ORIENTATION GUIDE
For Staff, Residents, Fellows and Faculty
University of Zimbabwe College of Health Sciences (UZCHS)
SECTION I
Background
The Medical Education Partnership Initiative (MEPI) is an NIH program to transform medical education in 11
sub-Saharan African countries. Stanford University's Center for Innovation in Global Health (CIGH) has
partnered with the University of Zimbabwe College of Health Sciences (UZCHS) and the University of
Colorado, Denver in receiving a $10 million dollar grant to establish the Novel Education Clinical Trainees and
Researchers (NECTAR) Program in Zimbabwe, a $2.5 million dollar pilot grant dedicated to cardiology and
another $2.5 million dollar grant dedicated to mental health.
This five-year partnership started in 2010 and the goals are to improve medical education and to strengthen
medical research and clinical training.
Hospital Information
Clinical
The two teaching hospitals of UZCHS are the Parirenyatwa Hospital (2000 beds) and Harare Central Hospital
(1200 beds). These hospitals also serve as community hospitals for the City of Harare (population 3 million)
and will provide trainees with a broad diversity of patients with illnesses that are representative of the
Zimbabwe health care priorities. All major medical and surgical subspecialties are represented in these hospitals
and there is a rich environment for interactive bedside teaching. The Parirenyatwa hospital is immediately
adjacent to the Medical School building and is easily accessible via connecting hallways. Harare Central
Hospital is approximately 10 km from the Medical School. Trainees can travel to and from Harare hospital via a
shuttle bus (for medical students), by car or taxi. Each hospital also has outpatient clinic facilities with
consulting rooms. All inpatient and outpatient facilities at both hospitals would be available to trainees in this
program.
Updated October 6, 2014
Laboratory
UZCHS has laboratory capacity for teaching of medical and postgraduate students and for the conduct of basic
science and clinical research. Basic science laboratories are located in the pre-clinical departments. Clinical side
room laboratories are located in 5 medical wards for teaching medical students basic clinical laboratory
techniques. These laboratories are available to faculty and students for training and for research capacity
development.
Duration of your trip
MEPI Funding
If you are being funded through MEPI, you are most likely going to Zimbabwe for 2-4 weeks. The minimum
required duration for funding under MEPI is two weeks.
Resident Independent Rotations
If you are a resident traveling to Zimbabwe as part of an independent rotation through Stanford’s Center for
Innovation in Global Health, you will be visiting for 4-6 weeks. The minimum required duration for this type of
rotation is 4-weeks.
Johnson & Johnson Scholar
If you are a resident traveling as part of Johnson & Johnson, you will be visiting for four weeks. The minimum
and maximum required duration for funding under Johnson & Johnson is four weeks.
SECTION II
BEFORE TRAVEL
Internal Stanford Requirements
Interested applicants need to complete the appropriate application form found on the MEPI/NECTAR section of
the CIGH website. Your application will be reviewed and you will be contacted within two weeks after
submission.
Ethical Challenges Online Course
All those traveling to Zimbabwe are required to complete the web-based ethical challenges course, which can
be found at http://ethicsandglobalhealth.org. You are required to complete all surveys following each case.
Resident and Fellow Away Rotation Form
If you are a resident or a fellow traveling to Zimbabwe, you are required to complete the Away Rotation Form
and submit this to GME directly at least 60 days prior to departure. Please check “yes” for malpractice. This is a
GME requirement. To this form, you should attach the competency-based goals and objectives but do not need
to attach a letter of acceptance from the host program and do not need to attach a program letter of agreement
(PLA). Contact the Program Manage for the core-competency goals and objectives.
The Host Program details are below.
Updated October 6, 2014
Name of Host Program: University of Zimbabwe College of Health Science (UZCHS) as part of the Stanford
MEPI Grant with the Stanford University Center for Innovation in Global Health (CIGH)
Name of Host Program Director: James Hakim, MD
Name of Facility: Parirenyatwa Hospital
Address: See Tenday Chisvo’s address below
Contact Person: Tendayi Chisvo (phone number is below)
If you are a faculty member, you are required to complete a Certificate of Insurance (COI) Malpractice
Insurance Coverage Request Form and submit it to Risk Management, specifically to Janet Sencenbaugh
(sencenbaugh@stanfordmed.org). A copy of the form can be provided to you by the Director of Educational
Programs in Global Health.
