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Applied Epidemiology Research & (In-Service) Training Program Overall Time-Table for Internship (short-term) or Fellowship (long-term) Program

Step-by-Step Guidance for Collaborating Training Programs and Potential In-Service Trainees:

This guidance is provided for potential trainee interns/fellows or host sites who are interested in affiliation with an IEPH/iHASE-collaborating partner training program, applicant trainee interns/fellows and host sites may follow the following fast track step-by-step guidance for initiating an extramural applied Epidemiology internship/fellowship research training collaboration.

• Outlined below are brief descriptions of the major phases (and steps within each phase) and supplemental MEGACourse training activities (of the overall time-table for the internships (short-term) or fellowships (long-term) in the Applied Epidemiology Research & (In-Service) Training Program in support of public health policy, program planning, services and interventions on HIV(& related STD, TB & Viral Hepatitis):

  • PHASE I: ideally starting in October/November of each calendar year: (Step 0: Application/Pre-Registration & Pre-Placement Orientation Program; Step 1: Collaboration Pre-Assessment; Step 2: In-Service Training Research Project Registration)
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    >	[ To close content below in this section, please click on the link above again ] PHASE I (Ideally starting in October/November of each calendar year). [ Steps 0 - 2 (in Phase I) should ideally begin at least 6 months in advance of start-up of the implementation of an in-service training research project for the majority of interns/fellows entering the program in October/November of each calendar year - the cycle may begin at any other time with mentor/preceptor authorization ] Track 1 Track 2 Track 1a: This track is for potential research trainee fellows/interns who intend to propose a trainee intern/fellow-initiated applied Epidemiology research study/project on a pre-determined focus area and particular topic of interest: Track 1b: This track is for potential research trainee fellows/interns who intend to explore/initiate a yet-to-be- determined applied Epidemiology research study/project on a  focus area and topic of interest jointly with a host site: This track is for potential research trainee fellows/interns who wish to audit the program (attend informally) with a view to possibly conducting an applied Epidemiology research study/project in the future; Step 0 (Application/Pre-Registration and Pre-Placement Preparation/Orientation Program): Initiating an Application/Pre-Registration: To initiate an application to participate in the program, please click here and follow the instructions provided; Pre-Placement Preparation/Orientation Program: During Phase I: Steps 0 - 2, accepted applicants/ potential trainee interns/fellows attend the in-service training program's structured pre-placement/orientation program offered through the MEGACourse as follows:  Online Seminar Series of pre-placement/orientation program ( this consists of scheduled asynchronous viewing/attendance of pre-recorded/archived webcasts followed by MODERATED scheduled online chats and asynchronous discussions through the MEGACourse interest group's listserv during preparation for a possible future proposal of a collaborative applied Epidemiology research study project ). Online Journal Club Discussion of literature reviews on trainee interns/fellows topics of interest during pre-placement/orientation program;  jHASE - Journal of HIV/AIDS Surveillance & Epidemiology: international online peer reviewed open access journal provides a service for quality assurance, dissemination of new findings/knowledge and continuing education through external peer-review of submissions (incl. literature reviews and preliminary findings during this phase); Online Interest Group provides forum for discussion and peer-review of topics of interest during pre-placement/orientation program; To leave this page and view this series of MEGACourse activities and calendar in support of the pre-placement/orientation program, click here . Step 1 (Collaboration Pre-Assessment): Trainee Intern/Fellow has a proposed project topic to implement with a potential host site: Is the potential intern/fellow:- a) Willing to be flexible to further conceptualize project topic in accordance with a host site’s existing research/program needs within the training program’s focus areas? b) Searching for a host site to implement project topic with OR already has a potential host site to collaborate with to implement project topic? c) If project implementation is intended to start within 6-18 months and off-campus, and potential funding support for travel, subsistence and project implementation been secured or identified? If the answer to the above questions is yes, please proceed to the next items/steps below. Step 1 (Collaboration Pre-Assessment): Trainee Intern/Fellow intends to do a  project; specific topic is to be explored based on potential host site needs: Is the potential intern/fellow:- a) Willing to be flexible to develop a project topic in accordance with a host site’s existing research/program needs within the training program’s focus areas? b) Searching for a host site to collaborate with on implementation of a project topic still to be decided OR already has a potential host site to collaborate with to implement a project topic of particular interest to the host site, still to be decided? c) If project implementation is intended to start within 6-18 months and off-campus, and potential funding support for travel, subsistence and project implementation been secured or identified? If the answer to the above questions is yes, please proceed to the next items/steps below. Step 1: Possible future project is still under contemplation; Step 2 (Intern/Fellow Registration for In-Service Training): Completion of registration documentation to formalize and initiate collaborative in-service training project arrangements: 2.1. Proposed In-Service Training Project Abstract* describing proposed study and analyses; 2.2. Indemnity form*; 2.3. General intern/fellow