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Clinical Affiliation Agreement

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TRAINER'S FACILITY USE AGREEMENT

WITNESS THIS AGREEMENT this day of , 20 by and

between hereinafter referred to as "Stable," and

hereinafter referred to as "Trainer."

WHEREAS, Stable is the Owner and operator of a certain commercial stable located in , Idaho,

AND, WHEREAS, Trainer desires to train horses and/or give riding lessons to the public,

IT IS NOW, THEREFORE, AGREED between Stable and Trainer that Trainer shall be entitled to the use of Stable's facilities at the location as above-described for a total of percent from all revenues derived from Trainer's endeavors on Stable's property.

IT IS UNDERSTOOD AND AGREED that Trainer shall be construed and considered as an Independent Contractor for all purposes arising under this Agreement and the use of the facilities as above-described.

Trainer agrees to provide a Certificate of Insurance insuring against losses arising from Trainer's activities on Stable's property in an amount acceptable to Stable.

Trainer shall be responsible for the payment of any and all gross receipts taxes, income taxes, or other liabilities incurred as a result of Trainer's activities on Stable's property. TRAINER FURTHER AGREES TO OBTAIN EXECUTED RELEASES FROM ANY AND ALL CLIENTS OF TRAINER WHO MAY USE, OCCUPY, OR OTHERWISE OBTAIN SERVICES FROM TRAINER UPON STABLE'S PREMISES, A COPY OF WHICH IS ATTACHED HERETO AS "EXHIBIT A." (Attach sample release) TRAINER FURTHER AGREES TO HOLD STABLE HARMLESS FROM ANY AND ALL CLAIMS, DEMANDS, JUDGMENTS, ORDERS, OR LIABILITY WHATSOEVER ARISING AS A PROXIMATE RESULT OF ANY ACTIVITY OF TRAINER ON PREMISES OF STABLE.

Inherent Risks and Assumption of Risk.

The undersigned acknowledges there are inherent risks associated with equine activities such as described below, and hereby expressly assumes all risks associated with participating in such activities. The inherent risks include, but are not limited to the propensity of equines to behave in ways such as, running, bucking, biting, kicking, shying, stumbling, rearing, falling or stepping on, that may result in an injury, harm or death to persons on or around them; the unpredictability of equine's reaction to such things as sounds, sudden movement and unfamiliar objects, persons or other animals; certain hazards such as surface and subsurface conditions; collisions with other animals; the limited availability of emergency medical care; and the potential of a participant to act in a negligent manner that may contribute to injury to the participant or others, such as failing to maintain control over the animal or not acting within such participant's ability.

Trainer expressly releases Stable from any and all claims for personal injury or property damage, even if caused by negligence (if allowed by the laws of this State) by Stable or its representatives, agents or employees.

Warning

Under Idaho Law, an equine activity sponsor or an equine professional shall not be liable for any injury to or the death of a participant or equine engaged in an equine activity except in very limited situations.

Stable may terminate this Agreement at any time, with or without cause, upon notice to Trainer. Trainer agrees not to interfere with the tenants of Stable or conduct any activity whatsoever contrary to the best interests of Stable. Stable reserves the right to refuse access or use of any horse upon the premises that does not appear to Stable to be in good health, or is deemed dangerous or undesirable.

Trainer

Stable, or Stable's representative

By

©2017 - Cottonwood Equestrian Publications

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What a Clinical Affiliation Agreement Is and when it’s used

A Clinical Affiliation Agreement is a written contract between a clinical education provider (such as a college, university, or training program) and a clinical site (hospital, clinic, or practice) that defines the terms for student placements, supervision, liability, and recordkeeping. It establishes responsibilities for instruction, patient safety, credentialing, insurance, and confidentiality. The agreement documents the duration and scope of clinical experiences, required qualifications for supervisors, reporting procedures, and compliance with applicable laws and institutional policies, and it forms the basis for placement logistics and dispute resolution.

Why a clear Clinical Affiliation Agreement matters

A well-drafted agreement reduces operational risk, clarifies supervisory duties, and documents compliance with privacy, licensing, and institutional requirements. It protects patients, students, and parties by defining indemnity, insurance minimums, and performance expectations in writing.

