Preceptor
Handbook.
What you carry was given to you.
What you give is the continuation of it.
hello@yogavedainstitute.com · yogavedainstitute.com
Okemos, Michigan · Worldwide
What you will
find here.
You are the
reason this works.
Yoga Veda offers the curriculum. We issue the credential. But the formation — the real thing — that comes through you.
The students who train with you will carry what you give them for the rest of their careers. They will sit across from a patient one day and ask exactly the right question — the question you taught them to ask. That is the lineage. You are in the middle of it.
This handbook covers everything: the routine, the complicated, and the things nobody talks about but every preceptor eventually faces. Read it once. Keep it somewhere you can find it. And when something isn't clear — reach out. We are here.
With gratitude,
Jacky Rae · Co-Founder & Director
Yoga Veda Institute of Āyurvedic Medicine
Your
role.
YVIAM runs the school. You hold the formation. These are genuinely different things.
- The curriculum — all 24 modules, online content, living practices
- The credential — issuing the IAC certificate, accreditation candidate status, NAMACB eligibility
- Student enrolment and academic records — applications, transcripts, standing
- All payment collection — student fees, booking payments, platform fee
- Your listing page — building, maintaining, updating on request
- Student matching — identifying and placing students with the right preceptor
- Conduct and welfare issues — escalated student problems, complaints, disputes
- Issuing official transcripts — never comes from you directly
- Supervision — conducting and overseeing clinical sessions, in person or virtual
- Case study review — reading cases, providing feedback, approving interventions
- Hour documentation — logging each session accurately in the portal within 7 days
- Clinical judgment — assessing student competency honestly
- Your own practice — maintaining credentials, insurance, clinical standards
- Student communication — responding within 5 business days
- Orientation sessions — the first meeting with each new student
If you're not sure whether something is yours to handle — ask first. Email hello@yogavedainstitute.com. We would far rather hear from you early.
Student
placement.
Students choose you from your listing. YVIAM confirms the match. Then you begin.
| Step | What happens | Who |
|---|---|---|
| 1 | Student browses the platform and expresses interest in your listing | Student |
| 2 | YVIAM reviews the match — level, location, speciality fit | YVIAM |
| 3 | YVIAM contacts you to confirm capacity | YVIAM → You |
| 4 | You confirm and the match is approved | You → YVIAM |
| 5 | YVIAM introduces you and the student via email | YVIAM |
| 6 | You schedule your orientation session within 7 days | You |
| 7 | Student appears in your portal dashboard | Portal |
- Get to know the student — their background, clinical experience to date, goals
- Set expectations — how you work, your communication preferences, response time
- Review the hour requirements together — what they need, how long it will take
- Agree on the supervision format — in person, virtual, frequency, scheduling
- Explain how you review case studies and what you expect in each one
- Schedule your first actual supervision session before ending the call
The first meeting is a relationship meeting, not a clinical session. Clinical hour logging begins with the first actual supervision session.
Life happens. Contact YVIAM immediately at hello@yogavedainstitute.com. We will manage the student communication and find an alternative preceptor. Never communicate a placement change directly with the student without informing YVIAM first.
Supervising
clinical hours.
Every supervised hour must clearly fall into one of three methods. Know them cold.
| Method | Description | Format |
|---|---|---|
| Method 1 Direct observation | You, the student, and the patient are present together. You observe the student conducting the intake or treatment. You debrief immediately after. | In person or live virtual (all three present simultaneously) |
| Method 2 Case review & approval | Student sees the patient, then brings findings to you. You review together and approve the proposed intervention before it is implemented. | In person or live virtual synchronous |
| Method 3 Report review with approval | Student sees patients independently and submits detailed case reports. You review and approve interventions. Regular synchronous check-ins are required even if individual sessions are asynchronous. | Asynchronous case review — but regular live check-ins required |
YVIAM's programme requirements specify that every clinical site must provide students with sufficient opportunity to develop real competency. This is not a box-ticking exercise — it is the standard your site is held to.
