Board of Social Work
Frequently Asked Questions
General
Q: What is the mailing information for the Board of Social Work?
A: Our mailing address is: 9960 Mayland Drive, Suite 300, Henrico, Virginia 23233
Q: Where can I find information on the fees associated with the Board of Social Work?
A: The fees are located in our Regulations under 18VAC140-20-30. Fees shall be paid by check or money order made payable to the “Treasurer of Virginia” and forwarded to the Board. All fees are non-refundable.
Q: How do I notify the board office of an address change and/or name change?
A: Name and/or Address changes may be submitted in writing using the Name/Address Change Form. Address changes may also be made online through the Online Licensing website. Name/Address change forms may be faxed or mailed to the board office. The board office fax is: (804) 527-4435 and mailing address: Board of Social Work, 9960 Mayland Drive, Suite 300, Henrico, Virginia 23233.
All name changes must be accompanied by a marriage license, divorce decree,
or court order.
Supervision
Q: What is the process for registering a supervisor?
A: You must complete and submit the Registration of Supervision application.
Applications are typically processed within 30 days of the receipt of the application. A confirmation email is sent to the applicant to verify that the application has been received by the Board. If additional information is required, a detailed description of missing information will accompany the email.
If the application is complete, it will be sent to Credentials Review for
official evaluation. The decision of the review will be sent to the applicant
by regular mail as soon as possible thereafter.
Q: When is it necessary to register supervision?
A: Effective November 26, 2008, NEW registrations of supervision must be submitted by applicants to the Board of Social Work before applicants are permitted to begin supervision towards licensure REGARDLESS of the setting. (Previously, supervision in an EXEMPT setting did not have to be registered with the Board.)
Q: If I began my supervision in an exempt setting before November 26, 2008, do I now have to register?
A: If you began your supervision prior to November 26, 2008, and you have been continually and appropriately supervised while working in an exempt setting (not for profit, i.e., CSB’s government agencies, etc.), you will be able to continue with that supervision, and you do not need to register but you may.
Q: Can I begin counting hours under supervision before I receive approval from the Board of Social Work?
A: No, you must receive Board approval prior to counting hours towards licensure.
Q: What if I have not been required to register but now I want to change or add a new supervisor?
A: If you want to change or add a new supervisor on or after November 26, 2008, the new supervision must be registered with the Board and will require prior approval from the Board of Social Work prior to beginning with a new supervisor.
Q: While under supervision, can I directly bill for services?
A: Supervisees may not directly bill for services rendered or in any way represent themselves as independent, autonomous practitioners, or licensed clinical social workers. During the supervised experience, supervisees shall use their names and the initials of their degree, and the title "Supervisee in Social Work" in all written communications. Clients shall be informed in writing of the supervisee's status and the supervisor's name, professional address, and phone number.
Q: What does the Board mean when they say that supervision has to be “face-to-face”?
A: The board defines face-to-face supervision as the physical presence of the individuals involved in the supervisory relationship during either individual or group supervision.
Q: Does that Board have a list of supervisors that are available?
A: No, the Board does not have a list of current supervisor,
but we suggest contacting the NASW, ASWB or other social work associations
who might be able to provide this information. You can also check with other
applicants who have been through the registration process.
Q: Are there requirements or qualifications for new supervisors for the supervised experience beginning on or after November 26, 2008?
A: Yes. The supervisor must hold an active, unrestricted license as a LCSW in the jurisdiction in which the clinical services are being rendered with at least 3 years of post licensure clinical social work experience. The supervisor must have received professional training in supervision, consisting of a 3 credit-hour graduate course in supervision or at least 14 hours of continuing education offered by a provider approved under Regulation 18VAC140-20-105. The graduate course or hours of continuing education in supervision shall be obtained by a supervisor within 5 years immediately preceding registration of supervision.
With respect to BSW trainees for LSW licensure, a person who has not been a supervisor for a trainee for LSW licensure prior to November 26, 2008, must meet one of the following criteria: The supervisor must hold an active, unrestricted license as a LSW with a master’s degree or an LSW with a bachelor’s degree and at least 3 years of post licensure social work experience or an LCSW in the jurisdiction in which the social work services are being rendered.
