Thomas Jefferson University (“Jefferson”) welcomes individuals from outside of the United States of America (“U.S.”) to complete an International Observership Experience (“Observership Experience”). This Observership Experience allows international individuals to become familiar with U.S. education and healthcare processes. Observers do not receive academic credit from Jefferson for participating in an Observership Experience.

There are three types of Observership Experiences:

1. Student Observership. This experience is for an international student in any academic discipline, including medicine. The duration for most Student Observers in healthcare is a maximum of 4 weeks.  The duration for Student Observers in other academic disciplines is a maximum of 12 weeks.  Student Observers participating in an Erasmus Program are typically on-site up to 6 months.
2. Resident Observership. This experience is for a graduate of an international medical school. Resident Observers are typically on-site for 1 week up to 12 weeks.
3. Physician and Health Professional Observership. This experience is for physicians and other healthcare professionals who are not students and are not in a residency training program. Professional Observers are typically on-site for 1 week up to 12 weeks

Departments requesting an Observership Experience longer than the durations noted above require further review.

Please note it can take up to three months for an Observer to meet onboarding requirements. Observers who do not allow three months may not be able to begin their Observership Experience on the anticipated start date.

Observership Overview

An Observership Experience will allow international students, residents, physicians, and other professionals to:

1. Understand how a physician and/or health educator teaches medical and health professions students, residents, and fellows in a clinical setting,
2. Study professional communication with patients and members of the health care delivery team;
3. See the delivery of health care in an outpatient or hospital setting,
4. Observe how electronic medical records are used to document health care and communicate with patients,
5. Learn from academic and departmental conferences and meetings.

Permitted & Restricted Activities

To ensure the safety of Jefferson’s patients, the community, and colleagues, to comply with accreditation requirements, and to protect Jefferson’s intellectual property, the following are permitted and restricted activities.

Permitted Activities

• Attend educational sessions such as lectures, case conferences, workshops, grand rounds,
• Observe educational activities taking place in the community, clinical, or research setting.

Activities Not Allowed

•  Hands-on patient care such as engaging in physical examinations, performing procedures, or obtaining a patient history,
• Access to Jefferson’s electronic and other medical records,
• Conduct or perform research or have access to Jefferson research laboratories. A research program agreement with Jefferson is necessary to participate in research experiences.

Eligibility Requirements

Observers must meet all of the following requirements prior to participating in an Observership Experience. These include:

1. Approval from the Hosting Department,
2. Completion of the relevant “Observership Experience Agreement”,
3. Completion of all Human Resources requirements including a job application and background clearance,
4. Completion of all Occupational Health requirements including blood work, drug screen, vaccination documentation (these may be done remotely),
5. Submission of documentation:
   •  If a Student Observer, a letter confirming enrollment and good standing at home university,
   • If a Resident or Physician/Health Professional Observer, a letter confirming employment at the home organization
6. Comprehensive evacuation/repatriation/medical insurance for the duration of the Observership Experience (Health Insurance Plans for International Observers and Visitors),
7. Meeting Jefferson’s International Student English language requirements* (https://www.jefferson.edu/admissions/undergraduate/first-year/apply.html.

*Unless the visitor is referred by the Jefferson Japan Center.

Steps to Request an Observership Experience

Individuals interested in an Observership Experience must first obtain approval from the Jefferson Hosting Department. The Office of International Affairs does not place individuals in an Observership Experience. The Jefferson Hosting Department must oversee the request.

Please note it can take up to three months for an Observer to meet onboarding requirements. Observers who do not allow three months may not be able to begin their Observership Experience on the anticipated start date.

Steps:

1. Jefferson Hosting Department agrees to provide an Observership Experience and submits a "Sponsorship Request" via the International Service Portal
2. The Office of International Affairs and Export Control will review the Sponsorship Request
3. If initial requirements are met, the Office of International Affairs will send an email to the individual with instructions on the onboarding process and copy the Hosting Department, Human Resources and Occupational Health
4. Observer completes and submits Occupational Health & Human Resources requirements
5. Occupational Health & Human Resources review submitted documentation
   • If all documentation is received and the Observer meets all requirements, then,
6. Human Resources will:
   1.  Notify the Hosting Department
   2. Notify the Observer that they have been accepted as an Observer and confirm they are cleared for the Observership Experience and provide instructions on obtaining an Identification Badge
7. Hosting Department should contact Observer with a schedule and logistics for the experience
8. Observer obtains Identification Badge and reports to Hosting Department
9. Observer uploads I-94 document into the International Services Portal and views recorded orientation video of Jefferson and Philadelphia

Hosting Department & Hosting Supervisor Responsibilities

Hosting Department and Hosting Supervisor must meet all of the following requirements prior to agreeing to “Host” an International Observer. These include:

1. Ensure that the Observer has submitted the following documentation:
   • If a student, a letter confirming enrollment and good standing at home university,
   • If a resident, physician or other health professional, a letter confirming employment at home organization
2. Coordinate and administer the Observational Experience
3. Designate a Supervisor for the Observational Experience
4. Ensure that the Observership Experience is limited to attending educational sessions such as lectures, case conferences, workshops, grand rounds, and observing educational activities taking place in the community or clinical setting (inpatient, outpatient, operating room)
5. If the Observer will be in the clinical setting, ensure that the Observer does not: a) have hands-on patient care experiences, b) directly engage in any physical examinations, c) perform any procedures on a patient, d) obtain a patient history, or e) make any entries in the patient’s medical record
6. Ensure that the Observer’s research experience is limited to observational learning experiences; Observers may not conduct or perform research during the Observational Experience.
7. Approve each Observer’s assignments
8. Ensure that the Observer does not impair the employment opportunities of others; does not provide services that are the same as services provided by paid staff; and shall at all times be treated as a visitor here predominately for their own benefit
9. Ensure that the Observer maintains confidentiality of patient and Jefferson information during the Observational Experience
10. Discuss permitted and prohibited activities with involved Faculty member(s)
11. Ensure each Observer assigned to the Hosting Department demonstrates qualifications comparable to those of individuals the Observer would join in educational experiences
12. Maintain a complete roster of Observers
13. Retain all records regarding the Observational Experience
14. Notify Observer when and where they should to report for Observership Experience
15. Provide the opportunity for feedback and/or performance assessment for the Observer, upon request