Your clinical site must give students:
- Independent patient assessment — students must have sufficient opportunity to assess patients themselves — not just observe you doing it
- Intervention design and presentation — students must design interventions and present them directly to patients, not simply observe or transcribe yours
- Patient follow-up — students must follow up with their own patients to assess outcomes and modify plans accordingly
- Variety of patients — students must have experience with patients of different ages and genders over the course of their training
- Sufficient volume — your caseload must be sufficient for students to accumulate the required hours within a reasonable timeframe
Contact YVIAM before accepting a student placement. A site that cannot enable independent assessment, intervention design, and patient follow-up is not suitable as a primary clinical site. YVIAM may be able to supplement your supervision with another site for specific requirements.
- Student conducting or assisting a patient intake under any of the three methods
- Supervisor reviewing and approving a student's clinical findings with the student present
- Pulse diagnosis training with a real patient
- Pañcakarma supervision where the student is actively observing or assisting
- Marma therapy where the student is working with a real patient under supervision
- Case review sessions (Method 2/3) — the review time counts, not the patient session time alone
- The orientation/first meeting session
- General Āyurveda education or discussion without a patient case
- Watching videos, lectures, or pre-recorded material
- Self-study or homework time
- Administrative discussions not related to a clinical case
- Sessions where the student is not actively engaged with a real patient or case
Students need residential in-person hours to qualify for NAMACB board certification. AHC students: 25 in-person clinical hours minimum. For AP the combined in-person clinical total is 100 hours — 25 from the AHC component, plus 75 additional beyond AHC. Students need the full 100 combined to qualify for NAMACB board certification. Track in-person hours separately in the portal — they appear differently on the official transcript.
You can supervise the majority of a student's clinical hours online. However, AHC students require a minimum of 25 residential in-person clinical hours, and AP students require 75 additional in-person hours (100 total combined). These in-person hours must be completed with a preceptor who can offer physical presence. YVIAM will coordinate an in-person pathway for any student whose primary preceptor is online-only. This does not affect your ability to supervise all remaining distance-learning hours.
Documenting
hours.
Log every session within 7 days. Accurate documentation protects you, the student, and the school.
| Field | What to enter |
|---|---|
| Student | Select from your active students list in the portal |
| Session date | The actual date of the session — not the date you're logging it |
| Hours completed | To the nearest half hour — e.g. 1.5, 2.0, 3.5 |
| Supervision method | Method 1, 2, or 3 |
| Session type | Patient intake, case review, pulse training, Pañcakarma, etc. |
| Patient identifier | Initials or a case number only — never a full patient name |
| In-person or virtual | Select which — in-person hours are tracked separately |
| Supervisor notes | Brief clinical notes on student progress. Private — not shown to student. |
Log within 7 days of the session. End-of-month logs must be submitted by the last day of the month to be included in that month's payment calculation. Late submissions appear in the following month.
Email hello@yogavedainstitute.com with: the date of the session, the student's name, and what needs to change. We can correct any entry. Do not submit duplicate logs.
Never enter full patient names, contact details, or identifying information. The log is part of the student's official academic transcript and may be audited. Initials or a case number only.
Contact YVIAM with your log records. We will review. Your portal log is the official record. This is why logging accurately and promptly protects you.
"You are not just verifying hours.
You are witnessing someone become
the practitioner they were called to be."
Case study
review.
Your feedback on a case study is one of the most formative things you will give a student. Be honest. Be specific. Be kind.
- Clinical reasoning — does the student show they understand why they're making recommendations, not just what?
- Constitution assessment — is the Prakriti/Vikriti assessment clear, well-supported, and consistent with symptoms?
- Intervention design — appropriate, proportionate, within the student's scope?
- Follow-up plan — has the student thought about what comes next and how to assess whether the plan is working?
- Safety awareness — contraindications, medications, factors requiring caution?
- Documentation quality — clear enough that another practitioner could understand the patient and the plan?
- Scope of practice — is the student staying within what is appropriate for their level?
Start with what they did well — specifically. Then address what needs improvement — specifically, with a concrete suggestion. End with something that builds confidence for the next case.
Avoid: "Good job" and "Not quite right." Both are useless without specifics. The student needs to know exactly what was strong and exactly what to do differently.
