1. The Academic Fieldwork Coordinator at the Occupational Therapy Department sends two copies
   of the fieldwork contract and copies of the fieldwork facility evaluation form and AOTA annual
   report form (fieldwork data form) to the supervisor of Occupational Therapy at the facility. In
   addition, resources such as sample objectives, an objective template, and informational guides will
   be sent to assist in establishment of learning objectives and assignments. Data will be gathered in
   the areas of primary treatment conditions, evaluations, interventions, client participation, student
   resources for learning, supervision available, and consistency with the UND OT department
   curriculum design and objectives for fieldwork courses.
2. Upon receipt of the information, it is reviewed by the Academic Fieldwork Coordinator to
   determine whether the facility meets the UND Occupational Therapy Department established
   criteria for Level II fieldwork settings. This information may also be reviewed by other
   occupational therapy department faculty, and further information may be requested or the facility
   may be requested to modify some aspects of the experience to meet the criteria.
3. Once the facility has been approved as a fieldwork site, information from the site will be added
   to UND fieldwork information on Blackboard and added to the fieldwork binders and the site is
   listed as a possible choice for students when choosing Level II fieldwork.
4. Facilities not approved as fieldwork sites will be provided specific rationale as to the decision
   made, and will be provided with suggestions should they wish to pursue approval as a fieldwork
   site in the future. If a fieldwork facility chooses to withdraw from offering fieldwork experiences
   to UND students, they are also expected to notify the UND OT department of the decision and
   the reasoning behind it. The information concerning that facility will then be removed
   from the fieldwork binders and the Blackboard program.

1. It is the student’s responsibility to contact an agency which will meet the criteria of the
   American Occupational Therapy Association and that of the University of North Dakota
   Occupational Therapy Department and which will agree to accommodate the student during
   the specific time frame requested.
2. The student, after securing a commitment by the facility to reserve a space, must petition the
   fieldwork committee to be allowed to complete the fieldwork out of the geographic region. This
   petition should include information about the facility and should outline how the education
   experiences offered by this particular facility meet the student’s educational and career goals.
3. The fieldwork committee, which consists of the chairperson of the Occupational Therapy
   Department along with up to two (2) representatives from the fieldwork agencies, will consider
   the request and inform the student in writing of their decision.
4. If the petition is approved, the student is directed to meet with the UND Academic Fieldwork
   Coordinator to provide to the Academic Fieldwork Coordinator all information regarding the
   facility. The Academic Fieldwork Coordinator then follows the process as developed by the
   UND Occupational Therapy Department for establishing fieldwork education experiences.
5. If the petition is not approved, it is the student’s responsibility to contact the facility and inform
   them of the committee’s decision, so that the facility does not continue to hold the reservation. If
   the student is not satisfied with the decision made by the fieldwork committee, he/she may
   request to appeal the decision and meet with UND faculty in person to present the petition—
   other appeals follow the normal UND School of Medicine and Health Sciences channels.

1. The student will write a letter to the committee outlining the reasons for the requested change.
   The student should indicate the scope of the occupational therapy program at the scheduled
   facility and should discuss why this program does not meet his/her educational goals. The
   student should also provide information as to the process he/she used to come to this conclusion.
   The letter should conclude with a short description of the type of program or learning
   experience that the student is seeking to better meet his/her educational goals.
   All requests for change must be received by the fieldwork committee no later than three months
   prior to the scheduled Level II fieldwork experience. Requests received after this deadline will
   be considered on a case-by-case basis. Faculty or the fieldwork committee will review both the
   student’s past performance in the OT program as well as any extenuating circumstances
   surrounding the request.
2. The fieldwork committee, which consists of the chairperson of the Occupational Therapy
   Department along with up to two representatives from the fieldwork agencies, will consider the
   request and inform the student in writing of their decision.
3. If the petition is approved, the student is directed to contact the Academic Fieldwork
   Coordinator, who will take responsibility for canceling the original contract and will work with
   the student to find a fieldwork experience matching his/her educational goals. If the student is
   requesting a fieldwork outside of the geographic region, all policies and procedures involved in
   establishing such fieldwork will be observed.

1. No student may do both physical and psychosocial dysfunction fieldwork placements in the same
   facility unless the two fieldwork programs are structurally and/or administratively separate.
2. Students desiring to complete a psychiatric fieldwork in or near their permanent
   residence/hometown may do so if one or more of the following criteria are met:
   1. The permanent residence/hometown has a population of over 100,000.
   2. The radius from permanent residence/hometown and choice of psychiatric fieldwork is
      more than 75 miles.
   3. The patient population being served by the psychiatric fieldwork is designated as
      chronic patient population (long-term care facility) versus acute patient population (shortterm
      care facility).

