Academic Policies for Graduate Programs

EMCON Grading Policies

All graduate students must maintain a minimum cumulative grade point average (GPA) of 3.0. DNP students may receive no less than a B in clinical practicum courses. DNP and Certificate students may receive no less than a C in didactic courses. PhD students may receive no less than a B- in required courses.

University Grading System

As indicated in the Graduate Student Handbook Graduate School Grading Policies, seminar and course grades are assigned solely by the course instructor.

The following letter grades are given to graduate students in graduate-level courses:

*Graduate students enrolled in undergraduate courses may receive these grades. Grade of C or higher are required in all courses numbering 500 or above.

In Progress: An interim grade of In Progress (IP) is routinely recorded for thesis/dissertation credits until the candidate receives their graduate degree. At that time, grades of Satisfactory (SAT) are assigned for all thesis/dissertation credits. Should a student choose not to complete their thesis/dissertation after registering for the credit, a grade of Drop (DR) is recorded for each registration.

• Course Withdrawal: Grades of Drop (DR), Withdraw Passing (WP), or Withdraw Failing (WF) are recorded when the student formally drops the course prior to the end of the semester. The instructor must indicate "WP" or "WF" and date last attended when entering the withdrawal into Spire. A student may convert an otherwise passing course to an audit up to the last day of classes.
• Audited Courses: A grade of Audit (AUD) is recorded for students who register for and successfully complete the course requirements for auditing students. The instructor determines what constitutes successful completion. If an AUD grade is not reported, the course will not be included on the student's transcript. No required courses for a graduate degree can be taken as an Audit.
• Undergraduate Courses: A graduate student who enrolled in an undergraduate level course (100-499) may receive any grade that is valid for undergraduate students enrolled in the same course. Grades of C- and D+ and D are valid only for undergraduate-level courses.

Incomplete

A grade of INC (incomplete) can be given at the discretion of the faculty based on criteria outlined by the University Graduate School policy. Incompletes are not automatic. A contract between the faculty and student for remaining work must be submitted to the program director with current grades and a timeline for remaining work. A student can obtain credit for an incomplete only by completing the work of the course before the end of one calendar year from the time of enrollment in that course. At the end of that period, if a grade is not submitted, a grade of IF (incomplete failure) will be recorded. An INC that turns to an IF can negatively affect the GPA. No more than three incompletes may be present at any one time.

The responsibility for arranging the removal of an incomplete rests with the student. Students receiving a grade of incomplete may need to pay a continuous enrollment fee if they have no other courses to take in order to remain an active student while finishing the INC. Advisors should work closely with advisees who are not progressing in their course work and notify the graduate program director. NOTE: PhD students must resolve all incompletes before moving to the dissertation phase of their program. DNP students may not proceed to the next clinical course in their sequence until all incompletes have been resolved.

An INC grade is given at the discretion of the faculty member of record for the course if extraordinary circumstances occur such as:

• Personal/medical
• Clinical placement challenge or issue
• Academic challenge or issue
• If half or more of the course has been completed successfully

If a grade of INC is granted, it is recommended that the faculty and the student:

• Complete a Teaching/Learning contract indicating the expectation for completing the incomplete, including measurable outcomes and a timeframe for completion.
• Review plan of study: Students cannot proceed to courses for which the INC course is a pre-requisite until the INC grade is completed.
• Review plan of study to determine if there are other non-clinical courses to which the student can progress.

Failing a course

The minimum passing grade for graduate courses is a C (B- in PhD courses). If a student fails a required course in their plan of study, the student must apply in writing to the program director and graduate program director to be allowed to retake the course. The original grade remains on the transcript, and it will not be replaced by the new grade. However, a passing grade may help raise the cumulative GPA, which must be maintained above 3.0 in order to remain an active graduate student.

If a DNP or Master’s student receives a failing grade in a practicum course, the student may retake the practicum course. The companion didactic course may need to be repeated if the instructor feels that the student needs the content of the didactic course as a refresher in order to successfully pass the practicum. The didactic course may be audited. Please review the University Without Walls (UWW) website for information about how to register to audit a course.

Course Waivers and Course Challenges

In addition to adhering to the Graduate School grading policies, the Elaine Marieb College of Nursing internally provides both course waivers and course challenges in some instances. These waived courses do not go on a student’s official transcript but are counted towards his/her plan of study work as “completed.”

A course may be waived as a requirement for a degree program if the student documents that a previous course sufficiently meets the same course requirements. The course previously taken by the student must be equivalent to the required course at the Elaine Marieb College of Nursing and be documented on the plan of study. This must be approved in writing by the student’s faculty advisor or program director. No credit is given for this, as the student does not register for the course that is being waived. Courses over five years old must be repeated.

