Skip to main content
Eberly College of Arts & Sciences School of Social Work
Visit WVU Request Info Apply Now

VIII. Health & Safety

a) Inclement Weather

In case of inclement weather, students should monitor their MIX email, as notification via the MIX email system will occur if class is canceled. Students may also check the School website at https://www.wvu.edu/.

In the event of inclement or threatening weather, students should use their best judgment regarding travel to and from campus, and to their placement site. Safety should be the main concern. If a student cannot get to the in-person seminar class or their placement because of adverse weather conditions, they should contact their seminar instructor and/or Field Instructor as soon as possible.

Students should discuss in advance with their Field Instructor the agency’s notification process for agency closure due to inclement weather and a plan to adjust their schedule or complete hours remotely due to inclement weather, per Field Instructor approval. Overall field hour requirements do not change due to inclement weather.

b) Personal Safety

Students engaging in their field education experience should exercise both caution and good judgement in situations where there may be risks to their personal safety and/or harm to themselves or clients. Examples of such situations may include confronting an agitated, explosive, or violent client alone; intervening in an escalating situation involving more than one client where interpersonal violence seems likely; and/or any situation where a client has a weapon.

In any situation where a student feels threatened or is concerned for their personal safety they should, 1) immediately contact their supervisor or the supervisor on site for support and assistance, and 2) contact the police or emergency medical services for immediate assistance. Any situation where a student has experienced a threat to their personal safety should also be discussed in supervision. The student and/or field supervisor must notify the field liaison so that the incident can be reviewed and documented by the Field Office. This will prompt the field liaison to consult with the field director and determine if the problem-solving process needs to be engaged.

If a student experiences any type of injury during their placement, a WVU Injury Report must be completed within 24 hours of the injury occurring.

c) Health & Medical Coverage

While student injuries in field placement are rare, there is an element of personal risk for those who engage in the practice of social work. It is important for students to know that if an injury should be sustained while in the field placement, his or her own medical insurance will be the only source of medical coverage. The University is not responsible for accidents occurring to students in connection with class, laboratory, shop, field work, travel, or other activities. Students may rely on their own coverage or purchase a student health policy. Information about this policy may be obtained from the University Health Service.

d) Malpractice Insurance Coverage

Professional liability insurance coverage is provided by West Virginia University for students enrolled in the School of Social Work, provided there is a written Memorandum of Affiliation (MOA) or Understanding (MOU), establishing an agreement between the placement agency and the University. Students must be enrolled in the correct section of the appropriate field course to be covered under this policy. It is important that students are acting within the scope of their role as a student learner within the field placement agency. This coverage is self-insured by the West Virginia Board of Risk and Insurance Management. The insurance program provides professional liability coverage on an occurrence basis with limits of One Million Dollars per occurrence. AIG insurance company is the third-party administrator for the State’s insurance program.

Addresses are as follows:

State Board of Risk & Insurance Management 
4501 MacCorkle Avenue,
SW300 Ghannam Building
South Charleston, WV

AIG Insurance Companies 
300 Capitol Street Kanawha Valley
Bldg-12th Floor
PO Box 11177
Charleston, WV 25330

e) Immunizations

Many field placement agencies have specific requirements related to infectious disease immunizations, such as TB tests, Hepatitis immunity, etc. These requirements are reviewed prior to the student and Field Instructor finalizing the placement. Compliance with these requirements, as well as the documentation of immunizations, health status, etc., are to be discussed between the student and the field agency staff. Although the SSW may verify medical tests and/or immunizations provided by students, the West Virginia University School of Social Work does not require, nor maintain, records of student immunizations or health status as a condition of admission to the program.

The field site is responsible for providing interns with all necessary information about its safety protocols prior to the intern beginning any activity on-site. This should include safety protocols to reduce the risk of exposure to COVID-19 for trainees, staff and patients. Equally importantly it is your obligation to follow all safety protocols and requirements put in place at each site, including any vaccination requirements. If you are not willing or able to adhere to your field site’s vaccination requirement and your site will not grant you a waiver, the SSW cannot guarantee an alternative placement.

f) HIPAA Training Requirement for Field Students

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) was enacted in part to protect the security and privacy of individually identifiable health information. Federal law requires every person who will be in contact with a patient's protected health information to have training in the HIPAA Privacy Standard.