Case study feedback should be returned within 7 business days of submission. If you need more time, acknowledge receipt and give the student an estimated date. A student who submits a case and hears nothing for two weeks loses confidence.
If a student's proposed intervention is contraindicated, disproportionate, or clinically unsafe — do not approve it. Contact the student to discuss and request a revised plan. Document your reasoning in the portal notes.
Do not approve. Contact YVIAM immediately in addition to the student. A student who proposes genuinely unsafe interventions is not ready to practice independently and requires immediate academic review. This is rare — but when it happens, act fast.
As the supervising preceptor, you are attesting that students under your supervision have had sufficient opportunity to develop the following competencies. Use this as a mental checklist when reviewing cases and assessing student progress:
- Patient assessment — the student can independently assess patients and identify their Prakriti, current Vikriti, and presenting imbalances
- Variety of patients — the student has worked with patients of different ages and genders over the course of their training
- Intervention design — the student can design appropriate, evidence-based Āyurvedic interventions and present them to patients
- Patient follow-up — the student has followed up with their own patients to assess the effectiveness of interventions and modify accordingly
- Safety and scope — the student consistently identifies contraindications and stays within appropriate scope of practice
- Documentation — the student's case records are sufficiently detailed that another practitioner could understand the patient and the plan
As of July 1, 2026, NAMACB requires that all candidates for board certification be graduates of an AAC Candidate or Accredited programme. YVIAM holds Candidate status. Students who graduate before or after this date and completed their clinical hours through YVIAM-approved supervision are eligible to sit for NAMACB board certification.
Getting
paid.
Monthly. Fixed date. Transparent. Here is everything you need to know.
| What | Detail |
|---|---|
| Payment date | 25th of each calendar month — every month |
| Eligible earnings | Only bookings where the 30-day student refund window has fully passed |
| Payment method | Bank transfer to your account on file |
| Currency | USD — all payments in US dollars |
| Option A (standalone experience) | You receive 80% of the experience fee |
| Option B (full programme) | You receive 60% of the programme supervision fee |
| Student platform fee ($500/yr) | 100% retained by YVIAM — not part of any split |
| Payment statement | Emailed to you on the 24th — one day before payment |
| Dispute deadline | Email by the 20th of the month for that month's correction |
If a student books on May 1, the refund window clears May 31. That booking appears in the June 25 payment statement and is paid on June 25. Bookings where a student has requested and received a refund are not included at all.
Email hello@yogavedainstitute.com by the 20th with: the student name, the booking date, and the amount you expected. We review and correct before the 25th where possible, otherwise the correction appears in the following month.
Notify YVIAM immediately. Payments sent to incorrect details cannot be recalled immediately. This is the single most important administrative action you can take.
Your
listing.
Your listing is a living thing. Keep it current and students will find you.
- Upcoming dates — add retreat or intensive dates as soon as they're confirmed. Remove past dates promptly.
- Availability — if you're at capacity, let YVIAM know and new placements will be paused
- Pricing — notify YVIAM before any fee changes take effect
- Photos — email new photos to hello@yogavedainstitute.com anytime
- Description — if your practice has evolved, your listing should reflect it
- Specialities — if you've developed new clinical skills, tell us and we'll add them
Email hello@yogavedainstitute.com or submit the listing intake form in your portal. Updates are live within 2 business days. You never need to touch the website directly.
If you are travelling, unwell, at capacity, or need a break — email YVIAM and new placements will be paused immediately. Your listing remains visible but no new students can book. Resume at any time.
Contact YVIAM immediately. Do not communicate a date change directly with a student who has already paid — this goes through YVIAM's booking system. We will manage the rescheduling or refund.
Your clinical
site.
Your clinic is not just where supervision happens. It is where students become practitioners. The quality of what you offer them matters — and YVIAM holds every approved site to the same standard.