Q: Are there new requirements or qualifications for persons who have provided supervision for a trainee prior to November 26, 2008?
A: By November 26, 2012, all supervisors for LCSW applicants who provided supervision prior to November 26, 2008, must obtain professional training in supervision, consisting of a three credit-hour graduate course in supervision or at least 14 hours of continuing education offered by a provider approved under Regulation 18VAC140-20-105. The graduate course or hours of continuing education in supervision shall be obtained by a supervisor within 5 years immediately preceding registration of supervision.
Q: Are there other changes to the supervision requirements as of November 26, 2008?
A: Face-to-Face Supervision hours include both individual and group supervision. No more than 50 of the 100 hours may be obtained in group supervision, nor shall there be more than 6 persons being supervised in a group unless approved in advance by the Board. One hour of group supervision will be deemed equivalent to one hour of individual supervision.
Q: If I am unable to locate my supervisor or if my supervisor is deceased, how can I verify my supervision hours?
A: The applicant shall submit to the Board a notarized affidavit from the present chief executive officer of the agency, corporation or partnership in which the applicant was supervised. The affidavit shall specify dates of employment, job responsibilities, supervisor’s name and last known address, and the total number of hours spent by the applicant with the supervisor in face-to-face supervision. Or, if the applicant is licensed in another state, obtain a copy of the application from their state board and submit the verification of supervision forms from that state board.
Q: Will supervision obtained in another state count towards licensure in Virginia?
A: Yes, as long as it meets the requirements of the Board’s regulations. The Credentials Reviewer is unable to make a determination as to whether this time will count until you submit a complete application for consideration.
Q: Must my supervision be under a Licensed Clinical Social Worker?
A: Yes. However, the Board may consider supervisors with commensurate qualifications if the applicant can demonstrate an undue burden due to geography or disability.
Q: Where can I find the requirements for supervision hours towards Licensed Clinical Social Worker (LCSW) licensure?
A: Please refer to regulation 18VAC140-20-50 which can be found under Laws and Regulations. The regulation states that “the applicant shall have completed a minimum of 3,000 hours of supervised post-master's degree experience in the delivery of clinical social work services. A minimum of one hour and a maximum of four hours of face-to-face supervision shall be provided per 40 hours of work experience for a total of at least 100 hours. Experience shall be acquired in no less than two nor more than four years.”
Licensure
Q: What is the fee to renew my license and how can it be paid?
A: The Licensed Clinical Social Worker (LCSW) renewal fee is $125.00 and the Licensed Social Worker (LSW) renewal fee is $110.00. Both fees can be paid by check or money order made payable to the “Treasurer of Virginia.”
You can also renew your license using the online service and pay with a credit card. Please note that you must have your PIN number in order to renew online. First time users will need to click the “New User” button, enter your license number and temporary PIN number, then follow the directions to create a User ID and Password.
Q: What is the fee if I do not renew my license by the date shown on my license?
A: If you do not renew by June 30, you will be assessed a late fee. The late fee is $10.00 which can be paid at the time that you renew your license. Practicing on an expired license may result in disciplinary action.
Q: Is there a “grace period” if I do not renew my social work license by the 30th of June of the renewal year?
A: No.
Q: How do I receive a paper renewal form?
A: You may call the Department’s automated services system at (804) 217-8056 or contact the Board of Social Work.
Q: What states have a reciprocal agreement with the Virginia Board of Social Work?
A: Virginia does not have reciprocity with any state. Virginia offers application by endorsement for applicants holding a current and active social work license in another jurisdiction who passed the necessary licensing examination. Please review the requirements for licensure by endorsement which can be found in the regulations.
Q: What is the process for applying for licensure as a LSW or LCSW?
A: You must complete and submit the licensure application.
Applications are typically processed within 30 days of the receipt of the application. A confirmation email is sent to the applicant to verify that the application has been received by the Board. If additional information is required, a detailed description of missing information will accompany the email.
If the application is complete, it will be sent to Credentials Review for official evaluation. The decision of the review will be sent to the applicant by regular mail as soon as possible thereafter.
Q: What is licensure by examination and licensure by endorsement?
A: Licensure by Examination: to become a licensed social worker (LSW) or licensed clinical social worker (LCSW), an individual must pass the required examination administered by the Association of Social Work Boards (ASWB).
