Clinical Scheduling Process
DVM students will set up their senior clinical rotation schedule during the fall semester of their third year. The Clinical Coordinator will schedule several class meetings that will introduce students to the scheduling process and the types of clinical-year rotations available. Over the course of the fall semester, students will build their clinical schedules in a four-step process that takes into account Focus Area requirements, course availability, and personal preference.
The clinical year consists of 24 block rotations, each lasting between 2-3 weeks. Students are allowed up to 4 vacation blocks and 3 extramural experiences (the Clinician Scientist, Epidemiology, and Food Animal focus areas have different extramural requirements). Required rotations are dependent upon students' declared Focus Areas, and students are expected to monitor their schedules to ensure that they are meeting all requirements for graduation.
Students preparing for the Clinical Scheduling Process should familiarize themselves with the clinical requirements of their chosen Focus Area and the general clinical-year rotation restrictions.
- All students must declare a Focus Area no later than September 15th of their third year.
Each Focus Area requires different clinical courses, some of which are only offered on certain rotations or require specific prerequisites. Clinical-year students are allowed a maximum of 3 externship rotations, or 6 credits overall. Exceptions are the Focus Areas that require additional externships to complete their programs, including the Clinician Scientist, Food Animal, and Epidemiology Focus Areas. Students are allowed a maximum of 4 Vacation blocks during their clinical year.
- The Fourth Year Courses page provides descriptions of all clinical-year courses and indicates which courses require prerequisites or instructor approval.
- All blocks are 2-3 weeks in length. Students can view the 2015-16 Clinical Year Dates to see the length of each block.
The Scheduling Process
1. Pick-Four Process
Students will register for their TOP FOUR priority blocks. These blocks can be any course and/or any rotation - if a particular course or a certain set of dates is a top-priority for a student, now is the time to schedule it. This in-person process is supervised by the Associate Dean of Academic Affairs, the Clinical Coordinator, and the Class President and Vice-President.
The class will line up according to randomized lottery numbers for each Pick and schedule their top four courses according to that order. Because courses and blocks fill in a first-come/first-serve fashion, students need to have more than 4 options in mind (coming with 8 or so different options is recommended). For courses requiring instructor approval, students must secure the approval prior to scheduling their Pick Four courses.
Courses requiring Approval or Pre-Reqs:
-Instructor Approval: to register for an approval-required course, the student need to secure written Instructor Approval (typically via email) and bring it to the Pick-Four Process. Students who do not provide instructor approval cannot be registered for the course during this stage of the process. This requirement applies to ALL PARTS of the Scheduling Process.
-Prerequisites: to register for courses requiring prerequisites, students must register for the prerequisite before scheduling the main course. This method ensures that they are scheduled for the prerequisite course and can fulfill requirements upon completion. The prerequisite and the main course each count as separate Picks.
Things students should consider when choosing their Top Four picks:
- What are your top 4 priority picks to schedule for your Focus Area?
- What externships do you need to schedule?
- What vacation time do you need? [ex: weddings, family, trips, etc.]
- What Clinical Service preference do you need?
- Does a course have specific prerequisites and/or require instructor permission?
2. Ranking Required Course Options
Each Focus Area has requirements that can be met by taking one of several approved courses (ex: to fulfill a Surgery requirement, many Focus Areas allow students to choose between VMC 973G-Small Animal General Surgery or VMC 973O-Small Animal Orthopedic Surgery). Students will log onto the Scheduling System and rank their Focus Area course options based on personal course preference. They will also have the opportunity to comment in the Scheduling System regarding block preferences or rotation requests.
Once students have ranked their Focus Area options and provided comments, the Student Services Office will schedule students for their required blocks, taking into account ranking and comment preferences.** The schedule will then be released to the class with the required blocks listed on the master schedule (no electives have been scheduled yet).
**The scheduling team cannot guarantee that all ranks and comments will be met; however, all provided ranks and comments will be reviewed and considered.
3. One-Per-Day Registration
After all required courses have been scheduled to meet Focus Area requirements, students will complete their clinical schedules. Students can register for one course each day until their schedules are complete (including vacations, externships, elective rotations, etc.).
Registrations are time-sensitive: seats fill on a first-come/first-serve basis, and the first person logged in gets their choice of open courses or blocks. Students can only add rotations to their empty blocks - they cannot switch around blocks or drop courses during One-Per-Day Registration. All 24 blocks should be filled by the end of the One-Per-Day Registration Period.
4. Swap Week
The final part of the Scheduling Process allows students to make small alterations to their schedules by completing one-for-one trades (aka 'swaps') with classmates. Students should contact one another directly regarding possible course trades. The week is led by the Class President.
All Swaps will be recorded on Swap Forms distributed by the Class President. At the end of Swap Week, the Class President will collect all forms and submit to the Clinical Coordinator for entry into the Scheduling System.
Two Key Rules:
- Students can switch exact seats with another student, but they cannot simply drop or add a block. Each block must have the same number of people in it at the end of the week as it did at the beginning. Swaps cannot take away from or add to a block.
- Students should still be scheduled for all of their Focus Area requirements at the end of Swap Week. Swaps that drop a requirement from a student's schedule entirely will not be entered.
**Once Swap Week ends, the Scheduling Process is complete. No changes will be made to schedules until students begin their Clinical Year. When their Clinical Year begins, students will be able to use the Block Change Process to complete alterations to their schedule.**