Because students are covered by West Virginia University’s malpractice insurance while they are in their field experience, the School of Social Work and WVU requires that students complete WVU’s online HIPAA training annually and renew their certification every twelve months. Students must complete and maintain their HIPAA certification during their field experience and will find this to be a required activity as part of field experience courses. A copy of the student’s HIPAA certification is submitted by the student and uploaded into the ELC system with field documentation. The training is conducted with an on-line tutorial with quiz, which must be passed with a minimum of 80%, and may be taken as many times as necessary until they pass with the minimum percentage. Students may also be required to take the HIPAA training at their field placement sites.

g) Criminal Background Checks

Field placement agencies may require potential students to submit to a criminal background check and/or an APS/CPS background check prior to acceptance for placement. Compliance with this requirement, as well as any related fees, are to be negotiated between the student and the field agency staff. Students are made aware by the Field Education Director, that the existence of a criminal background has the potential to negatively impact placement, licensure and future employment within the social work profession. The West Virginia University School of Social Work does not require, nor maintain, records of criminal background checks as a condition of admission to the program. See appendix B for more details.

h) Transportation

Students shall not transport clients in their personal automobile as a requirement of their field placement, unless the agency can provide insurance coverage to them for this activity. University insurance does not include any coverage for the student should an accident occur while transporting a client in a personal automobile.

i) Sexual Harassment

Per the Board of Governor’s Governance Rule 1.6, West Virginia University (WVU) does not tolerate sexual misconduct, including harassment, stalking, sexual assault, sexual exploitation, or relationship violence. It is important that students know that there are resources available if you or someone you know needs assistance. Students may speak to a member of university administration, faculty, or staff, but keep in mind that they have an obligation to report the incident to the Title IX Coordinator.

If a student wants to speak to someone who is permitted to keep your disclosure confidential, please seek assistance from the Carruth Center, 304-293-4431 (24-hour hotline), and locally within the community at the Rape and Domestic Violence Information Center (RDVIC), 304-292-4431 (24-hour hotline).

IX. Appendices

Appendix A: Problem-Solving Phases

Problem-Solving Phases in Field Education

We know challenges can arise during field placement experiences and members of the field triad (Student, Field Supervisors, Faculty Field Liaison) may need guidance to help develop a winning situation. The following flowchart outlines the steps Students, Supervisors, and Faculty Field Liaisons should follow when working through a difficult issue. Whether the issue is brought forward by the Student or Field Instructor, all problem solving will start in Phase #1. While we know that some may require more dialogue and input, we always aim to resolve issues early and not reach the later phases of this process. If or when an issue cannot be resolved by working through the process, Phase #5 may involve an Academic Review, placement changes, student not passing the field experience course, and/or other serious actions regarding the student’s placement.

Appendix B: Background Check Statement

STUDENT INFORMATION STATEMENT REGARDING IMPACT OF CRIMINAL BACKGROUND HISTORY, DRUG SCREEN RESULTS, AND/OR RECORD OF CHILD AND/OR ADULT PROTECTIVE SERVICE COMPLAINTS

Students in a professional social work program are expected to demonstrate the capacity to practice with integrity and within the ethical guidelines outlined within the NASW Code of Ethics. Increasingly, students and employees are required by field placement sites or future employers to undergo a criminal background check, child and/or adult protective services check* and initial baseline and/or random drug screen tests, prior to engaging in field work or employment. Felony convictions and some serious misdemeanors may negatively impact a student’s forward progress and/or completion of their academic program as well as future professional licensure and future employment in the social work field. Additionally, open and/or substantiated child and/or adult protective services complaints may impact a student’s ability to progress in the program and/or future licensure and employment.

