Office of Observation and Learning Experience (OLE)
In support of our commitment to career development, education and training of health care professionals, UK HealthCare provides individuals with observations and learning experiences in various clinical areas and business professional departments. Multiple learning opportunities are provided by UK HealthCare with onboarding by the Office of Observation and Learning Experience (OLE). These classifications include:
- Observers: Individuals shadowing or observing only for a learning experience.
- Students: Individuals performing activities as part of academic credit or training requirements.
- Research learners: individuals volunteering with research as part of a learning experience.
How Observation & Learning Experience supports you
Many rules and regulations must be followed to ensure compliance with:
- State and federal laws
- Hospital accreditation standards
- Safety standards for our patients, staff and visitors
Observation and Learning Experience (OLE) provides a centralized office to compliantly onboard observers, students and research learners into the UK HealthCare enterprise. All observers, students and research learners must be onboarded and approved through the OLE office or a partnering area prior to beginning their learning experience. Unfortunately, OLE is unable to match learners with sponsors or preceptors.
Onboarding process
- Submit request.
- Receive onboarding packet via email.
- Submit onboarding documents.
- Receive approval email with badge instructions.
- Acquire badge(s).
Onboarding complete!
Participation criteria
All learners
- Will acquire a sponsor or preceptor who is an active UK HealthCare employee and is not a relative.
- Will be subject to UK HealthCare policies and procedures and to applicable federal, state and local laws that may apply to their activities.
- Will wear their ID badge and companion badge on their upper body at all times during their learning experience.
- Learners subject to U.S. visa requirements or restrictions may only participate in experiences during the approved dates listed on their valid official visa documents.
- Will not begin their learning experience until approved by Observation and Learning Experience or one of the partnering areas listed below:
- College of Medicine (COM) will onboard COM students for observations and practicums.
- Nursing Staff Development will onboard undergraduate nursing students for practicums.
- College of Health Sciences Physician Assistant (PA) Studies will onboard UK PA students for practicums.
Observers
Observation experiences fall into 3 categories:
- Personal observation: The experience is not for course credit and may be needed to supplement school applications or for personal career exploration.
- Academic observation: The experience is for course credit and is required by the course/program.
- Professional observation: A specific experience to further knowledge as it relates to an individual's profession. This is not a general observation, but rather a specific training experience.
Overview
- Must be either 16 years or older or at least 14 years old and affiliated with an educational program approved by Observation and Learning Experience (OLE) for observation experiences.
- Must be 16 or older to enter an operating room (OR) and the Emergency Department (ED).
- Must not participate in more than one observation experience exceeding six (6) months unless approved by OLE to meet course or degree requirements.
- Must not engage in activities other than observing/shadowing. Shadowing does not include the following:
- Direct patient care
- Hospital or ambulatory clinic privileges
- Providing consultation or advice related to patient care
- Performing work-related activities, including but not limited to interviewing patients, examining patients and/or accessing patient medical records without proper consent.
Document requirements by category
Please click on the appropriate tab below for more information about the documentation required for your learner category.
Individuals will be asked to provide the following:
- Immunization information must be provided by the learner. This includes acceptable documentation for:
- Tdap
- MMR
- Varicella
- Tuberculosis within the past 12 months
- Must be 2-step TB Skin Test or IGRA blood test
- Flu shot (Oct. 1–March 31)
- Hepatitis B vaccine (optional)
- COVID-19 vaccination (strongly recommended, but not required)
(Review the immunization requirements form below for additional information. All documentation must include learner's name, dates and where immunizations were received.)
- Attestation that the learner has and will maintain personal health insurance.
- Sponsor confirmation.
- Prevention First workforce violence training
- Additional documentation as pertinent to the learner and their experience may also be required.
Students must be enrolled in a course or educational program with an organization that has a current affiliation agreement with UK HealthCare.
They must receive academic credit or meet training requirements for the learning experience.
Requirements
Individuals will be asked to provide the following:
- Immunization information must be provided by the learner. This includes acceptable documentation for:
- Tdap
- MMR
- Varicella
- Tuberculosis within the past 12 months
- Must be 2-step TB Skin Test or IGRA blood test
- Flu shot (Oct. 1–March 31)
- Hepatitis B vaccine (optional)
- COVID-19 vaccination (strongly recommended, but not required)
-
(Review the immunization requirements form below for additional information. All documentation must include learner's name, dates and where immunizations were received.)
- Student will provide an approved background check and drug screen that meets UK HealthCare requirements:
- Background check
- Processed within one year or as part of current educational program.
- Background check includes: criminal history, sex offender registry, healthcare sanctions.
- 9 panel drug screen must include the following:
- Marijuana, cocaine, PCP, amphetamines, opiate metabolites, barbiturates, benzodiazepines, methadone, propoxyphene
- Background check
- Attestation that the learner has and will maintain personal health insurance.
- Student will provide proof of school confirmation.
- This can be an email or letter from an administrator or instructor, or a screenshot showing enrollment in the course/program. Documentation should include name, institution, course/program and time frame.
- Student will provide preceptor confirmation.
- An email or letter showing the preceptor has agreed to supervise your rotation/practicum.
- Prevention First workforce violence training
- Additional documentation as pertinent to the learner and their experience may also be required.
Research learners must meet eligibility standards as they pertain to the Fair Labor Standards Act (FLSA). Review the sponsor guide to learn about legal considerations for research learning experiences. These experiences are for short durations only and the hours and length approved will be communicated to the sponsor.
Requirements
Individuals will be asked to provide the following:
- Immunization information must be provided by the learner. This includes acceptable documentation for:
- Tdap
- MMR
- Varicella
- Tuberculosis within the past 12 months
- Must be 2-step TB Skin Test or IGRA blood test
- Flu shot (Oct. 1–March 31)
- Hepatitis B vaccine (optional)
- COVID-19 vaccination (strongly recommended, but not required)
-
(Review the immunization requirements form below for additional information. All documentation must include learner's name, dates and where immunizations were received.)
- Approved background check and drug screen that meets UK HealthCare requirements:
- Background check
- Processed within one year or as part of current educational program.
- Background check includes: criminal history, sex offender registry, healthcare sanctions.
- 9 panel drug screen must include the following:
- Marijuana, cocaine, PCP, amphetamines, opiate metabolites, barbiturates, benzodiazepines, methadone, propoxyphene
- Background check
- Attestation that the learner has and will maintain personal health insurance.
- Prevention First workforce violence training
- Additional documentation as pertinent to the learner and their experience may also be required.
Documents and resources
Contact
Call 859-218-5792 or 859-218-5793
Email: OLErequests@uky.edu
Address
Observation and Learning Experience
UK Good Samaritan Hospital
310 S. Limestone, Suite B111
Lexington KY 40508
Office hours: Monday – Friday, 8 a.m. to 4 p.m.
Directions
The main entrance of UK Good Samaritan Hospital is located on the ground floor. Go to the first floor and follow signs to vending. Our office is located in Suite B111 next to vending, across the hall from the wall mural. If you are unable to find it, call 859-218-5792.