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Frequently Asked Questions

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Frequently Asked Questions
  • FAQs for Coordinators of Students Onboarding with ACEMAPP
    • How do I get help or training with ACEMAPP?
      If you are a new coordinator or have not been through an ACEMAPP training, please see their training schedule here: Training | ACEMAPP. If you have completed the training and still have questions, please reach out to
    • Do instructors/faculty need to be onboarded through ACEMAPP?
      Instructors or faculty may choose to be onboarded through ACEMAPP. However, they may also use our OnBase process if preferred by the instructor or school. Please see the Onboarding Process for Nursing students using OnBase (LINK) and follow it for the instructor, or reach out to our team.
    • What is your policy concerning COVID-19?
      Students completing a clinical rotation with Providence must be vaccinated against COVID-19 or fill out a Providence COVID-19 Declination Form. Both vaccination records and COVID-19 Declination Forms are to be stored by the school with other student vaccination and immunization records.
    • What if students can’t complete all onboarding requirements by their start date?
      Student onboarding requirements confirm that all Oregon Health Authority requirements are met to ensure the safety of Providence patients. Students may not start their clinical rotation or be on campus in a role as a student, until all such requirements have been met and HR clearance has been granted by School Affiliations.
    • Do returning students still need to complete the whole onboarding process?
      If someone has been cleared as a student or faculty/instructor with Providence in the past 5 years, they may not need to complete all onboarding requirements. We will need an updated spreadsheet with the new start and end date for the returning student sent to our shared inbox. Please see the section on returning students in the OnBase Instructions, which will help to inform what requirements students may need to complete.
    • How long does it take for students to be cleared?
      Student clearance generally takes 4 weeks from the submission of the online form for nursing students. We ask that students allow 2 weeks for processing of their transcripts.
    • How do I know when my students have been cleared?

      Students will receive clearance emails once they have been issued clearance. For allied health students, school coordinators and Providence coordinators will also be included in the clearance emails. For nursing students, school coordinators will be included in the clearance email. For GME students, GME coordinators alone will receive clearance emails. If a student has not received their clearance email, please instruct them to check their spam folder.

      We ask that you wait until two weeks after submitting the student spreadsheet and at least one week after students have submitted their documents to OnBase before reaching out to the SA team to inquire about student clearance. Providence coordinators or preceptors may also request a link to our clearance SharePoint, where clearance is updated daily.

    • How do my students get computer access that they need once they have been cleared?
      While School Affiliations does not help with student access setup, we do have a new guide to help guide school instructors/coordinators and Providence preceptors/coordinators. Please email the SA team for a link to the Student Access Playbook.