Clinical/Practicum Processes and Procedures  

Prerequisites for all clinical/practicum courses must be completed prior to registration. Students must identify potential preceptors and clinical affiliation agreements must be fully executed prior to registering for a clinical or practicum course. Students who register for a clinical or practicum course prior to receiving notice of preceptor approval and full execution of an affiliation agreement may be required to drop the course if it is determined that the delay in starting the clinical/practicum experience will prevent the student from completing the requirements within the semester.

Student requests for clinical/practicum placements must be approved by your Concentration Coordinator and course faculty before beginning your preceptorship. All clinical experiences are arranged by the student in the student’s home area to the fullest extent possible. Affiliation Agreements must be executed with the approved agency and all required forms must be completed by the approved preceptor.

Initiation of preceptor requests and submission of forms does not imply approval. Initiation of a clinical affiliation agreement associated with a student request does not imply approval of the site for any clinical/practicum requirement.

Process for Initiating Clinical Affiliation Agreements

The student, in consultation with their Concentration Coordinator, academic advisor, and/or course faculty will identify potential preceptors and clinical agencies. The Preceptor Request Form along with  the preceptor's license and CV/resume are all REQUIRED and must be submitted to the MSN RODP office in order to initiate a clinical affiliation agreement and the clinical preceptor approval process. Deadline for submission is noted below, and in many instances, processing may take up to twelve weeks or longer. Late submissions will be processed in order of receipt and pose a risk of not being finalized in time for students to begin clinicals.


The MSN RODP program uses the Medatrax system for program and preceptorship management and tracking. Click here to view the Medatrax Student Manual which gives an overview of and instructions about how to use the Medatrax system. For students enrolling in clinical courses, the MSN Document Handling lists instructions on managing clinical documents in Medatrax and D2L.

How will the Medatrax system impact students?

  • ALL RODP MSN Nursing Administration, Education, FNP and Informatics students are required to enroll in the Medatrax system.
  • ALL RODP MSN Nursing Administration, Education, FNP and Informatics students are required to upload regulatory documents (RN license, insurance, immunizations, background check receipt, CPR certification, physical exam) within the Medatrax system beginning Spring 2014.
  • ALL RODP MSN FNP students are required to track clinical time and log patient encounters within the Medatrax system beginning Spring 2014.
  • PRINT the Document Handling form for clarification on which documents are uploaded in Medatrax and D2L.
  • ***If you HAVE NOT already attended a Medatrax training session*** or have questions regarding Medatrax operational systems, contact Amy at or
  • To request a Medatrax account, click here

Submission of Preceptorship Request

The Preceptor Request Form must be submitted in accordance with the dates noted below. This timeframe is mandatory to allow sufficient time for the preceptor approval process and/or to fully execute an Affiliation Agreement (contract) with your potential clinical site. Clinical/practicum assignments may not be scheduled without documentation of a legally and fully executed Affiliation Agreement. Follow the steps and instructions below to initiate this process. A separate set of forms is required for each proposed preceptor and site.

Matthew Walker Comprehensive Health Center (MWCHC) Notice: 

Beginning Spring 2015, MWCHC will accept a limited number of clinical rotation applications for the following locations:

  • Smyrna - limited Women's Health rotations
  • Clarksville - limited Pediatric rotations 1 - 2 days per week
  • Nashville - limited Pediatric rotation Tuesday - Friday

Click the following links for MW Student Procedures and MW Application. Check this webpage periodically for updates regarding MWCHC's clinical placement status. 

Step 1: Download and print:
Student Preceptorship Instructions and Forms Checklist. This form will guide you through the process.

Step 2: Download, print and in conjunction with your preceptor, complete, sign and submit the Preceptor Request Form. Also obtain and submit the preceptor's resume or CV and submit with the Preceptor Request Form. It is the student's responsibility to submit this form, NOT your preceptor. If your preceptor does not have a resume/CV ask him/her to complete the MSN RODP Preceptor CV or the MSN RODP Preceptor CV Fillable Form.

Submitted documents must be in Word or pdf format only.  Jpegs will not be accepted. 



Step 3: Download, print, review, and provide your preceptor with a copy of the Preceptor and Student Roles and Responsibility Form. Before presenting the form to your preceptor, remember to include your name and contact information, as well as your professor's name and contact information.

Submit the Preceptor Request Form along with the preceptor's license and CV/resume via fax or email (one method only please) to the MSN RODP office.

Fax: 1-615-366-3953


1. When can students submit preceptorship requests?

Students may submit a preceptorship request via instructions on the Preceptor Request Form (fax or email ---- one method only) during the following timeframes:

  • Spring Semester:  **August 17 - September 17**
  • Summer Semester:  **February 17 – March 17**
  • Fall Semester: ** April 17  – May 17**   

***IMPORTANT NOTICE*** Once the semester convenes, preceptorship requests will NOT be accepted without permission of your home school's Concentration Coordinator. This policy is necessary for several reasons including:

  • To allow staff and faculty ample time for processing/vetting of your request
  • To ensure you will have adequate time to complete the course requirement of clinical/practicum hours within the semester
  • To ensure that you receive full benefit of the tuition reimbursement policy as it is published in your home school academic calendar

2. Has my preceptorship been approved?  Contact Valda:

Preceptor Selection

Preceptors are practitioners who agree to facilitate student learning in the application of theory. Clinical/practicum preceptor selections are made based on qualifications, interest and demonstrated commitment to the program. Graduate preceptors should possess the following qualifications and experiences:

  • Master's degree, Post-Master's certificate or Doctoral degree in fields relevant to the role. FNP preceptors must be an MD, DO, Nurse Practitioner or a Master's Prepared Physician's Assistant.  
  • Current license in the state of practice
  • Certification in the appropriate area of specialty
  • Practice in a setting that provides experiences appropriate for the development of advanced practice skills
  • A minimum of one year experience in a practice role
  • Individuals not meeting the above criteria, but with specialized expertise will be considered on an individual basis

Refer to individual areas of concentration for specific preceptorship requirements for Nursing Administration, Nursing Education, FNP and Nursing Informatics majors.

Upon receipt of the Preceptor Request Form for a proposed preceptor, the MSN RODP office will determine if a current Affiliation Agreement is in place. If there is not an Affiliation Agreement on file for a requested site, the Regents Online MSN Program staff will initiate a new Affiliation Agreement with that site. All clinical sites and preceptors must be approved by your Concentration Coordinator and course faculty before you begin your clinical preceptorship. PLEASE NOTE: Clinical hours in FNP clinical courses must be evenly divided over the course of a semester. Extenuating circumstances must be submitted to and approved in advance by the course faculty.

Preceptor Appointment Agreement

Preceptor agreements are individual arrangements for a particular experience with a specific student for each semester and course. Arrangements will be initiated by the student in consultation with their Concentration Coordinator and/or faculty member, depending upon the concentration and course. The Preceptor Request Form is to be completed, signed and submitted to the MSN RODP office. Copies of this form will be forwarded by the MSN RODP staff to your Concentration Coordinator to determine the appropriateness of the placement.

The course faculty must give final approval to both the site and preceptor. Students using multiple preceptors in a semester must file separate preceptor forms for each preceptor. If indicated by the Concentration Coordinator, course faculty or the MSN RODP staff, students may be asked to submit updated preceptor information and/or forms for previously approved preceptors and sites.

Please contact your Concentration Coordinator with any other questions concerning the appropriateness of a site.

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