Medical Student Coordinator Resources

Welcome to the Medical Student Coordinators' web page - save it as a favorite!
Click the links on the left navigation bar for information about Academic Calendars, Acting Internship Policy, Add/Drop Policy, Online Course Catalog, Scheduling, and our Visiting Medical Student Program.

Request Access to Student Data (School Of Medicine Datasharing)

Coordinators may request limited access to the School Of Medicine Registrar's student database, called "Datasharing". Coordinators must have an affiliate account with CWRU to access Datasharing. This same account will also give you access to the full online course catalog with student instructions and contact information (not available to visiting students). Please email the School of Medicine Registrar’s Office to request access to the Datasharing site.

Obtain a New Affiliate ID

To obtain a new Affiliate ID, please email the School Of Medicine Registrar and provide your first name, middle name (optional), last name, date of birth, and a non-Case Email address (to receive account activation information).

Renew an Existing Affiliate ID

Affiliate accounts expire one year after the date of the request, but can be renewed annually. To renew an existing Affiliate ID, please email the Registrar’s Office with your valid Network ID (eg: abc123).

Visiting Student Contact

All visiting medical students are required to complete a CWRU School of Medicine Visiting Student Application to be eligible for consideration. These visiting medical students must not contact UH faculty and/or coordinators directly to secure a rotation under any circumstances. They must use the School of Medicine Office of the Registrar as the first point of contact for inquiries, information, and the application process. Once an application is received, the visiting student coordinator will work directly with the hospital coordinators to confirm a rotation. Please read the memo that was distributed to all UH/VA Department Faculty and Coordinators in May 2015 regarding visiting student contact.

Early Praise Reporting

Our medical students are expected to adhere to high standards of conduct and demonstrate professional behaviors throughout their medical school education. There may be times when a student's actions go way above and beyond expectations of professional behavior. In instances such as those, coordinators are invited to fill out and submit an Early Praise Reporting Form. The purpose of this reporting form is to identify students early and recognize them for such extraordinary effort. Your identity is confidential in filing this form.

Early Concerns Reporting

Our medical students are expected to adhere to high standards of conduct and demonstrate professional behaviors throughout their medical school education. However, there may be times when a student's actions suggest a lapse in professionalism. In instances such as those, coordinators are invited to fill out and submit an Early Concerns Reporting Form. The purpose of this reporting form is to identify students early and help them recognize and improve their concerning behavior. Your identity is confidential and will not be disclosed when filing this form.

Scheduling

The academic year is broken into two semesters: Fall (July 1 to December 31) and Spring (January 1 to June 30). The academic calendar for the following year is usually released in the Fall, around November or December.  View the academic calendars.

Students in Year 3 may begin self-scheduling on January 1 for the 2- and 4-week clinical electives and A.I.s that start before July 1 and on February 1 for clinical electives and A.I.s that start after July 1. Year 2 students may begin scheduling electives on April 1.

Students in their final year of medical school should register their electives by December 31.

Registration of the 2- and 4-week electives is completed by the School Of Medicine Registrar after the student has confirmed the rotation with the department. The student enters the confirmed elective in the Course Request site (University) or internal portal (College) with a note that they have been pre-approved and by whom. This process prompts the School Of Medicine Registrar to enroll the student, which adds the elective to the student's official academic record (transcript). The School Of Medicine Registrar requires students to confirm their electives, but it is not necessary for coordinators to notify us separately.

Dropping an Elective

Students are responsible for notifying the appropriate department/coordinator when a cancellation (drop) has been confirmed. Dropping an elective is not permitted less than 30 days before the start of the rotation unless approval has been granted from the rotation leader or designee. The School Of Medicine Registrar always requires written confirmation of a drop that is approved less than 30-days from the start of a rotation. An email from the coordinator is acceptable.

Rotation Assessments and Grades

All students are required to use the Clinical Assessment System (CAS) throughout their clinical rotations. A link to an End Of Rotation (EOR) Assessment form is emailed directly to one assigned faculty preceptor for each rotation. Faculty complete the EORs online in CAS and submit a final grade page, which is then recorded on the student's transcript. Grades must be submitted to the School Of Medicine Registrar no more than two weeks after a rotation ends. We will contact the coordinator for assistance with obtaining grades that are missing for an elective rotation. See Using the Clinical Assessment System for full instructions.

Catalog Updates

Departments are encouraged to periodically review information for their electives as listed in the online Course Catalog. We can update the Catalog at any time, so feel free to submit information regarding what students need to know when interested in rotating in your department.

New Electives

Does your department have a new elective to offer the third and/or fourth year medical students? Email the Registrar’s Office to request a New Elective Proposal form and to have the elective listed in the course catalog. The approval process takes approximately 7-10 days.

Department Updates

Please contact the School Of Medicine Registrar if you know of any changes to faculty sponsors and/or department coordinators.

Suggestions

Is there something more you would like to see on this Coordinators' page? Please call 216.368.6137 or email us with your suggestions!