A student may request to challenge a required course for academic credit. The challenge requirements are negotiated by the student’s advisor and the faculty of record teaching the course. University policy currently allows a maximum of 6 qualified credits to be applied towards course requirements in the plan of study.

Independent Study

Students interested in an independent study are required to discuss their proposed independent study with an EMCON graduate faculty member prior to engaging in an independent study course.  In order to register for an independent study the following requirements must be met:

1. Complete the Independent Study/Practicum Enrollment form. You must have the name and email of your Faculty Sponsor.
2. Upon submission, an email will be sent to your Faculty Sponsor, to the email you designate on the form, with instructions on how to approve your request.
3. You will receive a copy of the email to serve as confirmation that the request was sent to your Faculty Sponsor for approval.
4. Once we receive approval from Faculty Sponsor via email, you will be enrolled in the class and will be notified at your UMass email address. You may also check your schedule in SPIRE.
5. Requests received from students will not be accepted..

Online Courses and Posting Requirements

Students should read and understand the expectations of their online courses for each and every course that they take. Students are responsible for making themselves familiar with the posting requirements for all online courses and that they are following ALL requirements for their specific courses, including, but not limited to, how many postings they need to make and how often they need to post in order to fulfill the requirements of the class. If students have any questions they should ask their instructor BEFORE beginning the course, if the course syllabus is not clear.

Continuous Enrollment/Program Fee

Graduate students not enrolled for course/thesis/dissertation credits and who are candidates for a degree must pay the Program Fee and register for Continuous Enrollment every semester until that degree has been formally awarded, not simply filed for. An incomplete grade (INC/IP) from a previous semester does not maintain a graduate student's enrollment status. Newly admitted graduate students cannot register for Continuous Enrollment or pay the Program Fee to defer entrance into the University, nor is Continuous Enrollment applicable for Non-Degree graduate students. Before the end of the registration period, graduate students may register for Continuous Enrollment (GRADSCH 999) in SPIRE. The student will then receive a bill for the Program Fee from the Bursar's Office. If the student wishes to pay by credit card, the Graduate Records Office should be contacted by the registration deadline.

Leave of Absence

A student who takes a leave of absence may have conditions for returning set by the faculty advisor in consultation with the program director and dean of nursing. To maintain continuous enrollment, students must pay the continuous enrollment program fees during their leaves of absence.

Academic Probation

A student will be placed on probation if a cumulative GPA of 3.0 is not maintained. A student on probationary status is given one semester to raise the cumulative GPA to 3.0. If, in this semester, the cumulative GPA is not raised to 3.0, the student is subject to academic dismissal. Students placed on probation are notified in writing and a copy is sent to the student’s faculty research advisor. If a student is in jeopardy of failing a course by mid-semester, an email  will be sent to
students informing them of their most current grade and  reminding them of the GPA policy.

Statute of Limitations

The Statute of Limitations (SOL) is the period within which all degree requirements must be completed, and it is determined during the acceptance process. Because SOLs vary with degree, please see the Graduate School website for a complete description of the SOL guidelines.

A student may be granted additional time to complete his/her degree program by the dean of the Graduate School, provided the graduate program director makes such recommendation and provided satisfactory and reasonable progress is being made.

Posting of Grades

Grades are recorded on SPIRE approximately 1 week following the date they are due from the instructors. The actual date grades will be available is announced in SPIRE each semester. As incomplete or missing grades are received and posted, they are uploaded to SPIRE. If a printed copy of your grades is required, you can print an unofficial transcript from SPIRE, or an official transcript from the Graduate Records Office can be requested (see Transcripts).

Transfer Credit Policy

A limited number of course credits may be transferred toward a master's program provided the graduate program director recommends to the graduate dean that the credits be transferred, and that request is approved (See Sample Request for Transfer of Graduate Course Credit Form). No courses taken outside of the University of Massachusetts Amherst may be transferred toward doctoral or Certificate of Advanced Graduate Study programs. No credits can be transferred toward the completion of the PhD program. Any requests for exceptions to the regulations specified below must be made by the student's graduate program director and to the graduate dean, outlining the specific reason(s) for the request.

• Course Eligibility Requirements:
  Grades received for courses requested for transfer must be B (3.00) or better. Graduate level courses to be transferred must have been taken no more than five years prior to the student's acceptance into the EMCON and may not have been used previously to fulfill the requirements for any other degree, certificate or program. An official transcript of the course(s) to be transferred is required.
• Use of Courses to Fulfill Requirements:
  Non-University of Massachusetts Amherst transfer credits may be used to fulfill elective or departmental course requirements. These courses may not, however, be used to satisfy the 600-800-level requirements, nor can the grade received in a course taken at another institution be used to satisfy the University's requirement for letter-graded credits (see Master's Degree Requirements).
• Number of Credits:
  No more than a total of twelve (12) graduate credits may be transferred. Of these, a maximum of six (6) credits may be from any one of the following sources:
  • Course(s) taken at another regionally accredited college/university within the United States
  • Course(s) taken while enrolled as a non-degree graduate student at UMass Amherst
  • Course(s) taken as an undergraduate student over and above requirements for the baccalaureate degree
• Transfer Credits to Another Institution:
  Courses taken as a non-degree student are listed separately from the degree transcript. A course taken while enrolled in a degree program, but not applied toward a University of Massachusetts Amherst degree, may be transferrable. The Graduate School can, if necessary, certify that a course was not applied to any degree requirement at the University of Massachusetts Amherst and was eligible for graduate credit, when appropriate.