Registration Requirements
Once you are accepted via application process described above, you will need to submit the following
paperwork to the NECTAR Office in Zimbabwe for registration through the Medical and Dental Council in
Zimbabwe. This should be done at least 8 weeks prior to departure. See the list below.
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Letter of Good Standing from the California Medical Board ($10), an example can be found here.
Copy of updated CV.
*2 copies of passport photos (each needs to be stamp notarized on the back). Some notaries will not
provide a stamp on the back of the photos. If this is the case, please have them staple the photos to a
blank piece of paper and instead notarize the paper.
*Signed short-term philanthropic form (for physicians who plan to lecture, do demonstrations, surgeries
or procedures). This form can be found here. Please leave “Coordinator” signature area blank. This is for
Tendayi Chisvo to sign when she receives the paperwork.
*Ensure you meet the requirements to take a Stanford laptop abroad. Submit all required documentation.
This is a Stanford requirement prior to taking your laptop overseas.
*You should obtain the above at least six weeks prior to travel.
The Letter of Good Standing, copies of passport photos, copy of CV, and the signed Short-term Philanthropic
Policy form should be mailed at least four weeks prior to arrival. All of these documents should be sent to
Tendayi Chisvo by FEDEX to the following address:
Tendayi Chisvo
NECTAR Programme
C-Floor, Ward C10
Department of Medicine
Parirenyatwa Hospital Complex
University of Zimbabwe – College of Health Science
Harare, Zimbabwe
Tel: 263-773-524493 or 00263-772 629131
Updated October 6, 2014
Please be sure to contact Tendayi Chisvo (tmaunganidze@gmail.com) a week after sending your packet to
ensure she has received it. Do remember to let Tendayi know that she should be receiving your paperwork and
follow-up with her a week after it has been sent.
If you know someone else will be going to Zimbabwe at least 8 weeks prior to your departure, you can give
them the packet to hand-carry. This will save the costs of FEDEXing the packet. To find a list of those who may
be going to Zimbabwe, please contact the Director of Educational Programs in Global Health.
Visa Requirements
A valid passport, itinerary, exit ticket, and cash payment are required upon entry to Zimbabwe.
US Citizens
Single-entry: $30
Double-entry: $60
Multiple-entry: $55
If you have at least 8 weeks to departure, you can send your passport to the Zimbabwe Embassy in Washington,
D.C. for a tourist visa. We do not recommend getting your visa via Embassy if you have less than 8 weeks to
departure. Note that multi-entry visas are not given upon arrival.
If you are unable to obtain your visa via the Embassy due to timing, that shouldn’t be a problem. If you are a
US citizen, you can get your visa in the airport. For this, plan on waiting in two lines upon arrival for visa; one
line is dedicated to paying for the visa and the second line is dedicated to receiving your visa stamp. These lines
can be long. Make sure you have exact change for visa payment.
If you are not a US, Canadian or British passport holder, it is highly advisable to get your VISA prior to
departure. You should apply for a Tourist Visa (unless you will be going to work in Zimbabwe for more than
six weeks). To do this, contact the Embassy of Zimbabwe at least 4 weeks prior to departure. It is recommended
that all visiting professors obtain their VISA prior to departure to save time upon arrival to Zimbabwe.
Medical Evaluation
You are required to schedule your mandatory Travel Clinic appointment (at least 6 weeks prior to departure). To do this,
follow these directions:
Call the Travel Clinic at 650.736.5700 to make an appointment. You should let the scheduler know that you are traveling
as part of the Stanford Center for Innovation in Global Health. Once your appointment has been made, you will need to
complete the 2-Page Pre-Travel Risk Assessment on the Travel Medicine Clinic Website and fax this in at least one-week
prior to appointment. Please note these appointments will most likely take place on Thursday mornings (8 AM–11 AM).