You must apply for licensure by examination if you:
- Have never been licensed as a social worker or clinical social worker in another state
- Have not taken the national exam given by the Association of Social Work Boards (ASWB)
- Have passed the ASWB examination, have received licensure in another state and do not have 36 of the past 60 months of post-licensure active practice.
Q: What information should be maintained on a client?
A: Written or electronic clinical records shall be maintained for each client to include identifying information and assessment that substantiates diagnosis and treatment plans. Each record shall include a diagnosis and treatment plan, progress notes for each case activity, information received from all collaborative contacts and the treatment implications of that information, and the termination process and summary.
Q: How long must a social worker keep clinical records on a client?
A: Client records must be maintained for a minimum of
6 years or as otherwise required by law from the date of termination of
the therapeutic relationship with the following exceptions:
a. At a minimum, records of a minor child shall be maintained for 6 years
after attaining the age of majority or 10 years following termination, whichever
comes later.
b. Records that are required by contractual obligation or federal law to
be maintained for a longer period of time.
c. Records that have been transferred to another mental health professional
or have been given to the client or his legally authorized representative.
Q: How may I obtain a duplicate copy of my license?
A: To obtain a duplicate copy of your license submit a written request and a $10.00 fee check or money order made payable to the Treasurer of Virginia. Duplicate licenses may also be ordered online through the Online Licensing website.
Q: What is the cost to have my license verified to another state?
A: Submit a Request for Verification of Virginia Licensure form along with a $10.00 check or money order made payable to the Treasurer of Virginia. Please note that the verification process can take approximately 5-7 business days upon receipt of your request.
Applications
Q: How often are licensure applications reviewed?
A: Applications are reviewed a minimum of twice a month. The date of review varies each month. You will receive written notification by mail regarding the decision of your application as soon as possible.
Q: When is the applicant notified if approval has been granted for licensure or to sit for the exam?
A: The applicant is notified in writing as soon as possible after the review date.
Q: What are the examination dates?
A: The exam is given Monday - Saturday. Once an applicant has been approved he/she is sent an examination packet with information on how to set a date for the exam. The passing score is 75.
Q: When must I take the licensing exam?
A: Effective January 7, 2010, exam candidates must take
the exam within 2 years of the date of initial board approval. If the candidate
has not passed the exam by the end of the 2-year period, the applicant must
reapply according to the requirements of the regulations in effect at that
time.
Q: If I’ve taken the required exam in another state how do I have this information transferred to Virginia?
A: You may contact ASWB to request a copy of your scores or your state board may verify this information for you on the Out-of-State verification form.
Q: What levels of the exam does Virginia offer?
A: Virginia offers the Clinical level ASWB exam for the Licensed Clinical Social Worker application and the Bachelor's level ASWB exam for the Licensed Social Worker application. The Bachelor's Level exam is for both bachelor's and master's level candidates for LSW.
Q: Can you obtain approval to sit for the exam before you complete the requirements for licensure?
A: With respect to the LCSW license applicants, Virginia requires that all licensure requirements be completed before approval is granted to sit for the exam. However, with respect to BSW applicants for LSW license applicants, BSW applicants may apply to take the Bachelor's level exam prior to completion of the 3,000 hours of post-bachelor's experience required.
Q: How quickly is the applicant notified if he/she was successful on the exam?
A: The applicant is notified that day at the testing site.
Q: Once I have taken the exam do I need to contact the board office?
A: No, once you have taken the exam it takes about two to three weeks before the board office receives the official score report. Once the board office has received the official score report the applicant is licensed that day and mailed the license.
Q: If I was unsuccessful on the exam do I need to contact the board office?
A: No, follow the instructions in the Candidate Handbook to sit for the exam again.
Q: After the board office has received the official score report how long does it take to receive the hard copy of the license.
A: Allow 7 to 10 business days to receive the license.
Q: After I have passed the exam may I use the designation LSW or LCSW?
A: NO. You must wait until you are issued a license from the board office. Passing the exam does not mean you are licensed.
Q: If I am applying through endorsement must I complete all the forms in the application packet?
A: Yes.
Q: What education does Virginia require to obtain LCSW licensure?