An approved YVIAM clinical site must be an active practice where:
- Real patients receive Āyurvedic consultations, treatments, or care on a regular basis
- Students can observe and conduct their own patient intakes and assessments
- Students can design and present interventions — not just assist or observe
- Students can follow up with their own patients over time
- Patients of different ages and genders are available to students
- The supervising preceptor holds the credentials required for the student's level
| Site type | Notes |
|---|---|
| Private Āyurvedic practice | Must have regular active caseload — not occasional or by appointment only |
| Integrative wellness or health clinic | Must include Āyurvedic consultation as a core service, not a peripheral offering |
| Retreat centre with clinical component | Must offer individual patient assessment, not group programming only |
| Postpartum care practice | Counts toward clinical hours — specialised population, ensure diversity requirement is met through other placements if needed |
| Online / telehealth practice | Can cover non-residential clinical hours — cannot cover the residential in-person minimum |
| Home-based practice | Acceptable if professional standards are maintained and patient confidentiality can be protected |
Over the course of their training, students must have experience with patients of different ages and genders. If your practice serves a specialised or homogeneous population (e.g. exclusively postpartum women), YVIAM will coordinate a supplementary placement to ensure the student meets this requirement. This is not a barrier to approval — it is a logistical arrangement YVIAM manages.
YVIAM requires that student clinical competency be assessed — not just logged. The progress report function in your portal is your primary tool. Use it to assess students across six core competencies at regular intervals:
| Competency | What you are assessing |
|---|---|
| Patient intake & constitution assessment | Can the student independently identify Prakriti, Vikriti, and presenting imbalances? |
| Intervention design | Are recommendations appropriate, proportionate, and clinically sound? |
| Patient presentation & follow-up | Does the student present interventions to patients and return to assess outcomes? |
| Case documentation | Are records clear, complete, and usable by another practitioner? |
| Safety and scope | Does the student consistently identify contraindications and stay within scope? |
| Clinical communication | Can the student communicate clearly, warmly, and professionally with patients? |
The official transcript submitted to YVIAM at the end of a student's programme must include both hour totals and a competency attestation. When you submit your final progress report through the portal, you are certifying that the student has had sufficient opportunity to develop these competencies under your supervision — not just that they sat with you for the required number of hours.
As an approved preceptor you are expected to maintain the following records for each student, accessible for review by YVIAM at any time:
- Session logs — date, hours, method, session type, patient identifier (via the portal)
- Case study records — all submitted cases and your written feedback
- Competency progress notes — at least one formal assessment per student per quarter
- Any incident reports or safeguarding documentation
- Communications with YVIAM about the student
Maintain all student supervision records for a minimum of five years after the student's programme ends. This protects you in the event of a credential dispute, professional complaint, or audit.
Before a student observes or participates in any patient session, the patient must be informed and must give consent. This is a professional and ethical requirement — not optional. YVIAM recommends a simple verbal disclosure: "I have a student with me today who is completing their clinical training. Are you comfortable with them being part of our session?" Document consent in your session notes.
Student
difficulties.
Most preceptor-student relationships are deeply rewarding. Some get complicated. Here is what to do in each situation.
What to do: Give specific written feedback on the exact gap. Ask them to resubmit the case with a revised intervention plan before you meet again. If the same pattern continues for three or more cases, contact YVIAM — the student may need additional academic support before continuing clinical work.
What to do: Address it directly in your next session. Set a clear expectation: case studies must be submitted within 14 days of each session. If the pattern continues after one clear conversation, document it in your portal notes and notify YVIAM.
What to do: After two missed sessions without contact, email the student and cc hello@yogavedainstitute.com. YVIAM will follow up from the academic side. Do not let a student go more than 30 days without contact without escalating.
What to do: Listen. Do not try to counsel them — that is not your role. Acknowledge what they've shared, tell them you care, and let them know YVIAM has support resources. Email YVIAM to flag the situation. A leave of absence may be appropriate.
What to do: Do not approve the intervention. Respond in writing explaining exactly why and what you need instead. If this happens more than once, contact YVIAM immediately. Patient safety is never a grey area.
What to do: Address it clearly and directly. This is a violation of their enrolment agreement. Contact YVIAM immediately. This is a matter that may affect their credential eligibility.
What to do: Contact YVIAM before the student's programme ends. Do not fail a student or withhold hour sign-off without notifying YVIAM first. We will schedule a three-way conversation to assess next steps — which may include extended supervision, additional academic requirements, or in rare cases, withdrawal.