Travel Arrangements
This program is funded by the NIH, which means that you must adhere to the Fly America Act if you will be
funded under the NIH grant. If you are unsure of your funding source, please contact the Director of
Educational Programs in Global Health to confirm. If you are funded by NIH funds, you are REQUIRED to
Updated October 6, 2014
book your ticket through the CASTO travel agency on a US Carrier. You can contact this grant’s dedicated
travel agent, Eileen Young, by phone at 408.553.4708/888.852.6499 or by email at eileen.young@casto.com.
Please let Eileen know that you are traveling as part of the Zimbabwe group with Stanford’s CIGH.
Please note that NIH requires all visitors to fly on US carriers from the US and that as part of an effort to best
utilize these funds we require that the cheapest airfare be issued. All ticket itineraries will be sent to the Director
of Educational Programs in Global Health for approval before they are issued to ensure the ticket is within NIH
guidelines. For any questions about these requirements, you should contact the Director of Educational
Programs in Global Health.
Keep in mind that it will take about two days to travel from the United States to Zimbabwe, including air travel
time and layover time. Take this into account when arranging travel.
Please note that the CASTO travel agency is not to be used for Visa processing. This is not allowed due to the
high cost of this service by the agency.
If you are traveling as a resident with funding through CIGH, you do not need to follow these guidelines and
can book your own ticket.
Once your ticket has been booked, please forward this directly to Tendayi so that she may arrange for a driver
to pick you up from airport. Please ask that she confirm receipt of your email. You should let her know which
B&B you will be staying at so she informs the driver of where he should drop you.
Evacuation and Repatriation Insurance
If you are a Johnson & Johnson scholar, you are covered under MEDEX and you should refer to the Johnson &
Johnson intranet for information on this program. For any questions about this, please contact Laura Crawford
(laura.crawford@yale.edu)
If you are a faculty member, you are covered under I-SOS (website which contains a brochure and policy number).
If you are a post-doc, you are covered under MedEx (brochure and employee certificate).
If you are a resident or fellow, you are covered under Europ Assist Policy #GLD-09012 (under Hartford Insurance policy
#ETB-200231).
Medical Insurance Coverage
Being covered for evacuation and repatriation does not mean you are covered medically in case of you are
hospitalized while abroad. Please obtain coverage. The “Traveler Insurance Proof Form” will guide you as how
to do that. Please ask the Director of Educational Programs in Global Health for a copy of this form and ensure
you complete it and send it back to the Director of Educational Programs in Global Health.
Stanford Liability Form
Please complete this form and submit it to the Director of Educational Programs in Global Health prior to
departure.
Updated October 6, 2014
Cash Advances
Expenses are not to exceed $5,000 for a 4-week rotation. Please contact the Director of Educational Programs in
Global Health re: expenses.
Payments will be made in the form of reimbursements. Please contact Ryan Oden (roden@stanford.edu) prior to
departure regarding any questions pertaining to what is required for reimbursement to ensure a smooth
reimbursement process once back in the US. Submit all receipts and forms for reimbursement to Ryan upon
return.
Travel Warnings and Country Specific Information
Due to political instability in Zimbabwe, we recommend that all visitors frequently check the travel alerts prior
to travel. This can be done on the State Travel Alerts Website. Also, general information on Zimbabwe such as
travel guidelines, regulations and general country-specific information can be found on the Travel State
Website. The CDC also offers information about needed vaccinations and health information regarding
Zimbabwe. Additionally, the Zimbabwe Demographic and Health Survey offers valuable information and
should be reviewed.
Medshare (Supply Donations)
Medshare is a non-profit organization dedicated to improving healthcare and the environment through the
efficient recovery and redistribution of the surplus medical supplies and equipment to those who need it most.
We highly encourage you to participate in taking over the supplies that are most needed during your trip. You
should consult with the Zimbabwe contact (depending on which department you are in) on which supplies are
needed.
The process is quite simple and detailed below.
1. Complete the application on the Medshare website: http://www.medshare.org/services/medical-missionteams then send an e-mail to Shannon Kuehnel to arrange an appointment for your product pickup.
Medshare is open Monday-Friday from 8:30 am to 3:30 p.m. **Tuesday and Thursdays are best – as
Medshare has special volunteers to assist you on those days, so please plan on those days. Only medical
professionals may pick up supplies. This is a self-service program where you will be hand-selecting the
supplies that you desire.
