Health Scholar Program Notes

Fitness for duty and leaves

• Participating in the Coppell Scholars Programs requires fitness for duty: emotional, mental, and physical conditions must be adequate to perform tasks in a safe and satisfactory manner.
• Leaves are available and may be necessary to address symptoms of infectious communicable diseases or other serious physical or mental health concerns.
• Returning to a shift after an absence due to a condition or injury requires a clearance note from a personal health care provider submitted to the program manager.
• Leave of absence (LOA) details: 14 to 180 days are covered under LOA; durations beyond 180 days require reapplication and retraining. LOA timing begins on the day of the last shift and ends on the first day back.

Site employment and conflicts of interest

• If offered or planning to accept employment at a Copal/Coppell Scholars program site, you must inform your program manager.
• Policies are site-specific regarding conflicts of interest and the ability to continue as a scholar.

Department tier system and rotations

• Each site has a department tier system depending on which units are offered; health scholars rotate through medical departments.
• As scholars gain skills, they rotate by tier into specialty areas.
• The scope of practice is tailored to each department to ensure safety and to maximize assistance and career opportunities.
• Some departments require additional interviews and clearance requirements.
• Unless enrolled in a nursing program, scholars are expected to complete at least $48$ hours per rotation and rotate to a new department at the beginning of the new rotation.
• Department-specific training is mandatory for each new department to ensure proper orientation; training takes place prior to starting a new rotation.
• Training dates and times are sent by email from the program manager along with department assignments for the new rotation.
• Participants who do not attend department training may be reassigned to a different department.
• After training is done, health scholars must attend a pre-rotational shift with a current health scholar in the department to supplement the information learned at department-specific training; a pre-rotational shift does not replace department-specific training; both must be completed to begin in a new department.

Signing up for shifts and calendar overview

• On the 1st of every month, the schedule for the following month becomes available; scholars can pick up shifts they are interested in.
• Picking up shifts for the following month must be completed by the tenth of the month; by the fifteenth, the confirmed shifts become viewable.
• Shifts are finalized by the 1st of the month.
• After finalization, scholars can request to add one more shift if a shift is available, but must receive an approval email from the department coordinator prior to attending.
• Additional shifts beyond the required workload can be scheduled if available, following proper protocol.

Overview of shift changes and rescheduling

• A shift can be rescheduled if the participant drops the shift on EZ Shifts at least $48$ hours before the scheduled shift starts; when dropping, include the date/time of the shift to be rescheduled, the valid reason for rescheduling, and the new shift you plan to do to make it up.
• Rescheduling multiple shifts in one month is grounds for counseling.

Missed shifts: types and procedures

• Missed shifts are categorized as excused and unexcused.
• If you realize you cannot attend a shift, notify the department coordinator more than $48$ hours before the shift to count as a rescheduled shift.
• If you notify less than $48$ hours before the shift, it is considered an excused missed shift.
• If the shift has already started and you have not notified anyone, it is considered an unexcused missed shift.
• General rule: email the department coordinator with the reason and a makeup shift; if it is the same day, also call the department.
• For missed shifts, call the department 15 minutes before the shift start time. If you do not have a direct number, call the hospital’s general number to reach an operator and request to speak with the charge nurse or shift lead.
• Email the department coordinator at least $24$ hours prior with: (1) valid reason for missing the shift, and (2) a requested makeup shift date/time via EZ Shifts.
• Excused missed shifts: dropping a shift within $48$ hours prior to the shift can be excused if the department coordinator is notified; include the date/time of the missed shift, the valid reason, and the requested makeup shift via EZ Shifts.
• Examples of valid reasons: illness or transportation issues. Homework or other assignments are not valid reasons.
• Mixed shifts are typically considered unexcused if not properly managed.
• Each scholar is allotted two excused missed or rescheduled shifts per month.
• Zero unexcused missed shifts are permitted; unexcused misses may trigger counseling or other actions.
• Shadowing exception: if you are shadowing and your health scholar is not present, first check with the charge nurse or secretary to confirm the other scholar’s status. If you must work on a different floor or project, wait 30 minutes; after your shift, email both the current department coordinator and the coordinator of the floor/project you shifted to inform them of the change. If there are already two shadowing scholars on the floor, you cannot shift there; go to another starter department; if that also has two shadowees, return home and email your department coordinator about the situation; you can seek assistance from the Pod Scholars office.

Hours accumulation and timekeeping

• Upon arrival, sign in using the EZ Shifts app on your phone or tablet; the site records time and GPS location; punch in up to 15 minutes before the shift starts; confirm you have punched in prior to starting.
• To punch out, use the EZ Shifts app after completing your shift; confirm you punched out before leaving campus; if you have consecutive shifts, you must punch in and out for each shift.
• Refer to the full page timesheet in the manual and review the instruction section to understand rounding to the nearest quarter hour: $\frac{1}{4} ext{ hour} = 15 ext{ minutes}$.
• Breaks: a 30-minute break is only appropriate if working two consecutive 4-hour shifts back-to-back; during breaks, you must sign out, take the break, then sign back in to resume on the floor.