1. Once the student has made his/her choices for repeat fieldwork sites, the Academic Fieldwork
   Coordinator will contact the fieldwork site and notify them of the student’s repeat status.
2. It is then the responsibility of the student to contact the fieldwork site to discuss the
   circumstances/difficulties surrounding the previous fieldwork.
3. When a verbal agreement is reached between the student and a fieldwork site, the Academic
   Fieldwork Coordinator will negotiate the fieldwork contract and arrange the necessary
   paperwork for the student’s fieldwork experience.

• The OT Academic Fieldwork Coordinator will contact the fieldwork facility and provide
  information as to accommodations needed. The facility will determine whether accommodations
  desired are reasonable given the resources available to the site. If accommodations are available,
  the student will be placed for fieldwork at the site. If the site is not able to provide the requested
  accommodations, the Academic Fieldwork Coordinator will assist the student in choosing an
  alternative placement site. Students are encouraged to identify their needs as soon as possible so
  that appropriate placements can be secured in a timely manner.
• The Academic Fieldwork Coordinator is available to consult with the student and advise the
  student as he/she plans for a successful fieldwork experience and during the course of the Level I
  or Level II placement. Expectations should be the same for students regardless of abilities;
  however, strategies to achieve entry-level competency may differ.

The University of North Dakota School of Medicine and Health Sciences and College of Arts
and Sciences (here and after referred to as the “University”) have developed a policy on
Criminal Background checks for students who have contact in the course of their educational
experience with vulnerable populations. The goal is to protect the safety of patients at
settings where University of North Dakota students perform educational experiences.

The policy rationale follows:

A. Health care providers are entrusted with the health, safety, and welfare of patients, have
access to controlled substances and confidential information, and operate in settings that
require the exercise of good judgment and ethical behavior. Thus, an assessment of a
student or applicant’s suitability to function in such a setting is imperative to promote the
highest level of integrity in health care services.
B. Clinical facilities are increasingly required by accreditation agencies, such as the Joint
Commission of Healthcare Organization (JCAHO), to conduct background checks for
security purposes on individuals who provide services within the facility and especially
those who supervise care and render treatment. To facilitate this requirement,
educational institutions have been asked to conduct these background checks for students.
C. Clinical rotations are an essential element in certain educational programs. Students who
cannot participate in clinical rotations due to criminal or other adverse activities that are
revealed in a background check are unable to fulfill the requirements of the program.
Additionally, many healthcare licensing agencies require individuals to pass a criminal
background check as a condition of licensure or employment. Therefore, it is in
everyone’s interest to resolve these issues prior to a commitment of resources by, the
applicant, student, or the University.
D. The various programs at the School of Medicine and Health Sciences, the College of Arts
and Sciences, and the College of Nursing are obligated to meet the contractual
requirements contained in affiliation agreements between the university and the various
healthcare facilities.

This policy applies to accepted applicants to or students enrolled in an educational program
that includes, or may include at a future date, assignment to a clinical health care facility.
Visiting students who enroll in courses with such an assignment also are subject to the
policy. Presently, programs that require a background check include:

A. Clinical Laboratory Sciences
B. Communication Sciences & Disorders
C. Cytology
D. Histology
E. M.D. (Medicine Program)
F. Nursing
G. Nutrition and Dietetics
H. Occupational Therapy
I. Physical Therapy
J. Physician Assistant Program
K. Clinical Psychology?

A. Individuals to whom this policy applies will be required to have a criminal background
check performed with results deemed favorable by the University as a condition of their
admission or initial enrollment and/or continued enrollment. An offer of admission will
not be final and enrollment will not be permitted until the completion of a favorable
background check. Admission may be denied or rescinded, or enrollment terminated, or
a visiting student refused based upon the results of the criminal background check.
B. Individuals to whom this policy applies must sign a form authorizing the University to
have a criminal background check performed on them by a company engaged by the
University to conduct such checks.
C. The background check shall include a Social Security Number trace to confirm past
residencies and a criminal background search based on all areas of past residence. The
search shall involve all levels of criminal offense, all types of adjudications, all legal
processes not yet resolved, and all types of offenses, extending back a minimum of seven
years.
D. Omission of required information, or false or misleading information provided by the
individual in any communication with the University may result in denial or rescission of
admission, disciplinary action, or dismissal.
E. Individuals who refuse to submit to a background check or who do not pass the
background check may be dismissed from the program.
F. Individuals who are denied admission to or are dismissed from a program may seek
admission into another educational program that does not have a clinical component
requirement in its curriculum.
G. Each program will inform potential applicants, enrolled students, and visiting students
that criminal background checks are required. The program will use appropriate means
such as inclusion in the catalog, student handbook, admissions pamphlet or correspondence
to convey this information.
H. The cost of the required criminal background check is the responsibility of the individual
applicant or enrolled student.