2. As a charity, Medshare asks for a $75 donation for the first 50 pounds of supplies then $2 for every pound
over the initial 50 pounds.
3. Upon your return, Medshare asks that you share your medical experience with them. Send them a short
summary of your mission accomplishments, with an emphasis on individual patient stories with pictures,
so we can know how the supplies were used and how it impacted those served.
Things to take with you
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Hand Sanitizer
Adapter (costs about $30 and can be found at the Stanford Bookstore to convert electricity from 220V to
110V. You can also buy an adapter at the airport. If you leave it in Zimbabwe with Tendayi, you can be
reimbursed for it). The adapter works very well for charging laptops, iPhones, etc. but NOT blow dryers.
Snacks (for airport, when you arrive, office time)
Updated October 6, 2014
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Toilet paper/tissues (these can be hard to find in bathrooms and offices)
Laptop with power source
Flashlight with batteries
Umbrella (during rainy season: November – April)
Travel clock with alarm
Ziploc bags in a few sizes and larger plastic bags (plastic bags are typically sold in Zimbabwe for 10
cents)
Personal medications (Cipro for GI discomfort)
Camera
Bubble wrap (in case you buy something fragile)
Stethoscope
Ophthalmoscope/otoscope with batteries
If you would like to take something for the NECTAR staff, we suggest taking something for Tendayi and/or
Jackson (the driver). For Tendayi, she appreciates sunscreen of highest SPF for her daughter. For Jackson, he
appreciates bubble gum for his children. They also both appreciate coloring books and crayons.
SECTION III
DURING TRIP
Transportation
The airport is about 45 minutes away from Harare, where you will be staying and working. Transportation is
arranged for each visitor from airport, to airport and from/to apartment and work. You do not need to pay the
driver designated to you for the rides.
Electricity
Often the electricity does go off in Zimbabwe. This is less an issue in the NECTAR Office and UZCHS because
of the generators but it is common for houses and apartments so be aware of this.
Housing
We have identified a few housing options for you. For $60/night, you can rent a room in a comfortable B&B,
near to the hospital. The house has two bedrooms, each with a bathroom and is located in Avondale, close to
shopping centers and restaurants. The house has a large garden, a water tank of clean water and an inverter so
electricity is not an issue. The room includes breakfast. You can learn more about the B&B and see more photos
here.
Milton Park B&B ($85/night. If staying for more than 2 weeks, the negotiated rate is $65/night). More
information and photos can be found here. The Milton Park B&B is available for faculty. Faculty are welcome
to stay at the Avondale B&B is there is no availability at the Milton Park B&B.
Avondale B&B ($65/night). Photos below and more information here. The Avondale B&B is available for
residents and fellows. Residents and fellows are able to stay at the Milton Park B&B only if there is not
availability at the Avondale B&B.
Updated October 6, 2014
Travelers are responsible for managing their accommodation bookings.
Communication
You will receive a phone when you arrive to Harare. The phone will either be given to you at the airport during
pick-up or will be left for you in the apartment you will be staying in. The phone should have some “air-time”
(minutes) left by previous visitor. The phone will be handed to you with instructions on how to add minutes and
a pin, if applicable.
When your minutes expire, you can add more by visiting a local supermarket and purchasing them from the
cashier. You can use this phone to text and call anywhere in the World and can recharge minutes as needed.
Money
The USD is the official currency of Zimbabwe. Be prepared to bring a lot of change with you (coins and $1 and
$5 bills), as change for larger denominations is rare. Getting change when in the supermarket or restaurants is
quite difficult. We suggest you have at least $100 in $1 bills (for 2 weeks) and about $10 in coins (for 2 weeks).
Most ATMs do not work so do not rely on getting money from them when you are in Zimbabwe. Try your best
to bring enough cash for your stay. Always keep your money secure.
You will find that locals in Zimbabwe are very fond of new dollar bills and will often try to exchange older bills
for newer bills, if you have them. Also, be prepared that most bills there are extremely used so try to bring hand
sanitizer with you (see “what to bring with you” section in this orientation guide).
