Students

As part of our commitment to building a diverse and skilled public health workforce, NKY Health offers real-world learning experiences for undergraduate and graduate students (18 years and older) in public health, environmental health, nursing, and related fields. 

Students seeking an internship, practicum, or other learning experience for academic credit should first review the Student Internship/Practicum Placement Catalog, which is updated annually or as needed, on NKY Health’s website. After reviewing available opportunities, students should submit a Student Internship Application available on the website (and linked below). One application now covers all student internships, including clinical experiences—there is no longer a separate form for clinical placements.

Students requesting observational experiences do not need to submit an application. Instead, they may email student.coordinator@nkyhealth.org with their area of interest. 

All experiences, including internships, externships, practicums, rotations, service learning, capstone or thesis projects, research, and medical residencies, are unpaid at this time. However, NKY Health works closely with academic institutions to ensure experiences align with academic requirements and competencies. 

Before a student can begin their learning experience, a signed affiliation agreement (MOA) between their academic institution and NKY Health must be on file. These agreements outline the contractual obligations of each organization. 

• Preceptor / Supervisor: An NKY Health staff member responsible for overseeing a student's learning experience, providing guidance, and ensuring that educational objectives are met.

• Student Coordinator: The designated NKY Health employee who facilitates student placements by matching students with appropriate preceptors or supervisors. 

• Interns: Students from accredited educational institutions who require public health experience to meet specific curriculum requirements for graduation.

• Clinical Internships: Learning experiences for students in nursing, nutrition, or medical programs that involve direct interaction with clients or the provision of care. 

• Non-Clinical Internships: Learning experiences for students in public health, environmental health, epidemiology, and other health-related disciplines that do not involve direct patient care. 

• Observation / Rotation: A short-term learning experience at an NKY Health facility (onsite or offsite) that allows students to observe and learn about public health practices. The experience may last 8 hours or less (observation) or more than 8 hours (rotation). 

• Practicum / Internship / Externship: A structured learning experience lasting more than 8 hours that includes a defined project with deliverables and/or specific learning objectives.  

• Capstone / Thesis: A final, research-based or project-based academic requirement that serves as the culmination of a degree program.

The student coordinator is responsible for:

• Establishing and maintaining relationships with schools and academic programs.

• Ensuring all required affiliation agreements/MOAs are in place before students begin their learning experiences.

• Maintaining and enforcing policies and procedures for hosting students. 

• Developing and updating communication materials, including the Student Internship Catalog (updated annually or as needed).

• Reviewing and processing Student Internship Applications as they are received.

• Coordinating student placements with preceptors/supervisors.

• Completing the Preparation for Learning Experience Form after the Student Learning Agreement is finalized.

• Reviewing and approving required documentation for clinical students, including vaccination/immunity records and orientation checklists.

• Scheduling and conducting virtual or in-person orientations for students.

• Collecting and managing required orientation and first-day forms.

• Issuing and collecting NKY Health ID badges for students.

• Maintaining student records and archives.

• Verifying the completion of each learning experience and facilitating final evaluations.

A general preceptor/supervisor (non-clinical) is responsible for:

• Interviewing and selecting students to host within two weeks of the application deadline and notifying the student coordinator of selected candidates.

• For all students who request to engage in a learning experience for more than one (1) day:

  • Ensuring that each selected student completes a Student Learning Agreement and reviewing and approving the agreement before the student's start date. 

  • Ensuring student meets school/program requirements including but not limited to evaluating the student at required intervals. *

  • Overseeing the student's work and ensuring completion and collection of any deliverables from the student, including the final student project. *

  • Submitting a final student evaluation as required by the academic institution. *

A clinical preceptor/supervisor is responsible for:

• Selecting students within two weeks of the application deadline and notifying the Clinical Services Division Executive Assistant and the Student Coordinator.

• Providing the Clinical Services Division Executive Assistant and Student Coordinator with the following:

  • Student selections within two weeks of application deadline.

  • Interview requests for students, if applicable.

  • For each student provide: 1. Preceptor, 2. Start and End Dates, 3. Total Hours, 4. Weekly Schedule (days), and 5. Responsibilities/Deliverables.

• Ensure students complete the Student Learning Agreement before their placement begins. 

• Overseeing the student's work and ensure completion of required projects and assignments. 

• Completing the Site Safety Orientation Checklist on the student's first day onsite. *

• Completing a final student evaluation as required by the academic institution. *

* These items must be scanned as a .PDF file and forwarded to the student coordinator as soon as they are received.

