TEACHER’S MANUAL

Section 1 Policies and Procedures

Table of Contents

• Building Bridges + History of AFL

• Arts For Life Contact List • Arts For Life Programs

• Social Media Agreement • General Volunteer Policies

• Illness Policy & Procedure • Patient Confidentiality • Professional Boundaries Policy • Cleaning Policies • Materials Guidelines • Recyclables Policy • Foul Weather Policy

• Review: ONLINE QUIZ / artsforlifenc.org

 

Arts For Life builds bridges and makes lasting connections between the art and healthcare communities of North Carolina. Our staff members are artists and teachers who believe the arts are key to creating and maintaining vibrant and healthy communities. Our programs teach visual arts, music, and creative writing lessons to patients and operate seven days a week, six to fourteen hours a day in each of our hospital sites. Arts For Life staff, interns, and volunteers teach the arts to patients for over 260 hours each week. Arts For Life partners with Brenner Children’s Hospital in Winston-Salem, Mission Children’s Hospital in Asheville, Carolinas Healthcare System Levine Children’s Hospital in Charlotte, and Duke Children’s Hospital & Health Center in Durham to create successful pediatric clinic art programs, inpatient bedside programs, and art groups and special events. Our teachers work with more than 9,700 patients, siblings, and family members annually, and we see many of those on a weekly basis. We teach the arts to children and teens who are battling serious and chronic illnesses, kids who need ongoing therapies and treatments, and brothers, sisters, and parents who are with the patient throughout the process. Arts For Life has improved pediatric and patient care across the state of North Carolina, demonstrating the importance of vital, educational, and engaging support services for patients and their families. Our programs strive to help young patients become strong members of their communities in spite of the struggles and hurdles they face. Arts For Life’s internship and volunteer programs train college students, artists, medical students, and community members in teaching the arts to patients. Through these programs, we have led hundreds of people in using the arts to improve their communities.

arts for life’s program goals • Utilize art stations, teachers, and lessons to transform and improve healthcare

environments; • Provide hospitalized and seriously ill children access to the arts and education; • Help young patients and their families cope with short and long term effects of illness; • Give patients opportunities to interact with peers (other patients and siblings); • Foster patients’ imaginations, critical thinking skills, and creativity; • Help patients to set and achieve goal • Guide patients in focusing on positive activities during waiting times and stressful

experiences; • Provide positive educational experiences that add a sense of purpose and accomplishment to

children’s lives.

history Arts For Life began as a small project in 2001 when our founding director, Anna Littman, gave cameras, film, and journals to young cancer patients. Littman became a part of the community of patients at Brenner Children’s Hospital when her 11-year-old sister, Katie, was diagnosed with osteosarcoma, a type of bone cancer. Littman spent many months in the hospital with Katie. She witnessed the struggles and triumphs of young patients, and observed that many of the children’s emotional, social, and cognitive needs were not being met. While helping to care for her younger sister, Littman also began teaching art. First, she was teaching just Katie. Then, she started teaching Katie’s neighbors in the hospital, then six other kids on the unit got involved, then twelve, then twenty. Patients and parents responded positively to the art lessons and asked for more. Photography and visual arts quickly proved to be ways to help patients successfully cope with their medical treatments and hospital stays. Several start-up grants and a donation of cameras, film, and film processing from Kodak allowed Littman to keep teaching. Overwhelming requests from patients, parents, and caregivers led Arts For Life’s growth. Donations from many individuals and contributions from businesses, such as the Loretta Ho Sherblom Insurance Agency, enabled Anna to form Arts For Life and to keep the program going. Now, several years later, Arts For Life runs chapters in Charlotte, Asheville, Durham, and Winston-Salem. The organization has eight staff members, three Music Fellows, ten Board of Directors, over fifty teaching volunteers, and countless community volunteers. Arts For Life has received support from the North Carolina Arts Council, the Fleshman-Pratt Foundation, NFL Charities, the Stephenson Pope Babcock Foundation, the Leon Levine Foundation, Community Foundation of Western North Carolina, the Mary Duke Biddle Foundation, Panther’s Charities, Johnson & Johnson Charities, the Janirve Foundation, the Asheville Area Arts Council, the Winston-Salem Arts Council, the Winston-Salem Foundation, Ronald McDonald Charities of NC, and other foundations. Individuals, churches, school groups, and community organizations across North Carolina have embraced Arts For Life and support the organization with much-needed funds and volunteer hours. Arts For Life also receives contributions from our hospital partners to sustain and grow our offerings to patients and families.

