+ University of California Irvine HealthSystem ALLIED HEALTH TRAINING PROGRAMS Policy and Procedure Manual GENERAL ADMINISTRATIVE Date Written: 6/81 Date Reviewed/Revised: 01/04 Page No.: 1 of 5 I. PURPOSE To set forth UCI Medical Center s policy and procedures regarding the approval of Allied Health Programs and requests for training experiences for individuals. II. BACKGROUND Allied Health Programs (Allied Health, Nursing, and other non-m.d. programs) usually provide clinical educational experiences for programs listed for academic credit in the curriculum of a recognized state, community, or private university or School, or in a local school district. The university had broadened the definition of Allied Health programs to include all programs with an educational component including requests for individual training experience. The only exceptions are in-service training programs for nurses and other ancillary professionals required to meet the standards of the Medical Center's external accrediting agencies or to maintain adequate skill levels of staff members which do not involve academic or continuing education credit, or a UCI Medical Center certificate of completion. A. Upon formal approval, programs may be established for individuals or groups. 1. An individual student seeking an educational experience in a particular field of endeavor may request to train at UCI Medical Center. 2. A representative from an educational institution may request approval for an Allied Health Program to be conducted at UCI Medical Center for a group of students registered at that institution. 3. A Department or Division of the School may request approval for an Allied Health Program to be conducted at UCI Medical Center for which a hospital or University certificate will be awarded. Any such program must have the approval of the appropriate accrediting body established either by law or by the applicable profession. Additionally, any certificate of certification documents to be awarded to trainees at the Medical Center or at a medical center clinic must meet the approval of the Dean of the School of Medicine. These documents will be signed by the Chancellor or the Chancellor s designee. B. Requests for approval to establish an allied health program at UCI Medical Center should be submitted by the UCI Medical Center staff person responsible for coordination/supervision of those students. Requests are submitted to the Program Director, Student Training Center, UCI School of Medicine, (949) 824-8932. 1
Page 2 of 5 C. After analysis by the Program Director, Student Training, applications for Allied Health Training Programs are reviewed and recommended or not recommended for approval by joint action of two committees: 1. A faculty committee that is a School of Medicine Academic Senate Committee. Members are appointed by the School of Medicine Committee on Committees. Seven faculty are appointed for three year terms with rotating appointment dates. Each year the committee elects one of its members to serve as the chairman. 2. A Dean's (Or Dean's delegate's) advisory committee composed of representatives of the School of Medicine and Medical Center administrative staffs, and School of Medicine faculty who serve as Medical Center attending staff. The members are appointed for indefinite periods by the Dean/delegate upon nomination of the entities which they represent. The Dean/delegate appoints the chairman. It has been the customary practice to appoint the chairman of the faculty committee to chair both committees which meet jointly. Hereafter, these two committees will be referred to as the "Coordinating Committees". D. In all cases, the following policies and procedures must be adhered to. III. POLICY A. The Medial Center policy regarding the approval of Allied Health Programs complies with the UCI Campus statement on Health Sciences Affiliation Agreements and Allied Health Programs - Approval Procedures and Authority to Execute Agreements IDA 347 revised 2/13/2002. The policy states that the Associate Executive Vice Chancellor, Academic Planning is authorized to approve allied health programs, upon the recommendation of the Dean of the School of Medicine. B. The UCI Campus policy states that the Dean, School of Medicine is responsible for the development and implementation of review procedures, for the conduct of periodic reviews of continuing programs, and for assuring that the Medical Center Administration is represented on the review committee. The Program Director, Student Training Center and the Coordinating Committee are responsible for execution of the review process and recommendation on approval/disapproval of establishment and continuation of programs. C. Review procedures will be consistent with other planning efforts and will include the evaluation of programs with regard to the financial impact of the program on the operations of the Medial Center, the use of the School of Medicine and Medical Center space and resources, the potential benefits, and the overall effect on the educational program and quality of patient care. 2
