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Center for Health Sciences
Clerkship Guide
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Student Handbook

Table of Contents

Responsibilities of the Student

  1. It is the student's responsibility to become knowledgeable in regard to the clerkship guidelines contained in this handbook.
  2. The student is to maintain excellent social, civil, and professionally appropriate conduct while on clinical assignment during each clerkship rotation. Any behavior which reflects negatively on the College, the assigned site, or the supervisory clinical educators will be referred to appropriate College committees(s) for review.
  3. A student should be cognizant that he/she should not:
    1. alter or falsify a patient's chart or record
    2. present him/herself as a graduate or licensed physician
    3. allow him/herself to be presented as a graduate or licensed physician
      • refer to OSU-COM Academic Standards handbook
      • a student suspected of such conduct will be referred to appropriate college committee(s) and possible disciplinary action if appropriate
  4. A student is not to publish any material relative to his/her clinical learning experience (i.e., patient history/physical, diagnosis, consultation, procedure, therapy, etc.), that has not been reviewed and approved in writing by the clerkship site Medical Director, Director of Medical Education or supervising Physician and the OSU-COM Office of Clinical Education.
    1. This restriction is mandatory to assure the patient's and the facility's right to privacy. 
    2. Any article written by a student which has been based on information acquired through his/her clinical learning experience must clearly reflect that the clerkship site, hospital, professional staff, and the College do not endorse the article, even where a review has been made prior to publication. 
    3. This is to be accomplished by requiring a disclaimer paragraph to appear with each such article written:  "The opinions and conclusions presented herein are those of the author and do not necessarily represent the view of the clinical site, Hospital (name), professional staff or OSU-COM."
  5. The student is, at all times, responsible to the physician supervisor or their designee at each site and is required to comply with the rules and regulations of the clinical site. 
    1. It is the student's responsibility to become knowledgeable in regard to each site's rules, code of conduct, or professional mode of implementing medical care. 
    2. If there is a question, the student should request the physician supervisor to provide him/her with information pertinent to the area of concern. 
    3. Students should discuss with their supervising physician whether they should withhold questions on differential diagnosis and other treatment decisions until they are no longer in the presence of a patient. 
    4. It is the student's responsibility to refrain from performing procedures which are beyond his/her skill level or comfort level.  If possible, the student should discuss his/her level of participation with their supervisor beforehand. 
    5. The student is responsible for obtaining specific charting instructions from the supervising physician.  The student should sign all entries he/she enters on a medical record and indicate educational status (i.e., John Doe, MSIII).
    6. If the student has problems or concerns with the sites rules, regulations, or the student's responsibilities as a medical clerk, the student should immediately consult the Office of Clinical Education or the responsible clinical department Coordinator.
  6. Students are responsible for their own housing and meals.  Some sites provide housing and meals as a courtesy to students. 
    1. Students are advised to contact the OSU-COM responsible clinical department or designated Clinical Faculty/DME at the site at least one month prior to starting the rotation to inquire about housing availability. 
    2. The AHEC program can assist in locating housing at sites throughout Oklahoma. 
    3. In the event housing is not available at your rotation site, contact the AHEC program office as soon as possible.
  7. The student's actual working days and hours shall fall within the clerkship calendar.  The specific scheduling of days and hours shall be made with the clinical facility, by the supervising physician, and shall generally conform to the following:
    1. A typical working day (or night) is considered to be 12 hours in length; however, there may be instances when the working period exceeds 12 hours.
    2. Each clerkship rotation is one month in length.  The schedules shall be arranged to provide at least two (2) consecutive days off every fourteen (14) days, as in every other weekend.
  8. One hundred percent (100%) attendance is REQUIRED on all clinical rotations.
    1. The student is not to leave this assigned facility during assigned hours for any reason, unless his/her absence is acknowledged and approved by the supervising physician. 
    2. The student is to inform the supervising physician, in a timely manner, of any tardiness or absences.
    3. All absences are required to be made up by the student.
    4. Students are to make arrangements with the supervising physician to make up any missed time.
    5. The Office of Clinical Education may be contacted if a student or the supervising physician has any questions regarding scheduled or unscheduled time off.
  9. A student will request a Leave of Absences for any absences anticipated to exceed 30 days. 
    1. A Leave of Absence is defined as: an extended period of time (greater than 30 days) away from Clinical rotation activities that may become necessary due to prolonged illness or personal matters of significant gravity. 
    2. Requests of this nature are to be made in writing and submitted to the Office of Clinical Education.
    3. Leaves of Absence are granted by the Provost/Dean.
  10. Assignments (patient care, physical and history, etc.) are to be completed and documented before the student leaves the rotation site.
