Electives/Selectives - Introductory
Scheduling Forms - Class of 2012
Electives are scheduled in many different ways. They are indicated in the
- Lottery Electives – indicated by an Oasis number – scheduled
through Oasis. Information will be given to you
on November 12th. The lottery will
schedule Electives for the published 4-week rotation dates. You
can not schedule an Oais Lottery Elective for less than 4 weeks through
the lottery. You will be notified when the Oasis Lottery results
are viewable. After you receive your lottery results, beginning
on February 14, 2011, you will have to arrange Lottery
2 or 3 weeks or across Elective rotation dates. After you receive the
Elective lottery results, any
change to your Elective 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 November 12th. Beginning
on February 14, 2011 you will
be adding and 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 adn then submit
the Drop Form to Jill Clarke.
- Electives listed as Arranged – beginning
on February 14, 2011, 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 in to the Student Affairs Office.
If your Arranged Elective conflicts with a scheduled Selective, you
will need to reschedule you Selective in Oasis. If it conflicts with
an Elective scheduled through the lottery, you will need to submit
and Add/Drop Form signed by the supervisor/designated signer. Note: If
an Arranged Elective does not appear in the Oasis Course Catalogue
it means that no rotation dates have been set by the department and
you will need to contact them to determine availability.
- Specially arranged – these include rotations at
UVA that are not listed in the book. electives with 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 Form to Student Affairs – at least a month
This includes both the research listed in the Student Source and specially
- Away – to schedule electives
at other LCME-approved sites and there are a few rotations listed in
the Student Source as away that are also scheduled with this
- International – submit the International
Elective Form to Jill Clarke at least one month in advance of the trip. Also
submit the International Studies Office on-line form; have an appointment
with Student Health to meet CDC vaccination requirements and have evacuation
When a rotation is approved for credit, it will be
entered in Oasis. You should check your schedule before you begin
a rotation to insure that your rotation has been scheduled and approved for
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
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
- schedule rotations at UVA,
Roanoke and Salem
- Add Arranged Electives – beginning February 13,
- An Elective may be added up until the Friday prior to beginning
the rotation, with supervisor’s approval.
- Drop any scheduled Arranged
- An Elective Drop Form (signed by the department) OR email
(from the department) must be submitted by the published deadline
for that rotation
will be lost.
- A Drop Form, signed by the department, must be
submitted, even if you are only dropping a portion of the Elective (i.e. 1 or
- Replacing all or part of the scheduled Elective with
another Elective is considered a drop of the original and an add
of 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 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
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 Electives. Note: If
an Arranged Elective does not appear in the Oasis Course Catalogue it means
that no rotation dates have been set by the department and you will need
to contact them to determine availability.
- Submit the form to Student Affairs.
- When it has been reviewed and approved for Elective credit, it will be
recorded in Oasis.
- An Elective Drop Form must be submitted by
the published deadline for that rotation date or credit will be
- An Add Form can be submitted
up until the Friday prior to beginning the rotation, with the
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 sites in 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 placed on your student schedule in Oasis. You should check Oasis
prior to beginning a rotation to ensure that your schedule is correct and that
you are eligible to receive credit.
- You cannot begin to earn credit until one month
after the Specially Arranged Elective Form is received.
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
- Obtain the supervisor's signature and submit
At least a month in advance, submit a Research
Elective Form to Student Affairs
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 to Student
Affairs, a Research
Elective Form which includes a detailed written proposal:
Research (9796) should
be scheduled with
your GSP faculty
mentor on an Add
Form, with an attached
in Medical Humanities (3509) or
in Biomedical Ethics (3527) should be submitted
to Dr. Marcia
Childress on an Add Form
with an attached proposal,
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
- When it is approved for credit, it will be
entered on your schedule in Oasis and the Student Schedule Book.
- 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
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 placed on your student schedule
You should check Oasis 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
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
- 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
to leave the country and return home.