Columbia Univ. School of Social Work: Student Social Work Process Recording Handbook, Schemes and Mind Maps of Social Work

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COLUMBIA UNIVERSITY

SCHOOL OF SOCIAL WORK

Department of Field Education

Handbook for

Student Social Work

Recording

Contents

Overview of Process Recording 2

Logs 4

Direct Practice, Clinical Practice and AGP&P (when indicated):

Sample Process Recording: Narrative Model #1 9

Sample Process Recording: Narrative Model #2 14

Narrative Process Recording Outline

Sample Process Recording: Narrative Model #3 19

Sample Process Recording: "Verbatim" with Columns #4 22

"Verbatim" with Columns Outline

AGP&P Recordings 29

Model 1-A: Process Recording (Verbatim Model)

Model 1-B: Process Recording (Narrative Model)

Model II: Reflective Journal 47

Model III: The Project Log 49

Social Enterprise Administration Recordings

Sample Logs 54

Policy Practice Recordings 58

Sample Products for Portfolio

Reflective Log Entries 58-

A. I dentifying pertinent information:The student's name, date of the interview and the client's initials of identifying number (remember: always disguise client name to protect confidentiality). It is helpful to state who was present during the contact and the number of the interview (i.e., "Fourth contact with Mrs. S; Mrs. S and Johnny were present"). On a first contact, it may also be helpful to include name and ages of the client system under consideration. B. Objectives for the interview. Briefly state whether there are any specific goals to be achieved, the nature of the referral, the nature of the initial or presenting issues, the student's plans, and the client's agenda. C. A word-for-word description of what happened as well as the student can recall. D. A description of any action or nonverbal activity that occurred. E. The student's feelings and reactions to the client and to the interview as it took place. This requires the student to put in writing unspoken thoughts and reactions as the interview is going on. (E.g., "At this point I began to feel uneasy. I was a little frightened and wondered what to do next.") F. The student's observations and analytical thoughts regarding what has been happening during an interview. (E.g., "I wondered what would happen if I said such-and-such. I chose not to but I wondered whether I should have raised it," or "Mrs. S. said she felt happy but this seemed to contradict what she said earlier. I didn’t think she looked very happy so I asked her to explain further.") G. A summary of the student's impressions. This is a summary of the student's analytical thinking about the entire interview. H. Future plans. Identification of unfinished business, identification of short and longer-term goals. I. Identification of questions for field instruction. This provides the student with the opportunity to build upon their ability to become autonomous workers.

VII. Models of Process Recordings A. There are a variety of models of process recordings, all of which are useful. Each has its own advantages and disadvantages. B. In the Columbia University Field Education Manual, the model used is the narrative/verbatim model. C. Students should use whatever model is suggested by their field instructors. D. The model you use may change as your learning needs change. As you progress, your field instructor may suggest audio or video taping as well. Any questions about recordings should first be addressed to your field instructor then to your field advisor.

VIII. Requirements for Process Recordings A. Students must complete two to three full process recordings per week. Keep copies of all process recordings for yourself. B. Process recordings must maintain confidentiality. All clients should be identified only by initials or a pseudonym. C. Students must submit copies of their process recording weekly to their field instructor. D. Process recordings should be discussed in supervision after the field instructor has read them. E. Once a month students must submit one or more process recordings to their field advisor for review of the learning process. F. Practice courses also frequently have assignments that involve submission of process recordings. See individual courses for expectations.

IX. Practical Concerns A. How do I remember all that stuff? Although your recall will improve as you have more experience, the purpose of process recordings is not perfect recall. All interactions are reconstructed in the reporting process. Your impressions of significant events are most relevant. It can help to write notes of the interaction after the session. If you want to take notes during the session to remember factual information, you must clear it with your agency and field instructor, as different agencies have different policies about this. B. How much should I tell? The more information you are willing to provide, the more opportunity you will have to learn. Omitting or changing the process to fit what you think is your field instructor's expectation is not helpful. Everyone makes mistakes in this kind of work, even experienced practitioners, and it is in examining your mistakes that you will generally learn the most. C. Should I type or hand write? This again is up to you and your field instructor and field advisor. The legibility of your handwriting is a factor, as is accessibility of a computer. D. How do I respect confidentiality? Omit all names but yours from process recordings. Do not leave process recordings in public areas where other clients or agency staff has access to them.

