Department Requirements
Feedback & Evaluations
Faculty Visitors
Program Administration
Contacts & Site Descriptions
WRITE Site Set-up
& Administration
Mission & History

WRITE Site Development, Application Process,
and Administration

  • WRITE Site Development, Application Process & Administration
  • WRITE Site Development, Application Process & Administration

    The University of Washington School of Medicine in conjunction with the local WWAMI Regional Dean’s Office issues a Request for Proposal (RFP) 12 – 18 months prior to the desired approval of a new WRITE Site. The RFP will describe the characteristics of the practice, community, educational goals and objectives and operational procedures. It will also describe the timeline and selection process for a new WRITE Site.
    Click here for the Request for Proposal (RFP) form (Word Doc).

    A selection committee at the UW School of Medicine will make the final selection of the new WRITE site with input from an advisory panel made up of key individuals in the regional medical community.  Once the site is selected, the medical school will work closely with the community physicians and staff to develop the local teaching resources and make available all required program materials.

    The selected site will have a two-year trial period. Throughout the trial period, the site will be evaluated.  Renewal or discontinuation is based on the site’s decision and by a vote of the WRITE Steering Committee.

    Listed below are some of the elements needed for a successful WRITE Site.

    Characteristics of the Community & Practice:

    • Community less than 25,000 (preferably less than 10,000)
    • Accessible year-round by air, road, or train
    • Sustainable economy
    • Available, adequate and affordable housing
    • Broad community support for the program
    • Available community resources (home health nursing, mental health services, alcohol and drug rehabilitations services, and other specialists for consultation)
    • Stable physician community
    • The family practice group or internal medicine group should have a minimum of four to five full-time physicians
    • Other medical professionals should be available (pediatrics, psychiatry, surgery)
    • A community hospital administration and medical staff willing to have supervised medical students participate in patient care
    • Previous known relationship with medical education (students/residents)
    • Proposed WRITE preceptors who understand student responsibilities, evaluation, teaching, and importance of feedback
    • Adequate patient population for student experience
    • Living accommodations for students and their families

Site Set Up & Administration

  • Affiliation Agreement
  • Affiliation Agreement

    The purpose of the Affiliation Agreement is to define the relationships and respective roles between the UW School of Medicine, the WRITE Site or medical institutions and the student. The student’s presence within a hospital or medical institution requires that medical education guidelines are followed and student documentation is present. The University of Washington School of Medicine Affiliation Agreement governs the student’s activities and dictates that those actions must be consistent with hospital bylaws and medical staff rules & regulations.

    The WRITE Site Administrator will receive 3 copies of the Affiliation Agreement upon confirmation of selection as a WRITE Site. This document is signed by the primary preceptor and returned to the WWAMI Regional Coordinator's Office where they will be forwarded to the Academic Affairs Office. The Dean of the Medical School will sign the documents and one copy will be returned to the WRITE Site Administrator.

    For additional information or a copy of the current affiliation agreement, contact your regional dean's office.

  • Budget, Invoicing, and Stipend
  • Budget, Invoicing, and Stipend

    WRITE Sites are provided an administrative fee to help offset costs associated with a potential decrease in patient volume, administrative overhead, and expenses related to the education of the student such as text books, pagers, and computer supplies. The site may utilize the funds in any manner that supports the costs associated with hosting a medical student. The funds are considered by the state as reimbursement of education expenses, not salaries and therefore, there will be no income tax liability connected with the funds.

    WRITE Sites are reimbursed for actual costs of lodging the WRITE students. Each site arranges and maintains furnished housing for medical students. Housing costs may also include utilities, phone, internet /DSL service, cleaning of housing between student rotations, and upkeep, etc. Provided housing should be similar to what students could expect to receive it they were staying in the dorms on a college campus, offering adequate connectivity and privacy to study and sleep and should be clean. Household items should be of Target or Walmart quality.
    Students will be required to bring a laptop computer to the WRITE Site rotation; the site will be asked only to provide internet connectivity and a workspace in the clinic and internet connectivity in the student’s living quarters.


    • The University of Washington School of Medicine reimburses WRITE sites who provide required clinical educational clerkships. The Affiliation Agreement between the UW School of Medicine and you as Training Site establishes the basis for the reimbursement program.
    • The on-site administrator (either a designated office manager or the primary preceptor-whatever has been decided at your site) oversees the invoicing and receipt of the funding from the University of Washington School of Medicine until all invoicing is complete and funds are received
    • You will not receive a written contract for the clerkship funds; instead you may simply begin invoicing us, making sure to reference the UW Purchase Order number given in your budget description (request this from your WWAMI regional program administrator).
      You may invoice for the administrative fee on a quarterly basis or on a per-student basis, whichever is easiest. However, we’ve found that quarterly billing is most convenient for most clinical sites and avoids the inevitable delays in payment that come with end-of-year invoicing.
    • Housing, since it involves out-of-pocket costs for your site, can be billed in advance.
    • Travel should be billed only after the travel has taken place so that actual expenses are reimbursed.
      • Send invoices to wamifund@uw.edu or via fax at 206-616-3341. You are free to use any invoice format you like, but your invoice must contain the following:
        1. Your business name and address, which must match the name and address on file with the UW Purchasing office. If your business/billing name or address changes, you will need to register again with the state of Washington as a vendor at the following website: https://f2.washington.edu/fm/ps/info-for-suppliers/registration-form.
        2. The Purchase Order number given in your budget sheet.
        3. The date of the invoice.
        4. An invoice number you have not used to submit an invoice to UW previously.
      • Please contact Rachel Summers at wamifund@uw.edu, with questions.

      Thank you for providing our students with the opportunity to participate in clinical rotations at your site.

    The WRITE Travel budget covers site faculty travel (i.e., Orientation or other approved Faculty Development meeting) and is reimbursed based on actual expenses up to the budgeted amount. Travelers should submit their expenses (after travel has occured) to their on site administrator for reimbursement.  The administrator, in turn, will invoice the University of Washington for their costs per above guidelines. Contact your WWAMI Regional Administrator in your state with questions.

  • Administrative Visits
  • Administrative Visits

    The WWAMI Regional Deans will schedule visits or conference calls with their active WRITE site’s primary preceptor, site administrator and/or the student throughout the course of the program.

    Topics for discussion may include student performance, personal issues, site and preceptor performance, evaluation and feedback, scope of clinical experiences, the weekly calendar of events, reading and study time, patient logging, faculty visits, community project, and housing.

    Toward the end of the WRITE rotation, the WWAMI Regional Deans will schedule a call or visit with their WRITE sites to assist with summarizing the final details of the WRITE experience for the preceptors and students. Items including preceptor evaluations, student interactions, faculty visits, patient logs, etc., will be discussed.

    The WWAMI Regional Deans will provide a final summary report of each WRITE Site’s experience to the WRITE Steering Committee for review.

    Click here for the optional WRITE Administrative Visit Form (Word Doc)

  • Administrative Site Survey
  • Administrative Site Survey

    The WWAMI Regional Deans will periodically visit their WRITE sites to survey the site’s educational resources with regards to functioning as a WRITE site.

    The visit will include meetings with the following:

    • Hospital meeting to include the CEO, Medical Records, Nursing Supervisor, & Medical Staff Office.
    • Clinic meeting to include the Clinic Manager, WRITE Site Contact, Primary Preceptor, Clinic Contact, Nursing Supervisor, Medical Records,  & Reception.
    • Site Meeting to include the Primary Preceptor, participating physicians, and the medical student. 
    The following WRITE Site Assessment form (PDF) may be used in the process.
  • WRITE Site Assessment Form (PDF)


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