Clinical Experience Placements and Travel Policy

Purpose
To inform students of clinical training requirements, site assignments, and related travel.

Audience
All medical students

LCME Standards

  • 6.2 Required Clinical Experiences
  • 8.6 Monitoring of Completion of Required Clinical Experiences
  • 9.7 Formative Assessment and Feedback

Policy

Definitions

Away rotation: an acting internship or advanced clinical clerkship taking place at an institution other than UC Davis.

  1. The School of Medicine curriculum incorporates clinical experiences across all four years of the curriculum at training sites throughout the Central and Northern California region, and Southern Oregon.
  2. All students receive a transportation budget in their financial aid package in part to cover the cost of transportation to and from clinical site experiences. Students are responsible for making appropriate travel arrangements (e.g. driving their own car, ride share, public transportation, etc.) to and from these sites. No site assignment or transportation budget adjustments will be made due to transportation-related concerns.
  3. Students may not switch clinical training sites with one another.
  4. Travel expectations for required Pre-Clerkship Clinical Training Experiences
    1. Year 1: up to 20 half days, up to 60 miles, one way, from the School (UC Davis, Sacramento campus)
    2. Year 2: up to 20 half days, up to 60 miles, one way, from the School
    3. This is subject to change based on curriculum modifications and sites.
    4. Students in Pathway programs will be required to go to sites at a greater distance for experiences in their program-focused communities.
  5. Travel expectations for Clerkship Clinical Training Experiences
    1. The clerkship curriculum is primarily within the clinical setting. Students will be assigned to both inpatient and outpatient sites throughout the Central and Northern California region for their clerkships.
    2. 7 rotations, 6 weeks per rotation, up to 60 miles, one way, from the School
    3. This is subject to change based on curriculum modifications and sites
    4. Students in Pathway programs will be required to go to sites at a greater distance for experiences in their program-focused communities.
  6. Travel expectations for Post-Clerkship Clinical Training Experiences
    1. All required post-clerkship curriculum can be completed at UC Davis.
    2. Students may choose to go on Away Rotations or electives at other institutions at their own expense.

Procedure

Pre-Clerkship Site Assignment Process

  1. When possible, pre-clerkship staff will collect site preference forms before a rotation. Any special site preference requests must be submitted on the form.
  2. For students’ site preferences to be considered, the site preference form must be turned in by the given deadline.
  3. Students with existing accommodations will be placed at site that best meet their specified accommodation(s). If an accommodation is approved after a site assignment has been made, the student may be required to defer the course until a site assignment that meets their acommodation(s) becomes available.
  4. Student site preferences are one of many considerations when making site assignments. Completing the site preference form does not guarantee placement at a specific site.
  5. Students will be assigned one or more clinical experience locations using all applicable site and student information prior to the start of the clinical rotation. Students in Pathway programs will be preferentially placed at sites in their program-focused communities when possible.
  6. Placements at more distant sites will first be assigned to:
    1. Students who have indicated interest on their preference forms.
    2. Students in Pathway programs when a site is in their program-focused community.
  7. If additional students are needed to rotate through a further site, students will be assigned based on a lottery.
  8. Students may not switch clinical training sites with one another (see Policy).
  9. No sites will be reassigned unless the Site Appeal Process is completed (information below).

Clerkship Site Assignment Process

  1. When possible, clerkship staff will collect site preference forms in advance of a clerkship rotation. Any special site preference requests must be submitted on the form.
  2. For students’ site preferences to be considered, the site preference form must be turned in by the given deadline.
  3. Students with existing accommodations will be placed at sites that best meet their specified accommodation(s). If an accommodation is approved after a site assignment has been made, the student may be required to defer the rotation until a site assignment that can meet their accommodation(s) becomes available.
  4. Each individual clerkship has its own process for assigning sites. Student site preferences are one of many considerations.
  5. Other considerations to site assignments include but are not limited to, balancing schedules, site preceptor requests and/or availability, input from the Clerkship Director, and background check results. If a student knows of an item (e.g., misdemeanor) on their background check, the student should notify the clerkship manager as a precautionary placement measure.
  6. Clerkship staff will assign students to sites using all applicable sites and student information and will provide the assignments to the students as soon as possible prior to the beginning of the clerkship rotation.
  7. Students in the Pathway programs will have a separate site assignment process and will be notified of site placements by their program. If Pathway students must complete a clerkship rotation at a non-Pathway-specific site, they will undergo the same process as the non-Pathway students.

Clerkship Distant Site Assignments

  1. In addition to sites within the greater Sacramento area (within 60 miles from the School), students may be assigned to a distant site (more than 60 miles from the School). These sites will first be assigned to students who have:
    1. Indicated interest on their preference forms
    2. Volunteered to go to the site upon a request for volunteers from the clerkship coordinator..
  2. If no students volunteer to go to a distant site, students will be assigned based on a lottery. Notification of the need for a lottery will occur at least 4 weeks before the start of the clerkship and the lottery and site assignment process will occur at least 2 weeks before the start of the clerkship.
  3. Students with a dependent that requires them to remain in Sacramento may request an exemption from distant site lotteries by informing the Clerkship Curriculum Manager of their request for exemption at least one week before the Clerkship Lottery. All exemptions must be approved by the Associate Dean for Students.
  4. All distant site assignments are permanent once the site has been notified. Failure to adhere to the training site assignment will result in a course/clerkship deferral and possibly the submission of a Physicianship Form per the Professionalism Policy.

Site Assignment Appeal Process

  1. Any student who believes they may be unable to complete their required clinical experience at their assigned site due to hardship, within 1 week of site assignments being posted, must complete the following tasks: 
    1. Notify the a) course coordinator, b) appropriate curriculum manager [pre-clerkship or clerkship], and c) Course/Clerkship Director.
    2. Petition the Associate Dean for Students for possible other arrangements, such as site reassignment or an increased travel stipend.
  2. If reassignment is granted, an alternative assignment will be arranged. This replacement assignment may occur in a later rotation than the original assignment and may mean a delay in graduation.
  3. When site reassignment is not possible, the student must complete the required clinical experience with the originally assigned preceptor or defer the clerkship. 

Responsibility
Office of Medical Education Curriculum Managers

References
UC Davis School of Medicine Bylaws and Regulations, Regulation 60: Requirements for the Degree Doctor of Medicine

Related Policy/Policies
Background Check Policy
Clerkship Attendance, Participation and Absence Policy
Pre-Clerkship Attendance, Participation and Absence Policy
Professionalism Policy

Policy Owner
Office of Medical Education – Associate Dean for Students

Reviewed By
Associate Dean for Students*
Curriculum Managers
Pathway Program Director
Curriculum Steering Advisory Committee
Committee on Educational Policy

Reviewed Date and Review Cycle
May 2024; annual review cycle

* Indicates the Policy Owner