Such information could impact the student in the following ways:

  1. The ability to secure and complete the required field placement experience, as most field placement agencies request criminal background investigations, fingerprint checks, child and/or adult protective services checks, and/or random drug screens. Additionally, in cases where there is a question of potential harm to clients, the School of Social Work has an ethical obligation that prevents the placement of students with open and/or substantiated adult and/or child protective complaints in field work with clients. In these cases, an academic review meeting with the MSW Committee may be required to discuss an appropriate continuance plan for the student.

  2. The ability to be considered eligible for licensure as a social worker by the West Virginia Board of Social Work (WVBSW), which requires that licensure applicants must provide a sworn statement regarding the existence of a criminal history. This is per the West Virginia State Code, which states that certain misdemeanor or felony convictions could preclude the possibility of acquiring one’s licensure to practice social work. (See W. Va. Code § 30-30-1, et seq.)

  3. The ability to be considered eligible for licensure as a social worker in other states in the U.S., per the corresponding state licensure laws.

  4. The ability to secure employment within the social work practice field, as most employers within the social work field require that the applicant either possess or be eligible for a social work license, as well as require criminal background investigations, fingerprint checks, child and/or adult protective services checks, and/or random drug screens as a condition for employment.

*Note: Even if the SSW field placement site does not require one or all of these screenings/checks, a documented substantiated child or adult protective services complaint will disallow students from placement or employment at any West Virginia Department of Human Services (WVDoHS) Office as well as within ANY program, facility, agency, or organization that contracts with DoHs.

By my signature below, I verify/certify that I have read and understand the above information regarding the potential impact of certain backgrounds and/or behaviors/actions upon my ability to complete the social work degree program, my ability to participate in the social work field experience, and/or my ability to obtain employment. I agree to keep the field office and my advisor informed of any relevant past and/or current criminal charges and/or open or substantiated child/adult protective services complaints against me.

Signature Printed Name Date signed


Appendix C: Contact Information

Jamie Mesar, MSW, BSW Online Field Coordinator and Clinical Instructor

Lindsey Rinehart, MSW, LICSW Field Education Director and Clinical Assistant Professor

Savannah Zink, DSW, MSW, LICSW Field Coordinator and Teaching Instructor

  • School of Social Work
  • 4305 Field Hall
  • West Virginia University
  • Phone: 443-519-9620
  • Email: slzink@mail.wvu.edu

Appendix D: External Field Instructor Guide

Field Instructor Requirements

The required credentials and practice experience for field instructors are specified in the Field Education Handbook. Those interested in becoming field instructors must complete and submit a Field Instructor Profile. The field office assesses each application to ensure prospective BSW/MSW field instructors meet the criteria.

BSW program field instructor criteria:

  • A baccalaureate or master’s degree in social work from a CSWE-accredited program.
  • Two years post-social work degree practice experience in social work.
  • Demonstrated interest in teaching, supervision, and continuing education.
  • Ability to complete field instructor training
  • Ability to provide weekly supervision to assigned students.

MSW program field instructor criteria:

  • A master’s degree in social work from a CSWE-accredited program.
  • Two years post-social work degree practice experience in social work.
  • Demonstrated interest in teaching, supervision, and continuing education.
  • Ability to complete field instructor training
  • Ability to provide weekly supervision to assigned students.

If a sudden change in supervision occurs and a qualified Field Instructor is not available to supervise a student, the Field Office explores alternative supervisory arrangements within the agency and with the student to enable placement continuance. In rare situations, a Field Office or Faculty member may assume the role of External Field Instructor to ensure the social work perspective is reinforced and the student is able to maintain their agency placement and fulfill Learning Contract requirements.

Field Instruction Training and Orientation

The Field Office orients new field supervisors to the functions of field instruction and their responsibilities as field instructors for the School of Social Work; the Field Office meets with new field supervisors individually to provide overview information and learn more about the supervisor. Supervisors are asked to complete an interest form and to review the Field Education Handbook.

