University of Oklahoma Health Sciences Center

Clinical Affiliation Policies and Procedures

University policy requires that any off site entity supervising or providing clinical instruction to University students enter into a mutually acceptable affiliation agreement with the University of Oklahoma Board of Regents. The terms and conditions of such agreements are negotiated through University representatives in Academic Affairs and University Legal Counsel. Agreement terms expected to exceed three consecutive years will require re-negotiations at the end of each three-year period in order to remain in effect.   Effective March 1, 2011, Academic Affairs serves as the office of record and authorized signatory for all such affiliations. Any agreement that is not processed through Academic Affairs after this date will not be acknowledged by the University and should be immediately terminated pending re-negotiation through proper University channels.

Policy for New Agreements

It is the responsibility of each college/department to identify and initiate affiliation agreements required for their student’s rotations or clinical instruction. An agreement is initiated by providing a departmentally approved routing form to Academic Affairs and contacting the site/sponsor with the approved template for review.  It is strongly advised that colleges/departments initiate this process at least 60 days in advance of any student beginning at the off site location to allow for adequate time to negotiate and ensure timely execution of the agreement before commencement of the rotation.  Academic Affairs will process new agreements on a first in, first out basis.  An explanation reviewed and approved by the dean of the college will be required for any circumstances that necessitate an exception to this standard first in, first out process.

Policy for Renewal of Agreements

Each department/college is responsible for tracking and maintaining the status of all their affiliations.  However, Academic Affairs will assist in the maintenance of affiliation agreements by providing a monthly query of the affiliation agreements set to expire at six months out.  It is the responsibility of the department/college to review this report and initiate the renewal of any agreement that will continue to be required by their students.  It is advised that colleges/departments initiate the renewal of the agreement no less than three months prior to the termination of the current agreement.   This period is to allow adequate time to initiate the negotiation process prior to the start of the rotation.       

Clinical Affiliation Routing Form

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