Affiliated Student Onboarding Checklist

An academic affiliation agreement between UMMC and the associated school/program is required.

The affiliated program coordinator must contact the UMMC affiliated student coordinator for the area/discipline to discuss the potential placement.

The affiliated program director/coordinator must complete the Affiliated Student Request formbetween 4 to 8 weeks prior to the requested start date.

The affiliated school program coordinator should maintain the health/immunization documentation for all affiliated students/instructors for 2 years following affiliated student placements and provide it to UMMC when requested during the auditing process. Affiliated schools/programs that fail to provide this documentation during audits may no longer be allowed to send affiliated students to UMMC.

The affiliated student/instructor must have documentation of negative TB screening consistent with the following conditions:

The affiliated school/program must maintain the documentation and provide it to UMMC when requested during future audits. Affiliated schools/programs that fail to provide this documentation during audits may no longer be allowed to send affiliated students to UMMC.

Affiliated students/instructors must meet the following UMMC requirements:

• 2 MMR vaccines (or positive measles, rubella and mumps titers).
• 2 Varicella vaccines (or positive titer).
• Tdap vaccine (tetanus, diphtheria and acellular pertussis) within 10 years (or Td booster within 10 years if prior dose of Tdap received after age 11).
• Hepatitis B vaccine 3-dose series (or 2-dose Heplisav-B series after 11/2017 for ages 18 and older) or positive Hepatitis B surface antibody titer or a UMMC declination statement. UMMC recommends Hepatitis B vaccine series and a positive antibody titer for optimal clinical safety.

The affiliated program must ensure student/instructor receives influenza (flu) vaccination during flu season and obtain documentation. Flu season is established each year by the CDC or the Mississippi State Department of Health and will include any additional period of time related to appearance of novel strains of flu.

An affiliated student with a medical or religious accommodation approved through the affiliated program’s flu vaccine policy and accommodation review process must wear an N-95 mask (provided by the affiliated student or affiliated program) at all times while on UMMC campuses. The affiliated program must document the program’s accommodation review and approval and provide it to UMMC when audited. If an affiliated program does not have a flu vaccine policy with process for accommodation review and approval, the affiliated student must be vaccinated to participate in the UMMC affiliated student placement.

The affiliated school/program must maintain the documentation and provide it to UMMC when requested during future audits. Affiliated schools/programs that fail to provide this documentation during audits may no longer be allowed to send affiliated students to UMMC.

Criminal background checks and UMMC ID badges are required. At least 4 weeks before the start of the placement, the affiliated program coordinator or affiliated student should review the options for criminal history review and badging. See Criminal History Review and Badging for Affiliated Students to learn more about the process. This review must be complete prior to the start of the rotation.

Affiliated students/instructors will receive UMMC ID badges following the criminal history review that must be worn at all times. The badges should be returned to the UMMC HR Service Center at the conclusion of the learning experiences.

If access to Epic, UMMC’s electronic health record, is required for the UMMC affiliated learning experiences, training instructions are sent to external email accounts. For questions, contact EPICStudentTraining@umc.edu.

Affiliated students/instructors must review the UMMC orientation, compliance training, and policies found in the Affiliated Students – Onboarding section at www.umc.edu/affiliated_students.  Affiliated students/instructors will receive a verification form by email and must confirm completion of UMMC orientation and training and adherence to all UMMC policies prior to the first day of the placement.

If a current UMMC employee is enrolled/employed at an external academic institution and is completing a UMMC affiliated student placement as a student/instructor of that external institution, the UMMC employee must complete all the affiliated student onboarding requirements. All affiliated student/instructor 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 an affiliated instructor or student in training. Any access to the medical record must occur in the assigned Epic affiliated student/instructor role.