Transferring Non-Degree Courses to UMass Amherst Transcript: Students are responsible for providing the graduate program director an official transcript for the courses they wish to transfer into their degree program. The graduate program director then sends an official form to the Graduate School, with that transcript, requesting the transfer.

Credentialing

Statement of the ANA Position

In the nursing profession, the use of credentials is an essential component to designate levels of attained education and licensure, certification, and professional achievement. The listing of credentials when identifying a nurse ensures credibility and competence to the consumers of nursing care. Standardized use strengthens a unified understanding of credentials among nurses, within the healthcare delivery system, and for healthcare consumers. In an effort to establish a recognizable and understandable credential usage process across all spectrums of nursing, the following order of credentials is recommended: Highest earned degree, mandated requirements (i.e. licensure), state designations or requirements, national certifications, awards and honors, other certifications.

The Elaine Marieb College of Nursing does NOT endorse the use of the credentials PhD(c) or DNP(c). These are not legitimate credentials and can be confusing to the public. Instead, we suggest using the following language regarding your status in any communication, publication, or conference proceedings:

During course work:

Michael Torres, BS (or MS, not both), RN
PhD Student
Elaine Marieb College of Nursing
University of Massachusetts Amherst

Michael Torres, BS (or MS, not both), RN
DNP Student
Elaine Marieb College of Nursing
University of Massachusetts Amherst

After passing the written comprehensive exam:

Michael Torres, MS, RN
PhD Candidate
Elaine Marieb College of Nursing
University of Massachusetts Amherst

In the final year of your DNP program:

Michael Torres, MS, RN
DNP Candidate
Elaine Marieb College of Nursing
University of Massachusetts Amherst

Guidelines for Conduct in Clinical Settings

It is expected that each student will understand and act in accordance with the mission, vision, and goals of the Elaine Marieb College of Nursing, The Code of Nursing Ethics as promulgated by the American Nurses Association, and the Academic Honesty Policy of the University. Failure to do so will constitute cause for dismissal regardless of academic standing. Please see previous section on professional conduct. Confidentiality (HIPPA) of information related to clinical experiences and anonymity of patients and families are to be preserved. Professional accountability and responsibility include timely attendance at all scheduled clinical experiences, being adequately prepared for the respective experiences, and always maintaining safety in clinical practice. It is imperative that each student communicates respectfully in collaboration with the health care team and patients.

Clothes and lab coats must be neat and clean. Students must wear their UMass Student Name tag and abide by the dress code at their assigned clinical agencies.   

Preparing For Your Clinical Practicum

Practicum Placement

All graduate students are required to work with our clinical placement staff to secure their practicum placements and preceptors in quality health care agencies or practices. The Psych/Certificate, MS and DNP programs are online programs with students located in communities throughout the United States. The Elaine Marieb College of Nursing clinical placement coordinator will be able to give assistance with placements. Program directors must approve all preceptors before a student can begin a practicum experience. Preceptors should hold advanced degrees in nursing, public health, medicine, or a related field. Preceptors and agencies should be selected based upon their suitability with the course objectives and practicum focus areas.

You should start negotiating for a preceptor at least 6 months before you begin a practicum. Negotiating several semesters ahead or an entire year in advance may be necessary to ensure placement in a busy medical practice that may provide spots to students from multiple institutions.

General Information Regarding Practicum and Assignment

Please note the start and stop dates for practicum courses as you register for courses each semester so that you know the dates you must have preceptors secured for and the dates they will be working with you. Also note that we may have more than one section for any one practicum course. You may need to enroll for a section under your name or you may be asked to “swap” to another section to even out the number of students per section.

Actions

Guidelines for Classroom Civility and Respect

An Environment of Academic Freedom

The University of Massachusetts Amherst strives to create an environment of academic freedom that fosters the personal and intellectual development of all community members. To do this, the University protects the rights of all students, faculty, and staff to explore new ideas and to express their views. A necessary condition for these pursuits is an acceptance of the spirit of inquiry and a respect for diverse ideas and viewpoints. For true academic freedom to exist, this acceptance and respect must exist in both the overall campus environment and in the classroom.

