VISITING STUDENT APPLICATIONS

PROCEDURE FOR PROCESSING VISITING STUDENT APPLICATIONS

Overview

Students from other medical schools in the United States and Canada who want to enroll in an elective clerkship at the University of Washington obtain our application from our website. When the completed application is returned to us, it must be checked for accuracy and completion of all requirements before being approved and forwarded to the department(s). The department schedules the student, if a spot is available. Spaces cannot be "promised" or "held" for a student in advance of the application being approved and forwarded to the department. Scheduling occurs on a "first-come, first-served" basis.

Application Process

Applicant emails or calls to inquire about the visiting student program.
Academic Affairs, or the clerkship department if contacted directly by the student, will direct the student to our website, asking the student to print and fill out the application form, and have their school complete and certify Part II. The student or their school then mails the application and fee to the address provided on the form. (Paper applications are not available. The Visiting Student website contains all of the documentation that the student needs in order to apply.) Students are directed to use the Visiting Student Program email address: visitstu@u.washington.edu
When the application is received in Academic Affairs, it is checked for completion and fulfillment of all UW requirements, and to make sure the appropriate fee is included ($50.00 per clerkship the student will enroll in). Then, it is dated and a copy is forwarded to the Clerkship Coordinator for each department the student requests on the application. Also, any evaluation and/or enrollment verification forms sent by the student's home school with the application are sent to the department at this time. (Evaluation forms sent by the student's school after the clerkship has started will be forwarded to the department when received.) The original application remains in the Academic Affairs Office awaiting the department's acceptance of the student.
The enrolling department schedules the student and completes a yellow card, which is sent to the Academic Affairs Office by campus mail. When the yellow card arrives in Academic Affairs, it is date-stamped and checked against the visiting student file for completion and accuracy. The enrolling department's Clerkship Coordinator is contacted for clarification whenever necessary. The student is assigned a visiting student ID number. The student information is then entered into the Academic Affairs Access database, and the clerkship is added to the schedule.
The department emails or calls the student to notify them of scheduling, then sends the student a scheduling letter, which includes name, date, time, and location of clerkship, housing information, and any other pertinent information. (A confirmation letter is necessary for documentation at the student's school.) An information package, which includes a "Visiting Student Program" information sheet, and an "Additional Clerkship Request Form" should be enclosed. A temporary ID card can be given to the student upon arrival for the clerkship.
If scheduling changes are made, the Clerkship Coordinator must send Academic Affairs another yellow card for the student. The changes are then made in the system and the new yellow card with the new scheduling information is added to the application and filed. If the change is a cancellation only, an email or "cancel" yellow card must be sent.

Scheduling Additional Clerkships for a Student

A student who already has an application on file, because he/she is already scheduled for a clerkship, may decide to register for another clerkship either with the same department or with a different one. Either way, the procedure is as follows:

The student may contact the Clerkship Coordinator to inquire about openings for a certain clerkship with that department.
If there are openings, the Clerkship Coordinator has the student submit the "Additional Clerkship Request Form" to Academic Affairs. The request should include the department and course number of the new clerkship the student is applying for, plus the $50.00 fee. When the form is received in Academic Affairs and approved, the student's file is then sent to the department.
Should the department already have the student file, the Clerkship Coordinator must still direct the student to submit the above-mentioned document and fee to Academic Affairs. When these documents are received, the Clerkship Coordinator will be notified and the scheduling can take place.

				Ophthalmology Clerkships E-Mail Clerkship Coordinator Elective Scheduling Guidelines Visiting Medical Students Visiting Student Application Visiting Student Program Email Address Student Affairs Academic Affairs Office.
	PROCEDURE FOR PROCESSING VISITING STUDENT APPLICATIONS *Overview* Students from other medical schools in the United States and Canada who want to enroll in an elective clerkship at the University of Washington obtain our application from our website. When the completed application is returned to us, it must be checked for accuracy and completion of all requirements before being approved and forwarded to the department(s). The department schedules the student, if a spot is available. Spaces cannot be "promised" or "held" for a student in advance of the application being approved and forwarded to the department. Scheduling occurs on a "first-come, first-served" basis. *Application Process* Applicant emails or calls to inquire about the visiting student program. Academic Affairs, or the clerkship department if contacted directly by the student, will direct the student to our website, asking the student to print and fill out the application form, and have their school complete and certify Part II. The student or their school then mails the application and fee to the address provided on the form. (Paper applications are not available. The Visiting Student website contains all of the documentation that the student needs in order to apply.) Students are directed to use the Visiting Student Program email address: visitstu@u.washington.edu When the application is received in Academic Affairs, it is checked for completion and fulfillment of all UW requirements, and to make sure the appropriate fee is included ($50.00 per clerkship the student will enroll in). Then, it is dated and a copy is forwarded to the Clerkship Coordinator for each department the student requests on the application. Also, any evaluation and/or enrollment verification forms sent by the student's home school with the application are sent to the department at this time. (Evaluation forms sent by the student's school after the clerkship has started will be forwarded to the department when received.) The original application remains in the Academic Affairs Office awaiting the department's acceptance of the student. The enrolling department schedules the student and completes a yellow card, which is sent to the Academic Affairs Office by campus mail. When the yellow card arrives in Academic Affairs, it is date-stamped and checked against the visiting student file for completion and accuracy. The enrolling department's Clerkship Coordinator is contacted for clarification whenever necessary. The student is assigned a visiting student ID number. The student information is then entered into the Academic Affairs Access database, and the clerkship is added to the schedule. The department emails or calls the student to notify them of scheduling, then sends the student a scheduling letter, which includes name, date, time, and location of clerkship, housing information, and any other pertinent information. (A confirmation letter is necessary for documentation at the student's school.) An information package, which includes a "Visiting Student Program" information sheet, and an "Additional Clerkship Request Form" should be enclosed. A temporary ID card can be given to the student upon arrival for the clerkship. If scheduling changes are made, the Clerkship Coordinator must send Academic Affairs another yellow card for the student. The changes are then made in the system and the new yellow card with the new scheduling information is added to the application and filed. If the change is a cancellation only, an email or "cancel" yellow card must be sent. *Scheduling Additional Clerkships for a Student* A student who already has an application on file, because he/she is already scheduled for a clerkship, may decide to register for another clerkship either with the same department or with a different one. Either way, the procedure is as follows: The student may contact the Clerkship Coordinator to inquire about openings for a certain clerkship with that department. If there are openings, the Clerkship Coordinator has the student submit the "Additional Clerkship Request Form" to Academic Affairs. The request should include the department and course number of the new clerkship the student is applying for, plus the $50.00 fee. When the form is received in Academic Affairs and approved, the student's file is then sent to the department. Should the department already have the student file, the Clerkship Coordinator must still direct the student to submit the above-mentioned document and fee to Academic Affairs. When these documents are received, the Clerkship Coordinator will be notified and the scheduling can take place. HELPFUL INFORMATION: Registration Fee: $50.00 non-refundable processing fee per clerkship the student will enroll in. The fee is for processing of the application and is non-refundable even if the student does not enroll in a clerkship. Only fourth-year medical students are qualified to be visiting students. Student must have already passed the Step 1 exam of the USMLE or the Osteopathic Boards equivalent (COMLEX) and completed all of the required third-year clerkships. Enrollment maximum of 12 weeks, unless the student submits an exception request to Dr. Hunt. Special Note: The department must have received a copy of the approved visiting student application prior to scheduling a student and submitting a yellow card.