FAQ

How can my College/University partner with COPE Health Scholars? 

E-mail nmoran@copehealthsolutions.com and provide us with the name of your College or University’s Internship Coordinator, as well as their phone number and email address. We will contact them and inquire about an agreement.

What are rotations?

Rotations are 3-month blocks. Each rotation allows Scholars to move between various departments.

A-Rotation: March-May

B-Rotation: June-August

C-Rotation: September-November

D-Rotation: December-February

What departments can I shift in?

Scholars can shift in a variety of departments based on their floor hours and project hours. Please see the "Departments Offered" page to see which departments you can shift in depending on your hours.

What are the awards I can receive from this program?

Scholars who complete all program requirements will receive a certificate of program completion. Additionally, Scholars are eligible to receive two awards each rotation: The Outstanding Scholar Award and the Exemplary Scholar Award. The Outstanding Scholar Award is awarded to the Scholar with the most hours completed in a department. The Exemplary Scholar Award is given to Scholars who exemplify what it means to be a Scholar and is based on staff recommendation.

Is there anything else I can assist with?

Currently, KPWH only offers one project that scholars can assist with, please visit the "Projects" tab for our current project opportunities!

Where can I find the most up-to-date information on COVID-19?

COPE Health Solutions recommends frequently visiting the following websites for COVID-19 updates:

-Center for Disease Control (CDC) https://www.cdc.gov/

-World Health Organization (WHO) https://www.who.int/

-State Public Health Websites

-Local government websites

How can I add a shift?

Scholars can add shifts using their Easyshifts account. 

What can I do while shifting? 

Various tasks can be completed during shifts including, but not limited to, ambulating and feeding patients, assisting staff with various tasks, and observing procedures. Scholars must only perform tasks within their Scope of Practice. A full list of approved tasks can be found in the Training Manual. Under no circumstances are Scholars allowed to work on homework, study, read, and/or use personal electronic devices during their shifts.

I don't feel good, should I still come to my shift?

An illness is a valid reason to be excused from a shift. To prevent transmission of infection to patients, hospital staff, and other Scholars, Scholars should not attend any shifts if ill (fever/respiratory infection/skin infection). If the illness lasts for more than two weeks (14 days), or multiple shifts are missed, a doctor/provider's note will be required. We advise Scholars to keep in contact with their Department Coordinators and Program Manager regarding their condition.

I injured myself and cannot attend my shift, what do I do?

An injury is a valid reason to be excused from a shift. Scholars are expected to perform duties safely and effectively. If an injury compromises a scholar's ability to perform tasks and the scholar's well-being, we ask that the Scholar not shift. If the injury lasts for more than two weeks (14 days), or multiple shifts are missed, a doctor's/provider's note will be required. We advise Scholars to keep in contact with their Department Coordinators and Program Manager regarding their condition.

How can I view my shift schedule?

On your SALESFORCE homepage, you will be able to see what shifts you have signed up for by either selecting "Schedule" or "Calendar" from the menu bar at the top of the screen.

How do I clock in/out?

Scholars can clock-in and clock out through their SALESFORCE account. Scholars must clock in and out on hospital grounds before entering their assigned unit. If SALESFORCE is unavailable, all department binders will have a timesheet to allow Scholars to clock in/out manually. SALESFORCE can be found here: https://www.corehighered.com/

How can I remove a shift from my schedule?

Scholars can remove shifts using their SALESFORCE account. However, after a calendar is finalized, removed shifts will count towards a Scholar's total rescheduled shifts/emergency missed shifts allotted per rotation. If a shift needs to be removed, Scholars must email their Department Coordinator(s) with an acceptable reason. Failure to do so may result in a counseling session. School and work are not acceptable reasons to reschedule/miss a shift.

How many shifts am I able to sign up for per day?

Per day, Scholars are only allowed to shift for a maximum of two shifts (8 hours). If the shifts are consecutive, Scholars are required to take a 30-minute break.

What is a competency checklist?

A competency checklist is a checklist of skills and tasks specific to every KPWH department. Every Scholar must complete a competency checklist by the 15th of the first month of the rotation/ new department. It must be filled out by both a Registered Nurse (RN) and the Scholar. Failure to complete the checklist by the due date will result in counseling.

What is the All Scholar Meeting (ASM)?

The ASM is a meeting for all Scholars that occurs twice a rotation. During the ASM, program updates will be given, guest speakers will present on various topics, awards will be disseminated, and graduation will take place.

What is a Pre-Rotational Shift (PRS)?

A PRS is a 4-hour shift that takes place before the start of a new rotation. During the PRS, Scholars will get the chance to shadow a current scholar of the department they will begin shifting in. All Scholars are required to attend a PRS to begin shifting to a new department. Exceptions will be made to those Scholars who have shifted in the department within 2 rotations. White polo shirts must be worn during PRS. 

What is a Department Specific Training (DST)?