application/registration form*; 2.4. Confidentiality and collaboration agreement form* with primary and secondary training program mentors (at least 1 training program mentor must meet the standards for FCAE credentials and be willing to serve as IEPH/iHASE-affiliated faculty); Step 2: (Intern/Fellow Registration for In-Service Training): Completion of registration documentation to formalize and initiate collaborative in-service training project arrangements: 2.1. [No abstract to be completed at this time]; 2.2. Indemnity form*; 2.3. General intern/fellow application/registration form*; 2.4. Confidentiality and collaboration agreement form* with primary and secondary training program mentors (at least 1 training program mentor must meet the standards for FCAE credentials and be willing to serve as IEPH/iHASE- affiliated faculty); Step 2: No documentation needs to be completed if no collaborative in-service training  project is to be initiated at this time; If interested in beginning exploration of a project topic, please follow step 3 onwards in Track 1b or step 2 onwards in Track 1a.       x
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  • PHASE II: (Step 3: Host-site identification; Step 4: Project Conceptualization, Planning & IRB Approvals; and participation in ongoing implementation support program through the MEGACourse and quality assurance and continuing education through external peer review by scientific journal (jHASE) )
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    >	[ To close content in this section, please click on the link above again ] PHASE II: Step 3 (Host Site Identification): Working in collaboration with the training program mentors, identify & liaise with potential matching host sites of interest from list of potential host sites; completed host-site form must be “pre-approved” by training program mentors and should also include information form on primary and secondary host site-designated mentors (at least 1 host site mentor must meet the standards for FCAE credentials  and be willing to serve as IEPH/iHASE- affiliated faculty); Step 4 (Project Conceptualization, Planning & IRB approvals): Working in collaboration with the training program mentors, collaborate with potential host site to: 4.1. Perform relevant literature review (please see a sample protocol for conducting a comprehensive literature search and jHASE guidelines for writing a publishable literature review) and conduct further conceptualization of study topic, and establish agreement on abstract of potential collaborative study  project; 4.2. Develop data collection plan, action steps and timeline*; 4.3. Complete home institution IRB forms* and host site IRB forms* (to be obtained from home inst. and host site) and submit project plan for IRB review by home institution and by host site-designated IRB; Step 4 (Project Conceptualization, Planning & IRB approvals):  Working in collaboration with the training program mentors, collaborate with potential host site to: 4.1. Begin conceptualization of study topic, perform relevant literature review (please see a sample protocol for conducting a comprehensive literature search and jHASE guidelines for writing a publishable literature review),  complete proposed In-Service Training Project Abstract*, and establish agreement on potential collaborative study project; 4.2. Develop data collection plan, action steps and timeline*; 4.3. Complete home institution IRB forms* and host site IRB forms* (to be obtained from home inst. and host site) and submit project plan for IRB review by home institution and by host site-designated IRB;         x
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  • PHASE III: ideally starting in May/June following start-up of Phase I: (Steps 5 -6: Project implementation and monitoring - although these step typically begin in May/June the following calendar year, they may begin at any other time with mentor/preceptor authorization);
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    >	[ To close content below in this section, please click on the link above again ] PHASE III: Step 5 (In-Service Training Project Implementation Start-up): Start-Up of Implementation of Applied Epidemiology Research Project: After IRB approvals, project implementation start-up should begin in accordance with approved project plans in collaboration with host site and training program mentors/preceptors; MEGACourse Support for Implementation of Applied Epidemiology Research Project: During Phases III - IV, trainee interns/fellows attend the in-service training program's structured ongoing support program offered through the MEGACourse's online activities such as seminar series, journal club and interest group. To leave this page and view this series of MEGACourse activities and calendar in support of the pre-placement/orientation program, click here . Quality Assurance, Dissemination of New Findings/Knowledge and Continuing Education through External Peer Review: During Phases III - IV, trainee fellows are expected to submit their research work for quality assurance, dissemination of new findings/knowledge and contribute to continuing education of other researchers and public health practitioners through external peer-review provided by jHASE (the Journal of HIV/AIDS Surveillance & Epidemiology) or comparable international open access journals. To leave this page and view/access jHASE, click here . Step 6 (In-Service Training Project Implementation and Monitoring): [ this step is of variable length consistent with each project's implementation plans  ] Implementation of Applied Epidemiology Research Project: Trainee fellows work closely with primary training program and host site mentors/preceptors to implement applied Epidemiology research project and provide monthly progress updates using updated project timeline to primary academic and host site mentors until project is completed; MEGACourse Support for Implementation of Applied Epidemiology Research Project: trainee interns/fellows obtain this ongoing support for implementation of their projects as described in the above section; Quality Assurance, Dissemination of New Findings/Knowledge and Continuing Education through External Peer Review: trainee interns/fellows obtain this ongoing support for implementation of their projects as described in the above section;       x