X. Groups, family sessions and committee meetings may also be the subject of a Process Recording. Record verbal and non-verbal behaviors engaged in by specific members of the group. Guide your observations by the statements and questions included below. Focus on the process that emerged in the meeting rather than on the content of what is said. A. DESCRIPTION OF THE SETTING: context, type of group/meeting B. STRUCTURE: How does the group organize to accomplish its task?

H. Brief assignment description--a few sentences providing background, origin, and context of assignment. I. Activity Summary--a n of primary project activitiesdescriptio completed during the week; and identification of problems or barriers encountered. J. Revised Task Plan--modifications in task plan and timetable as a result of problems encountered or experience gained during conduct or work. If there is a major revision, a new plan should be described. K. Student assessment of activity- (as above). L. Agenda- (as above).

SAMPLE PROCESS RECORDING

Narrative Model

INTERVIEW WITH CLIENT

Relevant Background Data

Mr. and Mrs. B., both 79, were in a car accident, in which Mr. B was driving.

Mr. B. suffered a fractured left leg and Mrs. B had two fractured legs. Mrs. B. also

lost her right eye and suffered partial hearing loss in one ear.

They are located in the same room in a rehabilitation center. The student

met each client briefly alone once, prior to this first joint interview. Each was

reported by the nurse to be anxious about recovery, each fearing for

himself/herself and for each other.

Worker's Purpose

Clarify services worker (or other hospital personnel) might provide;

evaluate areas of strength and difficulty; help clients with adjustment to

rehabilitation center, any interpersonal needs or tensions, discharge plan.

Interview with Mr. & Mrs. B

As I entered the room, Mrs. B. was half-lying, half-sitting in bed, working on

a small pile of correspondence. Mr. B. was sitting in his wheelchair, beside her bed.

As I said hello, Mrs. B. looked up, grinned, and said hello, Ms. Jones (pleased at

showing that she remembered my name, I think) and Mr. B. turned his wheelchair

so that he could face me. I sat down in the available chair, telling them I had

wanted to talk with them to find out how they were doing and if they were worried

about anything that perhaps they'd like to talk about.

Mr. B. immediately began a fairly long complaint about the boredom of his

diet, the low sodium diet he was on, his "wasting away". I asked if he had spoken

to the dietitian about this matter, and he said yes, many times. She was being very

helpful and doing all she could, but he hated this food, and the restrictions on the

diet imposed upon him. I asked if he had spoken with his M.D. re: the need for

these dietary restrictions. He answered rather vaguely that he hadn't seen the

doctor since shortly after they arrived at the center. How could he ask him if he

never saw him? And his daughter, Carol, was too busy to take time out to help her

own family. Carol had said that they should come here because they would have

the finest doctors available. And they had been here seven days and seen a doctor

only once.

Then he returned to his daughter, muttering that she wanted to send them

to a nursing home. She didn't even have room for her own parents. I told Mr. B.

that it was too soon yet to make plans for their discharge, we had to wait to see

how quickly they healed. I said I didn't know if they would be able to return to

their own home -I hoped so, because I knew they both wanted to do so very

much. If that was not possible, then we'd deal with that too. In either event, I was

going to be available to help them sort out their plans and help them deal with any

problems they encountered with discharge.

