Establishing a Clinical Site

18-Mo Prior

Initiation Phase

Tasks for Center Director/Clerkship Director

Curriculum Council Steering Committee must approve the proposed educational framework/pedegogy on each campus. These discussions should include a focus on issues of educational objectives and pedagogy both common to the Statewide Curriculum and to unique needs of the site. It is critically important for the statewide Clerkship Directors, the site and UME to discuss proposed plans to arrive at a unified strategy before moving to the next step.

Tasks for Center Director/Regional Clerkship Coordinator

Center Director and Regional Clerkship Coordinator initiate conversations with local physicians, hospitals, and/or other clinical sites to gauge interest. Once interest has been established and all agree that moving forward with the process of establishing a clinical rotation is desirable, the group works to develop a list of potential teachers and/or clinical sites.

15-Mo Prior

Faculty Recruitment/Facility Search Phase

Tasks for Statewide Clerkship Director/Center Director

Must meet with each potential primary preceptors to ensure they are interested, have the ability to meet course objectives, and have adequate time to commit. An in-depth discussion of the clinical education requirements and Regional Clerkship Director responsibilities should occur. Explain to potential clinical teachers that students need meaningful involvement in patient care (not simply shadowing). Stress to clinical teachers that students must be directly observed by faculty.

Tasks for Clerkship Director/Center Director/Regional Clerkship Coordinator

Center director, statewide clerkship director and/or coordinator must tour local facilities including the space students will use to store their personal belongings to determine site adequacy (consider patient census and other relevant factors specific to each clerkship).

12-Mo Prior

Affiliation Agreement Phase

Tasks for Regional Clerkship Coordinator

  • Affiliation Agreements must be on file for students to rotate at any hospital. Contact Tom Gannon (University Counsel) to obtain template. Center fills out appropriate information. Two original copies of affiliation agreement should be signed by both the hospital administrator and the center director. Send both to Tom Gannon’s attention to route to the IU Board for signature. Signed Copies will be sent back to center. Center will keep on original and give the hospital the other original.
  • Have each faculty member complete an Academic Personal Profile form and return it with a current CV.
  • Clerkship Coordinator will work with the business or hiring manager at the center to initiate faculty appointment (process academic e-doc via HRMS).

9-MO Prior

Faculty Development and Technology Preparation Phase

Tasks for Center Director
  • Arrange faculty advisor training workshop for faculty willing to serve as advisors. Contact Dennis Deal ( or 317-274-1970) for details.
  • Ensure faculty will be familiar with clerkship core content, forms including objectives/goals, clinical skills requirements, patient/diagnosis exposure requirements, competency requirements/assessments.
  • Support on-going faculty development events.
  • Refer Faculty to Clinical Supervision Guidelines and Student Responsibilities
Tasks for Regional Clerkship Coordinator
  • Contact Eric Cox ( or 317-274-7392) to ensure that center specific hospital locations have been added to the drop-down menus in CERTTS.
  • Ensure students have access to videoconferencing equipment (including functionality, bandwidth, speed, camera).
  • Arrange electronic access for students at each hospital/clinic.

6-MO Prior

Student Services Preparation Phase

Tasks for Regional Clerkship Coordinator

Clerkship Coordinator will ensure students have arranged housing. Some centers/clinical sites provide free housing for students, others do not. Regardless of who is paying for the housing, the Clerkship Coordinator needs to know each student’s mailing address and phone number.

In order for students to be able to use campus facilities (like gym, library, study space, etc), they may need to be enrolled in a special course on the host campus Clerkship Coordinator should contact Dennis Deal for guidance if an independent study course must be created to allow students to participate in campus facilities.