All Student Internship Applications must be submitted by:

• Spring Term Deadline: November 1

• Summer Term Deadline: April 1

• Fall Term Deadline: July 1

Preceptors should finalize student selections within two weeks of these deadlines.

Learning experiences at NKY Health add value to our programs while also providing the student with a learning environment in which they can gain valuable work experience.

Interns working at NKY Health benefit in several ways:

1. Actual career-related experiences regarding public health practice

2. Exploration of public health career opportunities

3. Gaining valuable work experience and on-the-job training for resume enhancement

4. Earning academic credit to meet course requirements

5. Increased self-confidence and self-awareness

6. Letter of recommendation from internship preceptor/supervisor

NKY Health does not reimburse unpaid interns for travel-related expenses. All travel time should be calculated and logged as part of their internship hours. Whenever possible, interns should not have to travel outside of our service area.

1. Application Submission

   • Students submit NKY Health Student Internship Application (available on website and in catalog).

2. Affiliation Agreement (MOA/MOU) Check

   • If an agreement is on file, proceed to Step 3.

   • If not on file, the student coordinator works with the student to send an agreement to the school for signature and pauses processing until an agreement is signed.

3. Application Review & Selection

   • The student coordinator reviews applications and forwards the top three to the designated preceptor/supervisor.

4. Preceptor Review & Optional Interviews

   • Preceptors may interview candidates based on need.

   • If no interest, the student coordinator notifies the student to consider other options.

   • If interested, move to Step 5.

5. Student Acceptance Notification

   • The student coordinator informs the student of NKY Health’s decision to proceed.

6. Learning Agreement & Placement Details

   • The preceptor and student meet virtually to discuss learning experience details.

   • The student coordinator will send an email requesting that the student completes the Student Learning Agreement, which must be approved by the preceptor, faculty advisor, and student.

7. Student Preparation for Learning Experience

   • After the Student Learning Agreement is approved by all parties, the student coordinator provides the Student Preparation for Learning Experience memo to notify the student of what they must do to prepare for their learning experience at NKY Health including orientation details.

8. Virtual or In-Person Orientation

   • Depending on availability and student choice, students may be given an option of an online or in-person orientation. To complete orientation, students must complete required materials, Site Safety Orientation, and receive a student badge.

9. Ongoing & Final Evaluations

   • If required by the school, the preceptor completes mid-experience and final evaluations. Copies of evaluations should be scanned to the student coordinator.

   • Students submit final reports/projects.  Preceptor/supervisor should scan a copy of final projects/deliverables to the student coordinator.

10. Experience Evaluation

• Upon completion of the learning experience, students receive a link to evaluate their experience and the preceptor.

1. Application Submission

   • Students submit NKY Health Student Internship Application (available on website and in catalog).

2. Affiliation Agreement (MOA/MOU) Check

   • If an agreement is on file, proceed to Step 3.

   • If not on file, the student coordinator works with the student to send an agreement to the school for signature and pauses processing until it is signed.

3. Application Review & Selection

   • The student coordinator collects applications and forwards them to the Director of Clinical Services and Clinic Managers immediately after the deadline. 

4. Preceptor Review & Optional Interviews

   • Preceptors may choose to interview candidates within two weeks of the deadline.

   • If no interest, the student coordinator notifies the student to consider other options.

   • If interested, move to Step 5.

5. Student Acceptance Notification

   • The student coordinator informs the student of NKY Health’s decision to proceed with a placement.

6. Learning Agreement & Placement Details

   • The preceptor (or optionally the Clinical Services Division Executive Assistant) and student meet virtually to discuss placement details.

   • The student coordinator will send an email requesting that the student completes the Student Learning Agreement, which must be approved by the preceptor, faculty advisor, and student.

7. Student Preparation for Learning Experience

   • After the Student Learning Agreement is approved by all parties, the student coordinator prepares the Student Preparation for Learning Experience memo to notify the student of what they must do to prepare for their learning experience at NKY Health including orientation details.

   • Before the start date, students must submit a completed orientation checklist, vaccination records, and TB test results.

8. Badge Issuance & First-Day Orientation

   • Students receive a Student ID badge which must be worn at all times while onsite.

   • Students and preceptor/supervisor should complete the Site Safety Orientation Checklist on their first day.

9. Ongoing & Final Evaluations

   • If required by the school, the preceptor completes mid-experience and final evaluations. Copies of any evaluations should be scanned to the student coordinator.

   • Students submit final reports/projects (if applicable).  Copies of final projects/deliverables should be scanned to the student coordinator.