Mr. B. seemed somewhat reassured--at least he didn't look angry. At that

point, an aide came in to take Mr. B. to his p.t. session. I told him I would see him

after the session to say good-bye and I remained in the room with Mrs. B. I moved

over to stand by her bedside, and we talked for the next 10 minutes or so. Some of

the conversation was about trivialities, some about her background as an

Englishwoman, some about her daughter's education and career. (During this

conversation, we were interrupted by the nurses who had to put drops in Mrs. B's

eyes. I did not feel so flustered by a nursing interruption as in earlier meetings, and

we continued our conversation after they left.) I wanted to touch base with Mrs. B.,

feeling uncomfortable that the conversation among the three of us was difficult

with the shouting, repetitions, hard stares, etc. She was important too, and despite

the physical impairments, perhaps the more dynamic of the two of them, and I

wanted her to know that I regarded her as capable and intelligent. She asked me

whether or not I was a social worker, and I said yes, and she asked what school I

went to, and I told her. She said she had heard of Columbia. She said, you know, I

don't know if it does any good to talk about your problems and how you feel, but I

think maybe it does. I answered what sounded to me like a hope, a question, and a

challenge all in one, that I thought it did help me to talk about what was troubling

me and that I thought that was true for a number of people. Also, I said, that

sometimes talking about difficulties leads to new ways of looking at them and

maybe even ways of solving them or at least dealing with them. She nodded and

smiled at me. I told her that I would leave my card with my name and phone

number with her, and if she or Mr. B. should want to talk about difficulties, if they

were upset or feeling worried about their future plans, they could call me and I

would also come talk to them a couple of times a week.

At this point Mr. B. returned from p.t. He turned to me and said, I need a

straight answer to a question. How long are we going to be here? I told them that I

did not have the medical knowledge to make an expert judgment about that, but

that I knew from discussion with medical staff that he and Mrs. B. were expected to

be at the center for 2-3 months. I said I could not guarantee that time period; to

some extent it depended on their rate of recovery. But that was our best guess at

this point.

Mr. B. sighed, with relief, apparently, and said "That's not so bad. I was

afraid it would be much longer." It's always harder he said, not knowing. I agreed

that that was very difficult. I added that I understood how important it was for them

to have an idea about their length of stay here.

I told Mr. B. about the card I had left with Mrs. B., my availability to discuss

their feelings and concerns, and said good-bye.

I returned to my office where 5 minutes later the phone rang. It was Mr. B.

and it had occurred to his wife as they were talking things over that they might be

separated at some future point. She was very upset, he said; he himself sounded

shaky. I told them I would come back to their room to talk to them, which I

immediately did. Their concern was that Mr. B. would be ready for discharge before

Mrs. B., since the severity of her injuries was so much greater. Then, she might be

in Long Island, and he might be in New Jersey. I told them I could understand how

upsetting that thought would be to them. Then I said that, again, I couldn't predict

rates of recovery, but that what I could do was work with them to try to arrange

things in the best way possible. If Mr. B. was ready to go home and Mrs. B. was

not, then we would explore the possibilities of Mr. B. remaining temporarily in

town--or of Mrs. B. at that juncture moving to a facility in New Jersey. I didn't know

what the possibilities were, but if there were such a need I would work with them

to see what we could do. They seemed reassured. Again good-byes were said, we

scheduled another appointment, and I left the room.

Impressions

The couple seems comfortable with my presence, and I attempted to make

somewhat clearer today the kinds of concerns with which I can deal. Today Mrs. B.

seemed quite sharp, witty, less frightened and Mr. B. was somewhat depressed.

Tears were very near the surface today for him and any touching upon the areas of

loneliness or disappointment with his only child triggered those tears. The two

seem very close to each other and very supportive of each other. I think the B's

would benefit from continued opportunities to discuss their present and future

situations. Also, the information gathered from these meetings could be very useful

in assessing how realistic are the plans that the B's propose for their discharge.

Generally, I felt this interview went well. Hopefully, I will become more

skilled at dealing with the difficulties posed by Mrs. B's hearing incapacity and more

confident in focusing the conversation in helpful ways. I am still suffering from

uncertainly regarding my role and uncertainty regarding the aging - i.e. degree of

frailty, etc., my own fears--(to be infirm, to be unable to hear, to have to rely on my

child to do for me.)