Arts For Life Brenner Children's Hospital Contact List Arts For Life: Betsey McLawhorn Email: betsey@artsforlifenc.org Personal Cell: (336) 408-5559 Art Table: (336) 713-1788 Office: (336) 716-6817 Betsey is the AFL Program Director. Her job is to teach art to the 9th floor Hem/Onc patients at Brenner Children's Hospital on Monday, Tuesday, and Thursday. Betsey takes office days on Wednesdays and Fridays and is available via phone or email on these days. In addition to teaching, Betsey is responsible for training and managing all Volunteers, Interns, and Fellows at the AFL Winston-Salem chapter, among other administrative duties. Arts For Life Website: artsforlifenc.org Arts For Life: Amber Scavo Email: amber.artsforlife@gmail.com Personal Cell: (336) 491-0410 Amber is the AFL Program Coordinator for the 7th Floor Outpatient Clinics. Her job is to teach art to patients in the Brenner Children’s Hospital Outpatient Clinics. In addition to teaching, she is responsible for a team of volunteers and interns, among other administrative duties. Arts For Life: Kelsey Brown Email: kelsey.artsforlife@gmail.com Personal Cell: (502) 320-9165 Kelsey is the AFL Program Assistant for the 9th Floor Hem/Onc patients at Brenner Children’s Hospital. Her job is to teach art to patients in the Brenner Children’s Hospital inpatient unit, as well as Friday clinic. In addition to teaching, she is a resource for volunteers and interns overlapping her shift. Arts For Life Rachel Zink – Executive Director - (828) 712-8120 Arts For Life Headquarters – (828) 772-5339 50 S. French Broad Avenue, Ste. 258 Asheville, NC 28801 Volunteer Services Main Number: (336) 713.3514 Email: voldept@wakehealth.edu Volunteer Services is here to guide you through your hospital volunteer experience and assist with any hospital related questions regarding hospital policy, badges, check-in and check-out, etc. Because you are an AFL volunteer, your only uniform will be the AFL badge. You do not wear the yellow volunteer smock or shirt. Website: http://www.wakehealth.edu/Volunteer-Services/

Employee Health Main Number: (336)716.6127 Employee Health will help you get through all of the necessary testing and immunizations required to volunteer with Wake Forest Baptist Medical Center. Please contact them regarding immunizations and to fined out if you are officially ready with all medical records to begin volunteering. TB test are required to Volunteer or Intern. TB tests are given on Mon, Tues, Wed, and Fri. Tests are read Mon - Fri. Security (336)716.3305 If you are in the hospital and need to call security, pick up the nearest in-house phone and dial 63305. Please add the hospital security number to the contact list in your cell phone. ***If you are locked out of the clinic, call security and they will be able to let you in. Nurses Please ask nurses if you have any questions regarding health situations with patients. Nurses can get very busy, but they are a great resource. Please be sure to understand that they have a job to do and they are going out of their way to be helpful when you have a question.

stay connected with arts for life Follow our pages and help us gather content to post on our sites. If you have a story you would like to share about a patient, get a consent form signed by the parent and share the information with your Program Director. FACEBOOK www.facebook.com/artsforlifenc TWITTER www.twitter.com/ArtsForLifeNC INSTAGRAM www.instagram.com/artsforlifenc LINKEDIN: www.linkedin.com Search: Arts For Life NC Under no circumstances should a volunteer/intern post any content on an Arts For Life or their personal social media page that contains any information or photos of the patients and families that they work with through Arts For Life. Volunteers/interns may only give patient information and signed consent forms to the Program Director who will make any final decisions on posting information. Volunteers/interns that disregard this rule are subject to dismissal from their position with Arts For Life and the hospital. *Volunteers and Interns ARE allowed to re-post information that has already been posted by Arts For Life or the hospital.* I have read and agree to the above statement: Print name: _______________________________________________ Signature: _______________________________________________ Date: _______________________________________________

general volunteer policies Commitment of Services

• Volunteers must commit to 90 hours or at least 9 months of service. • Volunteers must commit to at least 3 services hours per week.

Completion of Training

• Hospital Application and Orientation: (Total 3-4 hours) Volunteers must complete the Chapters’ Hospital’s Volunteer

Application Process including reference forms, criminal background check, vaccination review, TB screening, and mandatory annual flu shot.

Volunteers must complete the Chapters’ Hospital’s Volunteer Orientation Session

• Arts For Life Training: (Total 7-12 hours) Volunteers must complete one or two Arts For Life Training

Sessions (3-4 hours) Volunteers must complete two session of shadowing and

observation with an Arts For Life Teacher (4–8 hours) Confidentiality

• Volunteers must uphold the patient confidentiality agreement outlined by the Chapters’ Hospital in the Volunteer Orientation Session.

Absences

• When possible, volunteers must inform the Program Director of an absence at least 24 hours in advance. (For more information on illness-related absences, please see the Illness Policy in Section 7)

Attire

• Volunteers should adhere to the dress code outlined by the Chapters’ Hospital.

• Volunteers should dress comfortably, yet appropriately. This means: No open-toed shoes No torn/cut-off clothing No leggings or jeggings as primary pants No sheer or lace clothing No T-shirts with inappropriate slogans No short skirts or shorts higher than 1” above the knee

No halter tops, tank tops, low-cut shirts, or shirts that show any part of the stomach or back. (Even when raising arms) Check with your chapter regarding blue jeans

• Volunteers should always clearly display a nametag bearing the Arts For Life logo, in addition to their Hospital badges.

Cell Phones We ask that no cell phones are present during your shift with Arts For Life. Locked cabinets are available to keep your cell phone safe. Remember, be present even when kids are not present! If a child sees you on your phone, they might choose not to approach you and they could miss out on an art lesson. Additionally, if you are in a session and stop for a call or text, this shows our children that they are not your focus. Always be present with your students! Relationship to Healthcare Staff—including MDs, RNs, CNAs, Nurse Practitioners, Social Workers, Therapists, Administrative Support Staff, and any other professional employed by your Chapter’s Hospital

• Volunteers should not impede the work of any healthcare staff. Volunteers should be a source of support for all staff members.

• Volunteers should refrain from assessing or commenting on the health of a patient that in any way may suggest a proficiency in medical knowledge and/or patient history

• Volunteers should do all they can to maintain positive relations with healthcare staff.

