Electives/Selectives - Introductory
Scheduling Forms - Class of 2008
Electives are scheduled in many different ways. They are indicated in the
- Lottery Electives – indicated by just a number – scheduled
through Oasis. Information will be given to you
on March 2nd. The lottery will
assign electives for the published 4-week rotation dates. You
can not schedule a lottery elective for less than 4 weeks through the
lottery. After you receive
your lottery results, you will have to arrange lottery electives for 2 or 3
weeks or across elective rotation dates. You will be notified when the Oasis
lottery results are available. After you receive the lottery results, any
change to your schedule requires a scheduling form with the elective supervisor’s
signature and your advisor’s approval.
Selectives –scheduled through Oasis – Information will
be given to you on March 2nd.
- Electives listed as Arranged – beginning
on March 20, you will need to contact the supervisor/designated signer
to sign the add form
to schedule the
- Specially arranged – these include rotations at
UVA that are not listed in the book. electives with non-LCME approved
sites and international – you work
out the details with the supervisor or Global Health and submit a proposal
at least a month in advance.
- Research – scheduled using the Research Form – must
be scheduled at least a month in advance. This includes both the research
the book and specially arranged research.
- Away – to schedule electives
at other LCME-approved sites and there are a few rotations listed as
away that are also scheduled with this
- International – using the International form and
the International Studies Office Studio Abroad; an appointment with Student
Health, have evacuation
insurance and fill out the "Specially Arranged" Elective Form and turn
it in to the Electives/Selectives Coordinator at least
in advance of trip.
When the rotation is approved for credit, it will be entered in the Student
Schedule Book in Student Affairs. You should check this book before you begin
a rotation to insure that your schedule is correct.
Credit will NOT be granted retroactively, so complete any changes BEFORE the
To schedule electives at
UVa, Roanoke or Salem
The Add/drop Form - Directions - (a drop must be completed
by the published deadline for each period or credit will be lost)
To Specially Arrange
electives - must be scheduled at least a month in advance
Research Electives - must
be scheduled at least a month in advance
schedule electives at AAMC/LCME sites, Military Rotations and electives
listed as "away"
Form - Directions
To schedule International Electives - must
be scheduled at least a month in advance
schedule electives at UVa, Roanoke or Salem
Use an ADD/DROP
- add arranged electives -
after the lottery is complete, those elective become arranged.
- an elective may be added up until the Friday prior to beginning the
rotation, with supervisor's approval.
- drop any scheduled electives, either arranged or scheduled
- An elective drop form (signed by the department)
must be completed by the published deadline for that rotation or credit
- a drop form must be submitted, even if you are
only dropping a portion of the rotation (i.e. 1 or 2 weeks)
- replacing all or part of the scheduled rotation
with another rotation is considered a drop of the original rotation
and an add for the replacement.
- to add additional time to a research project that was approved on a research
- to add GSP or Humanities Research, with a proposal attached
- to add or drop (reschedule) Selectives - signatures
are required for selective adds and drops - when approved, these will be changed in Oasis
and on your student schedule.
You can put up to four schedule changes on one form.
The Add/Drop Form - Directions
- Write your name and e-mail at the top of the form.
- Circle whether you wish to add or drop the
- Enter the specific dates, rotation number, the amount of elective credit
involved, the number and name of the elective.
- Have the supervisor or designated signer of the rotation sign
and date the form - signatures are required for both adding and
dropping for both electives and selectives.
- Discuss the elective add/drop with your advisor and sign that they have
- Submit the form to Student Affairs.
- When it has been received and approved, it will be
recorded in the Student Schedule Book in Student Affairs.
- You should check this book prior to beginning a rotation
to ensure that your schedule is correct and that you will be eligible to
- An elective drop must be submitted by the published
deadline for that rotation date or credit will be lost.
- An add can be submitted
up until the Friday prior to beginning the rotation, with the supervisor's
Specially Arranged Electives at UVA, non-LCME Approved sites or International:
At least a month in advance, submit a Specially Arranged Elective Form:
This form is used to schedule an elective,
- not listed on the web, that
you arrange with a UVA faculty member
- this includes the affiliated Roanoke and
- an elective with a private doctor or program not affiliated with
an LCME school
- When it has been reviewed and approved for elective credit, it
will be recorded in the Student Schedule Book in Student
- You cannot begin to earn credit until one month
after the Specially Arranged elective form is received.
- You should check this book prior to beginning a rotation to
ensure that your schedule is correct and that you will be eligible
to receive credit.