A: Virginia regulations require that the applicant be a graduate of a Master or Doctorate of Social Work Program in a clinical course of study. An applicant with a nonclinical concentration shall complete additional graduate level academic coursework and field placement/practicum to meet all requirements for a clinical course of study.
For a list of the minimum course requirements for a clinical course of study and information on the requirements for a clinical field placement/practicum, please see Regulation 18VAC140-20-49.
Q: What education does Virginia require to obtain LSW licensure?
A: The applicant shall hold a bachelor’s or a master’s degree from an accredited school of social work.
An applicant who holds a master’s degree may apply for licensure as a licensed social worker without documentation of supervised experience.
An applicant who hold a bachelor’s degree must meet the supervision requirements of Regulation 18VAC140-20-60.
Continuing Competency Requirements
Q: How many continued competency hours are required for each biennial licensure renewal?
A: LCSW's are required to complete a minimum of 30 contact hours of continuing education and LSW's are required to complete a minimum of 15 contact hours of continuing education for each biennial licensure renewal.
Q: How will I know if training is approved?
A: There is no pre-approval process for the continuing competency requirements you must refer to the regulations to determine if a particular training will counts towards the renewal requirements. See Regulation 18VAC140-20-105. Each licensee must use their best and professional judgment to determine if the course meets the requirements for licensure.
Q: Do I need to submit my continued education (CE) documentation to the board for each renewal?
A: No, you must maintain this information in your records for a period of five years following renewal. The Board conducts a random audit of licensees to verify compliance with the requirement for that renewal period. If selected, you would be notified by mail that documentation is required and given a time frame within which to comply.
Q: When must I have the required number of continuing competency hours completed in order to renew my license?
A: The requirement must be completed with each renewal of licensure. You will be required to sign a certification on your renewal form that you have met the continuing competency requirements. Falsification on the renewal form is a violation of law and may subject you to disciplinary action.
Q: Who maintains the required documents for verification of continuing competency hours?
A: It is the social worker's responsibility to maintain the certificates and any other continuing competency forms or records for five years following renewal. Do not send any forms or documents to the Board of Social Work unless requested to do so.
Q: What are "Category I" hours?
A: Category I hours are Formally Organized Learning Activities that can be documented by an approved sponsor or organization. The Board-approved sponsors or organizations are listed in Regulation 18 VAC 140-20-105B. If the sponsoring organization does not award a participant with a dated certificate indicating the activity or course taken and the number of hours earned, the social worker is responsible for obtaining a letter on organizational letterhead verifying the hours and activity. LCSW's are required to complete a minimum of 20 Category I hours per renewal period; LSW's must complete a minimum of 10 Category I hours per renewal period. All continuing education obtained for renewal may be Category I.
Q: What are "Category II" hours?
A: Category II hours (no more than 10 hours each biennium for LCSW's and no more than 5 hours for LSW's) are Individual Professional Activities earned in self-study, attending formal staffings, publication of a professional social work-related article or chapter of a book, independent or group study including listening to audio tapes, viewing video tapes, reading, professional books or articles, etc. They are activities chosen by the social worker based on assessment of his/her practice. They do not have to be sponsored by an approved organization but must be documented by the social worker in the manner prescribed by regulation.
Q: Are there Board forms that I need to use for documenting my compliance with the continued competency requirement?
A: Yes, for certain activities you will need to use a form provided by the Board. To document independent study or attendance of a formal staffing, use the appropriate form found on the Board’s applications and forms page or contact the board office. To document other types of continuing education, you should retain the information specified in 18 VAC 140-20-106. Documentation and forms will be necessary if a social worker is audited following a renewal cycle.
Q: Is there a requirement for a course in ethics?
A: Yes, a minimum of two hours must pertain to the standards of practice and laws governing the profession of social work in Virginia or to the Code of Ethics of one of the social work professional associations.
Q: What if I am newly licensed? Do I still have to obtain the hours of continued competency before my first renewal?
A: No. Newly licensed individuals are not required to document continuing education on the first renewal date following initial licensure
Q: What if I become ill or incapacitated and unable to complete my continuing competency requirements prior to renewal?
A: Upon written request from the social worker prior to the renewal date explaining the circumstances, the Board may grant an extension or exemption for all or part of the required hours.