Standard of Excellence

• Volunteers must treat all students equally. • Volunteers must maintain a positive, compassionate attitude. • Volunteers must come for each shift completely prepared for the day’s

lessons, with back-up lessons in mind. • Volunteers should do all they can to involve the family members

(especially siblings) of students in lessons.

Arts For Life Illness Policy

Due to the compromised health status of the children Arts For Life serves, maintaining the personal health and wellbeing of Arts For Life teachers is of the utmost importance. Teachers should do all they can to maintain their own physical, mental, and emotional health in whatever ways they are accustomed. Self Care In order to preserve the health of themselves and others at the art table during their shifts, Arts For Life teachers should:

• Wash hands immediately upon arriving for a shift and just before leaving at the end of a shift

• Wash hands or use hand sanitizer periodically throughout the shift (Hand sanitizer will lose effectiveness after three consecutive uses) including after bathroom breaks or use of facial tissue

• Cover mouth completely when sneezing or coughing, using elbow • Avoid all physical contact with any individual who is visibly sick • Wear a mask and/or gloves (available upon request) if coming

into contact with a student with a contagious illness. Illness-Related Absence Arts For Life Teachers should avoid coming in for their shifts if they:

• Know themselves to be sick in a way that might be contagious. • Have been exposed to a contagious virus or condition, even if

they are not exhibiting symptoms • Have physical symptoms of being sick—including (but not

limited to) coughing, sneezing, sore throat, vomiting, diarrhea, fever, or rash.

• Have any question about their ability to physically execute their volunteer duties due to illness or injury.

Arts For Life Teachers who are feeling ill may come for their shifts only if their symptoms have been properly diagnosed to rule out contagiousness (ie, are allergy-related, or attributed to another non-contagious-source.) Arts For Life Teachers should notify their Supervising Teacher

or Program Director via text or phone of an illness-related absence 24 hours prior to a shift, when possible.

Patient Confidentiality It is the policy of each hospital to protect patient’s Protected Health Information, in accordance with the Health Insurance Portability and Accountability Act, and other regulations protecting patient’s privacy. Protected Health Information is information unique to an individual that can identify them:

- Patient Name - Social Security Number - Address - Telephone Number - Email Address - Web Page (such as Caring Bridge for our patients) - Medical Record Number - All patient related dates - Full face photography - Any other unique identifiers that we may have access to on the census.

Do not discuss any patient’s conditions or circumstances with those who do not have a work-related “need to know.” Many parents, and occasionally other patients, will ask how a patient is doing, if they are inpatient, what room they are in, their caring bridge site, etc. If they request this information, politely tell them that you are not allowed to share such information. Any information you overhear or accidentally obtain should not be repeated. Photos can only be taken if a parent or guardian signs the Arts For Life and hospital media release forms. Never take a photo of a patient without their consent. Never take a photo of a patient with a personal device such as a cell phone or ipod. Standard hospital policy is to shred sensitive paper information. Check with your Program Director to locate your assigned shredding bin. This will include the census and any notes taken during the day; be careful with patient lists and check your pockets before leaving the medical center. Be careful not to discuss patient information or post photos of patients on any social networking sites (such as Facebook or Twitter, blogs, etc). Do not discuss patients with friends or family members.

It is important that you are mindful and respectful of patient’s privacy at all times. In addition to the above precautions, please keep the following in mind at all times:

- Do not talk about a patient or patient’s family if they are not present. - If a patient requests information about another patient or family,

politely tell them that you are not allowed to share such information. - Do not use last names or any other identifying factors. - Use extra precaution when you are in the hallway. Use a lowered

voice when conversing with a patient or family member where others may hear. Take precautions to minimize the chance of being overheard by others. This is especially important when you are speaking with other staff members, such as the school teachers. You may want to suggest that you step inside the library or their office to talk.

- Always keep patient notebook locked in the appropriate cabinet. - If a visitor requests to see a patient, refer them to the unit secretary. - When you are visiting patients in their rooms, keep records and

documents (such as the census) face down or closed when at the bedside.

- Be careful when speaking about patients in public areas (elevators, hallways, cafeteria) because you never know who may be listening.

Professional Boundaries Policy Observe all privacy practices as reviewed in your chapter’s volunteer orientation. If you have any questions about the patient’s Protected Health Information, ask your Program Director or the Volunteer Department at your hospital. Refrain from:

• giving out personal contact information

• discussing personal matters, especially those involving religion,

politics, or other controversial subjects

• meeting families outside the hospital unless it is at a hospital-

sponsored or Arts For Life event

• becoming friends with patients, parents, or other family members on

Facebook or other social media sites

• giving gifts to patients or families

• helping families financially (note: families can talk with social

workers)

• calling patient rooms for any reason

• bringing food or treats to patients or families

• taking photos of or with patients, unless there is a release and it is for

an AFL publication

• using last names within earshot of others

• discussing kids at the art table who are not present

Guidelines for Cleaning Materials

Cleaning Materials Throughout the Day

1. Wipe the art table and chairs with the assigned wipes at the beginning of the day, in between patients, and at the end of the day.

2. Keep disinfectant wipes and gloves near the Arts For Life table or in your tote or cart. Use the wipes to clean all used materials after use. Clean each item thoroughly, covering the entire item with disinfectant.

3. Wipe each material until it is visibly wet and allow to air dry. Do not touch the surface for 2 minutes.

4. In accordance with each hospital’s infection control policy, all materials must be cleaned between each student use.

5. Rinse brushes, cups, and other containers in the sinks assigned by your Program Director. DO NOT use patient sinks for cleaning tools.

