1. 1
Harvard Medical School Cornea Center of Excellence Programs
Observers
An observership with the Cornea Center of Excellence is an informal, educational
experience for individuals who wish to observe specific areas of cornea research or clinical
care at Massachusetts Eye and Ear or Schepens Eye Research Institute.
*******************************************************************************************
1. This process is initiated by sending the person looking to observe to
http://projects.iq.harvard.edu/ccoe.
A doctor may contact the program coordinator directly regarding a
correspondence they may have received requesting an observership.
2. The next step is to ask that the potential observer to complete the fillable observer
data collection sheet and forward electronically along with the most updated version
of their CV.
3. Next print the update the checklist template with the observers name and dates of stay
on it. This check list can be found here : Corneaevents ► Observers ►Templates
►Cornea Observer Checklist
This checklist will help track what has been done and what is next/left to be
done.
4. All relevant observer information must then be entered into the Observer Spreadsheet.
This observer spreadsheet can be found here: Corneaevents ► Observers ►
Observer list 1.
5. Send the requested preceptor an email to confirm the observer’s dates.
6. Once confirmed, email Dale Lasorsa in human resources for an employee number.
7. Using the employee number enter the observer into the Ultipro system.
See workforce folder on desk for Ultipro instructions.
8. Email Sukhjit Kaur in employee health to set up a healthscreening.
Health screenings need to be completed before the observer can go to clinic.
9. Once the health screening date has been set, send a confirmation email to the observer
with the date and location.
This email template can be found here: Corneaevents ► Observers ► Visit
confirmation – first day details
Remember to attach the health forms. These forms will need to be brought to
the employee health screening with all updated immunization records.
10. A health stream is next step in the onboarding process.
Email Jill Neidermire with the following information
i. Name:

2. 2
ii. Description:
iii. Dates:
iv. Email:
Jill will directly email the observer with the link to take the health stream
courses. She will cc the coordinator as well.
This should be done 6 weeks prior to the observers start date.
If the observer will be here for less than a month contact Ruth Doyle.
i. Ruth will give them a 10 minute presentation in the place of the online
health stream courses.
11. Enter health screening and health stream information into the observer spreadsheet.
12. Enter network access information into the observer spreadsheet.
13. One week before the visit send the perspective observer an email making plans to meet
on their first day.
This email should include meeting time and location.
Help the observer to register with one of the registration phones on the wall if
this was not done prior to the visit.
14. 1 week prior to visit send email to preceptor, reminding them about the incoming
observer. Remember to attach the CV, schedule (if applicable) and set a time to hand off
the observer.
15. Prepare the observer welcome packet.
The welcome packet should include the following items:
i. Locker information sheet
ii. MBTA map
iii. Helpful information sheet
iv. The Ophthalmology calendar
v. Health stream users guide.
1. All of these forms can be found here: Corneaevents ► Observers
► Observer’s welcome packet
16. On the day of the visit, meet the observer in the lobby of MEEI at the designated time.
17. Take the observer to employee health and wait in the main lobby until they are done.
18. Once the health stream has been completed take the observer to the agreed upon
meeting place to meet their preceptor.
19.Add the observers email address to the observer tab in the distribution grid. The
distribution grid can be found here: Corneaevents ► Distribution Grid► Distribution
Grid
20. After one week email the observer to make sure everything is going well.