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Guidelines and Policies for Student/Resident AHEC Rotations

Family and Community Medicine AHEC Rotations:
Dr. Donna Roberts - AHEC Medical Director
Anee Loop - AHEC Departmental Coordinator

Kentucky Interdisciplinary Community Screenings (KICS) - elective for rising second year medical students:
Contact Dr. Richard Aud if you are interested in participating in the KICS interdisciplinary project. For more information click here.

General Information about AHEC Rotation Selection Process

• Health Professions Students eligibility for AHEC rotation is determined by course coordinator or departmental coordinator.

• Third and fourth year medical students may complete more than the required rotations in AHEC sites as electives.

• Each Spring Semester the AHEC Office sponsors an AHEC Fair for all Health Professions students. Students should attend this fair to determine what sites and community faculty are available in each AHEC area and talk with AHEC representatives from the state of Kentucky.

• Students should contact the AHEC Departmental Coordinator in the department where they are interested in completing their rotation. The names and phone numbers of all coordinators are available on the web site, in the Student Affairs Office or the AHEC Office.

• The Departmental Coordinator will provide students with a list of all approved community based faculty.

• Once a student identifies a location and community faculty, contact the Departmental Coordinator or the AHEC Clinical Coordinator to check on availability of community faculty.

• Once location and community faculty are confirmed, please complete an AHEC Fact Sheet (available from coordinators, student affairs office or AHEC office). The Fact Sheet must have a signature from the Departmental Coordinator to be processed by the AHEC Office.

• If eligible, students will receive a check for housing and/or food prior to start of the rotation from the AHEC office. ( West AHEC and South Central AHEC will issue checks for their region)

• Students must bring a copy of immunization record, picture ID, student ID, and name tag with them to the AHEC site.

• Upon completion of rotation the student will complete the AHEC assessment form and return to the Regional Coordinator.

• The Course Director determines student eligibility for AHEC rotation.

• Students should never contact a preceptor directly to set up a rotation. Preceptors often work with students from multiple institutions (i.e. UofL, UK, and PCSOM) and depend upon the AHEC Clinical Coordinators to facilitate the scheduling of students.

• Most AHEC Clinical Coordinators prefer to deal with Departmental Coordinators instead of dealing directly with students when setting up rotations. Do not encourage students to directly contact the coordinators to initially set up rotations.

• It is the Department’s responsibility to set up and track student requests for rotations to avoid an overlap of two students with the same preceptor.

• Departmental faculty and staff should work in partnership with AHEC to recruit and maintain an active base of preceptors to accommodate students without burdening existing preceptors 

Process for Choosing a Third Year AHEC Rotation 

• Each Spring Semester the AHEC Office sponsors an AHEC Fair for all medical students/coordinators. Third year students should attend this fair to see what sites they are interested in and complete a form listing their three choices of possible locations and preceptors for rotation.

• Students fill out a AHEC Rotation Request form which is supplied by the department of Family & Geriatric Medicine. This form needs to be returned to the Family & Geriatric Medicine department (Ann Loop or Tanya Keenan) 

• Students should wait for confirmation of rotation and location from the departmental coordinator.

• Students will complete an AHEC Fact Sheet and return to Ann Loop or Tanya Keenan for signature. Ann will then forward the Fact Sheet to the University of Louisville AHEC Central office. The University of Louisville AHEC Central office will send the fact sheet to the Regional Coordinator and the Student Affairs Office.

• AHEC coordinator will make housing arrangements for student if needed.

• If eligible, students will receive check for housing and/or food prior to start of rotation from the AHEC office. ( West AHEC and South Central AHEC will issue checks for their region)

• Student must bring a copy of immunization record, picture ID, student ID, and name tag with them to the AHEC site.

• Upon completion of rotation the student will complete the AHEC assessment form and return to Ann Loop or Tracy Ballinger in the Family & Geriatric Medicine Department.