6. When needed, obtain all the paper towels you will need for the project from a dispenser in the general playroom, or from one of the dispensers at the hallway sink. DO NOT use paper towels from the dispensers in the patient rooms or bathrooms.

7. Make sure to maintain control of all materials. This means: a. Ensure each student has access to his or her own materials in

the case of several students working together. Explain that they can share or trade once the supplies have been cleaned.

b. Give the child a small amount of the porous materials at one time that are not able to be sanitized (i.e. – paper, feathers, google eyes, pom poms, pipe cleaners, model magic, play doh, etc.). These items need to be either left with the patient or discarded once they have been touched or placed on the patient’s table.

Self Care

1. Always wash hands in the hallway sink, staff bathroom sink, or general playroom sink; NEVER wash hands in a patient’s personal sink.

2. Wash hands immediately when you come onto the unit. Wash or use hand sanitizer between patients before you enter their rooms. Also wash before you leave the unit.

3. Observe and follow all universal precaution signs as posted by hospital staff.

4. Use the staff bathrooms. NEVER use patient bathrooms.

Cleaning Materials at the end of the Day

1. Use your Chapter’s assigned disinfectant wipes to clean all materials and surfaces (tables and chairs) that have been used. Please wear gloves when using the wipes to protect your hands from the strong and possibly irritating chemicals. Reorganize materials into their assigned containers.

Monthly Cleaning

1. See your Chapter’s “Deep Cleaning” schedule. This can be easily done on a slow day and will be much appreciated by your fellow volunteers!!!

Please remember to NEVER re-use Model Magic or Play Doh. These materials can absolutely NOT be cleaned and

need to always be left with the patient or discarded.

Arts For Life Materials Policies Just for Arts For Life Teachers These are supplies AFL has in its storage cabinets. These supplies should only be used by teachers, and should be kept out of reach of children and parents at all times. In addition to the specific items on this list, any sharp, hot, or toxic material should also be used only by trained AFL instructors. Large Scissors Xacto Knives Paper Cutters Any sharp object Any object with a blade Any material that is NOT non-toxic Any glass or breakable object that will shatter Toaster Oven (for shrinky dinks or sculpey) Blow Dryer (due to water cups for painting being on the tables) Items Not to be Left in Patient Rooms and Only to be used with teacher supervision These are items that should not be left in patient rooms. In addition, please do not leave beads or other small objects with children 5 years old or younger. In addition, the children and their parents should only use the following items with the supervision of an AFL teacher. - Any electrical item (glue gun, hair dryer, toaster oven, etc) - Scissors, needles, awls, circle cutter, etc (any sharp, pointy, or hot object/tool) - Entire boxes of materials - Specialty supplies like paper crimper or other high quality supplies. - Skewers with pointed ends - Speedball carving tools. - Any glass or breakable object that will shatter For Teens Only (14 or older) The following supplies should be used by teens only, and even then only with close teacher supervision. Hot Glue Gun Awls Dull needles for sewing Blow Dryer Sharpies Acrylic Paints In all circumstances, please use your best judgment and always put the children’s safety as your number one priority. Please also put the cleanliness and preservation of hospital furniture and environments and children’s clothing as a priority. Please do not leave paints with unsupervised children under the age of 6.

Policy on the Use of Recyclable Materials in Art Projects

Because the health and wellbeing of all Arts For Life students is of the utmost concern, certain recyclable materials are not suitable for use in our art projects. Please keep this in mind as you are planning and facilitating your lessons. Materials Not Approved for Use in Arts For Life Art Projects: • ANY items from the Bathroom

Including (but not limited to): Toilet Paper Rolls Used magazines that have been stored in the bathroom

• Non-washable materials from the Kitchen Including (but not limited to): Egg Cartons Paper Towel Rolls Cereal or other paperboard boxes

• Any food containers that cannot be boiled or disinfected. • Any item that has any trace of mold or scent such as perfume, dampness, or

smoke. Approved Materials: • Washable materials from the Kitchen

Including (but not limited to): Glass Jars (must be boiled for 5 min.) Plastic Items—Soda bottles, berry baskets, yogurt cups, lids—that can be soaked in hot soapy water and dipped in a bleach solution. Aluminum cans (soaked in hot soapy water)

• Non-Kitchen Items (i.e. items that have not come in contact with food or any other kitchen-based bacteria) Including (but not limited to): Cardboard boxes Styrofoam blocks Cardboard notebook backing Wrapping paper tubes Packing materials (bubble wrap, Styrofoam peanuts, etc) Ribbon spools

If you have questions or concerns about specific materials not listed here, please ask your Program Director before facilitating the lesson plan that includes it.

Winston Salem Chapter Specifics In the 9th Floor Peds Hem/Onc Clinic:

• Familiarize yourself with the types of appointments kids have at the clinic. Usually, what a kid is having done is listed below his name on the appointment sheet. Almost every kid will wait each visit to see the doctor, which can take anywhere from a few minutes to an hour.

Art Studio - Setting up and at Art Table: ● Retrieve the Clinic List from the clinic nurses station. ● Get the set of keys with the bike locks from the container at the front

desk. ● Put your personal belongings in the locked cabinet. ● Place the clinic list on the clipboard. ● Unlock the chairs. Place the cords in the cabinet or on top of the green

shelf (please do not leave cords on the floor). ● Put on gloves. This is incredibly important, as the Cavi Wipes not only

dry out your skin, but there is a warning stating that upon contact with skin you must run your hands under water for 20 minutes.

