Handbook> Electives > Information > Add/Drop & Away Forms

Electives/Selectives - Introductory Information

Scheduling Forms - Class of 2008

Electives are scheduled in many different ways. They are indicated in the elective descriptions:

  • Lottery Electives – indicated by just a number – scheduled through Oasis. Information will be given to you on March 2nd. The lottery will only 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 rotation.
  • 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 listed in 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 form.
  • 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 one month 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 rotation begins.

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

To schedule electives at AAMC/LCME sites, Military Rotations and electives listed as "away"

The Away Form - Directions

To schedule International Electives - must be scheduled at least a month in advance

To schedule electives at UVa, Roanoke or Salem

Use an ADD/DROP FORM to:

  • 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 through Oasis
    • An elective drop form (signed by the department) must be completed by the published deadline for that rotation or credit will be lost.
    • 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 form.
  • 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 elective.
  • 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 approved it.
  • 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 receive credit.
  • 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 approval.

To schedule 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 Salem sites.
  • 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 Affairs.
  • 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 your advisor
  • Develop the proposal (either independently or with the supervisor)
  • If it is an away rotation, obtain Medical School approval
  • If it is an international rotation, obtain the office Global Health approval
  • Obtain the supervisor's signature and submit the form.

Research Electives

At least a month in advance, submit a Research Elective Form

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 plan.
  • If you are designing or assisting in designing a research project that involves chart review or patient questionnaires or contact, you will need to follow the procedures of the Institutional Review Board.
  • 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.

How to Schedule Research Electives

At least a month in advance, submit a research form which includes a detailed written proposal:

  • Exceptions:
    • GSP Research (9796) should be scheduled with your GSP faculty mentor on an add form, with an attached proposal
    • Research 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 proposal.
  • 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 is 9860.

To schedule electives at AAMC/LCME US & Canadian Medical Schools, Military Rotations and electives listed as "away"

Use an AWAY FORM

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 Records.
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 III.
  • 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 approval in Section IV.
  • 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 Ballard; 243-6383; 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 benefits, including Medical Evacuation and Repatriation coverage – confirm that you have the same coverage before you leave the country. The benefits are only available when 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 time to leave the country and return home.