Why a clear Clinical Affiliation Agreement matters

Which organizations and roles typically manage these agreements

Clinical, academic, and administrative teams jointly prepare and approve affiliation agreements before student placements begin.

  • University clinical education office coordinating placements and compliance documentation.
  • Hospital education department approving supervisor credentials and liability coverage.
  • College legal or contracts office reviewing indemnity, insurance, and governing law.

Multiple stakeholders—training program directors, clinical managers, risk officers, and legal counsel—should review the agreement to confirm operational readiness and regulatory alignment.

Typical signatories and their roles

Clinical Coordinator

The Clinical Coordinator manages day-to-day placement logistics, confirms student eligibility and immunizations, and ensures preceptors meet credential requirements. They track start/end dates, orientation, and compliance records and act as the primary liaison between the academic program and the clinical site.

Institution Administrator

An authorized institutional officer (dean, director, or contracts manager) signs on behalf of the educational entity to accept terms on indemnity, insurance, FERPA/HIPAA responsibilities, and governing law, and to authorize student assignments under the agreed schedule.

Step-by-step: completing a Clinical Affiliation Agreement

Follow these steps to prepare, review, and execute the agreement with minimal delays and compliance gaps.

  • 01
    Draft: Populate institutional names, effective date, program scope, insurance, and supervision terms.
  • 02
    Internal Review: Send to academic leadership, risk management, and legal counsel for revisions and approvals.
  • 03
    Site Review: Provide the draft to the clinical site for credential verification and insurance confirmation.
  • 04
    Execute: Obtain authorized signatures, date the document, and distribute final copies to stakeholders.

How to configure an online workflow for execution

Set up a digital routing flow that captures approvals, signature order, and required attachments to speed onboarding.

Field Configuration
Signature Order Academic signatory → Clinical site signatory → Risk officer
Required Attachments Insurance COI, supervisor CVs, student immunization records
Authentication Email link with optional SMS or KBA for higher assurance
Retention Store final PDF with audit trail for statutory retention period

Technical considerations for eSigning and storing agreements

Choose a platform that supports secure signatures, audit trails, and required integrations without adding unnecessary friction.

  • File Formats: PDF and DOCX supported for templates
  • Integrations: Works with Google Workspace, Microsoft 365, NetSuite
  • Authentication: Email, SMS, or advanced signer verification

Confirm the platform supports HIPAA BAAs where PHI is involved, secure storage (AES-256), and export of audit trails for compliance or litigation needs.

Typical eSignature flow for a Clinical Affiliation Agreement

An efficient digital flow ensures signatures are attributable, auditable, and retained with the executed document.

  • Upload Document: Prepare final draft and upload to the eSignature tool.
  • Place Fields: Add signature, date, initials, and required attachments fields.
  • Assign Signers: Add signers in order and set authentication level.
  • Complete: Signed copies and an audit trail are generated and archived.

Essential clauses to include in every Clinical Affiliation Agreement

These clauses address operational, legal, and compliance matters and reduce ambiguity about each party’s responsibilities.

Scope of Services

Define student activities, clinical tasks permitted, supervision ratios, and any limitations so clinical and educational expectations align.

Insurance and Indemnity

Specify minimum liability limits, required endorsements, which party indemnifies whom, and certificate of insurance procedures to mitigate exposure.

Confidentiality

Address handling of PHI and student records, reference HIPAA when applicable, and define permitted disclosures and data security obligations.

Credentialing

List required provider licenses, malpractice coverage, immunizations, and verification processes for preceptors and students.

Term and Termination

State effective date, renewal terms, notice period for termination, and rights on early termination to preserve placements and records.

Governing Law

Select the state law that will govern the agreement and include venue for disputes to reduce forum uncertainty.

Supporting provisions often included as exhibits or attachments

Use attachments to detail operational items separately from core contract language for clarity and ease of updates.

Exhibit A

Learning objectives and student competencies for the specific clinical rotation or program.

Exhibit B

Insurance certificate template, listing minimum limits and additional insured language.

