Administration

Hours Audit

Obtain an official record of the hours you completed in the program.

• Please allow 2 weeks for the request to be processed and completed

• We provide 3 types of Hours Audits: 

  • An email displaying total hours, including a breakdown of hours classification

  • A signed letter including total hours, with the breakdown of hours classification

  • A signed letter including total hours

Letter of Recommendation

The Letter of Recommendation (LOR) is a formal letter by our Adventist Health Glendale Program Manager based on your performance within the program. Our Program Manager will compile all your achievements and performance with the program to draft this letter, including exemplary awards and honorable mentions from members of the Leadership Team.

To request a LOR, please follow the instructions below:

• Submit your resume and cover letter to Samantha Walimaki, our Program Manager, at swalimaki@copehealthsolutions.com 

• Fill out and Submit the LOR Request Form on Salesforce

• Please allow 6-8 weeks for the request to be processed and completed.

• Health Scholars may request a LOR after accruing a minimum of 240 hours, but the letter will not be released until he or she accrues at least 280 hours as a Health Scholar.

Leave of Absence (LOA)

Leave of Absence requests are intended to keep us informed if you will need to pause your shifting for more than 14 days. Please submit a LOA request only if there are extraneous circumstances which prevent you from shifting. Note: school and work obligations are not considered valid reasons for LOA.

• Please allow 2 weeks for the request to be processed and completed

• Contact the LOA Coordinator at ahglloa@copehealthscholars.org to confirm the date range for your LOA.

  • The LOA Coordinator will email you a confirmation, as well as the instructions you need to follow before and after your LOA.

• Please read below for our Return from LOA Policies and Guidelines

  • 14-109 days

    • Shift must be scheduled + attended within same week of return.

    • LOAs do not exempt you from shifts, but from being inactive for 14+ days. Please plan to complete your shifts in advance.

    • May have no expired clearance items. 

  • 110-180 days

    • Ensure all Health Records are valid and current (check for expirations).

    • Must attend LOA Re-Training + pay $145 RT fee.

    • Pass the practical and written exams.

If you have any questions or concerns regarding an extended Leave of Absence, please do not hesitate to contact our Program Manager.

Program Completion Request (PCR) Form

Ready to graduate? Here's how to successfully exit the program:

• Indicate your intent to graduate on the Department Preference Survey (DPS) and submit a PCR via your Scholar Portal. 

• All PCRs are due by the end of the first month for the rotation you intend to graduate. If you do not submit the form before this deadline, your request will be deferred to the next rotation to graduate.

• Leaders must submit a written notice one rotation in advance; otherwise, your PCR will be denied. 

• Complete a minimum of 280 total graduation hours by the end of the rotation.

• Be in Good Program Standing (i.e., may not have any recent suspensions or policy violations and take NO LOAs).

• Graduation hours include those under the following categories:

  • Floor

  • Project

  • Meeting

  • Training

• Turn in your badge to the Health Scholar Office after your last shift. Program certificates, hours audits, and letters of recommendation may be withheld if your badge is not returned.

You will not be eligible to graduate if you do not fulfill the 280-hour requirement by the end of the rotation.

Withdrawal Request

If you are unable to continue with the program and complete the 280 hour requirement, please reach out to our Program Manager to discuss any possible accommodations. Although not recommended, the withdrawal process can be completed if you are unable to continue in the COPE Health Scholar Program. You will not be eligible to receive the KGI certificate.

• Please submit the Withdrawal Request form via your Scholar Portal and reach out to the Administration Branch regarding next steps.

Site Transfer Request

In order to transfer to another program site:

• Please submit a Site Transfer Request by "Raising a Case" on your Salesforce Scholar Portal

• Pay the transfer fee (varies depending on receiving site)

• Attend a Clearance Appointment at the new program site and submit all clearance documentation, as needed

• Clear a background check initiated by the new program site

• Attend all training days (if applicable)

• Successfully pass both written and practical exams with a minimum score of 80% (if applicable).