2.3.4. Program Preparation for the Site Visit

Advance preparation for site visits is essential and involves close collaboration among OSWA staff, site visitors, and programs.

Travel and Accommodations

Program directors should communicate with the site visitors about arrangements such as travel plans, work space requirements in the hotel and on campus, and the schedule for the site visit. The program’s chief administrator or designee should confirm all arrangements with the site visitor(s) in writing.

Programs are to provide prepaid airline tickets to site visitors and should consult with the site visitors about the most convenient airline carrier and flight times. Coach fare is expected. The program should also inform site visitors about transportation from the airport to the campus.

Site visitors should be housed in hotels, not in dormitories or other campus housing. Programs should arrange for hotels to bill the program for site visitors’ expenses minus personal expenses. Hotel accommodations should be arranged so that site visitors have a place to work on the site visit report.

Ground transportation and meals not taken at the hotel are likely to be out-of-pocket expenses for the site visitors. Programs should inform the site visitors how reimbursement for these expenses will be managed.

Communication Guidelines

Program directors are responsible for all communication with the site visitors. Faculty members, students, or others should not communicate with the site visitors before their arrival on campus nor after their arrival until the appointed time in the site visit schedule. Constituent groups desiring to meet with site visitors should request that the program’s chief administrator arrange time on the site visit agenda. It is inappropriate for site visitors to receive anonymous documents, telephone calls, or other similar information. Site visitors are instructed to discuss any such incidents with the program’s chief administrator and to refuse written or verbal information that cannot be shared openly.

It is the policy of the Commission on Accreditation that:

  • Programs are to provide prepaid airline tickets to site/commission visitors.
  • Programs should consult with the site/commission visitors about the most convenient airline carrier and flight times.
  • Programs should inform site/commission visitors about transportation from the airport to the hotel and campus.
  • Programs should house site/commission visitors in hotels, not in dormitories or other campus housing.
  • Programs should arrange for hotels to bill the program for site/commission visitors’ expenses minus  personal expenses.
  • Hotel accommodations should be arranged so that site/commission visitors have a place to work on the site visit report.
  • Requesting site/commission visitors to complete W-9 forms in order to be reimbursed is not supported by the Council on Social Work Education or the Office of Social Work Accreditation.
  • Ground transportation and meals not taken at the hotel are likely to be out-of-pocket expenses and programs should inform site/commission  visitors how reimbursement for these will be managed.