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Affiliated Students at UMMC

Affiliated students are non-UMMC students enrolled at external academic institutions who are engaged in educational experiences at UMMC to meet learning objectives for the external academic programs. They are affiliated with UMMC for an academic semester or a portion of an academic semester. Affiliated students are supported with current, binding affiliation agreements between UMMC and the external academic institutions and programs.

To inquire about current affiliation agreements between UMMC and other institutions, contact the Office of Academic Affiliations.

Instructions for affiliated programs and affiliated students can be found below.

Affiliated programs

To request an affiliated placement at UMMC per academic semester, the program coordinator at the affiliated school must submit a formal request to the Office of Academic Affiliations between 4 to 8 weeks prior to the start of the rotation. This is considered the affiliated school and program's attestation that the individual is a student currently enrolled in the affiliated school and program and meets all UMMC requirements for affiliated students. Affiliated instructors who accompany affiliated students on UMMC's campus must also meet and complete all requirements.

The affiliated school program coordinator must do the following each semester to request placement for affiliated students (and affiliated instructors who accompany students on campus):

  • Review the Affiliated Student On-Boarding Checklist, which lists all UMMC immunization/vaccination requirements and onboarding procedures.
  • Verify that affiliated students meet all UMMC health and immunization/vaccination requirements and keep all documentation on file at the affiliated school. The affiliated school/program may be asked to provide this documentation during future auditing. Affiliated schools/programs that fail to provide this documentation during audits may no longer be allowed to send affiliated students to UMMC.
  • Obtain documentation that affiliated students receive influenza vaccinations during influenza season (or have approved religious or medical exemption requests). An approved religious or medical exemption request must meet standards outlined in the UMMC Mandatory Influenza Vaccine Policy. Any affiliated student/instructor with an approved exemption must wear a face mask (N-95 respirator) while on any UMMC campus during influenza season. It is the responsibility of outside institutions to assure vaccination of their students/instructors participating in activities at UMMC and prior to beginning assignments and to notify and confirm with UMMC supervisors that an affiliated student/instructor with an approved exemption wears a face mask (N-95 respirator) at all times.
  • Contact the UMMC affiliated student coordinator for the corresponding discipline to discuss the potential affiliated learning experience and send the learning objectives.
  • Download and complete the Affiliated Student Spreadsheet. You may include multiple students on one spreadsheet. Affiliated instructors must be listed as well.
  • Complete the secure form located HERE, attach the completed Affiliated Student Spreadsheet, and submit between 4 to 8 weeks prior to the start of a rotation.
  • After internal processing is complete, the affiliated school program coordinator will receive an email with the affiliated students' UMMC ID number, login, and password information. The affiliated school program coordinator is expected to individually distribute this information to the affiliated students.
  • At least 4 weeks before the start of rotations, you must schedule badging/criminal history review appointments for your students or require your students to self-schedule. Click HERE for more information on how to schedule these appointments with the UMMC HR Service Center.
  • If applicable, communicate with EPIC trainers regarding affiliated students who require Epic access (UMMC's Electronic Health Record).
  • Require the affiliated students to complete the UMMC orientation, compliance training, information policy review, and attestation form referenced in the Affiliated Students section below before beginning the rotation each semester.
  • Contact the UMMC affiliated student coordinator (or his/her designee) regarding a departmental orientation for affiliated students at the beginning of the learning experience.
  • Affiliated students' learning experience and access at UMMC expires based on the end date identified on the Affiliated Student Spreadsheet. A new request must be submitted each academic semester.
  • Affiliated programs must notify the UMMC affiliated student coordinator immediately when an affiliated student is withdrawn, dismissed, or unable to complete the learning experience for any reason.

Affiliated students

Upon receiving notification of approval to participate as an affiliated student/instructor at UMMC, he or she must do the following each semester before starting the rotation:

  • Once UMMC ID, login, and password information are received, change the assigned temporary password using the Central Authentication System before attempting to access any UMMC applications. *Note: 01 is defaulted in as the day of your date of birth. Affiliated students should not change the default and submit the form with 01 for day of date of birth. For assistance, contact the UMMC Help Desk at (601) 984-1145.
  • Log in and complete the UMMC Orientation.
  • Log in and complete Compliance Training.
  • Review the UMMC Information Technology Acceptable Use Policy.
  • Review the UMMC Parking Policy for the Jackson campus. Affiliated students/instructors are asked to park in the stadium parking lot on State Street across from the institution. Parking in undesignated areas may result in the owner's vehicle being ticketed or towed at the owner's expense.
  • To verify completion of this orientation and training, submit this online Affiliated Student Attestation form.
  • At least 4 weeks before the start of rotations, click here to schedule a badging/criminal history review appointment with the UMMC HR Service Center. Your affiliated program coordinator may schedule this appointment for you or you may self-schedule. Once the background review is complete, the badge may be available as early as 24 hours after your appointment. Wear the UMMC-issued badge at all times during the affiliated learning experience and return it to the UMMC affiliated student coordinator or the HR Service Center at the conclusion of the experience.
  • If Epic access is required for the UMMC learning experience, the affiliated student and affiliated program coordinator will receive instructions via external email accounts for Epic training and security access. The affiliated student/instructor must log in to Canvas, UMMC's learning management system, to access the assigned online Epic training modules.
  • If a current UMMC employee is enrolled at an external academic institution and is completing a UMMC affiliated student placement as a student of that external institution, the UMMC employee must complete all the affiliated student onboarding requirements listed above. All affiliated student learning placements must occur outside of the UMMC employee's paid work hours. The UMMC employee must obtain a second UMMC ID badge and wear at all times during the affiliated student placement to identify himself or herself to patients, faculty, and staff as a student in training. Any access to the medical record must occur in the assigned Epic affiliated student role.
For questions, contact the Office of Academic Affiliations.