieldwork Performance Evaluation (FWPE) tool is designed to assess the entry-level competency of Occupational Therapy (OT) and Occupational Therapy Assistant (OTA) students during their fieldwork education.

Key Features:

• Accurate Competency Assessment
  The FWPE provides students with structured and objective evaluations of their readiness for entry-level practice.

• Framework for Site-Specific Objectives
  The tool serves as a framework to ensure that all key performance areas are represented within the site-specific objectives set by the program or fieldwork site.

Availability in Exxat:

• The FWPE forms are available in the Exxat Prism by default.

• Program Administrators must activate the appropriate form for each applicable course to enable its use.

Notifications in FWPE

You can configure notifications within the Fieldwork Performance Evaluation (FWPE) form based on specific responses or overall scores. There are two types of notifications available:

• Response-Based Notification
  
  
  • Triggered by specific responses or scale ratings in the FWPE form.
  • By default, a notification is sent when a student receives a rating of 1 on any question.
  • A notification is also triggered when a rating of 1 or 2 is given for any of the following Fundamentals of Practice:
    • Adherence to AOTA’s Code of Ethics and applicable federal, state, and facility regulations.
    • Compliance with safety regulations, including accurate incident reporting and documentation.
    • Ensuring safety for self and others by anticipating and preventing potential hazards during all fieldwork activities.
      
      
• Low Score Notification
  The low score threshold setting applies to both Midterm and Final. Because only the Final FWPE is used for scoring, the best practice is to wait until all Midterm evaluations have been submitted and reviewed before enabling the Low Score Threshold setting under the Setup for Learning Activities.
  Low score notification is triggered when a student’s total score falls below a defined threshold. The Score Thresholds can be configured by the Prism Administrator:

  • OT Students: Score of 111 or below

  • OTA Students: Score of 91 or below
    
    

• Notification Setup Requirements:
  
  To configure either notification type, the following recipient details must be provided:

  • First Name

  • Last Name

  • Email Address

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Reports to use in Exxat PRISM

Exxat Prism offers several built-in reports to help you view, analyze, and interpret responses collected through the Fieldwork Performance Evaluation (FWPE) forms.

Available Exxat Prism reports that you can make use for FWPE are

1. Raw Data Report: View responses in any placement-based form for the selected course.
   • Navigation: Learning Activities > Reports > Forms/Evaluations Raw Data > Filters: Forms/Evaluations- Standard AOTA FWPE​
     
     
2. Aggregate Report: View aggregate data for placement-based forms for the selected course. 
   • Navigation: Learning Activities > Reports > Forms/Evaluations Raw Data > Aggregate Report for Placement based forms
     
3. Graphical Report: Graphical report prestation of responses of any placement-based form for the selected course.
   • Navigation: Learning Activities > Reports > Forms/Evaluations Raw Data > Graphical Report for Placement based forms
     
4. Comprehensive Evaluation Report: Comprehensive view of FWPE data. This report allows you to filter / group by student, course, educator, site, location, or settings. 
   • Navigation: Learning Activities > Reports > Comprehensive Placement Forms / Evaluations Report
     

Fieldwork Performance Evaluation Tool types

Exxat provides four distinct evaluation forms to support fieldwork education. These forms help streamline assessment for both Occupational Therapy (OT) and Occupational Therapy Assistant (OTA) programs.

• For students
  • Student Self-Assessment- OT
    
    
  • Student Self-Assessment- OTA 
    
    
• For Fieldwork Educators
  • Fieldwork Educator-OT
    
  • Fieldwork Educator-OTA
    

Workflow

Student Self-Assessment - OT / OTA

Fieldwork Educator - OT/OTA

Activate FWPE Form 

The FWPE form is available by default in the program. However, the program administrator should activate appropriate form for the course to begin distributing it. 

Follow the steps listed below to activate the FWPE form for the course. 

1. Login to Exxat using your university credentials. 
2. Navigate to Learning Activities section from the Dashboard or via the hamburger menu. 
   
3. Go to the Course for which the FWPE form needs to be activated, and in the Action, column click Setup.
   
4. In the Activity setup page click on the "+" icon in the top right of the Forms/Evaluations grid.
   
5. In the Forms / Evaluations page Select the Standard AOTA FWPE form you want to setup. 
   • Standard AOTA FWPE - Fieldwork Educator for OT
   • Standard AOTA FWPE - Fieldwork Educator for OTA
   • Standard AOTA FWPE - Student Self-Assessment for OT
   • Standard AOTA FWPE - Student Self-Assessment for OTA
     
     
6. In the Forms / Evaluations page Configure the form.
   1. Enable the Active slider. 
   2. Choose the grading options. 
      
   3. Set the due dates for the mid and final form. 
      
      

      Note: The Publish Date does not apply to Fieldwork Educator forms, as these forms are distributed directly by administrators to the Fieldwork Educators.

   4. Choose which faculty role should be able to view the form and edit the form, and which faculty role should only view the form. 
      
   5. Enable Auto notification.
      
   6. In the Send Form section, setup automatic distribution of the form.
      1. Click Set up Automation
         
      2. Choose when the form needs to be distributed. At the Beginning of the placement, Mid of placement, or end of placement.
         
      3. Choose preferred distribution schedule by clicking Add Now.
         
      4. Choose who should get the form email?, from the drop-down menu.
         
         

         Tip: To reduce the possibility of more than one FWPE being completed for a student for a single placement, Exxat recommends distributing only to the Fieldwork Educator Added by School. Secondary Fieldwork educators can be identified by the student within the FWPE itself, but these educators will not be the primary evaluators and should not receive the distributed form to complete.

         
         
      5. Choose the email template from the drop-down menu. 
         
      6. Click Automate to save the automation settings. 
         
      7. Click Save in the top right of the Edit Form page to save the settings. 
   7. The form is activated for the particular course and is available in the Forms/Evaluations grid. 
      
      Follow these steps for all the Standard AOTA FWPE forms.

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Review Submitted FWPE Form 

To review the submitted FWPE form follow these steps. 

1. From the Learning Activities, click on the Forms/Evaluations for the applicable course. 
   
2. Click on the status "Pending School Review" of the applicable form to begin the review.
   
3. Review the form
4. In the right panel, click the Select an Option drop-down to mark the form as reviewed or to Un submit to the student or field work educator. 
   
   • Review: To submit the review. 
   • Un-submit: To un-submit and ask the student or educator to redo the evaluation if required. 
     

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