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Faculty Tasks and Orientation Requirements

PART 1—Faculty Tasks to Complete for Students

After your student/s has been accepted for placement at Gwinnett Medical Center you are responsible to manage their student/s requirements.

The student placement coordinator works directly only with faculty and will inform the faculty when the student is cleared to start.

NOTE: If you will come on site either to visit or to supervise your student/s during their experience at GMC, you need to also follow the directions in Part 2 on this webpage.

Faculty manages and processes their student/s placement requirements as explained below:

Timetable* for notification and processing – to be emailed to the student placement coordinator Linda Horst,  lhorst@gwinnettmedicalcenter.org.

  1. Student/names a minimum of 2 weeks prior to start date.
  2. Student/s paperwork no later than 2 weeks prior to start date.
  3. Advanced Practice Nursing (APN) students and Physician Assistant (PA) student/s 60-90 days prior to start must submit the Clinical Process Form signed by the supervising physician. All other requirements for the student are due no later than 2 weeks prior to start date.

*It is important to recognize that the student/s will not be able to start when a required Memorandum of Understanding (MOU), is not in place. 

Drug and Background Screening – we accept only on-line results:

  1. Be sure to give GMC access to view the student’s drug and background screening results on line.
  2. Accepted vendors at GMC are Advantage Students or PRECHECK.
  3. Students who are GMC employees:
  • Request a Verification of Employment Letter (VOE) from GMC – Human Resources Department, Clarissa Dixon. cdixon@gwinnettmedicalcenter.org to be sent to lhorst@gwinnettmedicalcenter.org
  • Once the VOE is received, the student/GMC employee does not need vendor screening or to do orientation study materials as these requirements have been completed as an employee.

Assure their student/s complete all orientation study materials as explained on the Student Orientation Requirements page.

Scan/email the following materials to lhorst@gwinnettmedicalcenter.org, at least 14 days prior to the scheduled start date the materials listed below. (We do not accept Faxes or hard copies.)

  • Completed Student LOG for Documenting Placement Information and Requirements 
  • Fill in the top portion of LOG completely
  • Put student/s name in the left hand column of the table
  • Check off the orientation materials completed in the appropriate column – keep these in your file for random auditing by GMC
  • For GMC employee/students write employee after their name.
  • Sign the LOG
  • Syllabus/objectives for placement 
  • Authorization for Release of Records – signed /signed by a witness and dated month/day/year. (Use Board of Regents (BOR) or, Non-BOR as appropriate to type of school--refer to Student Orientation Requirement page.)
  • Educational/Training Agreement – signed /signed by a witness and dated month/day/year. (Use Board of Regents (BOR) or, Non-BOR as appropriate to type of school--refer to Student Orientation Requirement page.)
  • Once cleared to start, directions will be sent on where the student is to pick up their GMC Student ID badge. The badge gives general access within the hospital and allows the student to park for free in Employee Parking.

Part 2 - Faculty Orientation Requirements for Onsite Faculty

The following pertains to faculty who will visit or remain onsite during their student/s placement. Faculty who will not come onsite do not need to do Part 2.

Every new academic year you will need to sign the appropriate Faculty Training agreement (see below).

Board of Regents Schools (all schools affiliated with the GA Board of Regents University System):

NON-Board of Regents Schools:

Initially and annually you will have Computer Based Learning (CBLs) assigned to complete.

Faculty select one role below that best reflects your role onsite at Gwinnett. Then click on the link and follow the directions there for you. New faculty need to email Linda Horst, lhorst@gwinnettmedicalcenter.org, the last four digits of their Social Security Number to allow for arranging role related to internal GMC access needs.  

  • Visiting Instructor Requirements (i.e. nursing and other discipline’s instructors who visit periodically to indirectly supervise their student/s) - click the link to the left.
  • Nursing Instructor Requirements (i.e. nursing instructor who provides direct supervision for a group of nursing students giving direct patient care) will complete the attached (click the link to the left) and then requirements as directed in the ACEMAPP Matching and Placement System.
  • Pharmacy Instructor Requirements (i.e. pharmacy instructor is one who provides direct supervision for a group or individual pharmacy student/s giving direct patient care) - click the link to the left.

View information about student experiences offered at Gwinnett Medical Center.