New Clerkship & Site Approval

All permanent clerkships undergo a thorough approval process to ensure educational quality. Please contact Curriculum at somclrk@uw.edu if you have any questions about the clerkship application or approval process. Site visits are not required for elective clerkships.

A new clerkship that needs a new course number cannot be offered until a new course application is approved by the UW Curriculum Committee.

Questions about the business of clinical clerkship sites?  Please visit the WWAMI Clinical Clerkship Sites website, which has detailed information on Affiliation Agreements and Clerkship Funding for your new site/clerkship.

New Clerkship Approval Process

UW SOM Clerkship Site Application 

1. Fill out UW SOM Clerkship Site Application completely
   • If you have greater than 3 sites complete the Facilities Addendum
2. Return to Curriculum Office:
   • Send new site applications to somclrk@uw.edu
3. UW SOM Curriculum Approval
   1. New clerkship applications are reviewed by the appropriate committee (Patient Care Committee, Explore and Focus Committee, or Elective Clerkship Committee)
   2. New sites added to existing rotations are reviewed by Assistant Dean for Curriculum
4. Once approved, Curriculum sends the department and Region email approval notification, with instructions on next steps.

New Course Approval & Final Steps

1. Fill out UW New Course Application online
2. Get application approvals from your Department Chair and Associate Dean for Curriculum (this is done via approval flow in Kuali)
   • Consult with Curriculum Office is you aren’t sure how the course should be numbered.
   • Course is reviewed by the UW Curriculum Committee (UWCC).  UWCC meets once a month except in summer; please check Course Application Deadlines page to see when application deadlines are for UWCC Meetings.
3. Once the course has been approved by the UW Curriculum Committee:
   • Add new clerkship to departmental Time Schedule for all relevant quarters (clerkship will not be added to eValue without confirmation of this step):
     • Use the Time Schedule Construction System for open quarters (requires Time Schedule Construction access and entrust token, email times@uw.edu if you need to be granted access)
     • Add to a Time Schedule for a quarter no longer open in the Time Schedule Construction System: Time Schedule Change Form
     • Contact Curriculum if you are unsure how to add a course to the time schedule. Detailed instructions on the Time Schedule can be found here
   • Send availability to medevalu@uw.edu or have the clerkship added to the permission-only list
   • Electives: Send updates to your department’s elective catalog page in the elective clerkship catalog to Curriculum
4. Once your clerkship has gone through all of the appropriate approvals, you will need to ensure that any faculty at the site that do student evaluations, or have evaluations done on them by students, have a faculty appointment.  Information on WWAMI Faculty appointments can be found here.
5. Required clerkship sites require an Affiliation Agreement.  These sites may also be eligible to receive administration fees to help offset costs associated with student clerkships.  Find additional information about these topics here.