Purpose
The purpose of candidacy visits is to meet with a member of the Board of Accreditation (BOA) to assist in the program’s development and success throughout the candidacy process. The visitor’s primary task is to discuss the program’s benchmark document. For the approval standards, the visitor will identify areas of strength and concern. The visitor also reviews the draft standards and identifies areas of further development that the program can use in developing the next benchmark.
BOA Visitor Eligibility
Candidacy visits are conducted by a current or recent former members of the CSWE-BOA. Members who rotate off the BOA are able to also conduct visits for up to 3 years after rotating off. BOA members have a minimum of 3 years of teaching experience in CSWE-accredited social work programs and have been experienced CSWE site visitors prior to serving on the BOA.
Candidacy Visit Assignments
Overview
Candidacy visits are scheduled based on the Board of Accreditation (BOA) meeting agenda for which a program will be reviewed for a decision. The site visit planning form, assignment, and site visit occur in the months prior to this BOA meeting:
- Site Visit Occurs: September 1 - November 15
- Site Visit Occurs: December 1 - February 28
- Site Visit Occurs: March 1 – May 15
Selecting the Candidacy Visitor
The accreditation volunteer coordinator selects a current or recent former members of the CSWE-BOA to conduct each visit based on their availability and conflicts of interest. BOA members and programs are asked to identify any conflicts of interest per the Conflict of Interest policy. Programs may only deny specific visitors on the basis of a conflict of interest and are unable to deny a site visitor based on visitor experience at the program level; visitor area of expertise; institutional or programmatic religious affiliation, size, or administrative structure; program option(s) or delivery method(s); or other similar criteria. Due to ethical and administrative constraints, CSWE will not honor special requests with respect to preferences or choice related to the assignment of visitor(s).
Notification
Once visit assignments are finalized, the accreditation volunteer coordinator emails the assignments to the institution’s president/chancellor, the primary contact for the program, the BOA member, and the program’s accreditation specialist.
Candidacy Visit Planning
Initial Contact, Setting a Date, and Individual Accommodations
No less than 60 days before the visit, the program’s primary contact is responsible for initiating contact with the visitor to begin planning the visit, including selecting a date, travel plans and initial schedule setting. In the initial contact, the program is expected to inquire about any accommodations the visitor may need during travel or the visit (e.g., mobility, communication).
If the program’s primary contact has not made contact with the visitor by this time, the visitor is asked to notify the accreditation volunteer coordinator for assistance.
No less than 30 days before the visit, it is the program’s responsibility to record this date with CSWE, by completing the Candidacy Visit Date Log.
Length of Visit
Most candidacy visits are conducted in one day. If conducted virtually, visits are permitted to take place over two-half days. An extra half day may be necessary for any visit type, depending on the complexity of the program, and may be arranged between the program and the visitor. The CSWE-BOA also reserves the right to extend visits, as needed.
Visit Format
In-Person Programs (as defined in the Program Change Policy)
If the program has at least 1 program option that is considered in-person, candidacy visits are to be conducted in-person at benchmark 1 and at initial accreditation. Benchmark 2 visits are conducted online. The program may request an in-person benchmark 2 visit by emailing the accreditation volunteer coordinator within 30 days of receiving their decision letter granting candidacy status.
Online-Only Programs (as defined in the Program Change Policy)
All visits for online-only programs are conducted online. The program may request their next visit be in-person by emailing the accreditation volunteer coordinator within 30 days of receiving the email from CSWE granting pre-candidacy, candidacy, or 2nd year of candidacy status.
Number of Visitors
One BOA member visitor is assigned to each program. However, visits may also include an additional BOA member visitor for training and quality assurance purposes. This visitor will attend virtually and will not be an extra cost to the program.
Communication Guidelines
Advanced preparation for candidacy visits is essential and involves close collaboration among CSWE accreditation staff, BOA members, and programs. All planning and communication regarding the candidacy occur through the program’s primary contact on record with CSWE.
Faculty members, students, or others should not communicate with the visitors before arrival on campus nor until the allotted time in the visit schedule. Constituent groups desiring to meet with visitors should request a meeting through the program’s director to arrange time on the visit schedule. It is inappropriate for visitors to receive anonymous documents, telephone calls, or other similar information before, during, or after the visit. BOA members are instructed to discuss any such incidents with the program’s primary contact and to refuse written or verbal information that cannot be shared openly.
Content Preparation
No less than 30 days before the visit, the program emails the program’s benchmark document (all 3 volumes) to the visitor for their review and the program’s accreditation specialist.
The program prepares for the visit by considering how it might respond to the questions raised in the letter during the site visit. The BOA does not expect the program to take formal action on the letter of instructions nor to submit a response to the site visitor before the site visit.
The site visitor reviews the self-study in its entirety prior to the visit, however only standards itemized in the LOI may be discussed onsite with the program. Information beyond the boundaries of the LOI should not be discussed, requested, nor reported. Visitors must use the required site visit report template provided with the LOI. Site visitors may not request a written program response in advance of the site visit.
Candidacy Visit Schedule
No less than 1 week prior to the visit, the program’s primary contact and visitor jointly finalize the visit schedule.
The schedule is to include:
- With whom the visitors will meet (Required):
- President/chancellor (or designee)
- Primary Contact
- Program Director (if different than primary contact)
- Field Education Director
- Faculty
- Students (unless the program does not have students in Benchmark 1)
- With whom the visitors will meet (Optional):
- Field Instructors
- Community Advisory Board (if applicable)
- Deans or other program administrators
- Other stakeholders specific to the program’s context
- Specific times
- Locations and/or meeting links
- Breaks
- Meals
- Workspace for the visitor
A sample visit schedule is located on the candidacy process webpage.
