Guide to Clinical Training Affiliation Agreements for Hosting Agencies Abroad

Hosting agencies play a crucial role in providing pre-health and medical students with valuable clinical experience in diverse healthcare settings. These agencies must align with the highest standards of medical education to ensure students receive comprehensive training that prepares them for their future careers. A well-structured Clinical Training Affiliation Agreement helps establish clear expectations and responsibilities between educational institutions and host agencies.

Go Elective, a leading international internship and elective/placement provider based in East Africa, partners with institutions to facilitate high-quality clinical training experiences in Kenya and Tanzania. We adopt the Association of American Medical Colleges (AAMC) and Liaison Committee on Medical Education (LCME) standards for the Clinical Training Affiliation Agreement. This guide provides an overview of the key components of a clinical training affiliation agreement for institutions interested in sending their students to train with a hosting agency such as Go Elective. 

Understanding the Clinical Training Affiliation Agreement

A Clinical Training Affiliation Agreement establishes the terms and conditions under which students from a partner institution can participate in clinical training experiences at Go Elective’s host healthcare facilities. This agreement ensures that both the educational institution and Go Elective share mutual responsibilities in providing a high-quality clinical training environment.

Comprehensive Support for Students

At Go Elective, we provide end-to-end support for students to ensure a smooth and successful experience abroad. Our services include:

1. Pre-Departure Support

• Visa Assistance: Guidance on obtaining the necessary visas and entry permits for the duration of the program.
• Vaccination and Health Requirements: Information on required immunizations and assistance in preparing for travel-related health concerns.
• Pre-Departure Orientation: Detailed briefings on cultural adaptation, safety protocols, and clinical expectations.
  
  

2. On-Ground Support

• Twenty-Four Seven In-Country Assistance: Our experienced team provides continuous support, including airport pickup, accommodation arrangements, and local guidance.
• Mentorship and Supervision: Students are placed in well-equipped healthcare facilities with professional oversight to ensure meaningful learning experiences.
• Cultural Integration: Opportunities to engage in local communities, participate in outreach programs, and explore East African culture.
  
  

Key Components of the Implementation Letter

The Implementation Letter is a critical document that formalizes the agreement between Go Elective and the partner institution. Below are the key components:

1. Purpose and Scope

• Establishes a clinical training affiliation between the partner institution and Go Elective.
• Ensures that students receive clinical training experiences that meet the institution’s educational standards and objectives.
  
  

2. Modifications or Exceptions

• Allows for modifications or exceptions to the standard agreement, provided they are specified in writing.
• If no modifications or exceptions apply, the letter should explicitly state "none.
  
  

3. Mutual Responsibilities

• Both the partner institution and host agency share responsibility for ensuring that the educational program aligns with applicable standards and guidelines.
• Compliance with all applicable local, national, and international laws, rules, and regulations is required.

Compliance with Laws: Background Checks

One of the critical aspects of the agreement is the requirement for background checks. This section outlines the responsibilities of both the partner institution and Go Elective in ensuring that students and faculty/staff members meet eligibility standards.

Background Check Requirements

• Student Background Checks: If Go Elective requires criminal background checks for students, the partner institution is responsible for ensuring these checks are completed before the student’s initial clinical placement. Students must arrange for timely completion, and the institution will cover any associated costs.
• Faculty/Staff Background Checks: If background checks are required for faculty or staff, the partner institution will arrange and pay for these checks. The results will be provided to Go Elective for evaluation and final eligibility determination.
• Continuous Enrollment: Go Elective will accept a background check conducted before the student’s initial clinical placement, provided the student maintains continuous enrollment in their healthcare program.
  
  

Injury/Exposure Protocols

The agreement also outlines procedures for addressing injuries or exposure to infectious or environmental hazards during the clinical training program.

Safety and Reporting Protocols

• Instruction on Policies: Both the partner institution and Go Elective are responsible for instructing students on the appropriate policies and procedures for handling exposure to hazards such as bloodborne pathogens.
• Reporting Requirements: Students must report any contact with bodily fluids or other incidents to both Go Elective and their institution. Go Elective will provide emergency treatment, including the initiation of hepatitis B virus, hepatitis C virus, and human immunodeficiency virus protocols as necessary. If emergency care is unavailable on-site, the student will be referred to the nearest emergency facility and will be responsible for any associated costs.
  
  

Resolution Processes for Mistreatment or Issues

The agreement outlines both informal and formal mechanisms for resolving issues related to mistreatment during the clinical training program.

Resolution Mechanisms

• Informal Resolution: The partner institution should provide resources for trainees to report mistreatment, encouraging direct discussion, mediation, or reporting concerns to an appropriate supervisor.
• Formal Process: If informal resolution is not effective, students may file a formal complaint through the designated channels established by their home institution. Investigations will be conducted, with findings reviewed by the appropriate governing body to determine corrective action.
  
  

Term of Agreement

The Clinical Training Affiliation Agreement is typically effective for a period of up to 10 years from the date of signing and may be renewed for additional terms with written approval from both parties. Either party may terminate the agreement with 90 days’ written notice. However, termination will not affect students actively participating in the program at the time of notice.

Institutional Responsibilities

Partner institutions have key responsibilities under the agreement to ensure a seamless training experience for their students:

Educational Planning

• Institutions must ensure students have completed all prerequisite coursework before clinical placement.
• Institutions retain ultimate responsibility for the education and assessment of students while they are in training.
  
  

Supervision and Feedback

• Institutions will appoint faculty to oversee student progress and provide regular feedback.
• Evaluations and assessments will be conducted to ensure compliance with educational objectives.
  
  

Partnering with Go Elective

Go Elective is committed to offering high-quality clinical training opportunities that align with global medical education standards. By partnering with us, institutions can provide their students with unparalleled international exposure, guided hands-on learning, and cultural immersion in East Africa’s dynamic healthcare environments. We welcome collaboration and are open to adopting faculty-provided affiliation agreements, including assessment forms and other documentation, to ensure seamless integration with institutional requirements.

For more information on establishing a Clinical Training Affiliation Agreement with Go Elective, please contact us at hello@goelective.com

Article Details

Categories

Recent Articles , Pre-health, Medical Electives, Dental Internships, Nursing Internships,

Author: Go-Elective Abroad

Date Published: Feb 18, 2025