Before the Rotation
Code of Conduct
The AHEC Program adheres to the Health Sciences Student Professional Behavior Code, which is used by all six colleges in the Medical Center. A copy of this booklet is available in the office of the dean of the student’s college. It is the student’s responsibility to be familiar with the information contained in this booklet. In addition, there may be rules of conduct specified by the institution in which you are doing a rotation. Such rules are in addition to the above mentioned code and do not replace it.
Students who are going on off-site rotations should remember at all times that they are representatives of the University of Kentucky.
Each college has guidelines regarding dress and those guidelines should be respected while on an off-site rotation. If a particular institution or Community Faculty member requests a specific manner of dress, the requests must be honored.
In the event of exposure to blood borne pathogens, the student should notify the supervising clinician/preceptor immediately and contact University Health Service at (859) 323-2778. If the University Health Service is closed, the student should contact the on-call University Health Service physician immediately by calling (859) 323-5321 and ask the operator for the Health Service physician on-call. If the exposure is considered high risk, prophylactic treatment should begin within 2 hours of the exposure. Also, the student should inform the regional AHEC Clinical Coordinator in the area by calling either the Regional AHEC Center or the UK AHEC Central Office at (859) 323-8018.
Background Check/Drug Screens
It should be noted that some facilities might require that students undergo a criminal background check and/or drug screening. These are not eligible for reimbursement through the AHEC office.
Guidelines and Policies
Purpose of Reimbursement
The purpose of AHEC reimbursement is to help ease financial hardship to students as a result of spending time away from the student’s home campus.
Qualifications of Reimbursement
Generally, in order for a rotation to qualify for reimbursement, the rotation must occur outside the county of the student’s home campus (Morehead, Owensboro, Louisville, Lexington, or Hazard) and must be for a minimum of five days per week for four consecutive weeks at the same site. If a single rotation occurs in multiple locations, at least 50% of the rotation must take place in an AHEC designated site for the student to qualify for support. Some exceptions apply and students should contact the AHEC Central Office or their college/department to determine if the rotation qualifies for AHEC funding. Rent reimbursement will be provided if the rent receipt indicates the rent was paid for a property other than that of the Clinical Hub Site.
Population Designated Sites
In some counties within the North Central, North East and Northwest regions, only certain clinical sites are eligible for AHEC support. These sites (called Population Designated Sites) are selected based upon the demographics of the population served. If the rotation site is within a population designated county, the site must be designated as AHEC eligible by the Regional AHEC Advisory Board. The Regional AHEC Advisory Boards determine the qualifications for a site to be designated as “AHEC”. Those qualifications could include a high percentage of Medicaid patients or high proportion of minority patients. For more information, contact the AHEC Central Office.
Housing Site versus Rotation Site
If a Regional AHEC Center arranges housing and the housing site is more than 40 miles round trip to the rotation site, mileage in excess of 40 miles per day will be reimbursed by the AHEC Program and added to the round trip allocation at the time the student reconciles the AHEC account. The Regional AHEC Center will communicate to the AHEC Central Office instances of excess mileage. Students will not, therefore, be required to keep mileage records.
In cases where students elect not to use AHEC arranged housing and choose to live in housing farther from the site, or in cases where students choose to commute from Lexington or their Hub Site, daily mileage will not be reimbursed.
Clinical Hub Site
In some cases, students will relocate for a substantial part of their educational and/or clinical years, (eight or more months out of 12). This is termed a Clinical Hub Site and refers to the town or city where the student takes classes, attends clinicals and/or resides. In such cases, the course director will inform the AHEC Central Office of the student’s Clinical Hub Site. Students who have relocated in this way will not be eligible for AHEC support for rotations done in and around the Clinical Hub Site.
If the rotation is more than 40 miles round trip from the Clinical Hub Site and outside the county, students are eligible for the rent and round trip mileage per month, provided they reside in the community where the rotation will take place.
The University and the AHEC Program have established the following procedures. They must be followed in order for students to receive support as participants in the AHEC experience. Please read them carefully and, if you have any questions, contact your college/departmental coordinator or the AHEC Central Office (859-323-8018).