Programs with More Than One Program Option
When programs have more than one program option, it is at the discretion of the program to include stakeholders from each program option in the candidacy visit. These stakeholders can be included in a face-to-face capacity (for in-person visits) or virtually, but visitors should not be expected to visit all physical program options.
Social Events
Required social events or mandatory meals with program representatives are not acceptable. If the program decides to offer such events, it is within the visitor’s purview to accept or decline the invitation. Additionally, these events should not be offered during typical work or preparation time for the visitor.
Logistics
No less than 30 days before the visit, the program’s primary contact should confirm visit arrangements such as travel plans, hotel accommodations, and workspace requirements in the hotel and on campus (for in-person visits) with the visitor. The program should confirm all arrangements with the visitor via email and the primary contact should be copied on all communications, if another program representative is coordinating logistics.
No less than 30 days before the visit, it is the program’s responsibility to record this date with CSWE, by completing the Candidacy Visit Date Log.
Air Travel
Programs are required to provide prepaid coach fare airline tickets to visitors and are to consult with the visitor about the most convenient airline carrier and flight times. Purchasing refundable tickets and/or travel insurance is highly recommended, as unforeseen circumstances such as illness, weather, etc. may occur. The program is responsible for any fees associated with the cancelled, delayed, or if applicable, rescheduled visit.
Hotel
BOA member visitors are to be housed in hotels, not in dormitories or other campus housing. Programs are required to coordinate hotel accommodations and arrange for the hotel to bill the program for site visitor expenses at the hotel, except for personal incidentals. Hotel accommodations are required to include a workspace. Purchasing refundable rooms is highly recommended, as unforeseen circumstances such as illness, weather, etc. may occur. The program is responsible for any fees associated with the cancelled, delayed, or if applicable, rescheduled visit.
Ground Transportation
Programs are required to provide ground transportation for the visitor, including to and from the airport, to and from the hotel to campus, and any other required travel for the visit. Programs provide transportation in the form of a car or shuttle, taxi/rideshare, or rental car. Ground transportation may be out-of-pocket expenses for the visitor, however programs should make every effort to cover such costs upfront, if possible. Programs are to ensure the visitor is comfortable with paying such expenses out-of-pocket prior to finalizing plans. Programs must inform the visitors how reimbursement for these expenses will be managed if the visitor agrees to pay out-of-pocket.
Meals
Meals not taken at the hotel or during the visit are likely to be out-of-pocket expenses for the visitors. Programs must inform the visitors how reimbursement for these expenses will be managed if the visitor agrees to pay out-of-pocket.
Payment of Expenses
It is the program’s responsibility to ensure all possible costs for the visitor are covered by the program prior to the visit, inclusive of travel days and the visit day(s). BOA member visitors are volunteers, not contractors or employees of the program, institution, or CSWE. Therefore, visitors are not expected to provide the program with an IRS Form W-9, personal service agreements, or similar contracts requested by the program/institution, as they are not vendors or service providers. If this is requested by the program, the visitor is asked to contact the accreditation volunteer coordinator for support. Should a visitor choose to enter into a contract or similar agreement with the program, CSWE is not responsible for the content or the program’s adherence to the agreement. Programs are encouraged to use established vendors within their institution that can then bill the program. Another option is to provide the visitor on-site with petty cash for expenses. Failure to adhere to this policy may result in the inability to proceed in the reaffirmation process.
Within 30 days of the visitor submitting reimbursement materials, the program will either have reimbursed the visitor for any out-of-pocket expenses or provide an update to the visitor on an estimated payment date.
If the visitor or program have any questions about payment of expenses for the visit, please contact the accreditation volunteer coordinator.
Candidacy Visit Emergencies
CSWE recognizes that scheduled visits may need to end early, be delayed, moved virtually, or cancelled due to special circumstances beyond the control of relevant parties. Examples of these special circumstances include inclement weather conditions, natural or manmade disasters, or changes to visitor’s or key personnel’s schedules due to extenuating circumstance; this list is not exhaustive. Purchasing refundable tickets and/or travel insurance is highly recommended, as the program is responsible for any fees associated with the cancelled, delayed, or if applicable, rescheduled visit.
In these circumstances, CSWE must be consulted to determine the best course of action in an emergency before any changes to the date or the format of the visit are enacted, unless CSWE staff are unavailable.
To inform CSWE accreditation staff of changes to a planned visit:
1. The party (visitor or program) must immediately notify the accreditation volunteer coordinator via email or telephone. If the volunteer coordinator is unavailable, the associate director of accreditation operations or executive director of accreditation may be contacted.
2. The party (visitor or program) will then notify the other party (visitor or program) via email and telephone.
3. The program, visitor, and CSWE accreditation staff must communicate to determine the best course of action. Due to complexity in scheduling visits, cancellations and delays will be avoided whenever possible, however the reaffirmation timetable may be impacted. Possible outcomes include but are not limited to:
- Change the format of the visit to be virtual on the same day
- Delay visit
- Reschedule visit with same visitor for a later date
- Reschedule visit with an alternate visitor for the original date
- Reschedule visit with an alternate visitor for a later date
If CSWE is unavailable and/or the emergency occurs outside of business hours, the program/visitor may make an informed decision and report the course of action immediately to the CSWE accreditation staff. These occurrences will be handled on an individual basis. Examples of these emergencies include inclement weather conditions, natural or manmade disasters. If necessary, visitors may book travel and accommodations and will be reimbursed by CSWE, and the program may be invoiced upon submission of details of extenuating circumstances and submission of receipts. Coach fare and basic accommodations are expected.