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 term or a portion of an academic term 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, please contact the Office of Community Education.




    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 Community Education at least 4 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 to request placement for affiliated students (and affiliated instructors who accompany students on campus):

    • Review the Affiliated Student On-Boarding Checklist.
    • 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.
    • Contact the UMMC Affiliated Student Coordinator for the corresponding discipline to discuss the potential affiliated placement and send the learning objectives for the affiliated learning experience.
    • 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 4 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.
    • Email the UMMC HR Service Center at hrservicecenter@umc.edu to schedule criminal history review and badging. Attach your students' valid MS clearance letters to the email.  Be sure to identify the name of the affiliated school and program of studies in the email subject line and list all students by first and last name in the body of the email. If any student does not have a valid MS clearance letter, you may choose to have them fingerprinted at any licensed healthcare facility in MS that provides clearance letters. UMMC HR provides fingerprinting services for a fee and by appointment only - please email hrservicecenter@umc.edu for additional information.
    • 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.
    • Contact the UMMC Affiliated Student Coordinator (or his/her designee) regarding a departmental orientation for affiliated students at the beginning of the learning experience.
    • Please note that affiliated students' learning experience and access at UMMC will expire based on the end date identified on the Affiliated Student Spreadsheet. A new request must be submitted each academic semester.



    Affiliated Students

    Once an affiliated student has received notification from the affiliated school program coordinator that he or she has been cleared to participate in an affiliated learning experience at UMMC, the affiliated student must do the following:

    • Once UMMC ID, login, and password information are received, the affiliated student must change the assigned temporary password using webmail.umc.edu before attempting to access any UMMC applications.
    • Login and complete the UMMC Orientation.
    • Login and complete Compliance Training.
    • Review the UMMC Information Policy.
    • Review the UMMC Parking Policy, and be advised that students and non-UMMC faculty are asked to park in the stadium parking lot that is located 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 the page and follow the link. Complete the required information and submit the attestation form. A copy of this attestation form will be emailed to the UMMC Affiliated Student Coordinator.
    • 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.



    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 Student Coordinators can be found here.

    UMMC Affiliated Student Coordinators will do the following:

    • Communicate with the affiliated school program coordinator 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 Community Education. 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, please contact the Office of Community Education.