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 2019-2020 Availability & Scheduling

  • May 17, 2019: Required Clerkship Availability due to Curriculum
  • June 14, 2019: Elective clerkship availability due to Curriculum
  • June 24, 2019: Curriculum begins availability entry into E*Value
  • Week of July 22, 2019: Curriculum sends departments E*Value entry to review and confirm availability in E*Value
  • Late September – Early October 2019: Registrar releases required Explore and Focus schedules (MED EM and NEUR) to E16 students
  • September 4 – January 2020: Departments review Patient Care Schedules
  • Mid-January 2020: Registrar releases Patient Care schedules to E16 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 Required Clerkship Availability Collection

  1. Curriculum sends out department-specific required availability spreadsheets in early April.
  2. Department downloads and saves the availability spreadsheet attachment.
  3. Department reviews approved sites.  You can HIGHLIGHT any changes by filling in the cells on the attached the attached spreadsheet.
  4. Departments reviews the availability.  Your availability is based on the previous year as it exists in E*Value. Please review and UPDATE the availability for the current year.
    • 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.
  5. Department sends the completed form back to medevalu@uw.edu by the mid-May deadline in order to avoid delays in processing availability & scheduling students.

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

Process for Elective Clerkship Availability Collection

Example Elective Availability Template

  1. Curriculum sends out the elective availability spreadsheet to departments in mid-April.
  2. Department downloads and saves the elective availability spreadsheet.
  3. Check with your sites to determine availability for the upcoming clinical year.
    • Email Curriculum at medevalu@uw.edu if you need to see what your department submitted for the previous year.
  4. Departments completes the form by entering the number of slots available for each timeframe and explaining any special requirements (such as permission-only status, credentialing requirements, etc.).
  5. Departments sends the completed form back to medevalu@uw.edu by the mid-June deadline in order to avoid delays in processing availability & scheduling students.

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