Hours falsification and code of conduct

• Hours falsification is the act of documenting hours not completed; there is a zero-tolerance policy for hours falsification.
• Violations can lead to dismissal from the program and denial of all hours.
• Examples of falsification include signing in for an earlier time, signing out before the shift ends while still present, or signing in for a different day.
• If you make unintentional mistakes on the timesheet, notify your coordinator immediately and provide clarification. All instances of falsification or misreporting can result in dismissal.
• Code of conduct: attend shifts well-rested and prepared for the full four hours; breaks should not occur during a four-hour shift unless you are scheduled for two consecutive four-hour shifts (then a 30-minute break is required).
• Scholars should be proactive and find tasks to be useful in the department; check in with staff to see if new duties arise; visit patient rooms if appropriate and permissible, and maintain communication with staff.

Competency checklist

• Place completed checklists in the front pocket of the department binder; checklists must be completed with a registered nurse (RN) or another licensed staff member if RN is not part of the department.
• All fields must be filled out completely; drawing lines or erasing boxes is not accepted.
• Failure to complete the checklist on time can lead to suspension from the floor.

Program meetings and recognition

• There are typically two mandatory meetings during each rotation, usually on a Saturday or Sunday; attendance is important for program updates and award announcements.
• If unable to attend a meeting, email your department coordinator at least $48$ hours before the meeting to request an excused absence.
• Scholars who do not attend a program meeting and have not been excused will be counseled.
• Awards: Exemplary Scholar Award (based on recommendations from program facility staff, leaders, and the program manager) and Outstanding Dedication Award (given to the scholar who shifts the most hours past program requirements; more than one scholar must be in a department to receive this award).

Forms and administrative procedures

• All electronic forms must be completed in full and submitted via the scholar portal; each form has a specific due date.
• Policies and procedures are periodically reviewed and updated and can be accessed at the program website: join.copelscholars.org/pnps.
• You are responsible for upholding all policies and procedures at all times.

Suspensions and counseling process

• Suspensions are used to address violations and realign around policies and procedures; examples include suspected or confirmed program violations, failure to attend scheduled shifts, attendance issues, or noncompliance with immunizations, health requirements, certifications, and licenses, or any other program form requirements.
• Suspensions are documented in counseling reports within the scholar portal.
• Scholars must attend a counseling session to address the reason for suspension and regain clearance prior to resuming shifts.
• If a scholar is unresponsive to suspension notices, there may be calls and further action up to program release.
• Some policy violations may be resolved via electronic counseling; however, these are determined by the program manager.
• Examples of suspension include: failure to attend a scheduled shift without notification, attending a shift without confirmation/approval, hours falsification, failure to attend more than one mandatory program meeting, staff or patient complaints, noncompliance with immunizations/health requirements, or any other required program forms.
• Counseling process is not punitive by design; it aims to correct and improve performance and reinforce policy understanding.
• Counseling progression: first counseling (strong warning), second counseling (performance contract), third counseling (possible release);
• Timesheet falsification results in immediate release from the program.

Leave of absence (LOA) details

• LOA purpose: to be excused from participation for at least $14$ consecutive days or longer.
• LOA duration: between $14$ and $180$ days; stays beyond $180$ days require reapplication and retraining.
• Active status: you must be active for at least $90$ days and/or complete $48$ floor hours between leaves; you may not take more than $30$ days of leave during your first rotation.
• LOA period: begins on the day of your last shift and ends on the first day back.
• LOA requests are submitted via EZ Shifts and require approval from the LOA coordinator; processing typically takes $2$ weeks.
• After LOA approval, return your badge to the health scholar office.
• Valid reasons for LOA include medical leave, temporary lack of transportation, travel, emergencies, or other extenuating circumstances. Invalid reasons include work or school-related reasons (e.g., SAT or MCAT) or any other extracurricular activities.
• Unapproved absences lasting more than $14$ days are grounds for counseling; continued inactivity can lead to dismissal.

Letters of recommendation and hours verification

• Purpose: to obtain a personalized letter detailing program experience and accomplishments; often used for school, program, or job applications.
• Eligibility for a letter of recommendation: at least $85\%$ of program hours completed, in good program standing, and at least $20$ project hours or one rotation completed as a leader; letters are not guaranteed and are typically signed by the program manager.
• Requirements to accompany the letter: reference letter purpose, submission deadline, and any supplemental documents (resume, personal statement, summary of program impact).
• Hours verification letters are available for scholars who do not falsify their timesheets.
• Letter of recommendation requests are submitted via the scholar portal to the program manager; include instructions for how to submit the letter and allow up to $8$ weeks for processing.
• Letters will not be released until program hours are officially met.