FAQs
Getting Involved
Q: How can I get involved with the Academic Associates Program?
A: To get involved you must fill out the application at the beginning of each semester and be selected for the program. You must then attend the Academic Associates orientation at the hospital you have been assigned to. Orientation sessions are held at the beginning of the fall, spring and summer semester.
Q: What if I can't attend the new Academic Associate orientation at St. Luke's?
A: If you cannot attend the new Academic Associate orientation at St. Luke’s you may attend a make-up orientation session. During the fall and spring you must have an official class conflict in order to be eligible to attend the make-up session.
Q: I have a busy schedule. I am only available on nights and weekends. Can I still participate?
A: Since the objective of the program is to enroll as many study subjects as possible there are shifts available every day of the week from morning until midnight. We are generally able to work with our volunteers to accommodate their busy schedules.
Q: Can I participate if I am not a Columbia student?
A: Although we give preference to Columbia students, if you are a pre-med student at another college you can still participate. Submit an application and we will do our best to get you involved. Generally, fewer Columbia students apply during the summer so there are more spots available to non-Columbia students.
Q: Can I participate if I can only do one shift per week?
A: We feel you will not be able to fully benefit from the program with only one shift per week. Therefore, we only schedule people who can do two shifts.
Q: Can I get involved during the summer? Can I get involved during the school year?
A: The program runs year round with a skeleton schedule in place between semesters. The schedule changes every semester to accommodate the changes in our volunteers’ schedules due to classes and summer jobs.
Q: What is the difference between the Academic Associates Program and the Pre-Med Program at St. Luke’s?
A: The Academic Associates Program aims to give students experience in clinical research in an Emergency Department setting. Volunteers have the opportunity to enroll patient in research projects, shadow doctors, and observe traumas and resuscitation cases. Pre-Med volunteers can be assigned to any department of the hospital where they observe that department and assist the nursing staff.
Q: What is the difference between the Academic Associates program between St. Luke’s and Roosevelt Hospital?
A: St. Luke’s Hospital is located on 113th and Amsterdam Avenue. Roosevelt Hospital is located at 59th Street between 9th and 10th Avenues. The location is the only difference; you will be doing exactly the same thing at both hospitals. In fact you will see the same doctors at both locations.
Attendance
Q: How do you keep track of attendance?
A: The Academic Associates program uses an Attendance Database in order to keep track of volunteer attendance and the number of hours worked. You must sign in at the beginning of your shift and sign out at the end. Signing in and out is the only way to let the program chiefs know you were present for your shift.
Q: Whom do I tell if I need to miss a shift?
A: If you plan to miss a shift, you must e-mail your shift partner as well as the other AAs in the program that semester; be sure to cc Lindsey (lrm2143@columbia.edu) and Monica (mchawla00@gmail.com) on that e-mail, too. The subject line must read “Missing shift on __/__/__”. It is crucial that you tell your partners that you will not be at your shift. Any missed shift for which you don't try to get coverage ahead of time will result in a double absence for everyone assigned to that shift.
Q: Can I take time off for a vacation?
A: Yes, but you must inform your partner and Lindsey in advance. The shifts you miss will count at absences. It is crucial that you tell your partners that you will not be at your shift. Any missed shift for which you don't attend try to get coverage ahead of time will result in a double absence for everyone assigned to that shift.
Q: If I miss a shift due to illness does it count as an absence?
A: Yes, any missed shift counts as an absence. Remember that you need at least 70% attendance to qualify for a letter of recommendation from Dr. Newman so plan accordingly.
Q: If I miss a shift due to religious holiday does it count as an absence?
A: Yes, any missed shift counts as an absence. Remember that you need to fulfill the attendance requirement (no more than 3 absences per semester) to qualify for a letter of recommendation from Dr. Newman so plan accordingly.
Q: Can I take time off to study for the MCAT?
A: The time you take off will count as a series of absences, like a vacation. If you feel that you will need to take a few weeks off before the MCAT we recommend that you wait until the following semester to get involved with the program.
The Job
Q: How much time will I have to shadow a doctor during my shift?
A: Depending on your shift and the day you may have about half your shift to shadow or no time at all. Some days are busier than others. Generally, 11-5pm is the busiest time in the Emergency Department. Mondays are busier than other days.
Q: Can I do schoolwork during my shift?
A: You can as long as it does not interfere with screening and enrolling patients in research studies. However, we recommend that you use any extra time you have to shadow the residents.
