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:

1. Agency Mission and Vision Statement
2. Organizational Chart and Contact Information
3. Agency Policies and Procedures Manual
4. Confidentiality Guidelines
5. Dress Code and Professional Expectations
6. Emergency and Safety Protocols
7. Agency Directory & Contact List/Information
8. Technology Use Guidelines
9. Schedule and Hours of Operation
10. List of Required Trainings or Onboarding Tasks
11. Supervision Expectations
12. 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.