STUDENT ON BOARDING PROCESS SCHOOLS

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Student On-Boarding Process For Schools

Please view our COVID-19 and Flu Requirements for students and on-site faculty.

This page outlines the process and forms to on-board nursing and allied health students for their clinical rotation. For more general information about student clinical rotations, see the Student Affiliations Overview page.  

To onboard a student, there must first be a current Student Affiliations Agreement with the school. Then, below is a summary of what must be emailed from the school to the Office of Student Affiliations at least two to four weeks prior to the start of the rotation.

All items should be collected and submitted by the school contact:

Completed by the School:

  1. Letter of Attestation on the school’s letterhead for the students and any on-site faculty members
  2. Student Group Summary Sheet
  3. If on-site faculty is coming from school, please complete a Faculty Group Summary Sheet
         

Completed by the student and sent in by the school in one scanned pdf file per student; file name to include their name “last, first…”:

Once all items are received, each student (except for nursing students that have a CCP ticket) will be emailed a link to complete the UMass Memorial Medical Center’s online Annual Required Module for their orientation. Once they complete the online module, they will be emailed their signed, approved ID Badge Parking Form, with a copy to the school and their preceptor. Then they will be able to obtain their ID badge and connect with their preceptors to begin their clinical rotation.

Please note, groups of students (usually nursing or pharmacy students) will have the same forms to complete, but communications from the Office of Student Affiliations will be sent to their faculty contact and not the individual students. It will be the responsibility of the faculty to communicate with the students in their group(s).

Second or Additional Rotations

Many students return for additional coursework. In that case, schools must submit a new letter of attestation, student group summary sheet and student registration form. The original, first rotation on-boarding paperwork is valid for one year only. Students coming outside of one year must complete all the requirements again.  

 

Student Onboarding FAQs

Are schools required to have an Affiliation Agreement with UMass Memorial Medical Center (UMMMC) in order for students to be on-boarded for clinical rotations?

Yes, if there is no existing Agreement, the school contact must reach out to OSA to request one. Schools may only use the UMMMC Agreement template.

Does OSA find a UMMMC Preceptor for Student, i.e., place students?

No, other than undergrad nursing students using the (CCP), OSA does not arrange preceptorships at UMMMC.

May a student reach out on their own to Student Affiliations to start the onboarding process?

No, all requests must be made by the school.

What is the timeframe to on-board a student for a clinical rotation?

School must send all paperwork at least 2-3 weeks prior to rotation. Student must complete required orientation module prior to the start of their rotation.

Can a student from out of state do their clinical rotation at UMMMC?

Yes, and there must be an Affiliation Agreement with the School. The same onboarding requirements apply.

May a student “shadow for a day”?

No, UMMMC does not allow shadowing per hospital policy. Students must be on-boarded through their school for approved clinical rotations.

Who is responsible for setting up Students’ Computer and EPIC access?

Undergrad nursing students’ access is arranged by OSA. For all other students including NPs and PAs, the student’s preceptor would be responsible to arrange access and required training.