Q: Will I get to spend a lot of time interacting with patients?
A: A significant portion of each shift will require that you interact with the patients you are enrolling in studies.
Q: What should I wear?
A: Business casual attire is recommended. This means: Khakis good, jeans bad; button down shirt good, T-shirt with writing bad; closed toe shoes good, sneakers bad. No hats, tight clothes, short skirts, mid-drifts or bra-straps peaking out of tiny tank tops please.
Q: Can I eat during my shift?
A: Sure, but please use the staff lounge. You can drink out of a spill proof container at the AA station if you like.
Scheduling
Q: Can I be on the same shift as my friend?
A: Yes but you must put the same preferences on the scheduling request form and both write a note on the form indicating that you would like a shift together. This does not guarantee that we will be able to give you the same
Q: Can I change my shift?
A: Yes. You can only change your shift once during the semester. There are two ways to do so. You can email Lindsey (lrm2143@columbia.edu) to request the current schedule and switch to a shift with an opening. Alternatively, you can find another AA and swap. To make the swap valid you must both e-mail Lindsey informing her that you would like to swap.
Q: Can I do more than two shifts per week?
A: Yes. If you would like to do more than two shifts simply indicate that on the Scheduling Request Form by writing a note. You can decide to do more than two shifts in the middle of the program. In that case you must request the current schedule from Lindsey to see what shifts are open. Remember that if you make a commitment of more than two shifts you are required to attend those shifts throughout the semester or summer.
Q: Can I have two consecutive shifts?
A: Yes, just make a note on the Scheduling Request Form when you fill it out.
Q: Can I do one shift at Roosevelt and one shift at St. Luke's?
A: Yes, just make a note on the Scheduling Request Form when you fill it out.
Signing In and Out
Q: How do I sign in/sign out of the Attendance Database?
A: The Attendance Database can be found in the Attendance Folder of the L drive. The icon is the standard Microsoft Access icon (a purple key in a box). A window will open that will allow you enter your name and password. If you’re signing in press Sign In if your signing out press Sign Out. A message box will appear letting you know that you have been successful. When you press Okay the database will automatically close itself.
Q: I signed in at the beginning of my shift but when I went to sign out a message box appeared telling me that I had forgotten to sign in. What should I do?
A: If you get a message telling you that you had not signed in you must not have pressed the Sign In button. When you sign in correctly a message box appears letting you know that you have signed in successfully and reminds you to sign out at the end of your shift. If this does happen to you, e-mail Lindsey (lrm2143@columbia.edu) immediately letting her know that this has happened. Also press the Sign In button to sign in and the database will close. Then open the database again and sign out. This will leave a record that you were there but only for about a minute.
Q: What is my login name for the Attendance Database?
A: Your login name is whatever appears before the @ in your password. For most people it’s their UNI. For instance if your email is cat11@columbia.edu your login name will be cat11.
Q: What is my password for the Attendance Database?
A: Your password is whatever you want it to be. The first time you login use the word welcome as your password. Click Sign In and a window will appear to change your password. Once you have changed it make sure to click Sign In again. Remember that you have only successfully signed in if you get a message box telling you so.
Q: How do I get to the L drive?
A: The L drive can be found by opening the My Computer icon on the desktop.
Q: What if I can’t see the L drive?
A: If you can’t see the L drive you must sign onto the computer as an Academic Associate user.
Q: How do I log into the computer system to that I can see the L drive?
A: To log onto the computer system as an Academic Associate user click on the start menu and choose to log off and sign on as an Academic Associate. The name and password can be found in the computer manual in the filing cabinet.
Q: How do I open EMSTAT?
A: To open EMSTAT maximize the Novell window and double click on EMSTAT. If you are at St. Luke’s the name and password for the program are both slemstat. At Roosevelt they are both rhemstat.
Q: How do I login to EMSTAT so I can see patient information?
A: To login to EMSTAT click anywhere on the screen and a login box will appear. You will be signed off every few minutes for security reasons. Simply sign in again. If you leave the computer ALWAYS sign out of EMSTAT by clicking Exit at the top of the screen. If you forget a nurse may unknowingly place an order for a test through your login, something you want to avoid.
Q: What are my login and password for EMSTAT?
A: You will get a login and password in an email. You must sign a confidentiality form in order to receive a login and password.
Q: Can I sign into EMSTAT on more than one computer at a time?
A: Yes but remember that you need to sign off every time you leave a computer.