Relationship
issues.
The preceptor-student relationship is powerful. That power requires care.
What to do: Name it gently but clearly. "I notice you're reaching out quite often between sessions — I want to be clear about what I can offer in this role." Redirect to YVIAM for support needs that go beyond clinical supervision. Document the conversation.
What to do: Stay grounded. A student who pushes back respectfully is learning — that's good. A student who is consistently combative or dismissive needs a direct conversation about the supervision relationship. If the dynamic doesn't improve after one clear conversation, contact YVIAM.
What to do: This is outside the scope of your YVIAM preceptor role. You are free to arrange private supervision independently, but it has no connection to the YVIAM credential and those hours cannot be counted toward their programme.
What to do: Contact YVIAM. We will mediate. Most conflicts can be resolved with a facilitated conversation. If they cannot, we will arrange a transition to another preceptor. Do not end a placement unilaterally without notifying YVIAM first.
What to do: Email hello@yogavedainstitute.com first. YVIAM will manage the student communication and transition. Never communicate a placement ending directly to the student without informing YVIAM. The student's academic continuity is our responsibility — we need to arrange a replacement preceptor before communicating any change.
A dual relationship is when you have another significant relationship with a student outside your preceptor role — they are also a private client, a friend, a romantic interest, or a business partner. Dual relationships compromise the objectivity of supervision and should be disclosed to YVIAM. Some dual relationships are grounds for ending the preceptor placement.
Emergencies &
safeguarding.
These situations are rare. When they occur, clarity and speed matter. Here is exactly what to do.
What to do: Take it seriously. Do not minimise. Say: "I hear you and I'm glad you told me. This is beyond what I can support in our supervisory role — I want to make sure you have the right help." Contact YVIAM immediately. In an acute emergency, encourage the student to contact emergency services in their country. You are not their therapist. Your role is to ensure they get appropriate help, not to provide it.
What to do: Ensure the patient receives appropriate medical care first. Document everything immediately — date, time, what happened, what was recommended, what the outcome was. Contact YVIAM within 24 hours. Do not discuss liability or fault with the student, the patient, or anyone else until you have spoken with YVIAM.
What to do: Listen and document. Tell the student you take it seriously and will ensure it reaches the right people. Contact YVIAM at hello@yogavedainstitute.com with the details. If the concern involves a YVIAM staff member, address it to Jacky Rae directly.
What to do: This may trigger mandatory reporting obligations depending on your jurisdiction and your professional licence. Follow the requirements of your own professional body first. Contact YVIAM to inform us. Do not advise the student on whether or how to report without consulting your own professional guidelines.
What to do: Acknowledge receipt, do not discuss specifics. Contact YVIAM immediately. All patient complaints are handled by the school — not by preceptors directly.
YVIAM: hello@yogavedainstitute.com · +351 914 426 169
Office hours: Monday–Thursday, 10am–4pm EST. For genuine emergencies outside office hours, email with "URGENT" in the subject line.
Administrative
situations.
The administrative side of this relationship is simple when everyone knows who handles what.
What to do: Do not handle this yourself. Refer the student to hello@yogavedainstitute.com. YVIAM processes all refunds in accordance with the refund policy. You will be notified if a refund affects your earnings.
What to do: Wait 2 business days for banking processing. If still not received by the 28th, email hello@yogavedainstitute.com with your name and the payment month. We will investigate and correct.
What to do: Your portal log is the official record. YVIAM will review your logs and the student's account. This is why accurate and timely logging protects you. If there is a genuine discrepancy, contact YVIAM with your session notes.
What to do: You will be notified by YVIAM. Do not contact the student about the complaint. Cooperate fully with YVIAM's review process. Provide your session notes and portal logs. Most complaints can be resolved through a facilitated conversation.
What to do: Refer them to YVIAM. Official transcripts are issued by the school only. Never issue your own letter of clinical hours without confirming with YVIAM first.
What to do: Email hello@yogavedainstitute.com. YVIAM will issue an updated agreement for signing. Changes to the revenue model apply to new bookings from the date the new agreement is signed — not retroactively.
