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Student Affiliations

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Student Services manages onboarding for all affiliated students for Children’s Health that are seeking a rotation at Children’s Health as part of their degree program. Student Services does not handle credentialed medical/dental students, which come into the organization through the GME office. 

Affiliated Student Criteria

Affiliated Student Criteria

Affiliated Students are defined as:

  • Completing course work that is required as part of a school program that has an affiliation with Children’s (Degree course work  NOT resume building work)
  • Must have a Hosting Department  - see list of available Hosting Departments
  • Not a medical or dental student that requires credentials
  • Not paid by Children’s

Still not sure if you are an Affiliated Student?  Click here

Students that don't meet the above criteria will NOT be handled by Student Services.  Other options include:

Student Services Responsibilities

Student Services Responsibilities

Student Service's role consists of the following:

  • Provide affiliation standards, streamlined processes, and ensures maximum return on investment on students for the organization
  • Processing paperwork to clear student
  • Collaborating with hosting departments
Hosting Departments Responsibilities

Hosting Departments Responsibilities

Hosting Department role consists of the following:

  • Request and/or verify contract is in place and current by clicking here
  • Complete Student Request form to start process with Student Services
  • Student’s Orientation to department and organization
  • Distribute any department specific information and/or handbook to student 
How Students Are Processed

How Students Are Processed

1. Process starts with Hosting Department

  • Request and/or verify contract is in place and current by clicking here
  • Complete Student Request form to start process with Student Services
    • Use students legal name
    • One Student per form/per email
    • Include students name and start date in the subject line of the email
  • The completed form MUST be emailed from Hosting Department to Student Services
    • Will not be accepted directly from student
  • Student Request forms must be submitted at least 3 weeks prior for non-employees (1 week prior for employees) to start date and submitted ELECTRONICALLY to StudentServices@childrens.com.
  • Distribute any department specific information and/or handbook to student 
  • Student services, Occupational Health, and the Badge Office are NOT open on weekends

2. Once Student Services Receives the Student Request Form

  • Student will receive notification email from Student Services giving them information about their rotation at Children’s and giving them the paperwork they need to complete and submit back to Student Services.  Attachments to this email include:
    • Requirements for Children’s
    • Student Paperwork
      • 1. Children’s Health Form
        • Form must be complete and accurate before it will be passed on to Occupational Health
        • Documentation must accompany Health Form
        • Delays getting cleared with Occ Health may delay your start date
        • Student – You are responsible for making sure you are cleared with occupational health (OH) OH should copy you on an email either clearing you OR telling you what you need to be cleared     
      • 2. Confidentiality Agreement
        • Must have actual signature
    • Attestation Letter
      Your school is required to provide an attestation letter on school letter head and include the following information:
      • Name of Student
      • Name of Program
      • Date students will be on campus
      • Verification of Affiliation Agreement, Immunizations/Drug Screening/Criminal Background Check/etc.
  • Occupational Health form and documentation is forwarded on to Occ Health
    • StudentYou are responsible for making sure you are cleared with occupational health (OH).  OH should copy you on an email either clearing you OR telling you what you need to be cleared. If you do not hear from them within 72 business hours please contact them directly to find out your status.  We cannot clear you to start a rotation until you are cleared by OH.       
  • Student is entered in Lawson/CHEX so they complete required training
  • Rotation clearance will not be granted until all forms have been received and approved. 
  • Rotations will be delayed or may be cancelled if paperwork is not returned in timely fashion.

3. Once Student Sends Completed Paperwork back to Student Services

  • Student will receive final step for rotation clearance email from Student Services giving them training information and letting them know anything that is still needed for rotation.
    • This email will tell them how to access CHEX from offsite and complete CART training
    • Some departments may require other CBT’s be completed in CHEX as well
    • This email will notify Access Management to set up your account
      • Student Services only sets up basic network access for you.  Your hosting department is responsible for arranging any training and access to other application(s) required, such as Epic. 

4. Once all Student Paperwork and any Required Training is Complete

  • Student will receive a clearance email from Student Services letting them know they are clear to start their rotation
    • Student – Please print out this email and take it with you to the badge office.  
    • Your hosting department will let you know when and where you need to report on you your first day. 
    • Please consult the handbook provided to you by your hosting department for parking locations and badge office location and hours. 
  • When students report to the Badge Office, you will need to present a government-issued driver’s license or an identification card.  Students must return your badge to the badge office at the end of your rotation.
  • Student is responsible for ensuring they receive clearance email at least one business day prior to start date.

5. Student has Completed Process with Student Services and is Ready to Start Their Rotation

  • Hosting department is responsible for student’s Orientation to department and organization
  • If you need to extend students dates during your rotation at Children’s, please notify Student Services at Studentservices@childrens.com  prior to your scheduled end date in order to avoid access disruption.
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