A. Scope - Criminal background checks include the following and cover a minimum of the
past seven years:

• Social Security Report (address locator)
• County Criminal Record History (unlimited jurisdictions)
• National Sex Offender Public Registry Search
• National Criminal Database Search, includes but not limited to:
  • Sexual/Violent Offender Registries
  • Federal Bureau of Investigation Terrorist List
  • Federal/State/Local fugitive (wanted persons) lists
• FACIS Level 1 includes, but not limited to:
  • (OIG) Office of Inspector General List of Excluded Individuals
  • (GSA) General Services Administration Excluded Parties Listing
  • (OFAC) Office of Foreign Assets Control SDN Search
  • (ORA/FDA) Office of Regulatory Affairs/Food & Drug Administration Department List
  • (ORI) Office of Research Integrity Administration Action Li

B. Rights - Students and accepted applicants have the right to review the information
reported by the designated company for accuracy and completeness and to request that
the designated company verify that background information provided is correct. Prior to
making a final determination that will adversely affect the accepted applicant or enrolled
student, the educational program will verify that the student or accepted applicant has
received a copy of the report from the designated company. If the background check
report reveals information of concern which the University may deem unfavorable, the
individual student or accepted applicant will be given the opportunity to provide a
detailed written description and explanation of the information contained in the report
along with appropriate documentation. This information must be returned to the
educational program within 10 working days of the date the communication is sent to the
individual or another date specified by the educational program in its communication
with the individual. The University also may independently seek to obtain additional
information about the information of concern.

A. Applicants must complete the required criminal background check following the offer of
admission but prior to enrollment.
B. Enrolled students who did not have a criminal background check at the time of admission
into the educational program may be required to complete a background check prior to
commencement of an assignment at a health care facility.
C. If the criminal background check has no findings of concern, the individual applicant or
student will be allowed to enroll and participate in clinical rotations.
D. Each educational program will designate an appropriate committee to review any
criminal background checks with reported findings. The committee may request that the
individual submit additional information such as a written explanation, court document
and/or police reports. The committee will review all available information and determine
if an offer of admission should be withdrawn.
E. Issues to be considered when assessing a criminal history. The applicant/student:

• May pose a threat to individual patients
• May pose a threat to university, medical school, college, or community-at-large
• May not be permitted to complete certain clinical rotations
• May not be able to develop into an appropriate member of the profession

F. Indicators of concern include but are not limited to:

• Abuse of at-risk populations
• Homicide
• Child pornography – related offenses
• Sexual assault, rape
• Repeated “disturbing the peace” violations
• Aggravated assault
• Domestic violence
• Drug charges
• Sexual harassment
• Repeated alcohol – related offenses
• Fraud, including offenses involving Medicare or Medicaid
• Possession of an unlicensed deadly weapon

G. Factors to consider when reviewing criminal background checks. Information may
include, but not necessarily be limited to:

• The relationship between the offense committed and the student’s participation in the
  basic science or clinical education components of the educational program
• The nature and seriousness of the offense
• The circumstances under which the offense occurred
• The age of the person when the offense was committed
• Whether the offense was an isolated event or part of a pattern of similar offenses
• The length of time since the offense was committed
• Past employment history
• Past history of academic or non-academic misconduct at prior institutions
• Evidence of successful rehabilitation
• Forthrightness of the information provided by the applicant in opportunities provided
  for self-report on application-related forms
• Ability to be licensed in the professional discipline.

A. Criminal background check reports and other submitted information are confidential and
may only be reviewed by university officials and affiliated clinical facilities in
accordance with the Family Educational Records and Privacy Act (FERPA).
B. Criminal background check reports will be maintained securely, confidentially and
separately from an admission file or a student’s academic file. Criminal background
check reports will be maintained for a period of six years following graduation or date of
last attendance for enrolled students and then destroyed. Reports on students denied
matriculation or enrollment based on the findings of the Criminal Background Check will
be maintained for the current fiscal year plus three years and then destroyed.
C. Ordinarily, agreements with clinical facilities will specify that the facility will accept the
University’s criminal background check or if the facility wants to conduct a different
background check, it will be done at the facility’s expense.