Our CoP has been using videoconferencing and other online options since 2014. We want to be a resource to you at this time. Please see below some recommendations we have as a group, and some policies and guidelines that we use in our own Centers.
Collective Recommendations from the Online Options Community of Practice:
If you have the option to choose a platform to move your in-person group into videoconferencing, we recommend Zoom above all other available options.
- Availability of Tutorials to self-educate to use well
In our collective experience, the group learns best when each person logs into the videoconference separately. If you move to videoconferencing, you may be tempted to allow some groups of students to log in at one place, and others to log in as single users. You may be tempted to invite quarantined students to Zoom in but to keep other students together in person. This is particularly a temptation when students do not have access to home computers or home internet access. In our experience, it is better to have everyone have their own individual connection rather than having some students meet as a group. This would mean that for the time being, students without internet access would use their phones.
Give Ample Time for Orientation: For a group of CPE educators and students who have not begun their unit intending to use videoconferencing, everyone will need to take time to educate themselves and grow in comfort. Use Zoom tutorials and call on your colleagues that are familiar with these methods of approaching CPE. We hope to post a basic introductory video on Zoom use especially for CPE educators and students.
Zoom will connect you for videoconferences but will not provide a place to share and store documents to share. Think about where you want to store and share documents when you are disconnected from your institution’s shared drives. Many in healthcare institutions cannot access Google-based platforms at work, so choosing Google during this temporary move to videoconferencing might not be a viable option. Google Classroom might be a useful mechanism as your email inbox won’t be flooded with emails. However, keep in mind that when you return to your institutions you might not have access to Google based platforms. ACPE and Sharepoint uses Microsoft-based document-sharing.
Be Prepared for Changes in Group Dynamics:
In our experience, CPE that happens over videoconference varies in intensity in the same way that no two in-person CPE groups have ever been the same. Be prepared to observe group dynamics during this change just as you would with other interruptions. At a time when everything around us is changing day to day, these changes in the way the group relates are great fodder for learning.
Individual Best Practices from Different Centers:
Below you will find some of our Centers’ policies on videoconferencing as required by ACPE, as well as etiquette and guidelines for CPE via videoconference.
- Sarah Knoll Sweeney: https://docs.google.com/document/d/1ADyjyyN56b00yH1Qcg5IBd3shdAIRPUIkD30L-2pdaE/edit?usp=sharing
Particular Seminar Differences:
- Verbatim: Students post their verbatim two days
ahead of time and students are free to print or use electronically to offer
feedback to the presenter. We do not screen-share during verbatim, but stay in gallery
- Didactic: I usually screen-share my slides during this seminar, and have made the slides available to the student wherever we store documents. I periodically pause screen-sharing to return us to gallery view for discussion.
- IPR: I disable the chat function and keep us in gallery view. I find IPR to be very effective on Zoom. The student sees herself as well as her peers’ faces in close view. We have the ability to look even more closely at one another than we do in a larger more distant circle. Students have given consistent feedback that IPR via Zoom taught them to listen and pause longer, to take turns better, and slow down in conversation in a way that taught them about better spiritual caregiving.
- Note on Use of Chat Function: I have followed Maurice’s guidelines on use of the chat function. I leave chat open for both large group and individual conversations except during IPR. I bring the use of chat into group dynamic conversations when we wonder aloud together about functional and dysfunctional subgroups in the learning cohort.
- Maurice Appelbaum: VIDEO CONFERENCE MODALITY
Zoom Meeting Link: (enter Zoom link)
Each student has a right to be oriented to the video conferencing technology. This orientation should succeed in helping students know how to use it and feel comfortable doing so. The center is responsible for using a program that is of top quality and compatible with the needs of CPE educational classes. The center is responsible with any costs associated with the video conferencing services. It is the student’s responsibility to ensure that the space they are video conferencing from is private and no one else can be privy to the confidential information being shared in class. Students are responsible for ensuring that their technology (mic, camera, speakers) are all functional.
Call information is as follows:
(646) 558-8656 or (720) 707-2699
Meeting ID: (enter meeting ID)
It is important for students to be present for class via video conferencing. Being present for class enables group cohesion and group development and assists in the dynamic educational process of the clinical method of learning that defines CPE. It is therefore essential that students attend class via video conferencing, ensuring they can be both seen and heard by their peers and by the ACPE Certified Educator. If there are extenuating circumstances or in cases of emergency, it is better if students attend class by phone rather than missing class entirely. However, this is a last resort and not an equal option for students to employ. If a student phones in to class without being visibly present via video conferencing for more than 2 classes, that student is in jeopardy of attaining full credit for the course. (this might be waived during this unprecedented time)
Class time will include sharing of personal and confidential information. Please make sure you have privacy during class time, which includes not having family members walking through your space.
