Hello and Welcome to Sonia!

Sonia is a comprehensive data management system that allows Washburn University social work students to be active online participants in multiple areas of the field education experience including: field education course assignments and direct communication between the field placement agency, the student and the field education office in the social work department at Washburn University.

Within this page you will find links to helpful resources and frequently asked questions regarding Sonia and the completion of required Sonia tasks during your field education placement.  

To purchase your Sonia access please visit the Ichabod Shop by clicking here and searching for your field education/practicum course materials. For assistance with purchasing your Sonia Access you can reach the Ichabod Shop at (785) 670-1049 or by Email ichabodshop@washburn.edu   We are confident you will find Sonia to be a complement to your social work field education experience and we are here to support you in this journey. If you have questions about field education at Washburn University, please click here.

Welcome to Sonia

To enter the Sonia Sign-In, press here.

Student Resources for Sonia

Sonia FAQs

GENERAL QUESTIONS

Sonia is a comprehensive data management system that allows social work students to be active online participants in multiple areas of the field education experience including field education course assignments and direct communication between the practicum placement site, the student, and the Field Education Directors in the Social Work Department at Washburn University. Sonia is not the name of a person, but rather an acronym for “School of Nursing in Australia” where this system was first developed.

All students and Field Instructors sign into Sonia at https://washburn.sonialive.com/School.aspx

When choosing the “Role” from the drop-down menu available, Field Instructors should choose “Site.”

Sonia is a web-based product accessible to Mac, iPad, and PC users. Sonia is supported on tablets and mobile cellular devices if a reliable internet/data connection can be obtained. Sonia is supported by Chrome, Internet Explorer, and Safari. Please ensure you are using the current version of your web browser.

Yes, Sonia is secure and confidential. Only Field Education staff will have access to your practicum information. Assignments will be shared among the student, Field Instructor, Seminar Instructor, and the Field Education Director as required.

On the Sonia login page, click the "Forgot Password?" link next to the password text box to reset your password. If the link is not working, or your account is locked, please contact the Social Work Department at 785-670-1616 or social-work@washburn.edu

Students and Field Instructors can access timesheets under the Placements tab on the Sonia homepage. Field Instructors can also access their student’s timesheets by choosing the Students tab on the Sonia homepage and then clicking on Timesheets located to the far right of the screen.

There is a drop-down menu that allows students to select from 3 choices:

  • Direct Practice
  • Indirect Practice
  • Supervision

For each day, select the activity type and record the time spent in each activity. Depending on the individual’s practicum placement circumstances, students can have up to 3-4 timesheet entries for any given day to account for each activity completed that day.

Direct practice is any work completed directly with the client/client system (individual, family, group, organization, community, etc.).

Examples include:

  • One on one contact with clients
  • Preparing for sessions with clients present
  • Conducting needs assessments
  • Attending community meetings
  • Observe/shadow others’ work (e.g., individual session) and process your observation with your supervisor.

Indirect practice is anything to further the student’s knowledge but is not directly related to the client.

Examples include:

  • Attending staff meetings
  • Attending orientation, training, workshops, or conferences
  • Documentation
  • Researching evidence-based or best practice interventions
  • Preparing notes for practice specific circumstances such as court, case plan meetings, or staff meetings.
Supervision is the primary means through which a collaborative relationship is developed between the student and the Field Instructor, and the means through which expectations are clarified and performance evaluated. In accordance with the KS Behavioral Sciences Regulatory Board KAR 102-2-8, Supervision of non-licensed personnel regulation, the expectation is that the student and Field Instructor will meet weekly for one hour or for no less than four hours per month. Supervision meetings can occur in-person or virtually. For further information regarding supervision please see the Field Education Handbook.

STUDENT SPECIFIC QUESTIONS

Your Sonia username is your Washburn email address (e.g. John.Doe@washburn.edu). You create your own password through a secure link sent to you upon initiation of your field education journey.
Your Field Instructor will get a unique login to allow access to Sonia. This will allow your Field Instructor to view the learning contract, approve timesheets, complete your practicum evaluation(s), and view other related documents.  If you change field placements, your new Field Instructor will not have access to any data recorded from your former Field Instructor.
If you have been assigned to an agency for field education, you will find your Field Instructor contact information by clicking on the Placements tab and then Details.  If you have a preceptor, their contact information will also be found here.
If you have been assigned an agency for your practicum and you have registered for your corequisite seminar course, you will find their contact information by clicking on the Placements tab and then Details.
If you submit a form before intending to do so, contact your respective Field Education Director for assistance.

After saving or submitting the document did your screen turn blue for a moment and produce a notice that your form was successfully saved or actioned?

If yes, refresh your browser. If you are still unable to see the form, contact your respective Field Education Director for assistance.

You and your Field Instructor should discuss if timesheets are to be completed daily or weekly.

To add and complete a timesheet, please follow the following instructions:

  • On the Sonia home page, click on Placements at the top of the screen
  • Click on Timesheets
  • On +Add new attendance, which will be at the top left of the screen beneath the light blue bar that says, drag and drop
  • Under the left column for Date, you will see a white window with a calendar; choose the date for which you are entering practicum hours
  • Continue to work through the columns
  • Be sure to remember to select the type of activity you did from the drop down in the Activity column: Direct Practice, Indirect Practice, or Field Supervision.
  • Under time sheet status, click on submit
  • Note: timesheet entries are not fully actioned until your Field Instructor approves, denies or returns your timesheet to you for correction

If your saved timesheet entry is not visible, try refreshing your browser. If you are still unable to see the timesheet entry, contact your respective Field Education Director.

FIELD INSTRUCTOR SPECIFIC QUESTIONS

If your student is registered in their co-requisite seminar course, you can find the assigned seminar instructor’s contact information by clicking on the Placements tab and then Details for the individual student.
You can find your assigned student’s contact information by clicking on the Placements tab and then Details for the individual student.

There are two options for approving forms:

1. Approval from Email Prompt:

  1. You will receive an email informing you that the form is ready for your review.  You can click on the link provided, review the form, and enter any required information.  Click Submit found at the bottom to finalize/approve the form.

2. Log in to Sonia and click the Forms tab. The forms will appear in chronological order based on the last action taken. If you have multiple students, you can sort by first or last name and then individual student forms will appear.  Click on the paper icon on the right and the form will appear.  Review the form and enter any required information. Click Submit at the bottom to finalize/approve the form.

If Field Instructor comment is included in the structure of the form, you will type where indicated on the form.

For forms in which field instructors cannot type directly into student assigned text boxes, you will need to provide feedback through email, during supervision, or an alternate form of communication as determined by you and your student.
If you approved or unapproved a timesheet entry and did not intend to do so, contact the student’s respective Field Education Director for assistance.
If you approved/submitted a form before intending to do so, contact the student’s respective Field Education Director for assistance.

GET IN TOUCH WITH Department of Social Work

Social Work Department
School of Applied Studies, Room 309
1700 SW College Ave.
Topeka, KS 66621

Phone & Email
785.670.1616
social-work@washburn.edu

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