Your own
wellbeing.
You cannot give from an empty vessel. This medicine applies to you as much as anyone you supervise.
Preceptor burnout is real. Holding students' clinical formation, managing your own practice, and running retreats while also supervising case studies requires significant energy. YVIAM takes this seriously.
- Dreading sessions with students you once looked forward to
- Falling behind on case study reviews and not catching up
- Feeling resentful of student demands
- Your own clinical practice is suffering
- You haven't had a genuine break in more than 3 months
Email hello@yogavedainstitute.com. Tell us honestly what's happening. We can:
- Pause new student placements immediately
- Arrange a formal leave of absence for 1–3 months
- Reduce your student load to what is manageable
- Transition current students to another preceptor temporarily
There is no shame in any of this. A preceptor who asks for what they need is modeling exactly what we want students to learn. Your wellbeing is not separate from the mission — it is part of it.
Policies.
All student information is confidential. All patient information is confidential. Do not share student case studies, clinical notes, or personal information with anyone outside of YVIAM. Do not share patient information in any form. This applies during your time as a preceptor and indefinitely after.
You are required to maintain active professional liability insurance throughout your time as a YVIAM preceptor. Notify YVIAM immediately if your insurance lapses. Supervising students without active insurance is a breach of your agreement and grounds for immediate suspension.
While you are an active YVIAM preceptor, do not directly solicit YVIAM students to engage your services outside the YVIAM platform in a way that circumvents the revenue agreement. Students who find you independently through other channels are free to work with you however they choose.
Supervise at least one student per calendar year to maintain active preceptor status. Preceptors inactive for more than 12 consecutive months may be moved to inactive status. Reactivation is simple — reach out.
YVIAM's first policy is kindness. Always. This applies to how you treat students, patients, and the YVIAM team. Any conduct that is harmful, discriminatory, or inconsistent with this standard is grounds for immediate removal from the platform.
YVIAM may update this handbook from time to time. You will be notified of material changes by email. The most current version is always available in your portal under Documents.
Frequently asked
questions.
"The students who sit with you today
will someday sit across from someone
who has been waiting their whole life
for exactly what you are teaching.
That is the lineage. You are the middle of it."
Everything you need.
One page.
| Topic | The answer |
|---|---|
| Payment date | 25th of each month · bank transfer · post-30-day-refund-window earnings only |
| Option A split (standalone) | You keep 80% · YVIAM keeps 20% |
| Option B split (programme) | You keep 60% · YVIAM keeps 40% |
| Student platform fee | $500/yr or $125/quarter · 100% YVIAM · not your concern |
| AHC supervised clinical hours | 75 minimum total · 25 in-person minimum |
| AP supervised clinical hours (beyond AHC) | 150 minimum · 75 in-person minimum |
| AP combined clinical hours (AHC + AP) | 225 minimum total · 100 in-person minimum total |
| Log hours by | Within 7 days of each session · end of month for payment inclusion |
| Patient identifiers in log | Initials or case number only — never full name |
| Orientation session | Do not log as clinical hours |
| Case study feedback turnaround | Within 7 business days of submission |
| Student not responding | After 2 missed sessions — email student and cc YVIAM |
| Unsafe intervention proposed | Do not approve · contact YVIAM immediately |
| Student in crisis | Listen · refer to appropriate help · contact YVIAM immediately |
| Ending a placement | Email YVIAM first — never directly with the student |
| Student requests refund | Refer to YVIAM — never handle yourself |
| Payment not received by 28th | Email hello@yogavedainstitute.com |
| Update your listing | Email YVIAM — 2 business day turnaround |
| Need to pause or take leave | Email YVIAM — we handle everything from there |
| Patient consent before student sessions | Required · verbal consent · document in session notes |
| Competency attestation | Required at programme end via portal progress report |
| Record retention | 5 years minimum after student programme ends |
| NAMACB deadline | From July 1, 2026 — YVIAM Candidate status ensures student eligibility |
| YVIAM email | hello@yogavedainstitute.com |
| +351 914 426 169 | |
| Office hours | Monday–Thursday · 10am–4pm EST |