The University preserves a high standard for community members in terms of mutual respect and civility. While each member of the community holds several rights, privileges, and responsibilities, those individuals who disrespect the rights of others or who act in a way that discredits themselves or the University may forfeit privileges or receive sanctions. As members of an academic community, we are obligated to be exemplary, both in our behaviors and in our attitudes. This obligation is especially important within the classroom context since this is one of the primary ways that learning, and growth, are fostered.

Student Code of Conduct

Learning and the exchange of ideas may take place in many settings, including the formal classroom. When students and faculty come together, the expectation is always that mutual respect will prevail to ensure that every student has the optimum opportunity to learn and that each faculty member has the best opportunity to teach.

It is the expectation of the Elaine Marieb College of Nursing that ALL students enrolled in graduate level courses be respectful of others when interacting with faculty, staff, and colleagues, in the classroom, online, and while representing the College of Nursing in clinical settings.

The College of Nursing follows the University code of conduct for students. The code of conduct may be found here: https://www.umass.edu/dean_students/codeofconduct

Differences of opinions or concerns related to the class are welcomed if presented in a mutually respectful manner. The challenging of viewpoints is part of the academic experience but should occur in a manner that promotes dialogue and embodies anti-racist, gender-affirming, accessible, and emancipatory nursing praxis.

Guidelines for Classroom Civility and Respect: https://www.umass.edu/dean_students/campus-policies/classroom 

Academic Honesty Statement

Since the integrity of the academic enterprise of any institution of higher education requires honesty in scholarship and research, academic honesty is required of all students at the University of Massachusetts Amherst. Academic dishonesty is prohibited in all programs of the University. Academic dishonesty includes, but is not limited to, cheating, fabrication, plagiarism, and facilitating dishonesty. Appropriate sanctions may be imposed on any student who has committed an act of academic dishonesty. Instructors should take reasonable steps to address academic misconduct. Anyone who believes a student has committed academic dishonesty should bring such information to the appropriate course instructor as soon as possible. Instances of academic dishonesty not related to a specific course should be brought to the attention of the appropriate department head or chair. Since students are expected to be familiar with this policy and the commonly accepted standards of academic integrity, ignorance of such standards is not normally sufficient evidence of lack of intent. (http://www.umass.edu/dean_students/codeofconduct/acadhonesty/)

University Academic Honesty Policy

It is the expressed policy of the University that every aspect of graduate academic life, related in whatever fashion to the University, shall be conducted in an absolutely and uncompromisingly honest manner by graduate students. The Elaine Marieb College of Nursing abides by the University Academic Honesty Policy (https://www.umass.edu/honesty/). A student identified by an instructor, or another student as having committed a breach of the academic honesty regulations has the right to appeal before any penalty can be imposed. Do not share papers or other work done in previous classes with other students in your program, as this is a violation of the academic honesty code. Students are required to follow the guidelines of the American Psychological Association Publication Manual 7th edition guidelines for citation of works in their assignments. Appeals must be filed within ten days of notification by the instructor who suspects dishonesty. Information on the appeal process can be found in the Academic Honesty Policy or requested from the Ombuds Office, where appeals are filed.

The American Nurses Association Code of Ethics

The College of Nursing abides by and adheres to the Code of Ethics for Nurses and the ANA Nursing Standards, which are set forth by the American Nurses Association as it relates to the professional conduct of nurses. The full code and interpretative statements can be viewed, read, and purchased at: http://www.nursingworld.org/codeofethics

The Code of Ethics for Nurses with Interpretive Statements (The Code) was developed as a guide for carrying out nursing responsibilities in a manner consistent with quality in nursing care and the ethical obligations of the profession.

Provisions of the Code of Ethics

1.  The nurse practices with compassion and respect for the inherent dignity, worth, and unique attributes of every person.
2. The nurse’s primary commitment is to the patient, whether an individual, family, group, community, or population.
3. The nurse promotes, advocates for, and protects the rights, health, and safety of the patient.
4. The nurse has authority, accountability, and responsibility for nursing practice; makes decisions; and takes action consistent with the obligation to provide optimal patient care.
5. The nurse owes the same duties to self as to others, including the responsibility to promote health and safety, preserve wholeness of character and integrity, maintain competence, and continue personal and professional growth.
6. The nurse, through individual and collective effort, establishes, maintains, and improves the ethical environment of the work setting and conditions of employment that are conducive to safe, quality health care.
7. The nurse, in all roles and settings, advances the profession through research and scholarly inquiry, professional standards development, and the generation of both nursing and health policy.
8. The nurse collaborates with other health professionals and the public to protect human rights, promote health diplomacy, and reduce health disparities.
9. The profession of nursing, collectively through its professional organizations, must articulate nursing values, maintain the integrity of the profession, and integrate principles of social justice into nursing and health policy.

