Clerkship Availability Collection

Clerkship availability for the next clinical academic year is requested from the clinical departments by the SOM Curriculum Office once per year. Availability changes can be made throughout the year as needed (email medevalu@uw.edu to make changes), but there is a collection freeze for required clerkships and non-permission E&F clerkships during the scheduling process.  Exceptions can be made for extenuating circumstances, like site closures.

 

TIMELINE FOR 2026-27 AVAILABILITY COLLECTION

DATEDESCRIPTION
June 2 – July 11, 2025Departments work on all Patient Care and Explore & Focus clerkship site availability (with regional sites and regional WWAMI offices).
July 11, 2025Availability for all Patient Care and Explore & Focus clerkships due to Curriculum
Mid-JulyAll clerkship availability sent to Regions for review. Regions communicate with Department with any comments on availability.
August 18, 2025Departments audit availability entered into eValue (Regions also have access to availability).
August 29, 2025Final deadline for Departments to communicate any changes/corrections to availability.
Autumn Quarter 2025 - Winter Quarter 2026Registration & Scheduling
Availability lockdown in eValue

Clerkship departments will receive an email from SOM Curriculum in April kicking off the availability collections process the following clinical academic year. Below is a brief overview of the collection process.

Process for Availability Collection

  1. Curriculum sends out department-specific availability spreadsheets
  2. Department reviews list and works with sites and Regions to determine availability.
    • Confirm with your sites and regions to determine availability for the upcoming clinical year.
      • If a region has a change in availability, work with the Department to ensure the information submitted to SOM Curriculum is accurate.
  3. Department completes the spreadsheet by entering the number of availability spots for each timeframe and explaining any special requirements (such as permission-only status changes, credentialing requirements, etc.).
    • If your department has a minimum enrollment requirement, please include on the spreadsheet.
    • If your department needs certain sites filled before others, please include on the spreadsheet.
    • Spreadsheet may not include all clerkships for your Department.  It’s the Department’s responsibility to add any missing clerkships, along with site and availability information.
    • Please highlight any changes to spreadsheet in addition to adding availability timeframes.
  4. Department sends the completed form back to medevalu@uw.edu by the deadline.

 

Note: Please reach out to the appropriate Regional Administrator if you are having collecting availability from a site in the WWAMI Region.

Questions?  Please contact Clinical Curriculum at medevalu@uw.edu.