NKU preceptor paperwork: what your preceptor provides

NKU's Interested Preceptors page names three things a preceptor provides: a CV or resume, their license, and "the completed preceptors' responsibilities forms." On top of those, the preceptor creates a Preceptor Profile in Medatrax, the same system that carries your self-placement request. Put together, the file looks like this:

• A current CV or resume.
• The preceptor's license, active and unencumbered, in an NKU-approved state.
• The Preceptor Responsibilities form, signed through Adobe Sign.
• A Preceptor Profile in Medatrax.
• The name of a site contact, if NKU and the site still need an affiliation agreement.

The last item comes from NKU's 2023 readiness checklist, which asks preceptors to give the student the right site contact for the agreement. Without that name NKU has no one to negotiate with; affiliation agreements explains what happens next. Returning preceptors get a lighter load: an unchanged CV doesn't need to be sent again, per NKU's preceptor FAQ.

The form is an Adobe Acrobat Sign e-form linked from the NP Preceptors home page, so the preceptor completes and signs it online. Its text only appears inside a signing session, which means the exact clauses are not public.

NKU uses three names across its pages. The preceptor home page says "Preceptor Responsibilities", the 2023 checklist says "NKU Preceptor Responsibilities form", and the online FAQ says "Preceptor Agreement" and tells students to make sure their preceptor signs it. NKU never states whether the agreement and the Adobe Sign form are one document, so if your Canvas instructions mention both, ask before you assume.

NKU's Preceptor Clinical Readiness Checklist, dated January 2023, lists what a preceptor provided at that time. It predates the live pages, so read it as a record of what reviewers have asked for, and use current Canvas instructions for today's list.

The 2023 checklist bundled vendor registration with the placement documents. That step has moved. The professional development provision NKU pays preceptors now runs through Workday, and the preceptor FAQ says the Workday invitation goes out in week 3 of the term, with payment issued after the term ends. Payment goes by ACH or check, ACH being the faster, and the FAQ allows up to seven weeks for it to arrive.

Payment details, then, are not something to chase before approval. The provision is optional, preceptors can opt out, for example when an employer bars outside payment, and students never pay NKU's preceptors. The recognition side of precepting, from hours letters to the Preceptor of the Year award, is covered on NKU preceptor outreach.

The Preceptor Profile is the preceptor's own record in Medatrax. Coordinators carry out their preceptor review in Medatrax, and the profile becomes the preceptor's working account once your rotation starts.

During the term your preceptor returns to it every week to verify your time log, and at the end of the term to complete your evaluation. NKU's Current Preceptors page links step-by-step guides for both jobs, and Medatrax questions from preceptors go to the preceptor team at nppreceptors@nku.edu. The system as a whole is covered on Medatrax at NKU.

Encourage your preceptor to set up the profile as soon as they agree to host you. It is one of the few pieces only they can complete, so it is worth settling in the same week as the CV and the signed form.

A busy clinician who has said yes still has forms to fit around patients. We take that follow-up off your plate. A placement advisor sends your preceptor exactly what NKU needs, collects a current CV or resume and license, confirms the Preceptor Responsibilities form is signed through Adobe Sign, and checks that the Medatrax Preceptor Profile is live. If the preceptor has questions about what NKU is asking, we answer them in plain terms and point them to NKU's preceptor team for anything only NKU can settle.

When the site needs an affiliation agreement, we get the contact name in the same round. Your self-placement request then goes in with every document in place, early in NKU's window. Every approval is NKU's call; a complete file for its reviewers is ours. Start here or read how it works.