To best support field supervisors, the SSW provides an online field instructor training that all supervisors are encouraged to complete as part of their onboarding. This training is offered virtually at least one time per semester and is approved for 1 hour of continuing education (CE) in West Virginia. The training is also posted online and may be viewed at any time, however only the live presentations are approved for continuing education. The field instructor training covers the following content areas: Placement process and overview of field education; agency orientation components, supervision best practices; learning contract development and evaluation completion and incorporating the Code of Ethics into supervision.

The SSW offers other no cost continuing education opportunities to field instructors as a gesture of appreciation for the important service they are providing to students, the SSW, and the greater social work community.

External Field Instructor + Site Supervisor Model

In placement situations requiring an External Field Instructor and Site Supervisor, the roles work collaboratively to ensure student learning activities and agency engagement are aligned. Site Supervisors work with the student and provide guidance, mentorship, and participate in the student’s Learning Contract development, time report approval, and assessment processes, while the External Field Instructor provides weekly social work supervision and primary oversight of the placement. The primary responsibilities for each of the roles are as follows.

Off-site/External Field Instructor

Must meet criteria for BSW or MSW Field Instructor, as appropriate

Lead student in integrating social work theory and concepts in practice environments and service settings and fulfill educational teaching functions.

Work collaboratively with student and Site Supervisor to develop and finalize student Learning Contract.

Provide weekly social work supervision sessions with student and review progress toward competency development and Learning Contract activity completion.

Review, provide feedback, and provide final approval to students’ time reports.

Participate in student Site Visit with Faculty Field Liaison, Site Supervisor, and student and share updates and details around student progress.

Provide insight around student competency development and finalize Supervisor Assessments of student progress for midterm and final evaluations and grade recommendations.

Communicate and collaborate with Site Supervisor, Faculty Field Liaison, and student as needed for problem-solving and placement success.

Assumes responsibility for reinforcing a social work perspective with student.

Site Supervisor

Must meet Site Supervisor criteria.

Assume primary responsibility for student onboarding, agency orientation, and schedule development.

Work collaboratively with student and External Field instructor to develop and finalize student Learning Contract.

Assume primary responsibility for daily supervision of student and the student’s work, as outlined in the Learning Contract and submitted in time reports.

Participate in student Site Visit with Faculty Field Liaison, External Field Instructor, and student and share updates and details around student progress.

Provide insight around student competency development and develop initial draft of Supervisor Assessments of student progress for midterm and final evaluations.

Communicate and collaborate with External Field Instructor, Faculty Field Liaison, and student as needed for problem-solving and placement success.

Tips for External Field Instructors

Get a basic overview of the setting your student is working in

Establish a standing appointment for supervision

Establish a pattern for meeting collectively with student and site supervisor (monthly?)

Ensure you have a copy of the field syllabus

Instruct your student to plan an agenda for supervision including: an overview of their activities, questions, any areas where they see course content applying to their work

Discuss time management and professionalism

For virtual students, help them to construct a weekly schedule and discuss ongoing low priority virtual work they can do when agency assignments are not available

Appendix E: Field Dates and Deliverables

2026-2027 BSW/MSW Field Dates and Deliverables

The following schedule outlines the specific field activities and deliverables for BSW and MSW students completing field during the 2026-2027 academic year.

Appendix F: Employer-Based Field Placement Proposal

Employer-Based Field Placement Proposal

The Council on Social Work Education (CSWE) states that student field assignments and employment tasks may be the same and counted toward required field hours if the tasks have clear links to the social work competencies, and their related behaviors. A student's field instructor and employment supervisor may be the same person; however, in such cases, supervision time for field education learning must be separate from supervision time for employment.

While overlap between employment tasks and internship is allowed, you are encouraged to engage in new activities to grow and meet learning and professional goals.

