303 - Office of Field Experience

Title:	Office of Field Experience
Owner:	Provost/Dean, School of Nursing & Health Sciences
Last Update/Review:	02/10/2025

Policy: Aspen University is committed to providing students with meaningful learning experiences through placements, clinical rotations, practicums, and immersions. To ensure a smooth experience, the Office of Field Experience staff is committed to successfully assisting students with placement for sites and preceptors. Current policies, protocols, and procedures for placement are available in the respective student handbook which are publicly available on Aspen's website. Third-party sites may have their own set of rules and regulations; therefore, students are required to become familiar with and adhere to these regulations in addition to Aspen University's Policy and Procedures.

The School of Nursing and Health Sciences (SONHS) and the Office of Field Experience (OFE) are committed to delivering robust support to SONHS students in preparation for and throughout their field experiences, promoting continuous compliance with all relevant requirements or regulations. Field experiences, which encompass external experiences or externships, are mandatory components for specific SONHS programs. The term "field experience" is inclusive of clinical, practicum, or practice immersion experiences.

Registration of Field Experience Courses

Students must obtain OFE approval before entering each field or immersion experience course. Students are advised to review the relevant programs’ field or immersion experience handbook for detailed requirements and instructions. The OFE can be contacted at OFE@aspen.edu

OFE Approval Process

To gain approval, students must submit the following documents to the Office of Field Experience by the appropriate deadline:

Site Affiliation Agreement - most sites have a unique affiliation process that we must adhere to
Preceptor Agreement – physically signed by both student and preceptor
Preceptor CV or resumé – showing a clear connection to the site or permission must be obtained
Preceptor Nursys or applicable license report (for DNP students, such as MD)
Student Nursys license report
Student Profile
Student CV or resumé

Upon submission, these documents will undergo review in accordance with the respective program handbook. Review times may vary.

Maintaining OFE Approval

To uphold approval status, students must adhere to the following guidelines:

Preceptor/mentor documents, such as licenses, must be current. OFE reaches out in advance to preceptors for upcoming expirations. Preceptors/mentors are subject to periodic re-review.
Active affiliation agreements must be maintained. OFE reaches out in advance to affiliate/field experience sites for upcoming expirations.
Fulfillment of any additional requirements stipulated by the field experience site.

If a student intends to change their field experience site or preceptor, they must communicate this to the OFE in advance and by the appropriate deadline to allow for additional document processing, review, and approval.

Late or Incomplete Documentation Notice

Late submission of documentation or information may lead to clinical restrictions or delays in course progression. Failure to provide complete, up-to-date documentation, including health and safety, preceptor, and affiliate documents, may lead to clinical restrictions or delays in course progression. While OFE makes all reasonable efforts to renew preceptor and site documents, if a delay occurs, this may result in clinical restrictions or delays in course progression. Students are responsible for all costs associated with repeat courses. All components of each requirement must be received by OFE. Students may be asked to assist in facilitating the submission of these documents.

Code of Conduct Notice

Students who do not comply with the OFE requirements set forth in this policy are subject to Code of Conduct referral.

Health and Safety Requirements

Health and safety requirements are mandated by agreement with the clinical sites in which a student may be placed. Therefore, Aspen University cannot make exceptions to waive any health and safety requirements. Students that refuse to provide appropriate health and safety documentation, or request medical waivers (subject to approval), by the appropriate deadline will be responsible to find and secure their own clinical placement experiences that meet the appropriate standards. Students must communicate with the OFE prior to reaching out to any immersion site, as there may be pre-established procedures to be followed for that facility. Students must provide documentation from the immersion site (owner, director, CEO) stating that they approve the student to do clinical hours within their facility without documentation of these health and safety requirements. Documentation will be verified by the OFE prior to each rotation.

Address Updates

Students must promptly notify the Registrar and OFE of a change of address immediately as this may impact clinical placement. A student who moves to a state in which the program is not offered will not be able to complete the program.

OFE Placement Support Services

Students are responsible for identifying immersion placements and preceptors and must actively partner with the OFE to facilitate placements that align with student preferences within the scope of the program requirements.
Should the preferred placements not work out, OFE will assist students in obtaining a placement. Priority for placements will be given to students who submit all required documentation by the appropriate deadline(s).
In a case where a preceptor is unable to fulfill their requirements due to reasons outside of the student’s control, the OFE will make every reasonable attempt to assist the student in finding an alternative preceptor to complete the hours. If this is not possible, the student may need to withdraw and retake the course, Students will be responsible for all costs associated with any repeat courses.
Students are expected to accommodate preceptor and site schedules.
Clinical site/preceptors may require interviews or additional requirements, such as background check and/or drug screens. AU does not request on behalf of the student nor absorb the fee for the services. OFE can provide a list of options to obtain the requested requirements. The student must follow through with these expectations and appointments. Should these expectations or appointments not be met, students must provide their own placement for that clinical rotation by deadline.

Indirect Costs - School of Nursing & Health Sciences

Aspen University (AU) strives to maintain affordable tuition rates to support underserved groups in accessing education. However, preceptors and immersion sites may independently charge fees for precepting students. If a preceptor or site charges a fee, it typically ranges from $50 to $2,000 per course, and AU does not establish or regulate these charges.

Students are responsible for addressing these fees directly with their preceptor or clinical site. Students are responsible for negotiating payment directly with their preceptor/site or placement service. If a student opts to utilize a placement service, students are responsible for communicating the respective preceptor/mentor and field experience site requirements to the placement service agency.