Source: American Nurses Association. (2015). Code of ethics for nurses with interpretative statements. Silver Spring, MD: Author. Retrieved from https://www.nursingworld.org/practice-policy/nursing-excellence/ethics/code-of-ethics-for-nurses/

Actions

Health Clearance Requirements

Before beginning a graduate practicum, course students must have completed the submission of all required health records and certifications through CastleBranch at least 8 weeks prior to the clinical course start date. You will set up your student records account during orientation or via emailed instructions provided by your program.

Please note: Students will not be allowed to begin a practicum course until all required items have been submitted and the College has approved the practicum site and preceptor!

* Please be aware that state and local regulations have limited the states where you may participate in a clinical practicum associated with the Elaine Marieb College of Nursing. If you are moving after having been admitted to the program, notify us immediately, so that we may advise you of your options.

You are not guaranteed to be able to complete a clinical practicum in non-covered states if you move after being accepted into the program or if regulations in your state change.

Students of the Elaine Marieb College of Nursing are required to adhere to certain health maintenance procedures to comply with standards prescribed by affiliating clinical agencies and The Commonwealth of Massachusetts General Laws, Chapter 76, Section 15C, entitled, "Immunization of college health science students." Students may use the services of their own family health care providers or the University Health Services. The policies are intended to protect the health and well-being of patients and the nursing student engaged in clinical practice.

Typhon

Typhon is the web-based application that you will be using with your preceptor to track your practicum experiences. After the College of Nursing receives your “Student Preceptor Form,” both you and your preceptor will each be assigned a unique login ID and password to access Typhon. (DO NOT SHARE YOUR ID AND PASSWORD)

There are tutorials within the system that will explain how to use Typhon. Like all computer programs, there may be issues at times. Please email Lynn Yovina lyovina [at] umass [dot] edu (lyovina[at]umass[dot]edu)  with any questions or concerns.

Actions

Preparing for Graduate Clinical Practicum

Preparing for Your Clinical Practicum

Please read thoroughly to avoid delays or cancellations of your practicum.

Please familiarize yourself with the steps for preparing for your clinical practicum. You should start early, especially if your site requires an Affiliation Agreement.

You can start to prepare for your practicum at any time. Allow enough time to complete all the requirements before you start your practicum.

Check your UMass email address frequently, twice a week at least, since you will be sent important information through the UMass email.

If you have a name change, please inform the Clinical Coordinator lyovina [at] umass [dot] edu (Lynn Yovina). You will also need to change it formally through SPIRE.

It is important that you maintain good communication with your practicum site to ensure all onboarding paperwork is complete. Some sites do not need anything from UMass. They may ask you to directly give them your health documents or other forms.

Important: You must be licensed as an RN in the state where you are planning to complete your clinical hours as an NP student.  You must have either an RN license in that state or a compact RN license and are completing your clinicals in a compact state.

If your clinical site requires paperwork from the college, it is up to you to find out what is required by your site, and let lyovina [at] umass [dot] edu (Lynn Yovina) know. Some sites need verification or attestation letters, others do not have any requirements. Each practicum site is different, with different procedures and forms. You should ask your site when, or if, they need paperwork from the College of Nursing, and allow enough time for us to provide the documentation.

AJ Juno (ajuno [at] umass [dot] edu (ajuno[at]umass[dot]edu)) is the contact for all questions.

The first step is finding out if your site needs an affiliation agreement. You must ask the correct person or department. If an agreement is needed, this process can take many months. UMass Amherst DOES NOT need an agreement.

Do not confuse an affiliation agreement with the Student-Preceptor Form. Remember, an affiliation agreement may not be needed at all; check with your site.

An affiliation agreement is a contract between UMass Amherst and the corporation or owner that owns the site of your practicum. UMass does not need an affiliation agreement for you to do your practicum. But some sites do. For the many sites that do not, you can go there without the lengthy process it takes to complete an agreement. Once an agreement is finished, it will last for years. The typical expiration date is 3-5 yrs, but many never expire.

It is your responsibility to find out if an agreement is needed. The first thing you need to do is ask them. If you don’t know who to ask, start with the HR department or the administration. Your preceptor might not know. If you give AJ the wrong person who does not work with agreements, that can create delays. If your site has any questions, AJ would be happy to answer. You are free to give AJ’s contact information.

Allow enough time to execute an agreement. It can take 2 to 6 months to complete. Six months is rare, but it does happen. And sometimes, even rarer, UMass and the site cannot reconcile our disagreements, and the affiliation agreement is not completed. It is best to have a back-up site available in case this happens.

You need to be approved by your site to do your practicum before you ask for an affiliation agreement.

You can always write AJ to find out if we already have an agreement with a site.

