Visiting Student Instructions

Visiting Students Information/Instructions

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Thank you for your interest in pursuing fourth year electives at The University of Texas Southwestern Medical School. Click here for a list of electives offered at UT Southwestern. For an application or further information such as enrollment availability a list of departmental contact persons is available at http://www4.utsouthwestern.edu/stuaff/stuinfo/0203/VisStuCont.htm. The fourth year elective schedule can be found on this website at http://www4.utsouthwestern.edu/stuaff/stuinfo/0203/SrDates04.htm.

Students must complete an intial application and provide basic information from their home medical school before any elective may commence. Prior to an approved visiting student's arrival at UT Southwestern, all communication will be coordinated through the departmental contact indicated above and processed on the prospective visiting student's behalf.. Please follow the detailed instructions below to maximize your opportunity to be accepted for a visiting student elective and to minimize your processing upon arrival to start an elective.

Sincerely,

Laura Jarnagin
Assistant Registrar
email: admissions@UTSouthwestern.edu

INSTRUCTIONS

Steps I - IV below must be completed and forwarded to the designated contact person in the academic department(s) of your chosen elective(s). The department contact person will process all forms with the appropriate UT Southwestern administrative offices on the visiting student's behalf. Failure to complete these four steps will jeopardize any opportunity to pursue the elective as a visiting student.

I. Obtain a Visiting Student Registration Form (VSRF) from the Registrar's Office (M2.200), from the academic department offering the clinical rotation, or download a PDF version of the form. (The PDF form requires Adobe Acrobat Reader® to access and/or print the form.) The VSRF must be competed by the visiting student and an authorized official from the Student Affairs Office at the visiting student's medical school before the visiting student will be approved for any elective rotation. Individual academic departments may require a supplemental application with department-specific instructions and requirements. The academic department will also negotiate an elective date with the visiting student. All prospective visiting students must:

A. Print a copy of the VSRF for your reference and checklist.
B. Review the UT Southwestern Required Immunizations. Get a copy of your immunization record from your student health administrator to verify the minimum immunizations are complete. Visiting students must provide official certification that all required immunizations are current before they will be approved for an elective rotation.
C. Take all of the forms detailed above to your designated Student Affairs administrator to verify completion on the VSRF.

II. Obtain the Information Security Agreement (ISA) and Personal Code Forms (PCF) from the Registrar's Office (M2.200), from the academic department offering the clinical rotation, or download PDF version of the forms. Download ISA. Download PCF.

III. Review and complete the UT Southwestern Essential Functions. Visiting students must attest to their ability to perform the essential functions before commencing an elective rotation.

IV. The academic department will notify visiting student applicants of their approval to pursue a UT Southwestern elective during the requested time period.

V. Upon arrival at the Registrar's Office, visiting students will receive complete processes or receive information detailed below:

A. Although the visiting student submits the Information Security Agreement form and Personal Code Form with the Visiting Student Application, no computer login, email, or telephone privileges will be activated until after viewing a video entitled Information Security and Patient Confidentiality Who, What, and Where. This prerequisite video is approximately 25 minutes long.
B. All visiting students must complete UT Southwestern HIPAA training. The on-line computer-based course will take approximately 2 hours to complete. Upon successful completion of the course the student receives certificates of completion.
C. A brief synopsis of UT Southwestern's Blood and/or Body Fluid Exposure Policy will be provided.
D. A Parking Registration Application and Vehicle Registration Guide will be provided.
E. Student Health Services information will be provided.
F. Information about the Bryan Williams, M.D. Student Center will be provided. (For an additional fee of $40 per month, visiting students may be granted access to all of the Student Center facilities.)
G. A copy of The Scutpuppy Guide to the Lands, a student publication that provides orientation to the UT Southwestern's affiliated hospitals and more, is available for purchase from the University Store.
H. A visiting student photo ID card will be produced and provided to the visiting student. Official identification is required of all students UT Southwestern personnel.

The Registrar's office will send the visiting student to the University Cashier for payment of the $25.00 per visiting course fee. Any visiting student who cannot provide proof of the minimum malpractice insurance coverage may purchase coverage from UT Southwestern for an additional cost of $25.00 per elective rotation.

VI. The visiting student will return to the Registrar's Office with proof of payment from the University Cashier to complete the visiting student registration process and receive the photo ID card. The visiting student photo ID card to be displayed at all times on campus and in the clinical facilities. The visiting student should keep one copy of any forms or receipts received.

VII. Library privileges are granted as part of the visiting student's registration. The Library is on the 2nd floor of the "E" building.

VIII. To receive a temporary parking permit, the student should take the Parking Registration Application to the Visitor Information Center ("A" Building).

** The Admissions, Registrar, Financial Aid and Alumni Affairs Offices are all located in the "M" Building (Skillern Student Services Building). The "M" Building is housed within the Bryan Williams, MD Student Center located on the South (main) Campus. **

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