Internet
Internet is spotty in Zimbabwe. However, a dongle can be used to help access WiFi. Tendayi will have a dongle
with instructions either at the NECTAR flat or with the driver upon arrival. You may also choose to purchase a
dongle (~$50). Tickets to use the internet cost about $9 for a half day. Both the dongle and tickets can be
purchased at the Avendale Shopping Center near UZCHS.
Dress Attire
Updated October 6, 2014
It is important to dress in a presentable manner at all times while at work in Zimbabwe. Prepare to wear
business clothes, i.e. slack, button-down shirt and tie for males and at-the-knee or below-the-knee skirts and
button down shirt for females. The dress code in Zimbabwe is fairly conservative and formal relative to the west
coast American dress code. Sleeveless shirts and shorts are not common in business settings. Walking shoes are
useful and helpful during work hours.
For social outings, more casual yet conservative clothing will suffice.
In the work setting, you will find that white coats are only worn by medical students, residents and house
officers (those who have completed residency and have not yet completed subspecialty training).
Safety
As with any country, you should avoid complacency. Overall, Harare is a safe city but it is not recommended
that you walk alone at night or walk alone in isolated areas. It is better to be driven at all times by either a driver
designated to you or a taxi that is referred to you by someone in the NECTAR office.
Jewelry
Keep it to an absolute minimum. Wear a wedding band but do not wear any diamonds or flashy jewelry. It is
best to keep it safe at home in the U.S. and avoid losing it or getting it stolen.
Politics
Do not talk about them. Often people will bring this up in casual conversation but you should refrain from
discussing your opinion when it comes to politics.
Culture
The official religion in Zimbabwe is Christianity. Religion is discussed in casual conversations as well and you
should refrain from speaking in-depth about your religious views. Homosexuality is also very frowned upon and
can fringe upon the safety of people so please refrain from discussing your personal lifestyle choices and views
on this subject. For more information on cultural dilemmas, refer to the web-based ethical challenges course
found in SECTION I of this guide.
Titles
It is very important to address all faculty with their official titles. You should ask each faculty member you
speak with how s/he would like to be addressed. For example in surgery a doctor who has passed boards is
called a “mister” while a surgeon who has fulfilled certain research requirements is referred to as a “professor”.
If you are a faculty member, you should address yourself as “professor so-and-so” and do expect that you will
have to address another professor, of similar training and age, with their official title.
SECTION IV
AFTER TRAVEL
Reimbursements
Updated October 6, 2014
All stipend processing and reimbursements are handled by Ryan Oden (roden@stanford.edu). The per diem
amount for meals and incidentals is $30/day. All expenses will be reimbursed after travel has been completed.
Please keep your boarding passes upon return as reimbursements for other aspects of your trip cannot be
handled without this piece of documentation.
Post-Rotation Evaluation
As part of this grant, the University of Colorado-Denver and their Evaluation team have been working on
evaluating the visits by staff, residents, fellows and faculty. Prior to your trip, please reach out to Jeffrey Proctor
(jeffrey.proctor@ucdenver.edu) to provide you with the following two evaluation forms: 1) post-trip report and
2) participant feedback survey. The first evaluation is one that should be used for your overall trip. The second
evaluation should be handed out to those who attended your lectures, demonstrations, workshops, etc. while you
were in Zimbabwe. Please plan to take a copy with you during your trip. Tendayi will be able to make copies
for you depending on how many you need.
Post-Rotation Trip Summary
You are required to submit a 2-5 page trip summary to the Director of Educational Programs in Global Health.
Please also include 2-4 photos that could be posted to the CIGH website in a .jpeg format.
SECTION V
OTHER IMPORTANT INFORMATION
Key Contacts
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Tendayi Chisvo (tmaunganidze@gmail.com), NECTAR Coordinator. Tendayi is the point of contact for
arranging airport pick-up/drop-off, meetings while in Zimbabwe and any other coordination
questions/situations can be answered/handled by her
Jackson Mwepetha, the NECTAR driver who will be responsible for airport pick-up/drop-off and also
will help with driving you to and from NECTAR office during your visit
Professor Jonathan Matenga (jonmatenga99@hotmail.com) is the NECTAR coordinator and should
meet with each visitor upon arrival and before departure
Updated October 6, 2014
Updated October 6, 2014