I wonder if Mrs. B. is angry with her husband for his role in the accident.

Sample Process Recording # Narrative Model

Interview with Client

Tune-in

Mark is beginning to feel more comfortable with me. I am hoping that he will soon disclose information to me concerning his father and mother and his home. I think he is beginning to trust me, so I believe it will make the sessions better. I know that every time that he comes to see me he is mad because he wants to go home. I feel bad for him because he wants to go, but also know that he cannot return yet. It would be very discouraging to him if he had to come back. I feel very stuck with the case, but I am ready and willing to try to work and intervene not only with Mark, but with his mother and father as well. I am trying to alter his perception about the people at work and his feeling that no one is doing anything for him. I feel it is easy to talk with him about subjects that he wants, but he does not want to talk about what needs to be discussed. I feel I really need to talk about his relationship with his father and mother but I feel that he wants to avoid it.

Focus for Work/Connection to Overall Purpose

For today's session, I would like to explore his feelings that no one understands. I want him to see that I know that I cannot completely understand what he is doing, but that I am willing to listen and try to comprehend it. I think this may show him that I do care and am interested in how he is feeling. I feel it is a relatively safe topic and that it could be a good way to establish more trust in our working relationship. This relates to our long-term goal because it will give me a better understanding of how he views Green Chimneys. It will also tell me how he is feeling, besides angry, about placement and what I do not understand. It is important to explore this. He could share with me how he feels like he is getting lost in the crowd and why. I am hoping that he may be able to tell me a definite example of how he is forgotten and to try to remedy it.

Content

Today's session was rather interesting and did not go as well as I thought it would. I feel very overwhelmed and confused almost at the happenings. First, I called for Mark to be sent down to my office. He came a few minutes later and was excited to see that I had the art supplies. We talked a little about that and then he told me he had a good weekend. He said he played football and was happy because his mother had brought his cleats up on Thursday. He asked me a "really huge" favor, which was to have his sister come to Green Chimneys on Thursday for his birthday. I told him I would have to make sure it was ok and he wanted me to

call his sister to see if she could. We called and I spoke with her briefly, explaining that I had to just check it. She said she would call me back as to whether or not she could make it. I was feeling okay with the session and felt that Mark was not in a bad mood. That's why I was totally surprised at what happened. I began to bring up the topic I wanted to talk with Mark about and he started to get very tense. His face changed and he began drawing a new picture. I did not notice it at the time, but looking back, I see that before he had been drawing a "happy" picture, and then he began to draw one that was not as cheerful. I explained to him that there were things that had to be discussed in order for me to help him. He began to say how "you people do not understand and that "all of you are trying to keep me here." I told him that he was right that I could never really understand what he was doing, but that I would like to try. He got even angrier, saying that he was never going home, that maybe he would be discharged in June, and that no one is doing anything to help him, especially me. I asked him what he meant, told him that I was helping him and listening to him, but that he had to talk to me more about himself. He became very mad and, before I even knew what was happening, he stormed out. I was very shocked for a split second and then I grabbed my keys and walked after him. I watched him go into his classroom and I was completely clueless as to what I should do next. I went up to Candace's office and explained what had happened. She told me that he has a tendency to run off and that I should make it clear to him right away that he could not do that. I left her office feeling like a failure because this happened. Even though she said that he has done it before, I felt like I had said something wrong, maybe even something I should not have said. I thought it was mostly my fault and that maybe I should not have asked him anything when I saw he was beginning to get mad. But, I feel like anytime I bring up something he does not like, it will end up making him angry. This is usually what I would need or like to talk to him about. So, I was feeling down and I went back to my office. Three minutes later there was a knock at the door and Mark comes in. He told me that his teacher sent him back to me to apologize. I told him that we were going to have to talk about this. As I began to tell him that this was not going to be tolerable, the phone rang. It was Candace who was inquiring if Mark was with me. When I said yes, she told me that he was AWOL. I told her that he had said his teacher said he could come, but it turns out that he just walked out. She told me that someone was coming to take him to Transition. When I hung up with her, I asked Mark if he had a pass with him, from his teacher to come up to my office. He showed me a pass from 10:00 when he would have come to the session. It was not 10:55. When I asked him about this, he said that the teacher told him just to take this one. He also began telling me that a kid, Dantes was making fun of him and that he was going to kick Dantes' ass. I told him that he should tell his teacher that he was being teased. Then we got a knock at the door and when the man came in, Mark was pissed and started yelling and cursing. He said he was not going to Transition. The man told me to call over there and when I picked up the phone, Mark put his hands on it so I could not call out. We got his hands off and I called.