● Wipe down all art tables and chairs with Cavi Wipes. ● Using the Cavi Wipes, clean and set out the following:

○ Markers, crayons, colored pencils, pencils & Sharpies container ○ Glue, glue sticks, tape, stapler, and other basic art supplies ○ Hand sanitizer ○ Watercolor Paint, brushes, water containers

● Use Cavi wipes to clean any other materials you need. ● Keep scissors in the cabinet, or out of reach of small hands. ● Pull the weekly project examples from the notebook, display in window

behind art table. ● Wash your hands. ● At set up and during quite times, take project examples to the clinic

and invite any patients and siblings that are waiting to come to the Art Tables.

● If the clinic is slow or quiet, check with patients on the unit. It is best to wait until after 10:00 am to do this. Many patients and parents will sleep in or would like quiet time in their rooms until 10:00 am. Before inviting a patient to the table, check with their nurse first to see if the patient can leave the room.

Art Studio - Safety and regulations

● Keep track of the patients, their siblings and any family members or friends you work with. Make a note of their name (FIRST NAME, LAST INITIAL) and approximately how long they created art with you.

• If you step away from the table, be sure that all electrical items are unplugged and returned to the cabinet. Scissors and other sharp materials need to be returned to the cabinet. Lock the cabinets. Be sure to take the camera or any other valuable supply (printer, etc) with you, or lock in the cabinet.

• If using the paper cutter or X-acto knife be sure to keep it on your person at all times. It is best to use this for preparation away from the table. Keep in the locked cabinet when not in use. Always return the paper cutter to the locked cabinet at the end of the day.

• Do not cut directly on to the tables. Please use the self healing mat whenever you cut with an X-acto knife or other sharp blade.

Going to Bedside Studios/Patient rooms: • When leaving the art table for the infusion room, a back room, lunch,

etc, you need to completely shut down the tables. This means you will need to put all the supplies back in the cabinets, wipe everything down, stack and lock the chairs, and lock all cabinets in the art room.

Closing the Art Studio Tables

● Sanitize supplies as you return them to the cabinets. ● Sanitize the tables and chairs. ● Stack the red chairs and secure them to the square table with the

cable. ● Stack the green and blue chairs and secure them to small table with

the cable. ● Look at the floor before you leave and pick up any large pieces of paper

or scraps that might have fallen. ● Return materials to their proper location on the shelves. ● Record your patients, times, and projects in the Patient Notebook. ● Record any materials we need by noting on the white board. ● Return the keys to the container at the front desk in clinic.

Please do not take keys home! ● Recycle your patient log sheet by placing it in the grey document

shredder behind the information desk on the 9th floor. This is confidential information – it must be covered at all time and cannot leave the hospital.

● Check out at Volunteer Services

Health Precautions at the Art Studio Table

• Please see the Art Station Policy for 9th Adolescent Unit Patients (next page). This policy also applies to 8th floor General Pediatrics.

• If the table is full of patients from the Hem/Onc clinic and unit and General Pediatric patients or patients you notice have a cold or other possible contagious infection wish to do art, offer to gather supplies for them to take to their room or another area. Explain to parents that this is “due to the compromised immune systems of the Hematology and Oncology patients”. If you notice a patient, family member or friend (who has been at the table) has been sneezing or coughing, mention to the parent that you are concerned the child may have a cold, and due to the compromised immune systems of the patients, could you please set the child up with art in an area separate from the table. Parents are very understanding of this. If you do need to separate a patient or sibling from the group due to a cold or other infection, be sure to allow them to continue their art project. Bring their project and necessary supplies with them and be sure to check with them often to see if they are in need of any other supplies. It is very important to still include the patient and not make them feel isolated.

Art Studio Policy for 9th Adolescent Unit Patients

Policy The Arts For Life Art Station is set up primarily for pediatric oncology/hematology patients from the outpatient clinic and inpatient unit. However, because the tables are visible to many families, patients, and staff passing through the hallway, we frequently receive requests for other patients to participate from the 9th Floor Adolescent Unit. To address these requests we have the following policy. This policy has been approved by the doctors and staff of the Hematology/Oncology team.

1. No patients on isolation can come to the art station under any circumstances.

2. We ask that no child or parent with any signs of cold, cough, fever, or any other contagious illness visit the art table.

3. If an adolescent patient or sibling would like to come to the art station or have an art lesson and they are not on isolation, we will do the following: A. If all tables are full, we will give the patient an art kit and instructions they can use in the adolescent playroom or in their hospital room. B. If there is adequate space at the art station, we will set up a special art table separate from the main art station where the child can work. This table will be set up against the green wall to the right of the art cart that is stored next to the art station. The Arts For Life teacher will provide instruction to the patient.

We must take these precautions due to the low immunities of the children in

the hematology and oncology clinic/inpatient unit.

Visiting Bedside Studios/Patient Rooms

Information on Isolation Rooms and General Pediatrics Bedside Studios - Who should I visit first? When you come in for your volunteer or intern shift, please keep the following in mind:

• Get a census from 9PHO – 9th Hematology/Oncology & Cardiology. You will also want to check the Hem/Onc Unit Patient Notebook (not to be confused with the AFL Patient Notebook), kept with the Unit Secretary, for information about patients being admitted and discharged. If a patient is being discharged, check with their nurse to see if it will be in 20 minutes or two hours. Do not assume that they cannot do art if being discharged, as many will have to wait a few hours once they are told they will be leaving. You may want to check this again half way through your shift to see if anyone has been admitted.

