Clinical Curriculum Resources

Clerkship Availability Collection

Annual Clerkship Availability Collection

Clerkship availability is requested by the SOM Curriculum Office once per year in April and is typically due in mid-May for required clerkships and mid-June for Advanced Patient Care & elective clerkships. Information about availability collection can be found on this page.

Calendars & Timelines

Availability & Scheduling Timelines

Clinical Calendars

Important Dates for 2020-2021 Availability & Scheduling

  • May 15, 2020: Required Clerkship Availability due to Curriculum
  • June 12, 2020: Elective clerkship availability due to Curriculum
  • June 16, 2020: Curriculum begins availability entry into E*Value
  • Week of July 20, 2020: Curriculum sends departments and Regions E*Value entry to review and confirm availability in E*Value (Departments send changes)
  • September – January 2020: Patient Care and Explore & Focus clerkship scheduling.  Availability lockdown (Departments will not be able to update availability for the 2021-2022 AY for any required or non-permission clerkships)
  • September – October 2020: Explore & Focus Required clerkship (EM and NEURO/NEURO S) schedules released to E18 students
  • October – December 2020: Explore & Focus elective and APC appointments for E18s
  • Mid-December 2020 – January 2021: Registrar releases Patient Care schedules to E9 students

Please note that schedule release dates are dependent upon receiving clerkship availability. Any delays in availability collections will result in delays releasing schedules to students.

Availability Collection Process

Clerkship departments will receive an email from SOM Curriculum in April kicking off the availability collections process for that year. Below is a brief overview of the collection process.

Process for Availability Collection

  1. Curriculum sends out department-specific availability spreadsheets in April (separate emails will be sent for Required and APC/Elective Clerkships)
  2. Department downloads and saves the availability spreadsheet attachment.
  3. Department reviews list and works with sites and Regions to determine availability.
    • Confirm with your sites and regions to determine availability for the upcoming clinical year.
      • If a region has a change in availability, work with the Department to ensure the information submitted to SOM Curriculum is accurate.
    • Email Curriculum at if you need to see what your department submitted for the previous year.
  4. Department completes the spreadsheet by entering the number of availability spots for each timeframe and explaining any special requirements (such as permission-only status, credentialing requirements, etc.).
    • If your department has a minimum enrollment requirement, please include on the spreadsheet.
    • If your department needs certain sites filled before others, please include on the spreadsheet.
    • Spreadsheet may not include all clerkships for your Department.  It’s the Department’s responsibility to add any missing clerkships, along with site and availability information.
    • Please highlight any changes to spreadsheet in addition to adding availability timeframes.
  5. Department sends the completed form back to by the deadline in order to avoid delays in processing availability & scheduling students. Please note that once Registration begins, Departments will not be able to update their availability until Open Registration in January 2021.

Note: Please reach out to the appropriate Regional Administrator if you are having collecting availability from a site in the WWAMI Region.

Questions?  Please contact Clinical Curriculum at