10. Experience Evaluation

    • Upon completion of the learning experience, students receive a link to evaluate their experience and the preceptor.

This guide outlines the process for coordinating shadowing and observation opportunities for nursing students from our partner institutions: Beckfield College, Xavier University, and NKU - NACU Program. 

Key Contacts:

• Student Coordinator: Main point of contact for universities and clinics, responsible for scheduling and communication.

• Clinic Managers: Oversee clinic capacity and student observation experiences.

• University/College Contacts: Faculty or program administrators who initiate shadowing requests.

• Shadowing Students: The students participating in the observations.

Phase 1: Request & Initial Assessment

Step 1: Receive University/College Request

• Action: A university/college contact (Beckfield, Xavier, NKU-NACU) will email you with a request for shadowing opportunities.

• Information to Expect (and Request if Missing):

  • Specific dates/times students require (if applicable).

  • List of student names and contact details (email, phone).

Step 2: Check Clinic Manager Availability

• Action: Forward the university's request (or relevant details from the Google Sheet) to the appropriate Clinic Managers via email.

• Inquiry:

  • "What is your clinic's capacity for hosting shadowing students during [specific timeframe from university, or general dates if not provided]?"

  • "Please provide available dates and times when your clinic can accommodate students."

Phase 2: Student Placement & Confirmation

Step 3: Communicate Availability to Students/University

• Action: Compile the available dates and times received from Clinic Managers.

• Communication: Email the available options to the students directly (preferred) or the university contact person, as per established communication preferences.

• Include: Clear instructions on how students should indicate their preferred dates/times.

Step 4: Student Selection and Confirmation

• Action: Await responses from students regarding their preferred shadowing dates/times.

• Scheduling Principle: Schedule students on a first-come, first-served basis based on their indicated preferences.

• Process: This may involve a few back-and-forth emails to finalize schedules for each student.

Phase 3: Preparation & Notification

Step 5: Send Learning Experience Detail Email (Student Memo)

• Action: Once a student's shadowing schedule is confirmed, create and send a detailed email to the student.

• Email Subject Line Suggestion: "Your Upcoming Shadowing Experience: [Student Name] - [Date(s)]"

• Content:

  • Specific Date(s) & Time(s): Clearly state the confirmed observation schedule.

  • Clinic Name & Address: Provide the full name and address of the hosting clinic.

  • Reporting Instructions: Where to meet, who to report to upon arrival.

  • Required Orientation Checklist Reminder: "Please ensure you have completed and submitted your required orientation checklist prior to your shadowing date. If not already submitted, please return it to [your email address] by [date]."

• Filing: File a copy of this email in the student's electronic internship folder: G:\Shared drives\Students\Student Internship Files [L5822 - 5 Years]\202x Interns\Shadowing\[Student Name]

Step 6: Document Return and Filing

• Action: Await the return of any required documents from the student, primarily the completed orientation checklist (if not already received).

• Filing: Once received, file these documents in the individual student's electronic folder: G:\Shared drives\Students\Student Internship Files [L5822 - 5 Years]\202x Interns\Shadowing\[Student Name]

Step 7: Notify Clinic Managers of Student Schedule

• Action: Send a "schedule email" to the relevant Clinic Managers who will be hosting students.

• Email Subject Line Suggestion: "Upcoming Shadowing Student Schedule: [Clinic Name] - [Date Range]"

• Content:

  • Date(s) and Time(s) of observation.

  • Full name(s) of the nursing student(s) who will be observing.

  • Any other pertinent information they need to know (e.g., student's university).

Phase 4: On-Site Logistics

Step 8: Student Badges

• Policy: Clinic Managers are instructed to retain and reuse existing "shadow student" badges for subsequent students.

• Action for Clinic Managers: Ensure existing badges are readily available for students on their observation day. No new badge creation is required for each student.

The following guidelines apply to student interviews:

• Interviews for general student placements are highly recommended but not required.

  • These guidelines do not apply to shadowing or clinical students.

• The preceptor/supervisor is responsible for scheduling the interview at a mutually convenient time with the student.

• Interviews are typically conducted virtually via Google Meet during business hours unless an exception is pre-approved. 

• The student coordinator may attend interviews as needed.

• To ensure fairness, interviewers must avoid questions related to legally protected characteristics (e.g., student's age (40 or over), HIV/AIDS status, race, color, religion, sex, pregnancy, childbirth, pregnancy/childbirth related medical conditions, national origin, disability, sexual orientation, gender identity, veteran status, family status, smoker status, genetic information, ethnic hair styles, etc.), except where a bona fide qualification applies. (Interviewers may confirm that students are over 18.) Some protected information may be disclosed on the student application.