• If you notice the census is full, you may want to ask the Unit Secretary if there are any of our patients on other floors (this happens occasionally, with our patients admitted on 9PA and 8GP – when the unit is full).

• On the white board in the hallway, the name of each nurse on duty is written with the room numbers of their patients. Refer to this if you have a patient specific question. (Example – Laurie: 2, 5, 14, 15; Martha: 1, 3, 9, 10; Stacey: 12, 13, 15, 16).

• Check the notes from the Program Director, previous volunteers and interns to see if anyone has requested art. These requests will be on a sticky note attached to the front of the patient notebook, or noted in on the patient notes sheets from previous shifts.

• Start with patients that have requested art. • Check Oncology (Cancer) and Hematology (Sickle Cell, Anemia, ITP,

etc) patients first. These are the pediatric Hem/Onc patients. Check Cardiology patients next.

• When leaving materials with students in a bedrooms or infusion rooms, make a plan for getting those materials back. It is best if you can arrange to collect them before the students leave, however this is not always possible. Make arrangements with a nurse or CNA to collect the materials for you, so that you may retrieve them when it is convenient for you. Be sure to make a note about which patient has supplies, what they have and the room number in the “Supplies” section of the notebook. Never leave materials in a room overnight. Never leave the AFL chair in a room overnight.

• Gather all the supplies necessary for the project the patient has chosen. There is a purple tote in the volunteer cabinet, or a metal art cart in the art room, that are great for putting all the supplies in or on. Be sure you are bringing sanitized items into the room.

• There is a chair in each patient room, however it is good to bring in a small chair to sit in. This way parents won’t feel obligated to get up and give you the chair. It is good to have a chair so you can sit and be at eye level with the patient. Be sure to place the chair in a spot so the patient’s IV Pole is easily accessible to the nurse. (We have two small folding chairs for this purpose)

• If there is time left in your shift and you have worked with everyone in 901 – 916 that is interested, please check:

o 9PA – 9th Pediatric Adolescents. • General Pediatrics on the 9th floor are typically teenagers, however we

do not have their medical information. The census may state that the patient in room 918 has “BURNS,” however only the nurse can tell you that the burns cover 80% of the body, the patient just came up from PICU and has limited mobility. There are patients who visit the 9th GP unit who will be regulars and love to do art, it is always good to check if they are inpatient.

• IMPORTANT: If you work with patients on 9PA you CANNOT return to 9PHO.

• Please do not leave any materials (other than prepared kits) in rooms on 9PA.

• Please do not use any materials from Art Studio cabinets in rooms on 9PA. Only use materials from the volunteer and intern art cart located on the GP side.

What if a patient is on isolation? There are 4 different isolation/precautions our patients might be on. These are listed on a brightly colored, laminated sheet outside the patient’s room. They are:

1. Contact Precautions 2. Droplet Precautions 3. Respiratory Precautions 4. Strict Isolation/Precautions

ALWAYS visit patients who are NOT on any precautions or isolations first. For example, if you have the census and are planning on visiting 904 first, and see upon approaching their door that they are on a precaution, mark them for later. You CAN visit other patients if you go in to a contact isolation room. It is just good practice to visit the non-isolation patients first. After you have seen patients that are NOT on any precautions, check patients in this order:

1. Contact Precautions 2. Respiratory Precautions 3. Droplet Precautions

NEVER visit a room under Strict Isolation/Precautions. DO NOT visit any other (non-isolation) rooms if you have worked in a respiratory or droplet isolation room. REMEMBER to clean every item between each use, and be extra aware of what you are bringing in to the rooms. If you are going in to an isolation room, you cannot take any extra materials that cannot be cleaned. For example, if you are making a mask, ask the patient what colors they would like to use and bring only those color papers or foam in to the room. You cannot take books or other materials like these in, as they cannot be cleaned. Whatever paper is taken in for a project needs to remain in the room. ALWAYS follow the directions on the Precaution signs that let you know what you need to do before entering the room. It will state whether you need to wear gloves, a gown, a mask or a combination of those PPE.

Patient Census Guide The look of the census changes depending on who is printing the copies. Patient Census should include: First name, last initial Age Sex - If none of these identifying factors are on the census you are given, you can ask the Unit Secretary for that specific information. Look for Hem/Onc Doctor's names: Wofford, Marcia McLean, Tom Buckley, Kevin Dixon, Natalia Smith, Anita Russell, Thomas Please see these patients first! ********************************************************************************* The information on the patient census is confidential and should be kept covered at all times! Please place face forward on the clipboard provided on your Volunteer & Intern art cart and keep with you at ALL times. ********************************************************************************* Please place your census and any other loose patient notes you may have in the grey document shredder/recycle bin behind the desk in the front lobby. DO NOT leave the hospital with a census for any reason. *********************************************************************************

ARTS FOR LIFE Winston-Salem Volunteer & Intern Supplies

Please take some time to familiarize yourself with the materials in the cabinets. This is a great way to spend the first hour of your first shift, or you are welcome to come in separately from your scheduled time to “get to know” the materials. VOLUNTEER & INTERN Supply Storage The Volunteer & Intern Supply Storage is found in the first white cabinet to your left when walking in the Art Studio. All basic materials for projects can be found in this cabinet. During your shift, please take the supplies you need for your projects from this cabinet and place in either the purple tote or on the metal rolling cart. At the end of your shift, please clean all materials and return to the exact spot you pulled them from at the beginning of your shift. Please clean the tote/cart and return to its place. INPATIENT SUPPLIES If you would like to leave markers, crayons or colored pencils in a patients room, please use the materials marked specifically for “9PHO Inpatient”. These can be found in the cabinet next to the cabinet with patient notes. Additionally, there are art kits available to leave in patient rooms – these are also in the same cabinet as the markers and colored pencils. All OTHER Cabinets The remaining cabinets in the Arts Studio, house all other supplies – from tin foil to acrylic paint. Please do not use any supplies in the right hand side of the cabinet closest to the art tables. This cabinet is for the clinic table only.