engage him in the matter. I also saw how angry he can get when he does not get his way. He can say very hurtful things to people, not caring because he just wants them to be upset.

Next Steps

I believe it is imperative to talk about this with Mark and work to mend whatever needs to be fixed. This is a good way to talk about dealing with anger in a healthy was. We could use this as an example and talk about what he may have done differently to address his anger. He has to learn that there are people you should respect and that there are rules that need to be followed. I am just not sure how we can bring this up, but I know that he is fully aware that this is gong to be our main topic of conversation.

PROCESS RECORDING OUTLINE

Narrative Model

Student's Name:

Date of Interview:

Client's Name (Masked):

TUNE IN (THINKING/PLANNING BEFORE THE INTERVIEW):

FOCUS FOR WORK/CONNECTION TO OVERALL PURPOSE:

CONTENT OF INTERVIEW:

ASSESSMENT OF THE CLIENT/ASSESSMENT OF YOUR OWN WORK:

NEXT STEPS:

There was an awkward silence.

He said that he still didn't understand why they didn't do their homework. It

is so easy and wouldn't take any time at all. He said Milly never did hers. I said I

knew that Milly is in the middle of real family crisis at this point and the apartment

is really in confusion most of the time. He said, you mean that she couldn't find a

quiet place for her homework, for an hour? I said that it would be hard. He then

said that you have to learn to concentrate sometime, and that there was an

afternoon study center. I added "and an afternoon play center - I guess I'm saying

that I think you're asking for more self-discipline that I think a lot of kids have."

Then I began to feel that I was pushing too much and I said, I guess you're

probably tired of hearing what problems the kids have at home and that you should

be more understanding --- it doesn't make your job any easier. He said that he

supposed you have to give the kids a lot of credit for coming to school at all, with

all they have to contend with at home. It would be easier for them not to come at

all. I said it seemed like it sometimes.

I felt sort of lost at this point, but it was a less tense moment between us. I

decided to end our meeting and asked if I could meet with him again next month

when we both had a better sense of these girls and how we might work together to

help them. He readily agreed, shook my hand and walked me to the door and we

said good-bye.

Summary

This was a hard interview for me. Mr. R. approached the meeting as if I was

going to criticize him and I hadn't anticipated that reaction. Then when he started

to talk about "this kind of school", I found myself getting angry. He is a talkative

man in his late 30's, and teaching here for his second year. I wouldn't be surprised

if he is overwhelmed by his large class (35 kids). I never got to my agenda to try to

figure out with him why the kids might be neglecting their homework and feeling so

isolated in his class, and how we might address this.

My Agenda

1. I would like to discuss how I might have responded to his defensive position

and whether I provoked it.

2. I didn't get anywhere with trying to understand the racial tensions in the

class and what his perception might be. I'd like to review that piece.

3. In "contracting" I never ascertained what he might like to talk about in

relation to the kids we both work with, and need to think that through for our

next meeting. I also didn't focus or explain my agenda in seeing him. I'd like

to plan next steps.

4. I think I ought to call Milly's mother, but I don't know what to say since we

didn't talk much about Milly or his note.