If there is any extraneous noise, like dogs barking, please keep yourself on mute.
- Unyong Statwick
Sample Technology Instruction:
- Rachel Van Thyn – Be aware that there is a chat feature on Zoom. It has the capacity to send messages to the entire group, and for individuals to chat privately with each other. I recommend acknowledging that feature up front and setting etiquette for its usage.
- Soomee Kim: Our center (Center for Integrative Pastoral Practice) offers hybrid units which start with a four to five day face to face retreat followed by on-line group and individual supervision using Zoom. We also have Moodle classroom platform where students have access to CPE resources including the student handbook and places where they can upload the weekly supervision just for the Educator and verbatim for all in the group. This platform also allows the Educator to respond to the student’s writings privately and keep track of what they have submitted. We have Zoom and sign-up capacity built in the Moodle.
I have pasted below Etiquette and Rules of Engagement for on-line group for your information:
VI.7 – ETIQUETTE and RULES of ENGAGEMENT
for GROUP SUPERVISION
- During the Orientation Retreat, we plan to make sure all students are set for on-line group and individual sessions. Bring your laptop or tablet and be ready to download and register in the Moodle classroom platform and download the Zoom program and participate in the test run. If you do not have a laptop or tablet, please make sure to download and test the Zoom program on your computer before the first session. If you have challenges and need help, please let your educator know: Your educator will support to be prepared before the first group time even if it takes an extra session with you before the first on-line group time.
- You do not have to figure out how to work the program alone. During the first group session, we will take time to go over the buttons on the Zoom program and where you will find the items you will need for working with the program audio and video, etc.
- Before the first on-line session (group or individual), make sure the following:
- Make sure you are in a physical location that has a good internet connection.
- The environment should be free of distractions and interruptions and ensures privacy. This is crucial because you will need to talk freely on confidential matters that often comes up in group and individual supervision.
- Have the appropriate computer equipment set up and ready to go. Make sure the camera and audio set are in good working condition. Have a headset ready. (Some days you will need it and some days you won’t, depending on the weather and the program load).
- Get ready few minutes before the group begins. Check on the mike and the angle of the camera to be sure you look presentable, there is no distractions in the background, and the lights are properly aimed so that your face (not your shadow) will be clearly seen on the screen.
- If, for some reason, you will be late for joining the Zoom meeting,
text or email the educator and your peers.
(Usually before one leaves the Orientation Retreat, a group usually sets
up a chat room in an agreed upon App.)
- An online group meeting or supervision deserves the same respect as in person meeting.
- Please keep your attention focused on the conversation at hand.
- Do not read email, text people, or focus on other distractions during online time. Please know that it IS obvious to others when you check emails while in group session. This is highly disrespectful.
- If you need to communicate through “Chat” while conversation is going on, be sure to send the message to everyone. No side chatting is allowed, especially during a group time.
- It is not appropriate to turn off your camera during class times,
unless we have a weather problem with the computer.
- It is polite to mute your mike when you are not speaking. Turn on your mike only when you are ready to speak. When your Certified Educator sees your mike button turns on, he/she will recognize you and your desire to contribute. You may also use “raise hand” button when you wish to speak.
- More generally, these are expectations of group process in CPE:
- Because CPE is considered graduate-level education, all participants are expected to bring their feelings and unfinished business back into the group or supervisory process. Gossip with peers outside of the group or with people in your clinical setting is not acceptable. If a peer tries to gossip with you, it is your responsibility to expose it to the group and educator. Disagreements, complaints, and conflict will be managed live during group time, not on email or outside of class. Please forward hostile or grumbling emails to the whole group and the educator. IPR is specifically set aside for such topics.
- Actively participate in group dialogues, giving and receiving feedback and critique with your group members, bringing your learning issues and needs into group and/or individual supervision.
- Show respect for the group, yourself, and the educator by being on time for appointed meetings and remaining in the group until class ends. If you cannot make an individual supervisory appointment, it is your responsibility to trade times with another peer and notify the educator by email prior to the meeting time.
- Group business stays in the group. This means that unfinished business of the group will be finished with the whole group present, not in pairs outside of group.
- It is inappropriate to send jokes, forward junk mail, and send any
political or religious put-downs on email. Please use email only for