Graduate Student Education

***Important Announcement

Effective January 1, 2020 the Advanced Practice Providers (APPs) nurse practitioners, clinical nurse specialists and physician assistants will be official employees of University of Texas Southwestern. Please note, there must be a tri-party affiliation agreement with UTSW / Children’s Health and the university for students to be granted approval with a preceptor in the departments listed below. Students seeking to complete clinical hours and need a preceptor should send an email to if the tri-party contract is active, the rotation can begin as soon as the student is cleared. Once students have been approved and placed, UTSW will provide the survey monkey application link for the student to complete. Advanced Practice Services will download a report to submit an Ultimus request, and clearance will begin through the Student Services Department. The clearance process begins a few weeks prior to the requested start date for non-employee students (3-4 weeks) and Children’s employee students will be cleared within 1-2 weeks through the Student Services Department (requirements apply to all).

Departments transitioned to UTSW

  • Allergy / Immunology
  • Bariatric Surgery
  • Cardiology / CICU
  • Cystic Fibrosis
  • ED (Plano & Dallas)
  • Endocrinology
  • Foster Care
  • Gastroenterology
  • Hematology / Oncology
  • Nephrology
  • Neuro Concussion
  • Neurology
  • Neurosurgery
  • Neonatal ICU
  • Orthopedic Surgery
  • Otolaryngology
  • Pediatric Surgery
  • Pediatric ICU
  • Plastic Surgery
  • Pulmonology (including OCH)
  • Sleep Medicine
  • Solid Organ Transplant
  • THRIVE (Low Birth Weight)
  • Trauma


The departments listed below will remain with DPMSC and (AFC) Anesthesia for Children.


  • Orthopedic @ Andrew’s Institute
  • Pediatric Cardiology Associates (Houston)
  • Pediatric Heart Specialists (Dallas)
  • CHPG (My Children’s)
  • Complex Care Medical Home
  • Enterprise Care Management
  • Hospitalist
  • Virtual Health

Anesthesia for Children (AFC)

  • Pain Management
  • Palliative Care
  • Pre-Anesthesia Assessment (Dallas)
  • Pre-Surgical Assessment (Plano)

Therefore students seeking a preceptor in any of the outlined areas should send an email to: an application will be sent for student to complete and return. The manager and/or team leader will determine if the student request can be honored.

University with an Affiliated Agreement:

**Note – Students will receive an email from the Student Services Department regarding the clearance process:

  • Non-employees should complete online application (3-4 weeks) before start date
  • Employees should complete the online application (2-weeks) before the start date


  1. An “affiliation agreement” with Children’s Health Systems must be active prior to the start of a student’s clinical rotation.
  2. Students – looking for a preceptor – new process:
    • Send an email to
    • Will receive an application to be completed by student and returned to mailbox
    • The students information will be forwarded to the areas of interest, listed on their application
    • The individual teams will review the application and determine if they can accept the student.  The team will notify the student whether they’ve been approved for the clinical rotation and cc: the Graduate
      Student mailbox
    • Once the student receives approval from the team, APS will send the online application and student handbook
    • Link below for student to complete the application
  3. The student’s information will be entered into the Ultimus system and the clearance process through the Student Services Department will begin.  List all preceptors – if you have multiple preceptors, allot the necessary time for each clinical rotation within the same calendar year i.e. an end date can be December 31st (students must complete a new online application for a clinical rotation in a new calendar year).
  4. Timeline – non-employee and Children’s employee students
    • Non-employee students should complete the online application 4-6 weeks prior to the request start date
    • Children’s employee students should complete the online application 2-3 weeks prior to the request start date
  5. Clearance process – through Student Services Department
    1. All students must ensure the documents listed below are submitted to expedite the clearance process:
      • Waiver and Release of Medical Liability
      • Attestation Letter from the university (should be sent to
      • Occupational Health Forms
      • Confidentiality form
      • CART must be completed prior to starting the clinical rotation
  6. Print and take the clearance email to the badge office
  7. Students without EPIC experience will be registered for an instructor-led class for:
    • EPIC Ambulatory for New CMC Providers
    • EPIC ASAP (Emergency Department)
      Classes are held at: Trinity Towers • 2777 Stemmons Freeway • Dallas, TX – 6th Floor

      Students with EPIC experience can take the test-out option for ambulatory ONLY.
      Students requesting a clinical rotation in the Emergency Department will be enrolled in the instructor-led EPIC class.

Students – OR (Operating Room) requirements

The university will issue a certificate attesting that the student has had sterile/scrubbing training for scrubbing into the OR.  The student should have this certificate with them to present when asked.

Active Affiliation Agreements – Students with a preceptor

Students applying to the program from a university with a current Affiliation Agreement and have obtained a confirmation from a preceptor can complete the online application as soon as 90-days in advance.

Active Affiliation Agreements – Students without a preceptor

Students without a preceptor should begin by sending an email to

Advanced Practice Services will follow the new process outlined (above in #2).

Initiating new Affiliation Agreements - Students

Students applying from a university that does not have an Affiliation Agreement must:

  1. Send an email to requesting an affiliation agreement be initiated
  2. The Director of Advanced Practice Services must give approval to submit a requisition for a Master Affiliation Agreement
  3. Once approval is granted, the student will be notified and will be required to submit, the university representative’s contact information:
    1. Name, email address & phone number
    2. University address, city, state & zip code
    3. Tax ID number
    4. W9 form
    5. The university must register in the supplier portal – upon completion a requisition number will be generated, please send this number via email to:

The contact and tax information should be sent to   Please note if approval is granted the process may take upwards of 3-months.

Student placement after finalized agreement

Once an agreement is finalized and the student needs a preceptor, he or she should send an email to an application will be forwarded for student(s) to complete, listing 3-5 specialty areas of interest and return; the application will then be sent to the areas of interest that’s listed – if there is an opening the student will be notified. 

Students with a preceptor after finalized agreement

If the student received approval from a preceptor for the requested clinical hours the student can complete the online application.