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FAQ

What is the observership process?

Please fill out the observership form to start the process. Once we have the initial information we will see if you are eligible to apply. Next, the Observership Committee will review your application and make a decision. If granted an observership, you will receive an email with paperwork to fill out and a request for immunization records. The observership agreement will be sent via DocuSign. You will receive observership privileges once we receive your completed documents and immunization records.

Please note: You are not permitted to observe without receiving observership privileges even if you have completed the paperwork and agreed upon dates with the physician.

How far in advance should I submit my application for acceptance?

If you are an international student, please submit your application 60-90 days before the desired start date; otherwise, please have your application submitted 30-60 days before the desired start date. Adhering to these guidelines will ensure that all documentation is received and processed in time for desired observation dates.

How long will the observership process take?

Typically, the observership process will take 30 days after notice of application acceptance; however, it may take longer depending on if you are shadowing in the OR or other circumstances. Failure to promptly respond and return requested information or documentation will result in a termination of observership.

How long is the rotation for the observership?

The rotation is based on your qualifications for the observership. For instance, a case-specific observership or an observership for use of new technology have a duration of one day. For any other observership, the rotation will be longer than one day, but less than five days.

How many are accepted for the program?

We normally only accept one observer but, depending on availability, we can accept two for the same rotation time. If you would like to send a group of observers that qualify, please send an campbell.hester@utsouthwestern.edu directly to our training coordinator for further discussion.

Which physicians can I shadow?

We will take your preference into account; however, we cannot guarantee that you will get your preferred physician. A physician rotation will be assigned to you by the Observership Committee upon observership approval.

When finding a physician to shadow, how many should I reach out to?

Please do not reach out to any of our physicians. We will try to pair you with your preferred physicians as indicated on your application. Our Observership Committee will create your rotation schedule and pair you with available physicians.

Will I start the program on my desired start date?

The start date will be based on the availability of the program and faculty/residents/staff that you will be observing. Our goal is to start the program on your desired start date or surrounding dates.

What is the fee?

There is no fee, but you are required to cover your flight, hotel, and visa fees. For questions regarding visas, contact the International Affairs Office at 214-648-0010.

I want to observe in the OR. Are there any additional steps I need to take?

Not all observers will be allowed in the OR. If you meet the criteria and the physician is in the OR and agrees to allow you to observe there, let the coordinator know. Next, you will have to complete the observership process and take the “OR Observership Orientation Session” class, which is held once a month. 

Please note: High school students and those under the age of 18 are not permitted in the OR.

Can I observe if I am not interested in radiation oncology or the medical field?

Unfortunately, we cannot accommodate everyone who wants to observe. You may be permitted to observe if you meet the eligibility criteria, and the committee accepts your application to observe. It is strongly recommended to state your interests within the radiation oncology field.

I am an international medical school graduate. Can I observe?

Post-graduate international medical school graduates can observe. To be considered post GME you must have completed all training as well as a residency or fellowship program. International medical students who have not completed a residency or fellowship program are not permitted to observe. International observers need a UTSW Radiation Oncology faculty sponsor in order to observe. If you have a faculty sponsor, please indicate who they are in the comment section of our form.

Do you accept medical students?

Yes, we allow UTSW medical students to observe. Unfortunately, we do not allow non-UTSW medical students to observe; however, we invite you to apply for our Visiting Medical Student Rotation Program

Can I apply if I am currently enrolled in a residency/fellowship program?

We cannot accept non-UTSW residents or fellows for observership. If you would like to see about an agreement to observe between UTSW and your current residency or fellowship program, please have your program coordinator send us a program letter to initiate PLA. Please note this may take up to 120 days.

I am a high school student/undergraduate who is interested in radiation oncology and would like to observe. Do I have to be working on a school project to observe?

Yes, all high school and undergraduate students must actively be working on a school project related to the medical field in order to observe. It is strongly recommended that this project is related to radiation oncology. In addition, we will need a letter, on your school's letterhead, from your professor stating that you are currently working on a project and outlining the project. If we do not receive a letter, you will not be permitted to observe.

Do you accept international observers?

Yes, we permit international observers that meet our eligibility criteria. However, we can only accept international observers with a current visa. Please fill out our form to see if you qualify.

Do you sponsor visas for international observers?

No, unfortunately we do not sponsor visas for international observers.

I can’t make my scheduled observership dates. Can I reschedule?

Unfortunately, we are unable to reschedule observership dates. We can either proceed with your original schedule or cancel your observership.

Can I apply even if I am in between programs with the interest of visiting different programs?

We encourage you to apply only if you are looking to apply for radiation oncology programs. Applicants that show/express interest in radiation oncology will be reviewed. 

I don't know if I qualify. Should I still apply?

Yes, we encourage all candidates to apply. Please submit your application for evaluation.

Do you give a certificate or recommendation letter?

We do not provide certificates or recommendation letters.

Do I need to be vaccinated to come observe?

Yes, you will need to have the following vaccines: TDAP, MMR, HEP, Varicella, Covid, and a negative TB test that was completed within the last 12 months. If you are observing during flu season, we will also need proof of the flu vaccine.

What is the dress code?

The dress code is business casual attire. 

Please note: We cannot provide certificates of observership or letters of recommendation.