Student Affiliations

Affiliated Students are defined as:

• Completing course work that is required as part of a school program that has an affiliation with Children’s (Degree course work NOT resume building work)
• Must have a Hosting Department - see list of available Hosting Departments
• Not a medical or dental student that requires credentials
• Not paid by Children’s
• All students are required to be fully vaccinated. Please review the Student Vaccine Process

Still not sure if you are an Affiliated Student? Click here for a graphical flow chart that may help you

Students that don't meet the above criteria will NOT be handled by Student Services.  Other options include:

• GME handles MedNumber of Layout Columnsical and Dental Students with credentials
• Volunteer Services

Student Service's role consists of the following:

• Provide affiliation standards, streamlined processes, and ensures maximum return on investment on students for the organization
• Processing paperwork to clear student
• Collaborating with hosting departments

Hosting Department role consists of the following:

• Request and/or verify contract is in place and current by clicking here
  • Contact StudentAffiliationContracts@childrens.com for:
    • New/Renewal Contract requests
    • Questions regarding contracts
• Complete Student Request form to start process with Student Services
• Student’s Orientation to department and organization
• Distribute any department specific information and/or handbook to student 
• Hosting Department Checklist

1. Process starts with Hosting Department

• Request and/or verify contract is in place and current by clicking here
  • Contact StudentAffiliationContracts@childrens.com for:
  • New/Renewal Contract requests
  • Questions regarding contracts

• Student Request Forms must be done through Ultimus by the Hosting Department
  • Students will contact their Hosting Department at Children's Health to complete a Student Request form in Ultimus
  • Requests must be submitted by Children's Health Hosting Department at least 3-weeks prior for non-employees and 1-week prior for employees (students cannot submit their own form)
  • Use students legal name
  • Forms will not be accepted directly from student

• Hosting Departments are responsible for providing student with the Student Handbook, any department information, and department orientation.
• Student Services, Occupational Health, and the Badge Office are NOT open on weekends.

2. Once Student Services Receives the Student Request Form

• Student will receive a notification email from Student Services giving them information about their rotation at Children’s and giving them the paperwork they must complete and submit back to Student Services electronically.  Attachments to this email include:
  • Requirements for Children’s
  • Health Form
    • Form must be complete and accurate before it will be passed on to Occupational Health
    • Documentation must accompany Health Form (unless otherwise directed)
    • Delays getting cleared with Occ Health may delay your start date
    • Student – You are responsible for making sure you are cleared with occupational health (OH) OH should copy you on an email either clearing you OR telling you what you need for clearance  
  • Waiver Form
    • Must have actual signature
  • Confidentiality Agreement
    • Must have actual signature
  • Attestation Letter
    • Your school is required to provide an attestation letter on school letter head and using the template provided

3. Once Student Sends Completed Paperwork back to Student Services

• Student will not be entered into our computer system until they return completed paperwork
  • Students will be assigned a Lawson/Employee ID number
  • Students will be assigned training to complete in Cornerstone
• Student will receive final step for rotation clearance email from Student Services giving them directions
  • This email will:
    • Give direction on how to complete online training in Cornerstone (CART)
    • Notify Access Management to set up your computer access (if required)
    • Student Services only sets up basic network access for you. 
      • Your hosting department is responsible for arranging any training and access to other application(s) required, such as Epic.
    • Provide any additional information you will need for rotation

4. Once all Student Paperwork and any Required Training is Complete

• Student will receive a clearance email from Student Services letting them know they are clear to start their rotation
  • Student – Please print out this email and take it with you to the Badge Office.
  • Your Hosting Department will let you know when and where you to report on you your first day.
  • Please consult the handbook provided to you by your hosting department for parking locations and Badge Office location/hours.

• When students report to the Badge Office
  • You will need to present a government-issued driver’s license or an identification card
  • Employees must get a student badge; they may not wear employee badge during rotation
  • Students must return your badge to the Badge Office at the end of your rotation
• Student is responsible for ensuring they receive clearance email at least one week prior to start date

5. Student has Completed Process with Student Services and is Ready to Start Their Rotation

• Hosting Department is responsible for student’s orientation to department and organization
• If you extend students dates during your rotation at Children’s, please notify student services prior to your scheduled end date to avoid access disruption.

General Info

• Rotation Requirements for Affiliated Students
• Health Form FAQ
• Code of Conduct

Paperwork

• Student Paperwork
• COVID Attestation Letter
• Generic Attestation Letter

Handbooks

• Student Handbook

Hosting Departments

• Hosting Department Contacts
• Hosting Department Criteria for students
• Ultimus Student Request Form
• Student Information & Access
• Post Clinical Rotation Student Questionnaire

Contracts

• New Student Affiliation Contract Process
• Affiliation Request Form
• Affiliation Contracts