Currently enrolled college students enrolled in a clinical school program completing a clinical group rotation where an instructor is present. In order for a school to complete a rotation at Aultman, there needs to be an established Affiliation Agreement between the school program and Aultman. If you have any questions about acquiring a new rotation/Affiliation Agreement with your school program or have questions about the registration process, please email studentexperiences@aultman.com.

To Start:

Thank you for choosing Aultman Health Foundation as a clinical site for your students’ experiential learning. We would like to provide a positive educational experience for all students and instructors and will do our best to accommodate your site requests as outlined by our affiliation agreement with your program. Please read the following guidelines and complete the requested tasks in preparation for your student experiences at Aultman.

No student/student group will be allowed to complete a student experience at Aultman without an affiliation agreement in place that has been executed by the Aultman Health Foundation and the student’s school/program. To initiate a new agreement, please email the Student Experiences Representative at studentexperiences@aultman.com.

Please complete a Clinical Student Group Request Form and submit it to studentexperiences@aultman.com by the following deadlines:

• Fall Semester: May 1st
• Spring Semester: October 1st
• Summer Semester: March 15th

Requests cannot be guaranteed if they are not submitted by the deadline dates.

What’s Next:

When clinical placements have been confirmed, you will receive a spreadsheet via email called the Student and Instructor Demographic Information (Demo Sheet) to enter your student and instructor demographic information. There will also be a separate tab for preceptorship information. The completed spreadsheet will need returned to studentexperiences@aultman.com in an Excel file.

The following requirements must be on file before any student, including those precepting, will be permitted on the clinical unit.

• Student Experiences Application
• Immunization Documentation
• TB Documentation
• Flu Documentation or Waiver
• Background Check
• Proof of Liability Insurance

If your institution has the requirements listed above on file for each student, you can complete an External Student Verification Form; if this form is completed, the students do not need to attach said requirements to their application.

If your students require IT Access for their clinical experience, we will coordinate an IT Access Session. The session will be held on-site and will involve setting the student up with a username and password as well as fingerprinting them for additional system accesses. You will also receive further instructions via email on scheduling an IT Access Session.

To Start:

Review the following: 

• HIPAA & Compliance Education
• Personal Appearance Policy
• Aultman Student Experience Education (COVID-19)
• Infection Prevention Information
• Respiratory Questionnaire 

Complete a Clinical Student Group Application.

For this application you will need to provide:

• Background Check: A BCI Background check is required for your experience. (If you have lived outside Ohio in the past 5 years you will be required to perform an FBI Background Check instead.) Your background check cannot be more than 12 months old. If it is due to expire during the timeframe of your experience you will be asked to complete a new background check. The cost of the background check is the responsibility of the student. The student's school might perform the background check for them for a fee. If not, please use this link to locate a location to complete the background check.
• TB Documentation: TB testing is required for all student experiences and is done at the expense of the student; this requirement is not able to be waived. TB testing can be completed at a primary care physician’s office, the health department, occupational medicine provider (i.e. Aultworks) or a college/university health services department. For more information, please visit this link.
• Immunization Documentation: The below immunizations are required for all hands-on student experiences at Aultman. If your immunization record is not current, then an Immunization Waiver is to be completed.
• Flu Documentation: Flu season restriction is from November 1 – March 31st annually unless extended by the hospital executive team. During that timeframe all participating in student experiences are to either have a flu shot or must submit a Flu Waiver. If you waive the flu shot a mask must be worn in patient care areas during your experience.
• COVID 19 Vaccination Documentation: Aultman Health Foundation is required to report monthly COVID-19 vaccine data to CMS. Due to this requirement, we must know the vaccination status of all students and instructors until further notice. You can submit your vaccine information or decline it by filling out the form located here.

If your program coordinator has these items on file at your school, they can complete an External Student Verification Form; this indicates that you have the requirements on file at the school (i.e., current background check, immunizations, etc.); if this form is completed, you do not need to attach said requirements to your application.

If you are unable to attach documentation to the application, please email it to studentexperiences@aultman.com.

Complete a Temporary Access Request Form (TARF); this form is only necessary for those students who will be granted IT access.

All paperwork requirements are to be completed at least 4 weeks prior to your first day of your student experience due to the large volume of incoming students at the beginning of each semester. Applications and documentation not received in a timely manner could result in the delay of a student experience. Your program coordinator/director will communicate to you about any incomplete forms.

If you have any questions, please email studentexperiences@aultman.com.