Student Information

Name:

City:

State:

Phone #:

MIX Email:

Placement Start Date:

Placement End Date:

Agency Information

Agency Name:

Agency Address:

City:

State:

Zip:

Student’s Job Title:

Number of years employed in this position:

Current Work Supervisor:

Name:

Title:

Email:

Phone:

Proposed MSW Field Instructor:

(This is an individual who has an MSW from a CSWE accredited program with 2 years of post-MSW experience and is willing to serve as a Field Instructor. Whenever possible, this should not be your work supervisor.)

Name:

Title:

Email:

Phone:

Proposed Site Supervisor (if applicable):

(This is an individual who works at the agency and will have regular oversite of the student but does not necessarily have a social work background. A site supervisor is necessary if the field instructor is external to the organization, or is sometimes utilized when this person will work more closely with the student than the field instructor)

Name:

Title:

Email:

Phone:

Please describe your organization, including its mission, program areas, size and approximate number of professional staff, main office location, and satellite locations (as appropriate). Provide 3-4 sentences about your current job responsibilities and explain where your current job fits within the organization and your program.

Some employers may be able to accommodate you taking on additional activities as part of your work week, while other may require you to do this outside of your role. Describe any additional activities that your agency would support as part of your internship that are not part of your current role.

Is this your second placement at this agency?

No

Yes (FOLLOW UP QUESTION)

Will you be in the same or a different role? If in the same role, what will you do to build on your foundation-generalist placement experience to make this an advanced placement? This may include but is not limited to adding tasks beyond the job duties, taking on a special project, spending time in another portion of the agency, etc.

Your MSW field instructor needs to provide at least one hour per week of educational supervision and will be involved in the development of your learning contract and evaluations. You may also have a site supervisor that is also involved in your day to day activities who will also be involved in the development of your learning contract and evaluations.

Describe your plan to meet the above supervision requirements:

Please provide a minimum of one potential activity that you will participate in that will provide you with opportunity to demonstrate each of the nine competencies. You may attach this information on a separate page if needed.

Competency 1: Demonstrate Ethical and Professional Behavior

Competency 2: Advance Human Rights and Social, Racial, Economic, and Environmental Justice

Competency 3: Engage Anti- Racism, Diversity, Equity, and Inclusion (ADEI) in Practice

Competency 4: Engage in Practice-Informed Research and Research-Informed Practice

Competency 5: Engage in Policy Practice

Competency 6: Engage with Individuals, Families, Groups, Organizations, and Communities

Competency 7: Assess with Individuals, Families, Groups, Organizations, and Communities

Competency 8: Intervene with Individuals, Families, Groups, Organizations, and Communities

Competency 9: Evaluate Practice with Individuals, Families, Groups, Organizations, and Communities

Organization Endorsements

We, the undersigned, attest to the accuracy of the attached statements and have read the proposed plan. We understand and will support the academic needs of this employee that go beyond and are in addition to the ordinary requirements of employment.

We agree to provide the experiences noted in the attached proposal. We also agree that if our organization is not already an approved site, that we will complete and submit a Site Application for Consideration for Approval as a Field Site. We recognize that no placement activities may commence until a Memorandum of Affiliation agreement has been executed. In the event that the agency is not approved, or all parties cannot come to an agreement regarding said Memorandum of Affiliation, we understand that the student employee may not conduct a field placement at this site.

All signatures must be completed for proposal consideration. No placement hours may be logged until proposal is authorized by the WVU SSW Field Office.

___________________________________________________

Student/Employee Signature Date

___________________________________________________

Employment Supervisor Signature Date

___________________________________________________

Field Instructor Signature Date

___________________________________________________

WVU SSW Field Office Signature Date

Appendix G: Orientation Packet

Purpose of Orientation Packet

This Orientation Packet is designed to support agencies and students in preparing for and engaging in meaningful, educational field placement experiences. It applies to both in-person and virtual/remote placements and serves as Appendix G of the Field Handbook.

Orientation Overview

Orientation provides the foundation for a successful internship experience. It is the process by which students are introduced to an agency’s culture, mission, policies, and expectations. A strong onboarding experience helps interns feel welcomed, informed, and prepared. To ensure a smooth transition into the placement, orientation should occur within the student’s first week of placement, ideally as close to the start date as possible.

