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Human Resources requires the following: 

  1. Must be a U.S. citizen or have a nonimmigrant F-1 or J-1 student classification; or, an I-20 (or DS-2019) certificate of eligibility; AND a US Social Security Number
  2. TB skin test and results are required prior to arrival at the site.
  3. Fingerprinting and/or background check is required prior to arrival at the site, courtesy fingerprints may be arranged at a VA facility that is closest to the student’s location. See below.
  4. Resume (CV)
  5. VA Form 10-2850c
  6. OF 306
  7. WOC Letter
  8. Information Security Rules of Behavior

Note: Forms will be provided by the Externship Faculty.

FINGERPRINTING: Due to a Federal mandate, students must be fingerprinted prior to their arrival at VA Muskogee.

  • You can be fingerprinted locally at VA San Francisco or VA Martinez.
    • You can get fingerprinted at the San Francisco VA on a walk-in basis:
      • The SFVA PIV (Personal Identification Verification) Office is accepting “walk-in appointments” now.
      • The office hours are Mondays through Fridays from 8 a.m. – 11 a.m. and 1 p.m. – 3 p.m.
      • Enclosed is a blank Fingerprinting form. Please complete the form and include the appropriate SOI and SON numbers to identify the VA that you will be taking the fingerprints for. Most numbers can be found in the clinic manual under the requirements for that VA site.
      • Please bring 2 original and current forms of ID (one must be a Government-issued photo ID) and your completed Fingerprinting Form to your appointment.
      • The PIV Office is located in Building 4, 2nd Floor, Room 2A-103 (San Francisco VA Medical Center, 4150 Clement Street, San Francisco, CA 94121). Click for map of VA San Francisco PIV Office.
  • VA Martinez is another location that you can go to for fingerprinting.
    • VA Northern California Health Care System Martinez – PIV Office, 150 Muir Road, Bldg. 21 Rm 219, Martinez, CA 94553, (925) 372-2000, ext. 6755. The PIV office is located inside Bldg. 21 on the second floor in room 219.  Customer parking is located in the large gravel parking lot, across the street from Bldg 21. Click for map of VA Martinez PIV Office.
    • Open Monday through Friday 8:30-12 p.m and 1-3:30 p.m. Closed for lunch between 12 and 1 p.m.
    • You can make an appointment by emailing v21pivmartinez@va.gov. In the subject line, please indicate for “Fingerprinting.” In the message, please provide:
      • first name and last name
      • phone number
      • email address
      • three dates and times that work for you.
    • They will reply to confirm the date of your appointment.
    • You can also do walk-in fingerprinting, but there is no guarantee that you will be seen. Wait times vary and can be 2-4 hours. Appointments are prioritized.
    • What Documents to Bring to VA Martinez: 
      • Bring two pieces of identification with you.  1) one government identity source document ID with photo and your full legal name (including middle name); 2) one government identity source document ID (photo or non-photo) with your full legal name (including middle name). For example, you may use your state issued Driver’s license and a Social Security card, Passport, Voters Registration Card, Birth Certificate, or PIV card. Expired IDs, credit cards, debit cards, school IDs are not acceptable.
  • Click here for Acceptable IDs.
  • The completed fingerprinting form. Please provide the these codes, SON-1226 and SOI-VA97, for VA Muskogee so that they know where to send the results.

Documentation Submit to and Date:  Due at least one month prior to start date.  Scan and email documentation to Melissa D. Turner, O.D., FAAO at Melissa.Turner4@va.gov

 

Additional items to be completed prior to start date:

Mandatory Train the Trainee online training

CPRS (Computerized Patient Record System) training video

 

Absence Policy:

  • Attendance and punctuality during the Muskogee VA clinical externship are expected as this is an important part of a student’s education and professional development. Students need to be consistently present at their clinical assignments to fulfill both their educational and patient care responsibilities as they prepare for their roles as a primary care optometrist and a member of a healthcare team.
  • Any leave must be requested at least one (1) month in advance of the desired day off and be pre-approved by the Optometry Student Program Coordinator.  Requested leave must include a justification for the request and will be granted only at the discretion of the Optometry Student Program Coordinator.
  • Students cannot miss more than 10% of the number of days the clinic is open in a session, otherwise, this will result in an incomplete grade for the session.
  • Students are permitted a maximum of 2 days off per rotation (illness, residency interview, personal day).
  • In case of emergency, the student must call the Optometry Student Program Coordinator at the earliest opportunity to explain the circumstances of the absence.
  • Granted days off may require an educational assignment to make up for education lost due to absence:  PPT presentation, summary of an assigned journal article, or an AAO style case report as noted below.  The type of assignment will be determined by the Optometry Student Program Coordinator.
    • Boards: no additional assignment
      • NBEO Parts I and II:  travel days are not approved for as these tests are offered locally.
      • NBEO Part III:  travel days are allowed 1 day prior to and 1 day after the date of the Part III examination, unless the test date falls on a Monday or Friday.  In which case there is no travel day allowed prior to the test if the test falls on a Monday and there is no travel day allowed after the test if the test falls on a Friday.
    • Religious holiday: no additional assignment
    • AAO, AOA, SECO: 1 additional assignment for the entire meeting; any other meeting will be a case-by-case decision of the Student Program Coordinator
    • Death in immediate family or personal childbirth: no additional assignment
    • Residency Interviews: virtual interviews are encouraged to limit clinic time missed
  • If the optometry student calls in sick on a previously requested day off that was denied, they must come to their assigned clinic first, be personally noted as sick by the Optometry Student Program Coordinator or assigned Supervising Practitioner, after which they will be sent home. If the trainee fails to come into clinic on that day, they will fail the rotation and be sent back to their school for lack of professionalism.
  • The Optometry Student Program Coordinator is available to discuss any special situation that may arise regarding attendance with the individual student.
  • Federal holidays are observed.