Frequently Asked Questions Visiting Education

Please log in to your Visiting Education Portal account and submit a help ticket using the “Help” button located in the top-right corner of the portal.

We recommend checking the website frequently, as new opportunities and experiences are added regularly.

Visitor badge instructions will be provided after your registration and onboarding requirements have been completed and approved.

Review the eligibility criteria, program descriptions, and participation expectations listed for each opportunity to determine the best fit for your goals and background.

Yes. Schools or institutions interested in coordinating group placements should contact the Visiting Education team to discuss availability, timelines, and affiliation requirements.

Applicants should be prepared to provide identification documents, academic information, immunization or compliance records, and any additional materials required for the specific experience.

Opportunities vary throughout the year based on departmental availability. We encourage you to continue monitoring the website for newly posted experiences.

Departments currently accepting participants will have opportunities posted on the website.

No. All experiences must follow the established application and approval process. Departments are unable to independently arrange experiences outside of approved pathways.

Please submit a support ticket through the Visiting Education Portal. Click on the “Help” button in the top-right corner.

Please attach your profile picture to a help ticket submitted through the Visiting Education portal for assistance.

Payment instructions will be provided within the registration process or by the Visiting Education team once your application has been reviewed.

During the registration process, you will be prompted to provide your preceptor’s information if required for the experience. If you need assistance, please contact the Visiting Education team.

Review your compliance portal status:

• Completed: No further action required
• Pending / Waiting for Approval: Under review
• Not Started: Action required
• If anything is unclear, contact the support team for confirmation.

First, confirm that you are using the correct email address and password. Use the “Forgot Password” option if needed. If you still cannot access your account, contact the Visiting Education team for assistance.

If you are a UTMB Employee, then please utilize your UTMB username and password. If you are a non-UTMB Employee, please check your spam or junk folder first. If you still have not received the email, contact the Visiting Education team to request that your invitation be resent.

Log in to your account, navigate to your task list, and use the upload option associated with each required item. Ensure that your files meet the required size and format guidelines.

Verify that the file meets the required size and format limits. Rename the file without special characters and try uploading it again. If the issue continues, submit a help ticket through the Visiting Education Portal.

Try refreshing your browser, clearing your cache, or using a different browser. If the issue persists, submit a help ticket and include a screenshot of the error if possible.

The compliance portal is used to complete and track all required onboarding items, including forms, training modules, immunization records, and other institutional requirements needed before participation.

Compliance documents are reviewed by the Visiting Education and Compliance teams to ensure all institutional requirements have been satisfied.

Yes. All required compliance items must be completed and approved before you may begin your experience or rotation.

First, check your spam or junk folder. If you still do not see the email, the invitation may not have been generated or may need to be resent. Contact the support team to confirm your status and request assistance.

This typically indicates that the background check process has been initiated but is not yet fully completed or verified. No immediate action may be required, but you should confirm your status with the support team if anything appears unclear.

Background checks are completed through the PreCheck system and are not manually uploaded into the portal. If you do not see an upload option, confirm whether your PreCheck invitation was properly initiated.

Processing timelines may vary. If you have not received materials within 3-5 business days (or approximately 72 hours), contact the support team to confirm your onboarding status.

If the form has not been received within the expected timeframe, contact the support team to request it to be resent and to verify your onboarding timeline.

Waiting for Approval: No action is required; the item is under review. In Progress: The item is being processed or may require completion at a later stage. If you are unsure of your status, contact the support team for clarification.

This typically indicates that your account is still being created. No action is needed unless you are contacted with additional instructions.

Badge numbers are typically issued closer to your start date. If your start date is approaching and you have not received one, contact the support team to check the status of your badge work order.

Not necessarily. Badge numbers are only generated after all required steps are completed, and a badge work order has been submitted. If you are unsure, you should confirm your status with the support team.

Badge work orders are typically submitted approximately one week prior to the start date, once all required compliance items (including approvals such as the NDA, if applicable) have been completed.

Once the NDA is approved, the process continues with account setup (username and PIN assignment) and submission of the badge work order closer to the start date. No action is typically required while it is under review, but you may follow up if there is an extended delay.

Rotation schedules are often finalized closer to start dates. If the start date is approaching and no updates have been received, contact the program team for a status update.

Requirements and timelines may vary by program or participant group. If discrepancies exist, contact the program coordinator to confirm the next steps for each group.