Guidelines for Nursing Schools
Nursing program (pre-license) responsibilities and guidelines for placing nursing students in a ProMedica facility.
A valid contract between ProMedica and each affiliating nursing program is required for all undergraduate and graduate nursing student placement. It is the role of the School of Nursing to contact ProMedica for generation of an affiliation agreement/contract. An academic affiliation is viewed as an agreement of ongoing support and relationship and is not entered into without Executive Nursing Leadership consideration and approval. For nursing programs seeking an affiliation contract with ProMedica (Ohio and/or Michigan entity), please send a request via email to firstname.lastname@example.org. Please include the type of program, accreditations held and reason for the request (clinical group placements, graduate nurse experience, etc). Someone will respond within 7 days and begin the assessment process.
Clinical Group Placement Processes:
Clinical site placements are determined by working directly with the liaison for the specific hospital desired. Your clinical site liaisons are:
- Bay Park – Christy Stilwell (419-690-7668) Fax (419-697-6713)
- Bixby Hospital – Kelly Valdez (517-265-0476) Fax (517-265-0475 – “attention Kelly Valdez”)
- Defiance Regional Hospital – Kristi Mansfield (419-783-6928) Fax (419-783-6904)
- Flower Hospital – Meeghan Davis (419-824-1127)
- Fostoria Community Hospital – Vanessa Billiot (419-436-6780) Fax (419-436-6693)
- Herrick Hospital – Kelly Valdez (517-265-0476) Fax (517-265-0475 – “attention Kelly Valdez”)
- Memorial Hospital (Fremont) – Vanessa Billiot – (419-332-7321 ext. 323471) Fax (419-334-6691 – “attention Vanessa”)
- Toledo Hospital – Courtney Goda (419-291-4312) Fax (419-291-6460)
- Toledo Children’s Hospital – Courtney Goda (419-291-4312) Fax (419-291-6460)
- Wildwood Orthopaedic and Spine Hospital – Amanda Andres (419-578-7143) Fax (419-534-6328 – “attention Amanda”)
If you are seeking placements for a facility not listed, please contact the Center of Nursing Excellence via email (email@example.com) and we will assist in identifying the correct liaison.
Please note: Students should wear their school uniforms with their school and ProMedica ID badges for all of their clinical time. The only exceptions would be when the department requires staff to change into specific scrubs for their area (i.e. surgery) or when researching their patient for clinical. Business casual (that presents a professional appearance) with a lab coat or school uniform and their school and ProMedica ID badges should be worn onto the hospital units when researching patients.
Preceptor Placement Processes:
- Pre-license preceptor placement for all of the ProMedica facilities has been centralized to ProMedica’s Center of Nursing Excellence. All communications can be submitted to firstname.lastname@example.org.
- Preceptor requests for each semester can be submitted at a minimum of six weeks prior to the semester start using the Preceptor Request Form here.
- Students must work through their school to secure a preceptor assignment at ProMedica. Students should NOT make contact with individual preceptors until they have been given direction and contact information by the school.
- ProMedica will provide the preceptor assignments two weeks prior to the earliest start date of all the schools. The information to be included will be the name of facility, department, and shift.
- The school will assign the appropriate student to the assignment and provide the student name to ProMedica along with their completed orientation paperwork as appropriate.
- Once ProMedica has verified that the appropriate orientation documentation has been provided for that student, the preceptors name and contact information will be provided to the school. Orientation documentation can be submitted to email@example.com.
- Should there be any concerns with the assignment, the student should work through their school for resolution.
- Students should wear their school uniforms with their school and ProMedica ID badges during their clinical time with their preceptor. The only exception would be when the department requires staff to change into specific scrubs for their area (i.e. surgery).
Instructor/Faculty Hiring and Orientation
New Clinical Instructor/Faculty including ProMedica Employees
Annual Requirements for Returning Instructors:
Returning instructor/faculty must complete the following requirements annually to maintain a current instructor status. See our webpage for Returning Instructors for details.
