Overview
Each academic year, medical students are required to upload specific documents through their Student Portals. This article focuses on the student documents required for first year students.
Accessing the Student Portal and Logging In
The Student Portal can be accessed using the following link: https://ouhcom.my.site.com/students/. You will use your OHIO email and password to log in.
Upon logging in, you'll land on a homepage similar to the one pictured below. From here select "Student Documents".
Student Document Records
Each academic year, a new student document record will be created for you. As a first year student, you'll only see one listed on this page, but as you continue your education at HCOM you'll be able to see all Student Document Records for all of your academic years.
Select the record ID to proceed to the page where all instructions and uploads occur for this academic year.
Uploading Student Documents
At the top of this page, all of the instructions for what documents you need to upload and how you need to name the documents is provided. They are also listed below. Please be sure to read the instructions carefully. Additionally, there will be links to documents for you to download and be completed.
Required Documents for OMS1
Required Vaccinations:
- COVID-19 Vaccination (filename: LastName_FirstName_COVID_Year-of-Upload)
- AAMC form (filename: LastName_FirstName_AAMC_Year-of-Upload)
- Tdap (filename: LastName_FirstName_Tdap_Year-of-Upload)
- Primary Hep B (filename: LastName_FirstName_PrimaryHepB_Titer_Year-of-Upload)
- Secondary Hep B (filename: LastName_FirstName_SecondaryHepB_Titer_Year-of-Upload)
- MMR (filename: LastName_FirstName_MMR_Year-of-Upload)
- Varicella (filename: LastName_FirstName_Varicella_Year-of-Upload)
- Influenza (filename: LastName_FirstName_Flu_Year-of-Upload)
- Please do not upload last year's influenza documentation; you will upload a newer version this coming Fall.
- TB Screening (filename: LastName_FirstName_TB_Screen_Year-of-Upload)
- TB BLOOD TESTS are the ONLY acceptable form of TB screening at HCOM. TB SKIN TESTS WILL NOT BE ACCEPTED
Required Certifications (not due until August):
(Please upload the most up-to-date certification that you complete this upcoming summer.)
- HIPAA (filename: LastName_FirstName_HIPAA_Year-of-Upload)
- OSHA (filename: LastName_FirstName_OSHA_Year-of-Upload)
- BLS (filename: LastName_FirstName_BLS_Year-of-Upload)
Documents for upload must be in PDF format with a maximum file size of 4MB. If your file to be uploaded is over 4MB in size, please submit an HCOM Tech Ticket at HCOMTech@ohio.edu asking for assistance.
You will need to create a new record for each Document Type (COVID, Influenza, AAMC, etc.)
To upload your first document select "Upload Student Document".
- Select the Document Type from the Picklist
- Depending on what is selected, other required fields will display
- Complete all of the fields
- Then upload the document in the Upload field by selecting "Choose File" > Navigate to where the document is saved > Make sure it's named in the proper format> Select It > Open
- You'll see that the file has been added and you can remove it if necessary.
- Repeat the process until all of your student documents are uploaded by selecting "Add another student document".
Background Checks
Background Checks are sent directly to the Office of Admissions from the State/Federal Agencies requested and they will upload them as soon as they've been reviewed. Once they've been received, you can view the status of them in this section. If you have any questions or concerns about your Background Checks, please reach out to the Office of Admissions at OU-HCOM@ohio.edu.
Shadowing Attestation
An enrolled Heritage College student in good standing may pursue a Shadowing experience if the student has completed the following two requirements:
1. Read and sign the Heritage College Shadowing Attestation.
2. Record the intent of the Shadowing experience into the Qualtrics Shadowing Documentation Form linked in your portal prior to the first day of Shadowing experience.
In your portal, read the below statement and check the box if you wish to purse shadowing. Once you check the box, a field will appear for you to type your name and act as an electronic signature.
CITI Training
Before starting any research or scholarly activity at Ohio University, all students must complete the appropriate regulatory training and register their project(s) with the Office of Research and Grants (ORG).
All Heritage College students participating in research or scholarly activities must complete the Vector HIPAA course and four CITI Program training courses and upload the CITI completion reports/certificates to their Student Documents in the HCOM Student Portal prior to beginning their project.
Required CITI courses include:
- Human Subjects (required for IRB); typically must be updated every three years. Please note that students conducting research projects involving animal subjects will also be required to complete Animal (required for IACUC) training.
- Responsible Conduct for Research training; may need to be updated every two years. Note: Some courses do not have an expiration date.
- Conflict of Interest training; must be updated every four years
- Good Clinical Practice course; may need to be updated every two to four years. Note: Some courses do not have an expiration date
The Vector Health Insurance Portability and Accountability Act (HIPAA) (Full Course) is the same course medical students are required to take as part of their medical/clinical education requirements and students will receive notification to update every year. (Note: Effective 7/01/2023, the Vector course replaces the CITI course Faculty, Administrators, and Students - IPS/HIPAA.)
Additional information and guides can be found at the ORG Medical Student Resources Training Requirements and Research Compliance webpage.
Once you complete your trainings, select the checkbox listed next to it in your portal. Once the box is checked, you'll need to enter start and end dates, and upload supporting documentation. 
repeat this process for all of the required CITI trainings.
Submitting your Student Document Record
When you are finished uploading all of your student documents for OMS 1, be sure to scroll all the way to the bottom of the page and click "Submit".
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