Page 3 of 5 D. All proposed agreements must be reviewed and approved by the Dean, School of Medicine and Chief Operating Officer, UCI Medical Center prior to execution. E. All Allied Health Programs are subject to the following review and approval procedure. If there is uncertainty about whether a program does or does not require review and approval, the Associate Executive Vice Chancellor, Academic Planning will make that determination. IV. PROCEDURE RESPONSIBLE PERSON(S)/DEPT PROCEDURE Student, Educational Institution Representative, School Department/Division Program Director, Student Training Center, UCI SOM, UCIMC Staff Person A. Request for Approval of an individual student training experience or Allied Health Program for a group of students must be submitted to Program Director, Student Training Center, UCI School of Medicine (949) 824-8932. B. Upon receipt of a request, an application for approval will be forwarded for completion. C. Application must be completed by the person responsible for coordination/supervision of the student(s). D. Upon completion of the application, and signature on the signature approval page, the program director is responsible for obtaining the following signatures; 1. Chief Operating Officer 2. Chief Nursing Officer 3. Chief Executive Officer E. The completed application with the Medical Center signature approvals is then returned to the Program Director, Student Training Center, UCI School of Medicine. Program Director F. Reviews and analyzes the applications for individual, onetime-only experiences. These applications will be reviewed and approved/not approved by the Chair of the Allied Health Coordinating Committee and the Program Director Student Training Center, UCI School of Medicine. Applications for ongoing Allied Health Programs for groups of students will be 3
Page 4 of 5 Allied Health Coordinating Committee Program Administrator for Nursing and Allied Health UCI Medical Center and School of Medicine Officials Allied Health Coordinator reviewed at a meeting of the Allied Health Coordinating Committee. Applications for ongoing Allied Health Programs for groups of students will be reviewed at a meeting of the Allied Health Coordinating Committee. G. Applications must be received by the Program Director, Student Training Center, UCI School of Medicine two weeks prior to the next scheduled Allied Health Coordinating Committee meeting in order to be placed on the agenda for that meeting. The Allied Health Coordinating Committee customarily meets once a month and a schedule of meetings may be obtained from the Program Director. 1. The UCI Medical Center Program Coordinator (staff person responsible for students while here at UCI Medical Center) attends the Committee meeting in order to address questions regarding applications. H. Makes recommendations for approval of an application and forwards it to the Program Director Student Training, UCI School of Medicine. I. Presents to the Dean, School of Medicine for approval. J. Upon approval of the program and proposed affiliation agreement, the program application and affiliation agreement will be forwarded to the Director, Material and Risk Management for review and presentation to the Associate Executive Vice Chancellor for Academic Planning for final approval. K. Will communicate with the proposed affiliated school/program and initiate the completion of the affiliation agreement process (obtaining the necessary signatures to the affiliation agreement, etc). The Program Director will notify, in writing, the UCI Program Director that the program has been approved and will indicate a time frame for completing the actual affiliation agreement. The written notification will include language reiterating that students may not begin their clinical experience at UCI Medical Center until the affiliation agreement has been signed by the requesting institution and returned to UCI. 4
Page 5 of 5 L. Will notify the UCI Program Director, in writing, when the affiliation agreement has been signed and returned and will indicate the date that students may begin their educational experience at the medical center. M. Will present a monthly update to the Allied Health Committee on the status of all outstanding/pending allied health affiliation agreements. Allied Health Students N. Students receiving education experience at UCI Medical Center are required to comply with health and safety requirements and liability and health insurance requirements and other requirements outlined in affiliation agreements. UCI Program Coordinators O. Instructors are required to comply with the requirements outlined in the affiliation agreements. P. The Program Coordinators are responsible for verifying compliance with the affiliation agreement at the time of program review as well as prior to the start of the student experience. Author: Gail Devaney Approvals: Allied Health Committee February, 2004 Policy Review Committee March, 2004 Med Exec Committee March, 2004 Governing Body March, 2004 5