UTMC Shadow 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 shadow/observer onboarding process.
Please note: If the shadow/observer can be considered as being associated with one of the following experiences below, or another type of opportunity, then the terms of the associated policies must be followed. The following list of policies is not comprehensive.
Visiting Scholars https://www.utoledo.edu/policies/academic/faculty_staff/pdfs/3364-72-55-visiting-scholars.pdf
Observership, 3364-81-11 Observerships at UTMC/Shadow Program (Non-Medical Students) https://www.utoledo.edu/policies/academic/college_of_medicine/pdfs/3364-81-11-observerships-at-utmc.pdf
Students in elective clinical clerkships: 3364-81-04-012-09 College of Medicine (COMLS) Visiting Medical Students in Elective Clinical Clerkships https://www.utoledo.edu/policies/academic/college_of_medicine/pdfs/3364-81-04-012-09%20%20Visiting%20medical%20students%20in%20elective%20clinical%20clerkships.pdf
Global health: 3364-81-04-030-02, COMLS: Global Health Program Policy https://www.utoledo.edu/policies/academic/college_of_medicine/pdfs/3364-81-04-030-02%20%20Student%20Global%20Health%20Experience%20Policy.pdf
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
Minors on Campus: https://www.utoledo.edu/policies/administration/legalaffairs/pdfs/3364-10-17-minors-on-campus.pdf
A UTMC shadow/observer experience is defined as a non-hands-on, observing only, limited time experience and will not be associated with any recommendations or course credit unless it is a part of the students required curriculum.
Shadow Onboarding Procedural Process:
It is the shadow’s responsibility to find placement for themselves prior to the onboarding.
1) The shadow applicant must first secure approval from the department they would like to observe in. This includes department leadership and Clerkship Coordinator approval.
2) Following department approval, the shadow is provided the onboarding material and requirements by the UTMC Compliance Specialist.
A shadow applicant that is onboarded through the Compliance Department will be cleared when a complete file is on record, which consists of:
(a) Shadow 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) Shadow is issued a Rocket ID number, which is requested by the applicant’s hosting department.
(j) Power Point Orientation completed quiz
-Shadow applicants must obtain a UToledo/UTMC ID badge prior to the start of their experience. Shadow applicants without appropriate identification are subject to dismissal.
-Shadow applicants are responsible for securing their own daily parking passes. Tickets and associated fines received by the shadow for failure to secure a pass will be the applicants sole responsibility.
-Following clearance from the Compliance Department, the department in which the individual is placed coordinates with the shadow applicant to establish a schedule and to ensure the completion of any additional required UToledo/UTMC or department specific training.
-At the end of the learning experience, the department must notify the UTMC Compliance Specialist that placement has ended. This includes the expiration of the shadow’s Affiliate/Rocket ID.
Additional Information:
-Guaranteed placement is not promised. Shadow experiences are accepted on a case-by-case basis and are at the discretion of the department lead and supervisor.
-Clinical observing is not promised, as shadow observing opportunities/experiences will be at the discretion of the patient and if they agree to have a shadow/observer present.
-Shadow applicants 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, including shadow/observer experiences, 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