If your site needs an affiliation agreement, find out the contact person that AJ will be working with and gather the following information:  

• Full Site Name
• Full Contact Name
• Title
• Email
• Phone Number
• Mailing Address
• Semester you will start

Then go to the online form and complete. AJ needs all the info the form asks for before she will start working on an agreement. Do not email her this information—submit it via the online form:

Affiliation Agreement Request Form

This online form will go directly to AJ Juno when you submit.

After you fill out the online request form, you are always free to email AJ directly with questions, updates, or changes. It is important that you get the correct person at the site, otherwise there can be long delays. Once AJ has all the info needed the process will begin and you will be notified when completed, or if there are problems.

2:  Clinical Sites, Preceptor Forms & Preceptor & Student Typhon Accounts

If you are new to Typhon and do not have a student login, email lyovina [at] umass [dot] edu (Lynn Yovina) who will send you Typhon login information. There is a one-time fee of $100 for the NP and Psych Certification tracks, and a $70 for Nursing Education tracks that the student is responsible for.

Your Typhon account will last up to 5 years after you graduate so you can take advantage of your Typhon Portfolio.

Note: If you had a Typhon account from another school, it is NOT transferable.

There is a section within Typhon for “Video Tutorials”. Click on that. Choose “Student Tutorial” from the list of videos. There is a 71-minute long video that goes over everything you’ll need for your Typhon account. You can forward it to the spot on the video that speaks to filling in your case logs.

SAMPLE LETTER to Prospective Preceptor (see Graduate Handbook for more information):

Hello   _________,

I am a (Family Nurse Practitioner, Adult Gerontological Primary Care Nurse Practitioner, Psychiatric Mental Health Nurse Practitioner, Public Health Nurse Leader) DNP student or (Clinical Nurse Leader student) who is looking for a preceptor for my (list course name) practicum. I am impressed with your (list practice specialty such as family) practice and (list the strengths of the preceptor and any other reasons why you are interested in practicing there. An example of this would be (his/her) years of experience in a clinical area). I would be honored to be able to do my practicum with you.

I have had experience with (list your experience). My area of interest is (list your area of interest). Please see my CV that is attached to this email.

I would love to meet with you to discuss this further. Please let me know what day and time work best for you to meet by phone or in person and I will arrange it.

I am looking forward to the opportunity to learn from you in the clinical setting. Thank you for your time and attention.

Sincerely,

Student Name:

Student email:

(Attached copy of your CV)

Once you have a site and a preceptor:

You must complete the STUDENT-PRECEPTOR FORM in DocuSign.

If the health care provider (NP, MD, RN) agrees to precept, you will need to guide them in the next steps. You will complete the Student-Preceptor Form online, the preceptor will receive the form to sign via Adobe E-Sign. The information from the form will be used to set up a Typhon preceptor account.

Also, send the preceptor the link to our Graduate Clinical Placement information:

http://www.umass.edu/nursing/student-resources/graduate-clinical-placements

The Graduate Preceptor Handbook is on the right-hand side near the bottom.

Notes:

• Even if you’ve had the same preceptor in a previous semester, you are required to fill out the Student-Preceptor from each semester.
• You may have more than one preceptor in a semester. For each preceptor you will need to complete a Student-Preceptor Form.
• Once your preceptor has a Typhon account, the account is theirs indefinitely, and they can use it for more than one student.

Click on this link to access the Student-Preceptor Form via DocuSign:

 https://tinyurl.com/Student-PreForm

The Student-Preceptor Form requires the following information:

• • Student’s Full Name & Email Address
  • Course # (The Course # starts with “N”. Please write in the Clinical course, not the Didactic course that accompanies it.)
  • EMCON Professor (if known)
  • Affiliation Dates, Semester/Year
  • The Preceptor’s Name & Business Email Address (their personal email is optional)
  • Is the preceptor Board Certified? If yes, please provide license number and expiration date if known.
  • Preceptor’s Credentials, Specialty, Practice/Group Name, Phone #, Address
  • Optional: Clinical Site Website Address, Administrative Contact information

VERY IMPORTANT—before you fill out the form, you’ll need to provide DocuSign the exact name that the preceptor will sign on the document and their email address. When the preceptor receives DocuSign, they just click the button, and the name is signed with whatever you previously entered on the first page. If this is not how the preceptor wants to sign, or it is misspelled, they might refuse to sign. Be sure to enter their name and email address accurately, or they will not receive the email asking them to sign the form. 

After you sign, it automatically goes to the preceptor. When they sign, all parties get the completed copy. Lynn gets copies at each stage.

Obtain a CV (resume) from your preceptor and email it to Lynn Yovina. The preceptor may send this directly to Lynn if they prefer.

Lynn Yovina will send your preceptor their Typhon login based on the Preceptor Form you fill out in DocuSign if they don’t already have an account from a previous semester. The preceptor’s account is theirs indefinitely and they can use it for more than one student.