The number for specially arranged electives at UVA and affiliated
sites in Roanoke and Salem is 9899 and at away sites is 9798.
The Specially Arranged Elective form- Directions
- Print your name, the dates requested and the supervisor's
name and address at the top of the form.
- Discuss the elective, and obtain the approval of
- Develop the proposal (either independently or with
- If it is an away rotation, obtain Medical School
- If it is an international rotation, obtain the office
Global Health approval
- Obtain the supervisor's signature and submit the
At least a month in advance, submit a Research
Research may accomplish one of two objectives:
- It may be the completion or continuation of earlier research.
- It may be your introduction to research, by observation of and participation
in an on-going clinical or laboratory research project, or a retrospective
chart review that is an integral part of a faculty member's research
- If you are designing or assisting in designing a research project
that involves chart review or patient questionnaires or contact, you
to follow the procedures of the Institutional
- Given the nature of most medical research, the student should not expect
to plan and execute an original research project, with the intention of producing
a publishable paper, in the time span available for electives.
- A serious interest in research entails significant involvement and forethought
prior to the elective period.
- In general, research elective requests should be for a minimum of 4
weeks and a maximum of 12 weeks.
- A student may participate in more than 12 weeks of research, but
will not earn more than 12 elective credits toward graduation.
to Schedule Research Electives
At least a month in advance, submit a research
form which includes a detailed written proposal:
Research (9796) should
be scheduled with your GSP faculty mentor on
an add form, with an attached proposal
in Medical Humanities (3509) should
be submitted to Dr. Marcia Childress on an
add form with an attached proposal, at least
one month prior to beginning the research.
- The research elective form is reviewed and is
either approved for credit or the student is contacted to revise the
- When it is approved for credit, it will be entered
on the student's schedule.
- Because detailed and thoughtful planning is critical
to the credibility and success of any research proposal, both the proposal
format and the deadline will be strictly enforced. You
cannot begin earning elective credit for research until at least one month
after the correctly formatted proposal is submitted.
- If you want to extend the dates of your research,
you will not need to submit another proposal, but will complete an
add form for the extended dates.
The number for research electives that are not listed
To schedule electives
at AAMC/LCME US & Canadian Medical Schools, Military Rotations and electives
listed as "away"
Use an AWAY
This form is used to schedule
- electives at LCME-approved
US & Canadian
Medical Schools - 9799,
- military rotations
- military rotations at Naval Hopsital Bethesda, Walter Reed, Malcolm
Grow and Wilford Hall are LCME approved - 9799.
- All other military sites are non-AAMC/LCME and are 9798.
- electives listed as "away".
To obtain medical records for away rotations, follow the
directions under Medical
If a program requires a mask fitting: Call Employee Health 924-2013 to make an
appointment with Paige, the nurse.
Away Form - Directions
- You complete Section I (which includes your name and address, the name
of the requested elective, name of supervisor (if you know it), and a mailing
address with street, city, state and zip code).
- You consult your advisor and obtain your advisor's approval.
- You bring the form to the Office for Student Affairs for signature in Section
- then either:
- you mail the form to the supervisor for approval,
- or you attach a copy of an acceptance letter or email or copy of
your orders to the away form in lieu of mailing it away for supervisor
- When the completed form, with Sections I-IV completed, has been reviewed
and approved for elective credit, it will be recorded in the Student Schedule
Book in Student Affairs.
You should check this book prior to beginning a rotation to ensure that
your schedule is correct and that you will be eligible to receive credit.
To schedule International
electives (outside U.S. and Canada)
At least a month prior to beginning submit all materials
to April Ballard -
The number for International electives is 9797. The contact
person is April
in the Center
for Global Health
You will need to complete:
Evacuation Insurance is recommended for anyone
traveling abroad and is required for students doing
electives in developing countries. The Chickering Plan provides travel
Evacuation and Repatriation coverage – confirm that you have the
same coverage before you leave the country. The benefits are only available
services are coordinated through and provided by Assist America. In the
US and Canada call 1-800-872-1414. Anywhere else in the world, call collect,
1-301-656-4152. Group number: 812806: http://www.chickering.com/stu_conn/schoolInfo.asp
Travel Alert: Students cannot utilize
University funding or receive University credit for study in a country
where there is a travel
warning in effect.
Where to check for travel warnings? http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html
What to do if you are already in a country and a warning is issued? You
will need to check with the local embassy and have them determine the safest
to leave the country and return home.