Affiliated Students


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  • Affiliated Students at UMMC

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

    More information is found below for affiliated programs, affiliated students, and UMMC coordinators.

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

    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. 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). Students will receive Epic training instructions via their UMMC webmail account.
    • 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 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 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, locate the applicable discipline on the right side of this webpage and follow the link. Complete the required information and submit the online 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 affiliated students need to use UMMC webmail (required for Epic training and access), students will automatically redirect to the Entrust registration page when logging in. Access to webmail will be unavailable until the Entrust registration process is complete. While the registration process may be lengthy, you will only need to register with Entrust once. Please follow this Entrust guide to complete the steps to register. For assistance, contact the UMMC Help Desk at (601) 984-1145.

    UMMC affiliated student coordinators

    UMMC affiliated student coordinators are responsible for managing the affiliated students at UMMC for a discipline or area. A list of current UMMC affiliated sudent coordinators can be found HERE.

    UMMC affiliated student coordinators will do the following:

    • Direct the affiliated program to make the official request through the Office of Academic Affiliations regarding potential affiliated placement and schedule.
    • Obtain and file the learning objectives for the affiliated learning experience.
    • Direct the affiliated school to make the official request through the Office of Academic Affiliations. Once notified that the request is approved, the UMMC affiliated student coordinator will complete the "For UMMC Office Use Only" section of the spreadsheet and launch the internal process.
    • Email the affiliated students' UMMC ID, login, and password information to the affiliated school program coordinator after internal processing is complete. The affiliated school program coordinator is expected to individually distribute the login information to the affiliated students.
    • Obtain and file the affiliated students' attestation forms for completion of UMMC orientation, compliance training, and information policy review.
    • Ensure that the affiliated student has communicated with UMMC's HR Service Center for criminal history review and received a UMMC-issued badge that is worn at all times.
    • Provide departmental orientation for affiliated students.
    • Ensure the UMMC-issued badge is returned to the HR Service Center at the conclusion of the affiliated learning experience.
    • Maintain documentation in the department for a minimum of 2 years.

    For questions, contact the Office of Academic Affiliations.