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.


    • 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. Assistance can be obtained from Scott Bailey, sgbailey@uw.edu.
    • You will not receive a written contract for the WRITE funds; instead you may simply send in an invoice, making sure to reference the UW Purchase Order number you will receive before the beginning of the program.
    • You may invoice for the administrative fee any time after the start of the current WRITE session..
    • Housing, since it involves out-of-pocket costs for your site, can be billed any time. Travel can also be billed any time, as long as the WRITE orientation has already taken place and your physicians/staff have already incurred actual expenses (see below).
    • IF THIS IS YOUR FIRST YEAR RECEIVING WRITE FUNDS, you will need to register with the State of Washington as a vendor at the following website: http://f2.washington.edu/fm/ps/how-to-pay/department-responsibilities/supplier-registration. If you do not register, the UW Purchasing department will refuse to pay you the WRITE funds!
    • Send invoices to Scott Bailey (via email at sgbailey@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 changes, you will need to register again with the State of WA as a vendor at the following website: http://f2.washington.edu/fm/ps/how-to-pay/department-responsibilities/supplier-registration

    • 2. Your assigned purchase order number

    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 for no more than two teaching faculty from each WRITE site. Travelers should submit their expenses to their WRITE site for reimbursement.  The WRITE site, in turn, will invoice the University of Washington for their costs. The site should include an invoice with PO number and a copy of supporting receipts and  send these via fax, 206-616-3341, or email, sgbailey@uw.edu.  Contact your regional site administrator in your state with questions or feel free to email or call Jonas Louie directly at jinl@uw.edu or 206-685-7011.

  • Computers at Site (Clinic and student housing) and Issues of Connectivity
  • Computers at Site (Clinic and student housing) and Issues of Connectivity

    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.

    Issues concerning the UW Connectivity Kit or UWNetID accounts or UW-wide computing services can be directed to UW Computing and Communications Information (206) 543-5970, http://www.washington.edu/itconnect/

    For help with the Patient Visit Log Data Collection or processes that relate to recording medical student clinical experience information, contact Dr. Jan Carline at (206) 685-2135, carlinej@u.washington.edu

    For issues related to the use of UW Health Sciences Library, methods of accessing online journals, textbooks and other online resources and access, contact Sarah Safranek, Information Management Librarian, at safranek@u.washington.edu or (206) 543-3408.

  • 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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