Preceptor Policy

College of Medicine Policy and Procedures Regarding Off-Site/AHEC Rotations

Medical students do off-site rotations during their third and 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, Pediatrics, Obstetrics & Gynecology and/or Psychiatry. Most of these are AHEC rotations.


  • During third-year orientation the student is informed about AHEC options. The student fills out the demographics section of the AHEC Fact Sheet and submits it to designated AHEC placement staff. Students provide preferences regarding department and/or region in which they would like to rotate.
  • Coordinator contacts regional AHEC with student preferences.
  • Regional AHEC determines rotation preceptor and informs coordinator.
  • Coordinator contacts the student with confirmed rotation information.
  • Student completes AHEC Fact Sheet at least one month prior to rotation.
  • Student brings copies of immunizations to the off-site rotation, as these may be required by the clinic or hospital associated with the rotation.
  • Student picks up reimbursement check (subsistence and rent) from UK AHEC Office before rotation begins.
  • After the rotation, student completes Off-Site Evaluation and picks up mileage reimbursement check from UK AHEC Office.

Fourth Year Rotations – During the fourth year, students who have not completed two AHEC rotations in the third year must do at least one in the fourth. All students must complete a fourth-year off-site rotation. If the two-AHEC requirement has already been met, the student may do an off-site in Lexington or another non-AHEC area.


  • The Registrar establishes a start date for submission of requests and provides students with a list of available preceptors/sites by department and a preceptor request form. No requests may be submitted before the specified date and time as assignments are often, first-come first-served.
  • Student submits request to the education coordinator for the department of the rotation at least two months prior to the start of the scheduled off-site rotation for fall and no later than the end of December for spring. (Some departments may require earlier submission of request forms.)
  • Coordinator contacts regional AHEC with student preference.
  • One regional AHEC staff have verified that there is an opening, Coordinator can either:

A) Contact the preceptor directly
B) Empower regional AHEC to contact the preceptor

  • Coordinator confirms the rotation with Regional AHEC, UK AHEC Office, student, and the Registrar.
  • Coordinator provides Fact Sheet to student and directs him or her to deliver it to UK AHEC office.

(NOTE- If student requests a rotation change, the process begins again)

  • Student picks up reimbursement check (subsistence and rent, if needed) from UK AHEC Office before rotation begins.
  • Student brings copies of immunizations to the off-site rotation, as these may be required by the clinic or hospital associated with the rotation.
  • After the rotation, student completes Off-Site Evaluation and picks up mileage reimbursement check from UK AHEC Office.

Related Procedures & Personnel

COM Registrar:
The registrar publishes online an updated list of preceptors for M4 students and the form that students are required to submit to request an off-site preceptor and site. She sets a date on which students may begin to submit their preceptor requests to the appropriate department education coordinators, and informs the students and coordinators. She keeps track of AHEC assignments for each student to ensure that each student meets AHEC requirements for graduation. Upon request, she provides documentation of good standing, malpractice insurance, HIPAA training, and OSHA training.

Course Directors:
The course director has ultimate responsibility for all aspects of the course. S/he provides a syllabus to CBF, oversees CBF teaching activities, is responsible for assigning the final grade, and is involved in the identification and appointment of CBF. S/he contacts the appropriate regional AHEC office to request recruitment of a new CBF. 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-Based Faculty Program (CBFP)
The AHEC/CBFP supports students, CBF 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 CBF interested in accessing benefits and provides an annual conference for CBF, an annual retreat for faculty course directors and an annual retreat for course coordinators. The CBFP facilitates the appointment and reappointment process for CBF. It is important to remember that 1) under no circumstance should students recruit potential CBF. If a student becomes aware of a potential CBF candidate, he/she should notify the course director; 2) similarly, neither regional AHECs nor the UK AHEC/CBFP Office appoint CBF. Faculty appointments are the exclusive province of the academic departments. As noted above, the AHEC/CBFP 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.