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

Electives/Selectives - Introductory Information

Scheduling Forms - Class of 2010

Electives/Selectives are scheduled in many different ways. They are indicated in the rotation descriptions:

  • Lottery Electives – indicated by an Oasis number – scheduled through Oasis. Information will be given to you on December 1st. The Lottery will only schedule Electives for the published 4-week rotation dates. You can not schedule an Oasis Lottery Elective for less than 4 weeks through the lottery. You will be notified when the Oasis Lottery results are available. After you receive your lottery results, beginning on January 5th, 2009 you will have to arrange Lottery Electives for 2 or 3 weeks or across Elective rotation dates. 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. These Electives become arranged after the Oasis Lottery has been run.
  • Selectives –scheduled through Oasis – Information will be given to you on December 1st. Beginning Jan. 5th, 2009 you will be adding & dropping Selectives in Oasis. Any changes in Oasis MUST be completed prior to the Drop/Add deadline, which is 28-days prior to the beginning of a rotation. If you need to add a Selective after the deadline, you will need to fill out an Add Form and discuss the change with Jill Clarke. If you need to drop a Selective after the deadline, you will need to contact Dr. Meg Keeley for approval and then submit the Drop Form to Student Affairs.
  • Electives listed as Arranged – beginning on January 5, you will need to contact the supervisor/designated signer to sign the Add Form to schedule the rotation. All Electives, even those that are listed as Lottery Electives, are now arranged and will require scheduling forms for any changes. The signed form should then be turned into the Student Affairs Office. If your Arranged Elective conflicts with a scheduled Selective, you will need to reschedule your Selective in Oasis. If it conflicts with an Elective scheduled through the lottery, you will need to submit an Add/Drop Form signed by the supervisor/designated signer.
  • Specially arranged – these include rotations at UVA that are not listed in the Student Source and Electives at non-LCME approved sites – you work out the details with the supervisor and submit the Specially Arranged Elective form at least a month in advance.
  • Research – you work out the details with the supervisor and submit the Research Format least a month in advance. This includes both the research listed in the Student Source 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 – submit the International Elective Form to the Electives/Selectives Coordinator at least one month in advance of trip. Also, submit the International Studies Office on-line form; have an appointment with Student Health to meet CDC vaccination requirements and have evacuation insurance.

When the rotation is approved for credit, it will be entered in Oasis and in the Student Schedule Book in Student Affairs. You should check your schedule before you begin a rotation to insure that your rotation has been scheduled and approved for credit.

Credit will NOT be granted retroactively, so complete any changes BEFORE the rotation begins.

To schedule Electives at UVa, Roanoke or Salem

Use an Add/Drop Form to:

  • add Arranged Electives - beginning January 5, 2009, all Electives are now 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 submitted, even by the published deadline for that rotation or credit will be lost.
    • a Drop Form (signed by the department) 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 after the 28-day deadline - no 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 Electives.
  • Have your advisor approve the Elective add/drop.
  • Submit the form to Student Affairs.
  • When it has been reviewed and approved for Elective credit, it will be recorded in Oasis and 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 Form must be submitted by the published deadline for that rotation date or credit will be lost.
  • An Add Form 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:

At least a month in advance, submit a Specially Arranged Elective Form:

This form is used to schedule an Elective,

  • an Elective, not listed on the web, that you arrange with a UVA faculty member
    • this includes the affiliated sites in 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 and placed on your student schedule in Oasis..
  • 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
  • Obtain the supervisor's signature and submit the form.

 

To Schedule 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.

Research Electives - directions

At least a month in advance, submit a Research Elective 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 your 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 approved.
  • 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: information on mask fitting will be sent out at a late date. Any questions can be directed to Jill Clarke in Student Affairs.

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 and placed on your student schedule in Oasis.

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)

The International Elective Form is used to schedule any Elective outside the United States. The Form indicating that you have completed the International Studies Office on-line Application, your appointment with Student Health and have evacuation insurance must be submitted one month in advance - The number for International electives is 9797. The contact person is April Ballard; 243-6383; in the Center for Global Health. You will also need to have:

  • an appointment with Student Health so they can review the CDC guidelines and check required vaccinations
  • Evacuation Insurance - is recommended for anyone traveling abroad and is required for students doing Electives in developing countries. Available through:
    • Atena at 1-800-966-7772. They will send the application (cost is $36)
    • students 26 or younger may purchase the ISIC (International Student Identity Card for approximately $25. It is available online at myISIC.com or from Peace Frogs Travel/Outfitters at the Barracks Road Shopping Center (next to Kroger). It covers you for a year and also provides some discounts (airfare as well as museums, hostels, etc.)

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.