Student Field Placement Procedure

I. Definition

Student Field Placement encompasses a variety of opportunities, such as service learning, internships, observations, field work, and Senior Experience.

II. Documents

In an effort to provide a safe and healthy learning environment for students participating in a student field placement program, the California State University San Marcos requires the following documents:

  • Cal State San Marcos University-Community Partnership Agreement
  • Cal State San Marcos Guidelines and Limitations for Student Field Placement
  • Cal State San Marcos Release Form

A.  University-Community Partnership Agreement (university contract)

This Agreement is between the organization and the University and must be fully executed prior to the Organization accepting any University student(s) at their site to perform curricula related activities  (service learning, internships, observations, field work, Senior Experience).  This agreement details the responsibilities of the university and of the organization.  Unless otherwise approved by the Director of Procurement & Support Services, no other agreement format is to be used between the university and an organization accepting student field placements.  This contract must be on file before any student does any curricula-linked activity at any organization

B.  Guidelines and Limitations for Student Field Placement (student form)

This form outlines appropriate behavior expectations for students while at an Organization's site to ensure a positive and safe learning experience.

C.  Release Form (student form)

This form identifies risks of participating in required academic activities.  Faculty are required to add any other specific risks associated with the activity the student will be participating in. If the Release Form is not included in the course syllabus, a form must be provided to and signed by each student.  Contact Risk Management for assistance in identifying risks.

III. Responsibilities

Student, Faculty, College and Department responsibilities are:

A.    Student

1. Each student is responsible for completing the following required forms as well as any forms required by the Faculty, Department or College and obtaining the necessary signatures.

Guidelines and Limitations for Student Field Placement

Release Form

2.   Each student is responsible for ensuring that these forms are completed and returned to the designated Faculty, Department or College.

B.     Faculty, Department or College

Once a student field placement opportunity is developed, Faculty, Department or College provides the student(s) with:         

1. Guidelines and Limitations for Student Field Placement to be read and signed by the Faculty, Student, and the Organization Site Supervisor. Copies may be made and retained by all parties. The original is to be held by the Faculty or sent to the appropriate Department or College.

2. Release Form to be read and signed by the Student. The original is to be held by the Faculty or sent to the appropriate Department or College.

The Faculty, Department or College retains the original Guidelines and Limitations and Release Forms on file with the academic learning plan/expectations and retains inactive forms for a period of three (3) years.

C. Procurement & Support Services

Procurement & Support Services is the authorized signatory for any partnership (contractual) agreements between the University and the Organization accepting student field placements.

Procurement & Support Services will respond to requests from faculty or staff in departments or colleges to establish new organizational contracts by:

1.  Using the Student Field Placement Agreement Database to determine if the organization has a valid agreement on file.

2. Preparing and mailing the University-Community Partnership Agreement to the potential field placement site, if an agreement is not on file,

3.  Following up with the Faculty, Department or College on any agreements not returned by the organization within fifteen (15) business days.

4.  Executing the agreement and distributing copies to the organization, the appropriate Faculty, Department or College and the University contract file.

5.  Entering and maintaining the agreement information in the Student Field Placement Agreement database.

6.  Maintaining original University-Community Partnership Agreements on file for active organizations and retaining inactive agreements for a period of three (3) years from the date of expiration.

7.  Responding to inquiries regarding contractual issues only.  Procurement & Support Services will refer any inquiries concerning student field placement issues to the appropriate Faculty,  Department or College.

D. University Police

Receive and respond to all student injury calls.  Report all incidents to Risk Management.

E. Risk Management

Review Insurance requirements and assist departments or colleges to assess risks involved with specific placements.