Process for Choosing a Fourth Year AHEC Rotation

Student responsible for…

• Identify discipline in which to complete an AHEC rotation.

• Contact Departmental Coordinator in the discipline/department to make formal arrangements for the setup of the rotation . 

• Once student identifies a region or preceptor, contact Departmental Coordinator and Regional AHEC Coordinator to check on preceptors’ availability, dates.

• Complete the AHEC Fact Sheet and return it to the Department Coordinator who will sign the fact sheet and send it to the AHEC office.

• If needed, regional AHEC will make housing arrangements for students.

• If eligible, students will receive check (dislocation allowance) for housing and/or food prior to start of rotation from the AHEC office. ( West AHEC and South Central AHEC will issue checks for their region).

• Students must bring a copy of immunization record, picture ID, and student ID with them to the AHEC site.

• Students must fill out a fact sheet for any rotation whether they are commuting or staying in the region. If the students change rotation disciplines they must do an amended fact sheet

• The AHEC Fact Sheet, W-9 Form can be obtained from the AHEC Office or at www.louisville.edu/medschool/ahec/information.html

(These steps do not have to occur in this exact order.)

Residents - competing clinical training in AHEC sites:

• Arrangements for resident AHEC rotations must be with the Residency Director and the regional AHEC offices. Resident eligibility for AHEC rotations determined by the Residency Director.
• Residents are eligible to receive money from the AHEC office for housing, food and travel if current policies are applicable.

Dentistry, Dental Hygiene, and Nursing:

Each Spring, the AHEC Office sponsors an AHEC Fair for all health professional students. You should attend this fair to see what sites and community faculty are available in each AHEC area and talk with AHEC representatives

If you are a health professional student, you need to contact the faculty/course AHEC coordinator in your department to make arrangements for an AHEC clinical rotation (including KICS). They will assist you in identifying a site, a community based faculty member, and in completing your AHEC Fact Sheet.

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AHEC policies for stipend for food, lodging and travel expenses for students completing clinical rotations in designated AHEC sites:

• Students/residents are required to have personal health insurance and usually need to have their own vehicle for transportation.
• Students must wear their University issued IDs while on rotation.
• Students/residents are not permitted to take pets with them on rotation when living in AHEC arranged housing.
• Students/residents must have the written approval from the Course Director/Departmental Coordinator and the regional AHEC Office before changing a rotation site, date, or community faculty.
• If approved changes are made less than four weeks prior to the start of the rotation, there is no guarantee to the availability of housing and there would be a delay in student/resident receiving housing and food dislocation allowance from the AHEC Office.
• A student/resident must have a federal W-9 form on file with the University in order to receive any check for housing, food, or travel from the AHEC office. These forms are available from the AHEC Office or on the AHEC web site.
• If a student lives in the AHEC area while completing their rotation and pays for housing, he/she will receive $70 per week from the AHEC Office to cover housing costs. The regional AHECs will assist students in obtaining housing within the $70 per week allotment.
• If a student lives in the AHEC area while completing the rotation and pays for housing or lives with family and friends (without paying), he/she will receive $40 per week from the AHEC office to cover some food costs.
• If a student lives in the AHEC area while completing the rotation, he/she will receive one round trip mileage reimbursement for actual mileage between Louisville and rotation site when a Travel Expense Voucher is completed and submitted to the AHEC Office after the rotation is completed. The current rate for reimbursement is $.36 per mile.
• Students/residents who commute to their AHEC rotation site are not eligible to receive any funds from the AHEC office for food, housing or mileage expenses.
• Students/residents completing rotations at AHEC sites scheduled for less than three weeks may not be eligible for housing, food and travel allowance from the AHEC office regardless of whether the above guidelines are met.
• Students/residents may receive check for housing, food and/or travel directly from the regional AHEC office or the UofL AHEC office:

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Forms

• AHEC Fact Sheet
  

• W-9 - Request for Taxpayer Identification Number and Certification
  

• Off-site Rotation Assessment Data

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