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  • PHASE IV: ( Step 7: Analyses, Summary of Findings & Report Writing, External Peer Review, Dissemination and Translation of Study Findings into Practice )
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    >	[ To close content in this section, please click on the link above again ] PHASE IV: Step 7 (Analyses, Summary of Findings & Report Writing, External Peer Review & Dissemination of Study Findings): Completion of Applied Epidemiology Research Project: Work closely with primary training program and host site mentors to analyze study data, obtain external peer review (please see quality assurance below), disseminate findings, and translate/incorporate findings into public health practice; MEGACourse Support for Implementation of Applied Epidemiology Research Project: trainee interns/fellows obtain this ongoing support for implementation of their projects as described above; Quality Assurance, Dissemination of New Findings/Knowledge and Continuing Education through External Peer Review: trainee interns/fellows obtain this ongoing support for implementation of their projects as described above;       x
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  • MEGACourse - Supplemental Training on Selected Topics in Applied Epidemiology (incl. Surveillance) & Biostatistical Methods in Support of Implementation of Applied Epidemiology Research Projects:
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    >	[ To close content in this section, please click on the link above again] The MEGACourse provides various training components intended to provide support for implementation of applied Epidemiology in-service research projects. These training components include the following MEGACourse activities: Online Seminar Series of pre-placement/orientation program ( this consists of scheduled asynchronous online attendance of pre-recorded/archived webcasts followed by MODERATED scheduled synchronous online discussions (chats) through the MEGACourse interest group's listserv - this pre-placement phase is intended to occur during preparatory training for a possible future proposal of a collaborative applied Epidemiology research study project ). Online Journal Club Discussion of literature reviews on trainee interns/fellows topics of interest during the applied Epidemiology research & training fellowship;  jHASE - Journal of HIV/AIDS Surveillance & Epidemiology: this international online peer reviewed open access journal provides a service for quality assurance, dissemination of new findings/knowledge and continuing education through external peer-review of submissions (incl. literature reviews and findings during the applied Epidemiology research & training fellowship program); Online Interest Group: this forum is for discussion and peer-review of topics of interest during the applied Epidemiology research & training fellowship program; To leave this page and view the MEGACourse at-a-glance summaries and a calendar of activities in support of the applied Epidemiology research & training fellowship program, click here ; x
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  • APPLIED EPIDEMIOLOGY PROJECT REGISTRATION FORMS & CHECKLIST:
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    >	[ To close content in this section, please click on the link above again]   Applied Epidemiology Research Project Registration Forms & Checklist Checklist of In-Service Training Project Start-up/Registration Documents to be Completed *PLEASE NOTE: Each form referenced in this document can be downloaded individually as (1) Word or PDF document (Coming soon!) linked to the checklist of forms below. Section Document Description Downloadable Word document(s) Downloadable PDF document     To download Word documents below, click on link and select "save"; this will download the document to your computer. Coming soon! All Sections Entire document for download and completion of applicable sections Coming soon! Form A. In-service training application form Fillable Word doc.   Form B. Training program primary preceptor information Fillable Word doc.   Form C. Training program secondary preceptor information Fillable Word doc.   Form D. In-service Training Host-site information Fillable Word doc.   Form E. Host-site primary preceptor information Fillable Word doc.   Form F. Host-site secondary preceptor information Fillable Word doc.   Form G. Addendum Format of abstract/summary of research plan for proposed project   Fillable Word doc.   Form H. Addendum Format of training program plan Fillable Word doc.   Form I. Addendum Indemnity form Fillable Word doc. Form J. Addendum Confidentiality & collaboration agreement Fillable Word doc.   Form K. Addendum Template of implementation timeline and action steps (to be provided)   Form L. Addendum PHS.398 Biographical Sketch: training applicant; training program preceptors; and host site preceptors; each individual investigator must complete an online bio sketch and provide a CosProfile URL:  [ e.g. http://myprofile.cos.com/bongani  ] on Form A, i.e. we request that each collaborating partner provide a web-link to a completed CosProfile/Community of Science PHS.398 format profile ( Join & Submit your CosProfile (Resume/CV) Info for Free at: http://www.cos.com/login/join.shtml  ); Join & Submit your Bio Sketch as a CosProfile for Free PLEASE NOTE: Under dire exceptional circumstances, preceptors without personal or library internet access may use this Fillable OR Printable Word doc. and the applicant intern/fellow will be responsible for completing the online profile for the preceptor.   Form M. Addendum Home institution IRB forms To be obtained from home institution and completed after project topic agreed on;   Form N. Addendum Host site IRB forms To be obtained from host site and completed after project topic agreed on;   Form O. Addendum Checklist of above-referenced forms including information on where to send/submit forms and documents; Fillable Word doc.                         return to top     x
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