- Complete the Intake Survey to update our records
- Submit annual required paperwork (as identified on the returning instructor web page) to firstname.lastname@example.org
- Verify previous EPIC access matches current assignments. Movement from general unit to OB or vice-versa would require additional EPIC training.
- If moving units, schedule a Clinical Unit Orientation – minimum of 4 hours
NOTE: Nursing instructors who visit precepting students in a facility are considered visitors and do not need to complete the ProMedica orientation.
Student/Faculty Health Requirements and Demographic Data:
Single Upload Schools: ProMedica has asked local schools who send the majority of their students to a ProMedica facility to provide 100% of their students’ demographic information as part of their initial intake into the professional level/beginning of their first clinical semester.
Contact email@example.com for a school-specific excel file for submission of demographic data.
The school is required to determine if each student is compliant with the prerequisite health requirements. Schools may reference the Single Student submission form for requirements. This single student form is not required when the group excel file is used, but is considered the standard of what is meant by “compliant” on the excel file.
Low Volume Schools/Single Student Placements: Minimum of 2 weeks prior to start of educational experience, the school must submit demographic data and health requirements to ProMedica through firstname.lastname@example.org. Schools that send a low volume of students may submit an individual student demographic and health requirement form which contains all the required data.
Influenza Season Requirements
During each influenza season (typically October-March), learners will be required to document influenza vaccination status before they may enter any ProMedica hospital, clinic, laboratory, office or facility. Those who do not receive an influenza vaccine will be required to complete ProMedica's required documentation and wear an approved ProMedica facemask in accordance with ProMedica’s masking protocol. Please note this policy applies to learners in all facilities system-wide, regardless of whether patient care is involved or even provided on that site.
For more information about specific flu vaccination requirements, click here to download the zip file. Then open the "learnersfludocuments" folder to access all necessary documents related to the ProMedica influenza vaccination requirement.
Post Flu Season Data Submission
- Annually in March, ProMedica will gather the following information from each program/school in order to complete the CDC reporting requirements.
- Numerator: Number of students/faculty who received the flu vaccination for this flu season
- Denominator: Number of students/faculty who were in a single acute care ProMedica facility for any single day or part of a day between the Oct and March dates. Each ProMedica hospital needs to be counted separately, so basically your total student roster for clinical groups in each facility.
- 15 students received vaccination out of 32 who were at Flower Hospital
- 5 student received vaccination out of the 10 who were at Bay Park Hospital
ALL students must complete ProMedica’s orientation prior to coming to any ProMedica facility.
See the nursing student webpages for the orientation requirements specific to the clinical experience planned (clinical group, preceptor, and graduate). Orientation documentation can be submitted to email@example.com.
Glucose meter requirements for students
- Use of glucose meters is an option open to students in our facilities based on the courses’ learning objectives (clinical and precepting students).
- Prior to using the glucose meters, the students must have education, perform a return demonstration, and pass a written test (graded by the school).
- Each school is responsible to provide this to the students, including precepting students, through a trained nursing instructor.
- Documentation of this is submitted to ProMedica through the Student Xceed Pro Glucose Meter Education Log (do NOT send completed tests).
EPIC Orientation for students
- Students will need their school ID number and their ProMedica student ID number in order to log into ProMedica’s intranet and complete the EPIC modules.
- See the nursing student webpage for information about how to obtain computer access and complete the EPIC training modules.
- If the student is a returning student, they should already have access to ProMedica computers and the EPIC documentation, but may need to reset their password if there has been a lapse in time. See basic computer access and use module for guidance.
- If the student will be precepting in an Emergency Department/Center, there is an additional module to be completed prior to access to that computer documentation system.
- Additional EPIC education may be required for students working with preceptors in a specialty area (outside of general inpatient, ER, and OB departments). Please contact firstname.lastname@example.org for guidance and schedule of classes.
ProMedica ID Badges
- ALL students must have a ProMedica student ID badge.
- ProMedica Student ID badges will be valid for 2 ½ years during any active and valid ProMedica rotation.
- See the nursing student webpage for how to obtain a ProMedica student ID badge if they do not already have one.