  11. The student is to dress appropriately.
    1. Unless specified differently by the supervising physician, the student will wear a cleaned and pressed white clinical jacket during all clerkship rotations.
    2. Men are expected to wear a shirt, tie, and dress trousers. 
    3. Women may wear either slacks or a dress.
    4. Please refer to the OSU-COM Student Handbook.
    5. An OSU-COM College approved identification tag must be worn at all times.  Name tags may be ordered at the campus bookstore, allow approximately one week for arrival.
  12. The student is to attend required hospital conferences related to his/her rotation, if attendance does not conflict with required clinical duties.  It is recommended that the student discuss schedule conflicts with the supervising physician.
    1. Attendance at conferences or programs off the facility campus during duty hours requires approval of the supervising physician. 
    2. It is the student's responsibility to secure approval.
    3. Such absences are limited to one-half working day (four hours) per week.
  13. The student is responsible for scheduling electives and military rotations and securing written approval from the supervising physician.
    1. The student is to submit all Applications for Elective Rotations to the Office of Clinical Education one month prior to the start date of each rotation for approval or it may not be approved
    2. It is imperative that the student adheres to this request, because he/she will:
      • be assured of participating in an approved rotation for course credit
      • be assured of approved liability insurance coverage
    3. Each clerkship rotation time frame is considered a separate college course and is assigned a course number by the College. 
    4. All requested dates are expected to conform with scheduled dates of the clerkship calendar.
    5. Failure to meet these requirements within the allotted time frame may result in non-approval of the clerkship rotation.
    6. The student will be expected to make-up non approved rotations and will be scheduled for make-up during vacation time and/or following the regularly scheduled clerkship program which may interfere with the student's official graduation date (all course requirements must be completed prior to graduation).
  14. The student is to complete site evaluations for each clerkship course rotation.
    1. Site evaluations are due within seven days of the completion of each clerkship course rotation, and are considered a course requirement for grade submissions to the Registrar.
    2. Elective site evaluations are to be sent to the Office of Clinical Education while required course site evaluations are to be sent to the corresponding clinical department.
  15. The student is to report to his/her official course rotation on specified date.
    1. Students are to contact the rotation site at least one week prior to the starting date of the rotation for pre-arrival instructions.
  16. Completion of all course requirements and obtaining a passing grade are mandatory for graduation.
    1. Failure of the student to report to the assigned rotation site, unless approved by the supervising physician and the Office of Clinical Education, will result in the student's referral to the appropriate College committee(s) with a recommendation of additional clinical training or other action deemed appropriate by the committee(s).
    2. Students are responsible for reading and following requirements defined in course syllabi.
  17. A student may request a change in an officially approved clerkship rotation.  When request a change, adhere to the following procedures:
    1. Students may request a change of rotation sites and dates.  Students may also request to exchange identical course rotations by swapping with other students.
    2. A Change of Rotation form must be provided to the responsible clinical department coordinator.  When changing an elective, the Change of Rotation form and a new Application for Elective Rotation form must be provided to the Office of Clinical Education.
    3. If the request gains approval, the responsible clinical department notifies the previous/new sites for required rotations, while the student is expected to notify the previous/new sites for elective rotations.
    4. A change of rotation may not take place unless the Office of Clinical Education or the responsible clinical department coordinator has received the above documents one month prior to the starting date of the rotation.  Delayed approval or non-approval of a rotation change request, as a result of not adhering to the application deadline, may require extension of the student's regularly scheduled clerkship program to address attendance requirements. 
    5. Students receiving non-approval of change or exchange of rotation applications may petition the Office of Clinical Education for a review of their applications.  The Office of Clinical Education's decision, in regard to a matter of this nature, is to stand as final.
  18. Participation in Graduation Commencement is REQUIRED for all graduating students.  Information regarding graduation may be obtained from the Dean of Students Office.
  19. Background Checks: Many medical facilities require criminal background checks for all physicians, nurses, staff, interns, residents and medical students. The Office of Student Affairs and the Office of Clinical Education, with the assistance of the OSU legal counsel, have developed a set of guidelines to address this requirement.

    1. Students are responsible for contacting their clinical sites and determining which background check, if any, is required for their clinical activities.
    2. Students are responsible for obtaining their own background checks and providing the background checks to the clinical facilities when necessary.
    3. The cost of background checks will be the responsibility of the student. If financial aid adjustments are necessary, they will be approved.