Guide to Student-Planned Health Fairs and Screenings


The role of your faculty advisor is to guide you through the planning process in order to ensure that you plan an event that will provide an excellent educational opportunity for student learning, a community need, as well as a service to your patients that follows all legal and ethical regulations for health screenings.



  • Identify students to plan and coordinate the event.  One student coordinator for each station as well as one student overseeing the entire event is recommended.  Community service/health screening hours cannot be used for IPPE credit but can be used to meet the professional meeting attendance requirement for PSA (Pharmacy Skills and Applications) course as a Drake meeting.
  • Set the date and secure funding for event.
    • Student groups are responsible for their own fundraising or sponsorship to cover the cost of the event.


  • Secure Faculty/Pharmacist Supervision
    • When using a Cholestech or Bone Density Machine, a Drake Faculty member must be responsible for requesting the machines, as well as picking up the devices and returning them.
    • If there is not a Drake Faculty present for a glucose screening, then a supervising pharmacist’s pharmacy must have its own CLIA waiver.
    • For a health fair, there must be at least one licensed pharmacist or qualified faculty member per station, with at least one Drake Faculty member present for the entire event.  If it is not possible to have a pharmacist or faculty member at each station, a checkout station may be utilized so that patients can be counseled on their results. Stations that require a preceptor supervisor include: medication and other education reviews, cholesterol, bone density, blood pressure, blood glucose and immunizations.  Informational stations do not need direct supervision during the event, but materials do need to be approved in advance.
    • Make sure that preceptors are notified which organization is doing the various screenings if a larger health fair event.


  • Check availability of equipment

Reserving Equipment
The following equipment may be available for student use: Cholestech machine (for cholesterol testing) and Achilles Express or Sahara (for bone density screenings).  All equipment will be checked out using proper forms and must be reserved at least 4 weeks in advance. 

  • The bone density and Cholestech machines may be reserved using the respective forms (see forms below)
  • If you are planning to use other equipment you must first discuss your plans with your faculty advisor to ensure it meets the legal requirements set forth by Drake’s CLIA waiver.
  • Set up schedule for student volunteers

Federal regulations (OSHA and CLIA) mandate that personnel conducting the screenings are properly trained on use of equipment and have completed blood borne pathogen training.  Additionally, students must be in the professional pharmacy program to legally counsel patients.  The following requirements must be met for all student-managed health screenings:

  • At least one P3 in the fall or one P2 or P3 in the spring must be present at each glucose, bone density and cholesterol station.
  • At least one P2 or P3 student must be present at the blood pressure measurement station.
  • At least one P3 or P4 should be present for medication review stations.
  • P1 students and Health Science students may assist with risk assessment and counseling, and blood pressure measurement (spring semester) as deemed appropriate by the supervising pharmacist.
  • First year students and sophomores may assist with completion of consent forms and other paperwork, greeting patients and may provide general (non-patient specific) information related to the health screening.   To ensure patient comfort and confidentiality, on-lookers at testing stations should be minimized.

P2 and P3 students are encouraged to review their notes from PSA and direct any questions/concerns for use of equipment, documentation or counseling to the appropriate PSA faculty member


  • Order supplies and gather educational materials
    • Student groups are encouraged to order supplies through our McKesson account when possible.  You will get supplies at cost and the supplies typically will be less expensive than those ordered through another vendor. 
    • Contact Dr. Bottenberg using the order form provided (see appendix) at least 2 weeks prior to the event.  Please include the contact information for who will be paying for supplies.
    • Not all supplies (e.g. blood glucose strips) are available through McKesson, so it is important to check this and plan ahead.  Check with Dr. Bottenberg for supplies not on the form as supplies available in the McKesson account may change periodically.  Please see the appendix for a suggested list of supplies.


  • Gather and sort supplies, including consent forms and any educational materials into stations.  Coordinate transportation of equipment to and from the event.
  • Confirm schedule with student volunteers and supervising pharmacists and faculty.
    Provide specific details on time, date, location, including directions for how to get to building, where to park, where to set up and a cell phone number of the student overseeing the event to be contacted if there is a problem/question the day of the event.


  • Notify supervising pharmacist immediately if there is not a student trained to perform a screening for a given station.
  • Be sure that all patients sign a consent form and are properly counseled on results.
  • If any equipment breaks or is not working properly, please label it as broken and set it apart from the rest so repairs can be made after the event.


  • Return equipment within one business day.  (Note:  The bone density machine must be returned by 4:30pm the day it is reserved, so you may want to reserve it for the day after your screening to allow extra time for transport).
    • Notify Marilea Chase immediately if any equipment did not work properly or was broken during the screening.
  • Return consent forms and left-over supplies within 1 business day to the Cline 106 Office.  Remember that the consent forms contain PHI. Care must be taken to safeguard this information until it is delivered to the Cline 106 Office.
  • Within 24 hours of the screening, document the following and send via e-mail to the Cline 106 Office:
    1. Type of screening done
    2. Number of patients screened
    3. Number of patients referred to other health care providers
  • If applicable, student volunteers must complete documentation requirements for the PSA professional meeting requirement to receive credit for a Drake meeting.

E-mail supervising pharmacists and faculty to thank them for volunteering (if applicable).