Agencies are encouraged to include the following components in their orientation process:

Welcome and introduction to agency staff

Tour of the agency (in-person) or virtual walkthrough (remote)

Review of the agency’s mission and services

Overview of the agency’s organizational chart

Explanation of the student’s role, expectations, and learning opportunities

Discussion of confidentiality, ethics, and client interaction protocols

Overview of the student’s schedule, supervision structure, and communication preferences

Review of WVU Field Handbook and Learning Contract

Orientation Packet Contents

Agencies should provide students with a packet of written materials to help guide their field experience. This packet may be digital or printed and should include the following:

Agency Mission and Vision Statement

Organizational Chart and Contact Information

Agency Policies and Procedures Manual

Confidentiality Guidelines

Dress Code and Professional Expectations

Emergency and Safety Protocols

Agency Directory & Contact List/Information

Technology Use Guidelines

Schedule and Hours of Operation

List of Required Trainings or Onboarding Tasks

Supervision Expectations

Problem-Solving and Conflict Resolution Process

Virtual Placement Modifications

For students completing field experiences virtually or in a hybrid format, the following modifications should be implemented to ensure an equally engaging and productive onboarding experience, many of which also apply to in-person field placements:

Virtual Tour of Agency (recorded or live walkthrough via Zoom)

Digital Access to All Orientation Materials

Technology Setup and Support:

Email account setup (if applicable)

Secure login credentials

Access to databases, shared drives, or client records systems

Mailed materials (if applicable)

Review of Remote Work Policies

Clear Expectations for Communication:

Preferred communication platforms (Zoom, Teams, email, etc.)

Supervision meeting schedule and format (video/phone)

Backup communication plans in case of emergency

Expectation for checking in and checking out of placement hours, and overall visibility of remote hours

Student Workspace Guidance:

Quiet, confidential space for client interactions

Use of virtual backgrounds, headphones, and white noise machines when needed

Technology & Ethics Review:

Review of NASW/CSWE Technology Standards

Reminder to disable smart devices like Alexa, Siri, etc., during work hours

As students and agencies prepare for remote field placement opportunities that include a considerable amount of virtual engagement, the SSW encourages both students and field supervisors to review the following short videos.

Video #1 – Before Intern Arrival (1:36)

Video #2 – The First Day (1:36)

Video #3 – The First Weeks (2:40)

Video #4 - Final Points (1:24)

Acknowledgement: Our sincerest thanks to the University of Denver Graduate School of Social Work, Office of Field Education, for providing the virtual onboarding videos and checklist.

Student Orientation Checklist (Suggested)

This checklist may be tailored by each agency to suit their setting:

Pre-Arrival:

Complete background checks and/or HR paperwork (if required)

Receive access to student email/agency systems

Submit bio/photo for agency team introduction

Receive information regarding accessing the building and parking

Receive an agency contact list/information

First Day:

Meet with supervisor and team (video or in-person)

Receive orientation packet and initial tasks

Review expectations, schedule, and supervision plan

First Week:

Attend staff or team meetings

Complete training modules or organizational learning tasks

Hold the first field supervision meeting

First Month:

Begin Learning Contract development and goal-setting

Complete any training modules or organizational learning tasks

Participate in agency events or shadowing opportunities

Continue meeting staff and learning the agency structure

Receive early feedback and engage in reflective supervision

Student & Supervisor Agreement

At the end of orientation, students and supervisors should sign a brief agreement acknowledging:

Completion of orientation

Review of agency mission, policies, and expectations

Agreement on supervision schedule and communication norms

For Questions or Additional Support,

Please contact the WVU SSW Office of Field Education.

Appendix H: Sample Learning Contract Activities

The following list is composed of sample activities that can be completed at your field placement. While some activities might reflect multiple competencies, a student cannot list the same activity under multiple competencies on the Learning Contract. These sample activities can be used to help you complete your Learning Contract; you may have to adjust the language to fit your specific field placement.