3-MO Prior

Course Preparation Phase

Tasks for Regional Clerkship Coordinator
  • Design daily schedule including: Statewide Third Year Orientation (all students must attend), Third Year OSCE, Fourth Year OSCE, Intersessions, ACLS Training, Fourth Year Planning Day (scheduled in Jan or Feb—contact Dennis Deal for date), Fourth Year Residency Meeting ( scheduled in April—contact Dennis Deal for date)
  • Develop local orientation schedule.
  • Schedule videoconferencing needs.
  • Create a center-specific folder within each clerkship on Oncourse.
  • Ensure that all core content is posted to Oncourse.
  • Arrange training for students at each hospital/clinic to learn to use software, electronic medical records, etc.
  • Must have copy of student’s health record (immunizations) and TB reading; each hospital requires the documentation as outlined in the affiliation agreement prior to the start of any rotation.
  • Obtain proof from student that s/he has completed HIPPA training.
  • Secure ‘Confidentiality Statement’—each hospital usually has standard procedures for all employees to sign a confidentiality statement; Clerkship Coordinator to obtain from each hospital for students to sign prior to beginning rotation.
  • Order NBME shelf exams.
  • Arrange testing facility (space and proctoring) for students to take the NBME shelf exams.

2-MO Prior

Orientation Phase

Tasks for Center Director and Regional Clerkship Director

Local orientation should focus on details regarding student’s assignment as well as expectations for the student. Details to include:

  • staff and their responsibilities,
  • patient population characteristics,
  • individual preceptor’s special interests/skills,
  • student’s “office space”,
  • parking,
  • office lab and in-office procedures,
  • office library and reference materials,
  • hospital/floor/OR/Clinic orientation and tour,
  • appointment scheduling,
  • charting and documenting,
  • days/hours the student will be in the office,
  • student responsibilities for hospital rounds,
  • student “on-call” responsibilities,
  • office dress code,
  • preceptor’s day off each week,
  • procedure if a student/preceptor is ill or out of the office,
  • office policies pertinent to the student.

1-MO Prior

Rotation Scheduling Phase

Tasks for Statewide Clerkship Coordinator
  • Develops a detailed rotation schedule including call schedule, lecture schedule (set by clerkship director), grand round schedules (mandatory for some clerkships), CME schedules (get from hospital)
  • Share each student’s daily schedule with the appropriate student, clerkship directors, faculty, MSA, and UME.
Tasks for Regional Clerkship Coordinator
  • Clerkship Coordinator pairs students with clinical preceptors in specific locations
  • Shares the mid-point and end of clerkship evaluation forms to faculty.
  • Create a contact sheet that includes: clinical coordinator’s contact info, faculty info (pagers, cells, office phones, office addresses, and email), staff info, and other students’ info. Be sure to put student photos on the contact sheet (photos and schedules can be obtained from MSA).
  • Ensures third and fourth year students have: mailboxes at the center, ID Badges, parking permits, videoconferencing capabilities, technology.

2-Week Prior

Get the Ball Rolling Phase

Tasks for Regional Clerkship Coordinator
  • Contact Jill Mazurczyk ( or 317-274-1970) to place forwarding address on student mailboxes in Indy; use center address as forwarding address.
  • Provide UME’s office names of all students and their preceptors for each rotation to Judy Casper ( or 317-278-3296) so she can issue forms for the students evaluation of preceptors.


Teaching and Formative Evaluation Phase

Tasks for Regional Clerkship Coordinator

Clerkship Coordinator and Local Clerkship Director conducts orientation (distribute contact sheet, review schedule, review CERTTS, distribute texts, verify students have facility ID, pager, parking, meal tickets, housing and understanding of compliance policies).

Tasks for Center Director

Share Mid Rotation Feedback, Patient Evaluation of Students (if applicable), Give Examination, Ensure student participation in Peer and Self Assessment Program.


End of Rotation Phase

Tasks for Teachers

Submit assessment data to Statewide Clerkship Director and Regional Clerkship Coordinator.

Tasks for Regional Clerkship Coordinator
  • Clerkship Coordinators ensure students evaluate the Clerkship and Instructors using the UME evaluation system.
  • During and after each rotation data will be collected and reviewed for quality. High quality educational experiences will continue; low quality experiences will be discontinued.