Note: Please update Lynn Yovina if you have decided not to work with a preceptor or site that you had previously submitted forms for through DocuSign.

If the student or the preceptor forgets their password or if their email link has expired for the Typhon account, please contact Lynn Yovina.

3:  Preceptor Hours Letter

The College can send a formal letter verifying “hours precepted” to any preceptor who requests one. Please let your preceptor know they may ask for this letter. The student or preceptor should contact Lynn Yovina to request the letter. Provide Lynn with the preceptor’s name, the preceptor’s site, the student name they were a preceptor for, and exact date range or semester/year. Lynn will run the report matching that information in Typhon and create a Preceptor Hours Letter that will be sent directly to the preceptor.

4:  CCP (Centralized Clinical Placements)

CCP (Centralized Clinical Placements):  Applies to Specific Massachusetts Hospitals:

For students who are doing their practicums in a Massachusetts CCP facility, such as Boston Med, Mass General, Brigham and Women’s, Cooley Dickinson, etc., a request for clinical placement must be made using CCP.

Contact Katy Bobianski, kbobians [at] nursing [dot] umass [dot] edu (kbobians[at]nursing[dot]umass[dot]edu), who will enter your information into CCP.

Katy will need from you:

• a copy of your CV
• your course number,
• number of hours required,
• your start and end date,
• if you are an employee of the institution,
• and which area you are looking (Example: Primary Pediatric Care).
• You should include your preceptor if you have one who has agreed to work with you, and their unit/dept.

These MA sites will also require you to complete their “HCO facility-specific material” in CCP. You complete this by first completing the CCP’s 4 module orientation (see below), then you are directed to the specific facility’s orientation that is also required.

Avoid directly contacting the unit managers in these MA facilities when seeking approval. The nurse educators who approve the practicums require that you follow the procedures by having UMass staff be their only contact. These placements are highly competitive, especially in the Boston area, and making an end-run around the nurse educators can cause them to reject your application.

CCP Orientation for HIPAA & OSHA (to be uploaded to CastleBranch) FOR ALL STUDENTS:

• CCP, which is run by the MA Dept. of Health, has an orientation that ALL students need to complete, even if you do not reside in MA. Most of the facilities where students will do their clinicals require that we train students in HIPAA, OSHA, fire and safety, etc. You only need to do this once. You will complete 4 modules. You do NOT need to do the additional facility specific module (unless you are going to a MA site that requires this). Please download a completion ticket which is proof that you did the 4 modules and upload into CastleBranch.
• To download a completion ticket when you don’t know your Clinical Site (HCO), use: 1-Generic Site. If you need to give an instructor name, you can use, 1-GenericInstructor. By uploading this completion ticket into CastleBranch we know you have completed the CCP Modules required.
• Make sure you download a completion ticket before June 31, since each year CCP archives all records and starts anew on July 1. You are only required to complete the modules once.
• Instructions for completing CCP Orientation will be available in Blackboard/Canvas and are also in CastleBranch.

5:  CastleBranch Account for Students

Students are required to set up an account with CastleBranch, our third-party vendor, after admission into the Elaine Marieb College of Nursing.

• Please be aware that students need to have their pre-clinical requirements completed, all required documents must be uploaded into and accepted by CastleBranch before starting any clinical placements.

This account will take you some time to gather and upload all the documents required, so it would be best to start this far enough in advance of your planned clinical rotation. You will not be allowed into a clinical setting until your CastleBranch account is complete.

Do not send health or background information to the College of Nursing.

You will be responsible for uploading evidence of your immunizations and required documents into the self-service system about two months before your first clinical. Earlier is advised.

For any questions about CastleBranch, contact CastleBranch Customer Support.

The CastleBranch service desk is available to assist you via phone, chat, and email. 

Monday-Friday 8:00 A.M. – 8:00 P.M. EST. Their phone number is: (888) 723-4263.

Lynn Yovina, lyovina [at] umass [dot] edu (lyovina[at]umass[dot]edu), is your UMass support person for CastleBranch.

• Go to:  www.castlebranch.com and choose: “Place Order”.
• Your PIN number is your SPIRE ID number.
• The email address you use when placing your order will become your username for your CastleBranch account and will be the primary form of communication for alerts and messages regarding your health and certification records requirements. You can respond to any active alerts or To-Do list items by logging into your CastleBranch account. You will receive alerts if information is needed to process your order, and as requirements approach their due dates.  Access your CastleBranch account anytime to view order stats and completed results. Please do not share your login or password.
• Enter your program “Package Code” (please see the package codes below) and click “Submit”.
• You need to place an order for two (2) package codes: one for the main account and the second for the separate background check. The background check is a national check. This separate background check is mandatory for all students – one time only. This is different from the CORI form that is in the regular account, which you will also complete. Some sites require a background check to be done within a certain time frame, such as no later than three (3) months or one (1) year from the start of their clinicals (this is rare). In that case you must follow the requirements of the site, even if you have already completed a background check earlier.
• The easiest way to upload documents to your CastleBranch account is to download the CastleBranch app from your app store on your iPhone/iPad or Android device. Search for “My CB” after setting up your account via web browser and you will be able to snap a picture of a document directly into your to-do list.
• Read or watch the CastleBranch tutorials. Do NOT upload your documents to “Medical Records”. You need to upload your documents individually to each of the items listed.
• If you have any questions or disagree with a rejection from CastleBranch, contact them directly. You can always reach out to Lynn Yovina if you have any concerns or questions.
• Your specific site may require information not listed. You will need to follow what your site requires. The University has no control over a site’s requirements.

