Clinical Curriculum Resources

Making Changes to Availability

Patient Care Phase Required Clerkship Availability and Scheduling Policies

Clinical clerkship availability is managed by the departments. All clerkship availability for the upcoming clinical calendar year (beginning of spring quarter one year – end of winter quarter the following year) is due from the departments to the SOM Curriculum Office by mid-May prior to the start of the clinical calendar year.

  • The clerkship availability submitted to the Curriculum Office is the official availability used in the scheduling process for the upcoming clinical calendar year.
  • The scheduling process begins in mid-June and is complete by mid-January.
  • Additional clerkship availability cannot be developed after clerkship schedules are released specifically for the benefit of a particular group of students, such as TRUST or Track students.
  • The department, in collaboration with SOM Curriculum and Registrar’s Offices, must manage additional clerkship availability.

Managing Changes in the Patient Care Phase Required Clerkship Availability

Changes Before Schedule Release

  • Clerkship that close during the scheduling process before the release of schedules it will not be filled.
  • New clerkships will be filled during the normal scheduling process if they are added before schedule release.
  • Clerkships that add additional availability will be filled during the normal scheduling process.

Changes After Schedule Release

Process for Adding Availability

The process for assigning students to any new clerkships or existing clerkships with additional availability will be managed by the departments in collaboration with the SOM Curriculum and Registrar’s Offices .

  1. The Curriculum Office will:
    1. Confirm the clerkship availability with the department
    2. Add availability to E*Value
    3. Notify the Registrar’s Office that students can be scheduled
  2. The Registrar’s Office will work with the departments to fill the new availability based on adjusting the number of students at each site to improve educational quality for all students involved.
    1. For example, if OB GYN has a new site open then students overloaded at a site (such as UWMC) would be moved to the new site before considering moving students from another site.
    2. The Registrar’s Office will identify for the department which students could or might prefer to be moved to the new site (student may be from the state of the new clerkship).
  3. The department will notify the student that they will be moved to a new site or ask for a volunteer to move to the new site.
    1. The department will notify the Registrar’s Office of the change.
  4. The Registrar’s Office will reschedule the student in E*Value

Closing Availability

In the case that a clerkship site closes or reduces availability after the clerkship schedules have been released, the department manages the reassignment of students to existing sites in collaboration with the SOM Curriculum and Registrar’s Offices.