A DST is a training that takes place before the start of a new rotation. During a DST, the Department Coordinator for the department a Scholar is assigned to will introduce the Scholars to the department. A department tour will be given and department-specific tasks will be explained. All Scholars are required to attend a DST to begin shifting to a new department. White polo shirts must be worn during DSTs.

How can I request to graduate?

Scholars can first request to graduate when the rotational Department Preference Survey (DPS) is released during the second month of a rotation. When filling out the DPS, Scholars will be able to select the option to graduate at the end of the rotation. Afterward, Scholars will need to Program Completion request by filling out a request on SALESFORCE. The request application can be found by selecting "Electronic Forms" on the left sidebar of your SALESFORCE homepage. 

How can I submit a site transfer request?

Scholars can submit a Site Transfer request by filling out a request on SALESFORCE. The request application can be found by selecting "Electronic Forms" on the left sidebar of your SALESFORCE homepage.

How can I submit a program withdrawal request?

Scholars can submit a Program Withdrawal request by filling out a request on Salesforce. 

How can I submit a Letter of Recommendation (LOR) request?

Scholars can submit a LOR request by filling out a request on SALESFORCE. The request application can be found by selecting "Electronic Forms" on the left sidebar of your SALESFORCE homepage. Please keep in mind that Scholars are only able to request a LOR after completing a minimum of 240 hours and must be in good standing with the program. If a Scholar has already graduated from the program, they must request an LOR within three months of graduating

How can I submit a Leave of Absence (LOA) request?

Scholars can submit a LOA request by filling out a request on SALESFORCE. The request application can be found by selecting "Electronic Forms" on the left sidebar of your SALESFORCE homepage. Scholars must fill out an LOA request form if they are unable to shift for a period of at least 14 days and up to 180 days with a valid reason. Scholars with a leave of absence spanning 110-180 days will need to re-train upon return. If a Scholar's LOA exceeds 180 days, they will be released from the program. 

How can I apply to the Leadership Team?

Scholars can apply to the Leadership Team by filling out an application on SALESFORCE. The application can be found by selecting "Electronic Forms" on the left sidebar of your SALESFORCE homepage. 

What is a counseling session?

The counseling process and guidelines are designed to reeducate Scholars via electronic or in-person counseling. 

Departmental FAQs

Can I shift alongside another Health Scholar?

No.

How does the Department Preference Survey (DPS) work?

Each rotation, Health Scholars are asked to review the list of departments available to them to submit their top three preferences of which departments they would like to shift in for the following rotation. While we hope to match all Health Scholars with at least one of their preferences, it is not always possible. In these cases, Health Scholars are assigned based on need. The Quarterly Satisfaction Survey (QSS) is also sent out at this time. The QSS must be completed before the DPS in order to process your preferences.

How do I know which departments I can request in the Department Preference Survey?

Health Scholars are able to select departments within the tier above their current placement and any tiers below. For example:

• A first rotation Scholar may select departments within the first and second tiers.

• A Scholar in his second rotation may select departments within the first, second, and third tiers.

How many hours do I need to rotate into a new department?

48 floor hours. This excludes pre-rotational shifts and project hours.

What is Vocera and how do I use it?

Vocera is a staff communication device. You can use it to make calls to nursing staff and other departments in the hospital. Please sign one out at the beginning of your shift at the RN Administration office on the second floor. Click the middle grey button to log in using your name and numerical floor number (example: MIU is 1South, say "Assign to group 1South Health Scholar"). At the end of your shift please return the Vocera to RN Administration and sign yourself out by saying "sign me out".

What do I do if my badge stops working or my Vocera isn't working?

Send the Program Manager an email with times you can come in to fix it.

I am at a pre-rotational shift and the scholar didn't show up, what do I do?

You can choose to stay and shift or you can email your DC to reschedule it.

Administration FAQs

When can I graduate?

You can graduate from the program after you have completed a minimum of 280 hours. If you are shifting the minimum commitment of one, four hour shift per week then you will need to complete a total of five rotations.

How can I submit an Leave of Absence form?

On SALESFORCE navigate to "Electronic Forms". There will be a drop box that will give 9you the option to submit a LOA form.

I'm applying to professional schools. Do I need to submit a copy of my certificate of completion?

No. Certificates (UCR and UCLA) are for Alumni to keep. You will need to request an hours audit if your professional school asks for verification of your participation.

Can my DC verify my hours for my school/club/honor society?

No, only the Program Manager can verify a Health Scholar's hours.

When can I request a Letter of Recommendation?

Health Scholars and Alumni may request letters of recommendation after accruing a minimum of 240 hours, though letters will not be released until accruing at least 280 hours.

Do I have to request a Letter of Recommendation before I graduate?

No. Health Scholars have the first three months after they graduate to request a letter of recommendation. After three months, Health Scholars must be a member of the COPE Connect Network to request a reference letter.

When do my records expire?

TDaP= 10 years, TB= 1 year and CPR= 2 years.

Does my CPR class have to be BLS from the AHA?

Yes. No other forms of the CPR classes can be accepted.