The Package Codes Are:

DNP (FNP, PMHNP, AGNP, PHNL) Students and Post Masters Psych Certificate Students:

The code for the main account is UM28 – no fee.

Background Check = UP60bg. This is a one-time requirement – $43.00

If you live in Puerto Rico use this code: UP60PR

If your site requires a Drug Test, the code is UP60dt. Optional, as needed for site – $44.00.

For students in placements in the Baystate Medical System, a Drug Screen is required.

Masters: CNL & Nursing Education Students:

The code for the main account is UM29

Background Check = UP60bg – Required, one-time fee - $43.00

Drug Test = UP60dt – Optional, as needed for site - $44.00

Immunization and Health Requirements:

Note: These requirements are standard for the majority of the clinical sites, but some facilities have additional requirements. Please refer to your specific clinical site’s requirements.

• Tdap – Tetanus, Diphtheria and Pertussis Vaccine (within last 10 years).
• 2 vaccines of MMR received after 1968 or positive antibody titers required for Measles, Mumps, and Rubella, if antibody test is negative, your medical professional will determine boosters or repeat vaccinations.
• Hepatitis B Series — 3 vaccines and positive antibody titer
• Varicella (Chicken pox) — One of the following is required: 2 vaccines or a positive antibody titer or history of disease (provider verification required). If titer is negative or equivocal you will be required to confer with your provider and choose to receive a booster and repeat titer or repeat vaccination series.
• TB- 2-Step PPD followed by yearly PPD or a negative T-spot within the past 12 months. If positive submit clear chest X-ray and TB questionnaire on school form both dated within past 12 months.
• Seasonal Flu Vaccine Required
• COVID vaccines and booster Required
• Current Physical with date and comments (within one year of entry into first clinical).
• CPR Certification (Must be from the American Heart Association Healthcare Provider Course (BLS) or ACLS. American Red Cross or online courses are not acceptable.)
• Medical Release Authorization

Follow the link to electronically complete your Medical Release Authorization: https://tinyurl.com/GradMedRelease

After you sign and submit your form, DocuSign will email you the signed form. Please upload the signed form into CastleBranch.

• Professional Liability Insurance. NSO, www.nso.com, is one company many students use. If you use another company they must have the following coverage:
  • • Professional Liability: $1M per claim and $6M aggregate
    • Information Privacy (HIPAA) Fines & Penalties: $25K per incident and $25K aggregate.

6. Contacts

Katy Bobianski: kbobians [at] nursing [dot] umass [dot] edu (kbobians[at]nursing[dot]umass[dot]edu)

Katy is our Graduate Clinical Placement Coordinator. Katy will work with you to find a clinical site if you are having trouble finding one on your own. Katy can also answer questions about the appropriateness of a site or preceptor. If you would like assistance to find a clinical site, please email Katy. Be sure to include your specialty track, the name and number of the clinical course, and the State you will be living in during the clinical semester. 

Katy will also help with entries into the Centralized Clinical Placement (CCP) system that may be required by specific sites in Massachusetts.

Lynn Yovina: lyovina [at] umass [dot] edu (lyovina[at]umass[dot]edu)

Lynn can help you after you have been accepted for placement at a site. She will help you with Typhon Accounts for students and preceptors, (Typhon is the database where you will record preceptor hours), Preceptor Hours Letters, CastleBranch, onboarding requirements the site might need such as verification letters, and paperwork on immunizations, background checks, computer access, etc. Please note: Each site is different, and some sites do not require any paperwork.

AJ Juno: ajuno [at] umass [dot] edu (ajuno[at]umass[dot]edu)

AJ can answer any questions about affiliation agreements.

Karen Ayotte: kayotte [at] umass [dot] edu (kayotte[at]umass[dot]edu) and Lynn Yovina: lyovina [at] umass [dot] edu (lyovina[at]umass[dot]edu)

Karen & Lynn are graduate academic staff who can help you with SPIRE, Registration, and Plans of Study.

For all academic questions about your course: Please ask your instructor, including questions about what type of preceptor or site is acceptable, hours required, or anything to do with the class work or grading.

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