Policies for off-site and AHEC Rotations

Medical students do off-site rotations during their third or fourth years with Community-Based Faculty (CBF). These individuals volunteer their time and resources for the purpose of educating our students and our debt to them is significant. Internally, many people are involved in this process and this document describes the procedures and individual roles and responsibilities required to make this happen.

Third Year Rotations - During the third year, students have the option to complete off site rotations in Family and Community Medicine or Pediatrics. Most of these are AHEC rotations.

Process for Making Off-Site/AHEC Requests:

Fourth Year Students

Student enrolled in AHEC/Off-site rotations via OASIS will fill out the placement ranking survey online. as early as possible or at least two months prior to rotation start date for blocks 1-8.  The survey must be completed by December 31 for rotations in block 10.

Once placed, a student may be informed about documents that needs to be submitted in order for the student to participate in clinical activities at a hospital or clinic. 

    1. The student will provide immunization documentation as needed (available from University Health via MyUK.) 
    2. The registrar can provide certification of good standing, malpractice insurance, HIPAA training, blood borne pathogen (OSHA) training, and a criminal background check upon admission to medical school.
    3. If a more current background check and/or a drug screen are required for the rotation, those must be completed at the student’s expense.

A student must never, ever make direct contact with a preceptor, potential preceptor, or regional AHEC office unless instructed to do so by the department education coordinator.

COM Registrar

  1. Set the date on which students may begin to fill out the placement ranking survey for the upcoming year.  Send that information to the class along with a link to the policy.
  2. At least monthly, the registrar will pull an OASIS report for all students enrolled in off-site courses and check if any new students have been added to the list.
  3. If any students are new additions, the registrar will send the link to the survey and the information above to those students.  For students who do not fill out the survey by the required deadline, the registrar send a final warning email with a deadline for completing the survey in RedCAP or dropping the off-site rotation.
  4. The registrar will send the list of scheduled off-site rotations to the AHEC office student coordinator. This should be done for all rotation periods to date, including the current one, but not future ones, as they might be dropped. This can be done monthly, or at whatever interval works best for the AHEC coordinator.
  5. Once all students have been notified, the registrar will download the data from the online survey and send the excel spreadsheet to the coordinators who have students enrolled in their department’s off-site course.
  6. If a student does not complete a Fact Sheet prior to the end of an AHEC rotation, the registrar will email the student with a short deadline for submitting the Fact Sheet.  If the student still does not do so, a Hold will be placed on the student’s account and removed once the AHEC office student coordinator informs the registrar that the Fact Sheet has been submitted.

AHEC Office Student Coordinator

  1. Return the list of students doing off-site rotations, noting whether or not a Fact Sheet was turned in.
  2. Provide copies of the Fact Sheets to the registrars so they can pursue affiliation agreements as needed.

Department Coordinators

  1. When a student is enrolled in an off-site course and the registrar sends the placement ranking, the coordinator will begin the placement process by contacting the regional AHEC office of the student’s highest choice region.  NOTE: Some department do not have preceptors in every region.  Some departments have very few preceptors and may use other processes for determining placements.  For example, Emergency Medicine determines placements via a lottery.
  2. Find out from the regional AHEC office if there are documents that need to be submitted in order for the student to participate in clinical activities at a hospital or clinic.  Inform the student of the requirements at least two weeks prior to the start of the rotation.
  3. Provide a completed evaluation with a final numeric grade to the registrars within four weeks of the end of the rotation.

Related Procedures & Personnel

Course Directors:
The course director has ultimate responsibility for all aspects of the course. S/he provides a syllabus to CF, oversees CF teaching activities, is responsible for assigning the final grade, and is involved in the identification and appointment of CF. S/he contacts the appropriate regional AHEC office to request recruitment of a new CF. S/he is the initial contact for problems that occur during off-site rotations and will notify the Deans for Student Affairs and the AHEC Office of such problems.

AHEC/Community Faculty Program (CFP):
The AHEC/CFP supports students, CF and UK faculty/staff involved in community-based rotations. It does this in a variety of ways. It acts as a point of contact for CF interested in accessing benefits and provides an annual conference for CF, an annual retreat for faculty course directors and an annual retreat for course coordinators. The CFP facilitates the appointment and reappointment process for CF. It is important to remember that 1) under no circumstance should students recruit potential CF. If a student becomes aware of a potential CF candidate, he/she should notify the course director; 2) similarly, neither regional AHECs nor the UK AHEC/CFP Office appoint CF. Faculty appointments are the exclusive province of the academic departments. As noted above, the AHEC/CFP can assist in the process but cannot make appointments; 3) finally, it is important to understand that regional AHECs are the final common pathway for placing students in clinical rotations for UK, U of L, Pikeville School of Osteopathic Medicine and other health professions colleges/programs (i.e., Physician Assistant, Nurse Practitioner). This is why communication regarding student rotation is so critical.