Volunteer & Intern Weekly Projects Volunteers and Interns are asked to prepare two project examples each week. It is best to prepare one project for the younger population, and one for teens. You can prepare your lessons in whatever way suits your schedule. You may choose to prepare two lessons each week, sit down at once and prepare eight for the month, or any other way. As long as you have two lessons, prepped with physical examples at the beginning of your shift each week, how you go about preparing them is up to your personal preference. You can use AFL materials for your examples. We prefer that you make them at the hospital if it requires materials we have a minimum of. If you have any questions about this, please ask your program director. Keep your project examples! You will begin to develop a great project notebook over time, and have your own “tool belt”. After six months, you can even start rotating some of your projects! You will find a large notebook in the Volunteer and Intern cabinet for quick reference.

Winston Salem Chapter Specifics In the 7th Floor Pediatric Outpatient Clinics:

1. The 7th floor clinics include a wide variety of departments and clinics including: Cardiology, Endocrinology, Pulmonology, Nephrology, Rheumatology, Gastroenterology, Otolaryngology(ENT), Psychology, Genetics, Obesity, Developmental and Behavioral Medicine, Infectious Disease, Radiology, Cleft Clinic, KidsEat,and Domestic Violence Clinic

• We see patients from birth-18, as well as high risk pregnant women, and adults with specific medical conditions treated by our specialists.

• The clinics being seen each day changes depending on the day of the week.

Craft Studio - Setting up ● Check in at Volunteer Services on the main floor. ● Retrieve the cabinet key from behind the check in desk. ● Put your personal belongings in the first cabinet (you may also use

hooks on the wall for coats/sweaters). ● Unlock all four cabinets and hang the key inside the first cabinet. ● Get out the black Teacher Crate and place on counter. Set small red

trash can next to art table. ● Sanitize your hands. ● Place stack of small empty AFL art totes on the counter to be used

when children are called back to exam rooms. ● Put on glove. *This is incredibly important, as the Cavi Wipes not

only dry out your skin, but there is a warning stating that upon contact with skin you must run your hands under water for 20 minutes.

● Wipe down all art tables and chairs with Cavi Wipes. ● Pull out the bin for “This Week’s Project” and place next to the art

table. Remove one set of project bags and half of art supplies from the bin and place in the white AFL tote on the counter to be used at the second art table. Place the “Past Week’s Projects” bin on the counter for easy access.

● Retrieve clipboard and check for log sheets. ● Place project samples on art tables and put out materials needed to

make the tables look inviting and allow children to jump right in. ● Turn off television and hang “Art in Session” sign on the hook on the

TV. If children are watching the TV when you arrive, wait until they are called back to turn off TV. (If time allows before you get started make sure the TV is on the other side of the wall and is set on channel 19 or 24).

● Greet families in the clinic and invite any patients, siblings, and family members to that are waiting to come to the Art Tables.

● When you are in the clinic waiting room, view yourself as “being on”- much like a teacher in front of a classroom. Please be sure your conversation (among volunteers and with parents) is always completely child-appropriate, positive, and represents AFL, Brenner Hospital, and yourself well.

● If you have a slow shift, there is a Prep Work envelope on the left side in the first cabinet. You may work on this while you wait for children at the tables. Working with families always comes first.

Craft Studio - Safety and regulations

● Keep track of the patients, their siblings and any family members or friends you work with on the log sheet. Make a note of their name (FIRST NAME, LAST INITIAL) and approximately how long they created art with you (rounded to the quarter hour). This information is confidential and must be kept covered.

● There is no food or drink allowed at the art tables. If someone needs a table to eat, direct them to the long table or one of the two small kids’ tables in the other sections of the room.

● Parents are allowed to leave their children at the Art Tables while they are attending to other needs ON the 7th floor. These include bathrooms, check-in/out, labs, etc. The children left in your care should be 4+yrs of age, able to communicate with you, actively engaged in art, and willing to stay. At ANY time they can be handed off to the nurses. If a parent goes back to a meeting with docs/therapists/social workers, or takes a sibling back to see the doctor- it is your discretion if the child can stay (generally 8+yrs). When they finish art, they must rejoin parents. If it is close to the end of your shift, let the parent know what time you are leaving. If ANY need arises or you need to leave- take the child back to the nurses’ station through the closed clinic doors.

● When a child is called back by a nurse, help them gather their project and finish if possible. If they are still working, place their project and supplies in an art tote to take back and work on (do not send scissors, sharpies, or metallic markers). The nurses are very supportive of AFL and are happy to wait for you to get this together. If the parent prefers to leave the project and come back, place it on the right counter labeled with the child’s name. In general we try to keep art and child together whenever possible.

