Clinical Student Onboarding
In order to participate in clinical rotations at our affiliated sites, students must complete specific onboarding requirements. Each health system has their own onboarding deadlines in which our office must abide. In order for a student to start their rotations as scheduled we must provide the required documentation by their deadline. Onboarding deadlines can range from 4 weeks to 12 weeks prior to a rotation, depending on the site.
Some examples of these requirements may include and are not limited to:
Training Modules
- HIPAA
- Bloodborne Pathogen
- Title IX
- Ethics Training
Health Screenings
- Flu Vaccine (for the current flu season)
- Covid -19 Vaccination
- TB Test (QuantiFERON-TB Gold Plus within the past year)
- MMR
- TDAP
- Hepatitis B
Identity Verification
Skill Certifications
- Basic Life Support (BLS) Certification
- Advanced Cardia Life Support (ACLS) Certification
- Respiratory Fit Training & Mask Sizing
Completing site-specific paperwork (applications, finger printing, acknowledgement forms, etc.)
Experiential Learning’s Onboarding Coordinators oversee the facilitation of these processes, working directly with clinical sites and students to ensure all requirements are met and all students are fully cleared to begin on their start date. For more information or assistance with student onboarding, please contact any of our Onboarding Coordinators at StudentOnboarding@odu.edu.
Common Q&As
- How can I reach out to the Onboarding team with a question?
- What happens if I miss an onboarding deadline?
- It may cause a delay or cancellation of your rotation and may impact your academic goals and graduation date. Missing an onboarding deadline could also result in a Professionalism Report to be filed.
- Do I need to complete a background check & urine drug screen prior to my clinical rotation?
- Yes, this is a requirement at the beginning of the academic year for ALL clinical students.
- What is the process?
- Our onboarding team will provide you with a link to begin the process. These services are covered by your student fees.
Out-of-Area Clinical Rotation Student Housing
Macon & Joan Brock Virginia Health Sciences at Old Dominion University maintains partnerships with healthcare facilities nationwide who provide educational experiences to our students. When students enrolled in programs with the “Off-Site Education Fee” are placed at distant sites by their educational program for a required clinical rotation, the Experiential Learning Housing Supervisor locates safe and secure student housing in the area. This includes evaluating the location for safety and accessibility to the clinical site, determining student housing assignments, and communicating all pertinent housing information to the students for each rotation. Housing for elective rotations is typically not facilitated by the school.
Student housing is limited to what can be provided based on the associated fee pool. Each academic program participating in the fee determines the fee applied to their students. Housing assignments are completed 6 to 12 weeks in advance of the rotation start date. Extended hotel stays may be reserved on a case-by-case basis. We currently maintain long-term housing leases in several local cities in Virginia to include:
- Onancock
- Richmond
- Roanoke
- Fairfax
- Falls Church
Accommodations are fully furnished and students are assigned a bed in the shared dwelling when staying in one of our long-term leased residences. Reservation requests are submitted by the academic program, not directly from the student, to ensure requests are appropriate and necessary. Students from multiple academic programs share the same residence at the same time. The accommodations are a mix of single (1 queen) and double (2 twin) bedrooms with students of the same gender sharing the same bedroom (though students of all genders will share the same apartment). Students are to bring their personal belongings (clothes, study materials, computers, phone chargers, etc.), food items and disposables (toiletries, etc.).
An email will be sent to students 1-2 weeks prior to the start of each rotation that contains the assigned residence information, parking details, instructions for picking up keys, and a form that must be signed and returned (via email is fine).
Check-in = Saturday (before 4pm) / Check-out = Saturday (at any time).
Guests: Overnight guests are prohibited. Students are held fully responsible for any and all visitors or guests and their actions.
Pets: Animals are not permitted in the apartment, with the exception of approved services animals with qualifying paperwork.
Travel Reimbursement: Travel expenses, with original receipts, for move-in travel day and move-out travel day (not daily gasoline expenses or tolls while on rotation) will be reimbursed. Original receipts are to be brought to the Experiential Learning Office in Waitzer Hall, Suite 1002c (or mailed to our Housing Supervisor at the end of the rotation). Receipts must be received within 60 days of travel per tax regulations.
The Housing Supervisor works directly with the program directors, property managers, and students to ensure efficient management of the entire out-of-area housing process. For more information or assistance with housing for out-of-area clinical rotations please contact Natasha McCoy-Porter.
Successful relationships with our clinical partners require the execution of student affiliation agreements for each site our students visit. These agreements outline school and facility expectations, ensure understanding between all parties, and are required by our programs accrediting bodies. The agreement process includes a legal review (and sometimes negotiation) by both parties so a minimum of 8 to 12 weeks is needed to fully execute new agreements prior to a rotation.
Our Experiential Learning Agreement Specialist facilitates the execution, maintenance, and renewal of all student affiliation agreements. The Agreement Specialist serves as the point of contact, ensuring all required agreements are executed before rotations begin, while also monitoring current agreements for expiration and completing renewals when necessary. For more information or assistance with student affiliation agreements, please contact Tara Chavis.
