UTMC Externship Procedures
If the applicant seeking the experience is a minor, the Minors on Campus program registration will need to be completed and approved prior to the start of the externship onboarding process.
Please note: If the externship can be considered as being associated with one of the following experiences below or another related opportunity, then the terms of the associated policies must be followed. Externships/clinical rotations from UTMC’s respective colleges will participate in college/modality specific onboarding which are separate from the procedural process put forth in this document. The following list of polices is not comprehensive.
Observership, 3364-81-11 Observerships at UTMC/Shadow Program (Non-Medical Students)
Students in elective clinical clerkships: 3364-81-04-012-09 College of Medicine (COMLS) Visiting Medical Students in Elective Clinical Clerkships
Global health: 3364-81-04-030-02, COMLS: Global Health Program Policy
Student vaccinations: 3364-81-04-033-00, COMLS: Health and Immunization Requirements for Medical Students
https://www.utoledo.edu/policies/academic/college_of_medicine/pdfs/3364_81_04_033_00.pdf
GME: Externships/Obsrverships for Medical Graduates https://www.utoledo.edu/policies/academic/gme/pdfs/Policy013.pdf
Minors on Campus: https://www.utoledo.edu/policies/administration/legalaffairs/pdfs/3364-10-17-minors-on-campus.pdf
A UTMC externship is defined as an affiliate student from an outside educational institution participating in approved clinical education or related experience on UToledo/UTMC campus.
Externship Onboarding Procedural Process:
1) The department in which the student would like to be placed agrees to host an extern through communication with the applicant’s educational institution and informs the UTMC Compliance Specialist.
2) The UTMC Compliance Specialist confirms that an updated and approved Academic Affiliation Agreement between UTMC and the applicant’s educational institution is in place. If an updated agreement is not on file, the UTMC Compliance Specialist will obtain a fully executed agreement prior to any onboarding.
3) The UTMC Compliance Specialist provides, via email to the student, the onboarding requirements, and instructions on how to complete the necessary items.
An externship onboarded through the Compliance Department will be cleared/approved when a complete file is on record, which consists of:
(a) Extern Application/Information Form
(b) Signature Packet including Disclosure and Authorization Form, Confidentiality Statement, Patient Rights Statement, Commitment to Service Excellence and Teamwork form, Patient Satisfaction and Safety form, Impaired Licensed Independent Practitioners form (If the applicant is a minor, the required Parent/Guardian Consent form and Minor Student Volunteer Staff/Faculty Acceptance form will be included).
(c) Medical Screen Clearance through UToledo Occupational Health Department
(d) COVID-19 Vaccine Card or approved exemption
(e) Flu Shot Record or approved exemption (if in season)
(f) Completed UToledo Online HIPAA Training
(g) Background Check (within the last 12 months) and VISA (if applicable)
(h) ID badge has been requested
(i) A parking pass has been purchased and provided to the student by the department in which they will be placed.
(j) Student is issued a Rocket ID number, which is requested by the applicant’s hosting department
(k) Power Point Orientation completed quiz
-All externs that will engage in patient contact will also be required to complete a Safety Training course in the test bank, which is assigned by staff development following the applicant’s clearance through the Compliance Department.
-The department in which the student will be placed will purchase and provide a parking pass for the duration of the rotation though their department created parking portal.
-Following clearance from the Compliance Department, the department in which the student will be placed coordinates with the extern to establish a schedule and to ensure the completion of additional required UTMC and department specific training.
-At the end of the learning experience, the department must notify the appropriate offices that student access to any systems or locations are deactivated as well as notifying the UTMC Compliance Specialist that placement has ended. This includes the expiration of the students affiliate/Rocket ID.
Additional Information:
-Guaranteed placement is not promised. Externships are accepted on a case-by-case basis and are at the discretion of the department lead and supervisor.
-Clinical experience is not promised, as externship skills opportunities will be at the discretion of the patient, who has the right to request that a licensed professional/UTMC employee perform their service/care rather than a trainee.
-Externs are expected to follow all rules and regulations set forth by UToledo and the University of Toledo Medical Center for students, faculty, and staff.
-The University of Toledo Medical Center, including the UToledo Health Science Campus and its associated clinics as well as UToledo, reserve the right to pause or end any of its learnership opportunities at any time.
For any questions or further information, please contact:
Christopher Evans
UTMC Compliance Specialist
Internal Audit and Compliance Department
Office: 419-530-6293
Christopher.evans3@utoledo.edu