Exhibit C

Preceptor qualifications, orientation checklist, and supervisory contact information.

Exhibit D

Incident reporting procedures, patient safety protocols, and escalation contacts.

Common timeline elements to record in the agreement

Document these time-sensitive items explicitly to avoid scheduling conflicts and ensure continuous compliance during placements.

Effective Date Entry:

Specify MM/DD/YYYY to mark when obligations begin and determine insurance coverage windows.

Placement Start Date:

Record the date students may begin clinical activities at the site.

Insurance Expiration:

Require notice before policy expiration, typically 30–60 days.

Renewal Notice:

Set automatic renewal terms or a required notice period, commonly 30–90 days.

Termination Notice:

Establish written notice period for early termination, often 30–60 days.

Key implementation milestones for an affiliation

Track milestones from negotiation through active placements to ensure readiness and compliance.

01

Agreement Negotiated

Finalize key commercial and compliance terms before routing for approval.

02

Internal Approvals

Obtain sign-offs from legal, risk management, and academic leadership.

03

Site Credentialing Complete

Verify preceptor licenses, student requirements, and insurance coverage.

04

Placements Begin

Confirm orientation and start dates are communicated to students and site supervisors.

Frequent mistakes to avoid when preparing an affiliation agreement

  • Missing or inconsistent legal names for parties, which can invalidate an indemnity or insurance endorsement.
  • Vague supervision language that leaves student scope and preceptor responsibilities undefined and creates liability risk.
  • Overlooking PHI handling obligations; failing to include HIPAA or business associate language when protected health information is involved.
  • Not confirming signer authority or attaching a delegation of signature authority, causing execution delays or enforceability questions.

Security and compliance provisions to include or confirm

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Comprehensive timestamp, IP, and action history
HIPAA BAA: Business Associate Agreement required if PHI exchanged
Access Controls: Role-based access and account management
Certifications: SOC 2 Type II and ISO 27001
Retention: Tamper-evident storage and exportable records

Operational and legal risks from incomplete or incorrect agreements

Breach Liability: Exposure for patient harm or negligence claims
HIPAA Violations: Civil penalties and corrective action
Credentialing Gaps: Site may reject student participation
Insurance Shortfall: Claims may not be covered
Contract Dispute: Litigation or arbitration costs
Regulatory Noncompliance: Fines or loss of accreditation

Real-world examples of Clinical Affiliation Agreement use

These brief examples illustrate common scenarios and how agreements address operational needs.

University–Hospital Partnership

A university and regional hospital formalized nursing rotations to share supervision duties and liability coverage

  • Students perform supervised clinical procedures only
  • The agreement specified insurance limits, orientation requirements, and a 60-day termination notice to avoid mid-rotation disruptions.

Community Clinic Placement

A college placed students in a community clinic to expand training sites

  • Clinic required proof of student immunizations and malpractice insurance
  • The contract required periodic credential checks, a site orientation checklist, and an incident reporting exhibit to manage patient safety.

Practical tips for accurate and efficient completion

Adopt these practices to reduce review cycles and improve placement readiness.

Standardized Templates
Use institution-approved templates to reduce legal review time and ensure consistent clauses across partners.
Pre-Attach Documents
Require certificates of insurance, supervisor CVs, and immunization records at signing to prevent placement delays.
Centralized Tracking
Maintain a registry of active agreements, renewal dates, and insurance expirations to avoid coverage lapses.
Periodic Review
Schedule annual reviews to update contact details, regulatory references, and insurance minimums.

How this agreement differs from related document types

Compare Clinical Affiliation Agreements to similar documents to confirm you are using the appropriate contract type.

Criteria Affiliation Agreement Service Contract
Primary Purpose education placements operational services
Includes Student Privacy
Insurance Requirements specify student/host coverage vendor liability focus
Typical Signers academic + clinical site vendor + client

Comparison of eSignature vendors for executing Clinical Affiliation Agreements

Pricing and feature availability influence platform choice; signNow is listed first per standard vendor comparisons.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently asked questions about Clinical Affiliation Agreements

Answers to common execution, legal, and compliance questions encountered when preparing and signing affiliation agreements.


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