• Standard interview questions will be used for all students.  

• Interviewers should take notes, scan them as a single .PDF, and email them to the student coordinator immediately after each interview.

• The preceptor/supervisor will notify the student coordinator of their decision to host a student via email.

The following criteria will be considered when selecting students for placement:

• Whether an affiliation agreement (MOA) is already in place with the student’s educational institution, or if it can be quickly established. NKY Health will not host a student until the agreement is finalized.

• NKY Health’s capacity to accommodate the student's request.

• The alignment of the student's request with NKY Health’s goals and/or broader public health objectives.

• Whether the learning experience is required for the student to complete their degree.

General Students (non-clinical)

• Each student must complete either a virtual, online, or an in-person orientation at the beginning of the semester. The orientation provides an overview of NKY Health, student expectations, and required training.

• Required training and acknowledgement forms are completed including: 

  • Training on Standards of Conduct and Intern Responsibilities 

  • Student Orientation Manual Acknowledgement, Photo and Image Consent Form, Emergency Contact Form, and Waiver and Release of Liability for Injury/Illness Forms

• A tour of the facility, along with the Site Safety Orientation Checklist, is completed.

• Student badges are distributed to all students.

• The time spent completing the orientation may or may not count towards the student's hours depending upon the agreement the student has with their school. 

Clinical Students (>10 hours)

• Clinical students must complete all items on the Clinical Students >10 Orientation Checklist prior to their first day.

• The orientation checklist, proof of vaccination or immunity for MMR and HBV, and recent TB test (within one year) will be scanned and sent to the student coordinator for approval prior to the student's first day.

• On the student's first day, they must complete the Site Safety Orientation Checklist with their preceptor/supervisor. The preceptor/supervisor will scan a completed copy to the student coordinator. The student will also receive their student badge.

• The time spent completing the orientation may or may not count towards the student's hours depending upon the agreement the student has with their school. 

School Evaluation(s)

Student evaluations, as required by the school, are to be completed by the preceptor/supervisor with a completed copy scanned as a .PDF and emailed to NKY Health's student coordinator as they are completed. 

Note: NKY Health does not require any particular evaluations; however, each school may have its own requirements.

Final Reports, Deliverables, and/or Projects

Preceptors/supervisors should ensure that students submit a copy of their final project, written report, and/or other deliverables to NKY Health's student coordinator. Whenever possible, these should be provided in electronic format, with a hard copy as an alternative if needed.

As outlined in our signed affiliation agreements, NKY Health retains ownership of student work. Keeping records of these reports, papers, and deliverables is important for documentation and future reference.

Final Student Experience Evaluation

The student coordinator will email each student a link to an electronic evaluation that will allow them to evaluate the learning experience in general and the preceptor/supervisor specifically. 

This will enable NKY Health to continually improve its services.

Curricular Practical Training (CPT) Offer Letter Request

International F-1 visa students may request a CPT Offer Letter in order to complete an internship. CPT is training that is an integral (i.e., required) part of the student's curriculum. 

The standard CPT Offer Letter template must be used when one is requested. The items listed in the letter are required to be included. Without an approved CPT Offer Letter, the student risks violating the terms of his/her visa.

Staff Member Requests Internship

Staff members are permitted to hold internship positions to earn academic credit and meet course requirements. For a staff member to be an intern at NKY Health, they must adhere to the following:

1. The staff member must submit an internship application and follow all student policies, as applicable. This includes completing a Student Learning Agreement.

2. There is a clear separation between their regular job responsibilities/duties and their student project.

3. The student project does not disrupt or interfere with the staff member's regular job responsibilities/duties or those of other NKY Health staff.

4. The staff member is not permitted to work on their student project during their regular working hours. They must work with their preceptor/supervisor to find time outside of their regular working hours to complete their internship hours. Remote/virtual work is up to the discretion of their NKY Health preceptor/supervisor.

Note: Staff members do not need to complete student orientation requirements.

1/15/2025

• Added "Travel Reimbursement" and "Guidelines for Other Situations" sections.

• Updated contact from Planning Staff to Student Coordinator.

• Removed "Naming Conventions" section.

2/17/2025

• Updated Process & Procedures sections. Clarified language and updated with new steps. 

• Revised several sections for new streamlined processes. 

6/25/2025

• Added Step-by-Step Guide: Scheduling Shadow / Observation Students