● When a child leaves the table, sanitize all their materials using Cavi wipes. Wipe down their place at the table. If you are busy, pile materials needed cleaning on the counter. When an art tote is returned, sanitize all supplies and the tote before reusing.

● If you have any safety concerns or questions while at the table you can ask any of the staff at the desk or the nurses on the floor.

Closing the Craft Studio Tables ● Sanitize all supplies before you return them to the bins and cabinets. ● Look at the floor before you leave and pick up any large pieces of

paper or scraps that might have fallen. ● Return all materials to their proper location in the cabinets. ● Record your patients, times, and projects on the log sheet and file in

the Patient Notebook. ● Return Teacher Crate to first cabinet. Leave empty white AFL tote

on the counter. ● If children are still working (or arriving) when you are scheduled to

leave, it is okay to leave them with paper, markers, colored pencils, or crayons. Tell them to put the cup in the white tote when they are finished.

● Be sure all cabinets are locked securely before leaving. ● Remove the sign and turn the TV back on before leaving. ● Return the keys to the container at the front desk in clinic.

Please do not take keys home! ● Check out at Volunteer Services

Health Precautions at the Craft Studio Table

• CF (cystic fibrosis) Protocols: Patients with cystic fibrosis should be wearing a mask &/or rose sticker to designate their diagnosis. These patients need to be protected from common colds and other illnesses because of their lung condition. If you see either a mask or sticker, assume contact precautions. If the child came to you before they were checked in, their parent may bring a mask to them at the table- enact protocol at this point. This includes maintaining a 6ft radius between other patients and working at their own table/ supplies (they may work with their own siblings). As you move between tables, be mindful of cross contaminating. Do not touch your face and clean your hands as necessary. (*Note: You may not reveal a patient’s diagnosis to another person. You may say “contact precautions” or “needs extra protection from germs”.)

• Special Needs Supplies: We have a variety of materials in the cabinets to be used with our patients with special needs. You are free to use these any time you see fit. They include, but are not limited to Intact Boards, GelFX Light Boards, and Large Grip Markers/Crayons (may also be used with toddlers)

• If a child vomits, move other students to other art tables. There are baby wipes in the teacher crate for the parents to use to clean up the

child. Put on gloves and use Cavi wipes for clean up and disinfection as needed. Notify the check in desk for clean up of carpet or furniture. There are also emesis basins in the Teacher Crate.

Child Abuse Reporting Policies: We have the unique opportunity to get to know the patients and families we work with on a more personal level. Considering the time we share with the patients and families and the talkative nature of many children, there are times children share concerning situations with staff and volunteers. On occasion, a child might open up to you and share something that has happened in the home, or you might witness concerning or abusive behavior. If you are concerned about something shared or seen, please report it immediately.

• NC is a Mandatory Reporting State. This means that as an NC citizen, you are required by law to report suspicions of child abuse (physical, sexual, or emotional). You may request that your identity be confidential if you choose.

• If a child makes a statement to you that they are being harmed in some form; your role is to listen , not react emotionally, and not ask any questions.

• This is another reason why it is important to know the first name and last initial of the children you are working with at the table.

• We are not asking you to make personal judgments about if a child is being neglected. Those things can be very hard to deduce in hospital settings. We work with children with complex medical problems and issues whom do not present as typical, healthy children. We want to focus on the direct statements shared by minors (patients, siblings, and other children) and/or abuse that happens in your presence.

• Please do not discuss these situations in patient or waiting room areas. Conversations need to be taken to a secure and appropriate location.

To report a situation or comment: Tell an Arts For Life staff member (Betsey McLawhorn, Amber Scavo, or Kelsey Brown) If one is not present, report it directly to a social worker or nurse. In all cases, please be sure to make note of the situation, and who you reported it to, in an email to Betsey with the subject "Report". In the 7th Floor Pediatric Outpatient Clinic, if this occurs at the art table, you immediately need to politely excuse yourself to "check on something", walk up to the front desk check-in counter (step in front of the line, if people are waiting) and request a social worker be sent out to the waiting room art tables immediately, return directly to the table and continue as before- leading art activities and guiding appropriate and neutral

conversation as much as possible. Contact information for 7th specific staff and social workers is below: Stephanie Garrett (nurse manager) Ascom-702-4123 Cell- 336-782-7299 Office 336-713-4528 Jim Billock (asst nurse manager) Ascom- Social Workers Cynthia Stewart-336-713-2037 Sharon Bowen-336-713-4574 In the 9th Floor Pediatric Outpatient Clinic, if you are working at the tables and something is seen or shared, please use the SPOT badge or the phone with speed dials to request the appropriate staff member to come to the tables immediately. They can come sit at the table and observe the situation, and will ask you appropriate questions. In addition, you can also contact social worker, Sharon Bowen at336-713-4574. In the 9th Floor Pediatric Hem/Onc Unit, if something is seen or shared, please take it directly to a staff member behind the nurses station. They will be able to make a report if necessary. Additionally, for all AFL Volunteers, Interns, and Fellows - please be sure that Betsey’s cell phone number (336-408-5559), and hospital security (336-716-3305 ), are in your phone. We know these situations are difficult to experience and to process and may make you feel helpless, but we want to empower you that this is another way AFL is able to be present and support children in their life journeys. In some situations you may be the only adult that speaks up for this child and that is a powerful act. If you have any questions, please do not hesitate to reach out to us. We are here to discuss this with you. Thank you for your cooperation with hospital policies, and for all you do to ensure the safety of our patients!