AHEC Fact Sheet
The process for receiving AHEC financial assistance begins with completing the online AHEC Fact Sheet. Once complete with both demographic and rotation information, a notification is automaticly sent to both the appropriate regional AHEC office and AHEC Central Office. The Fact Sheet must be completed at least one month prior to the rotation. Please note that students with multiple rotations can enter all rotations on one fact sheet.
Housing allowance funds are available to students the week prior to the start date of the rotation and can be picked up in the AHEC Central Office. At times, rotation schedules make it difficult for students to return to campus for their checks. Please let the AHEC Central Office know if arrangements need to be made for mailing the check to you.
Students should reconcile their AHEC accounts within six months of the rotation end date. Accounts not reconciled within six months of the end date of the rotation are no longer eligible for reimbursement.
Students doing an AHEC qualified rotation outside of their Clinical Hub site may request $100 per week for housing. Students may arrange their own housing or request that the AHEC Regional Center make the arrangements. In the event that the Regional Center arranges housing, no pets, spouses or significant others are allowed. It is important to let the Regional Center know of any special needs and efforts will be made to accommodate them. Examples of special needs include, but are not limited to: issues of accessibility and allergies. Special needs should be listed on the Fact Sheet. If a student needs regional assistance with housing, this must be indicated on the Fact Sheet. If AHEC arranges housing and the student decides not to use the housing, notice via email, phone, or fax of the cancellation must be sent to the regional AHEC and the AHEC Central Office no later than two weeks prior to the rotation. Funding will not be available for alternate housing to students who do not comply with this notification requirement and the department/program will be notified. Reminder: The Fact Sheet must be completed at least one month prior to the rotation.
Students must complete the AHEC rent receipt form and have the landlord sign the form. This form must be returned to the AHEC Central Office as soon as possible after the rotation end date. Any unexpended allowance must be remitted to the AHEC Central Office. Rent receipts can be obtained from the AHEC Central Office or the Central Office website. In some instances, the AHEC Central Office makes direct payment for housing to the regional AHEC, in which case the student does not receive a rent allowance and no rent receipt is required.
A student will not be reimbursed for housing if he/she lives with parents or relatives, but the student will receive the mileage allowance. For purposes of AHEC rent payment, “relatives” are defined as parents, grandparents, siblings, aunts, uncles, cousins, in-laws, etc.
Housing Concerns or Problems
Although every effort is made by the Regional AHEC Center to identify safe, clean and affordable housing, the University of Kentucky acting through its AHEC Central Office and/or its Regional AHEC Centers assumes no responsibility for the safety of the student and/or his/her property at the housing site. Responsibility for the conditions of the housing is solely that of the landlord. If you have problems with AHEC arranged housing, immediately report it to the Regional AHEC Center.
Mileage is reimbursed on a tiered scale, amounts listed are per every 4 weeks, based on the distance from your hub site to the location that the rotation takes place. This mileage allowance will be provided at the time of account reconciliation at the end of the rotation.
Some rotations require the student to travel between multiple sites. Additional travel expenses incurred as a result of course requirements generally are not reimbursed. If incidental travel is approved for reimbursement the student will be reimbursed for mileage in excess of 40 miles per day at the University rate. In such instances, the student will be required to document the mileage and provide that information to the AHEC Central Office at the time of account reconciliation at the end of the rotation.
Questions About Reimbursement
In cases where there are disputes regarding reimbursement for an AHEC rotation, the student should contact the course or training director. The course or training director in cooperation with the UK AHEC Central Office will determine eligibility.
The Off-Site Rotation Assessment was designed for multiple purposes. Primarily, the AHEC program wants to monitor certain aspects of the program. As such, your assessment and observations are pivotal to this process. Every student is expected to complete the assessment upon completion of EACH rotation as soon as possible after the rotation end date (mileage reimbursement will not be allowed to be given to the student until this is completed). The link to the rotation assessment can be found on the UK AHEC website.
The assessment form evaluates three specific aspects of the rotation. They are:
1. the administrative aspects of the AHEC Program
2. attitudes and understandings regarding your experience
3. the educational experience of the rotation
FOR ANY QUESTIONS OR FURTHER INFORMATION REGARDING OFF-SITE ROTATIONS PLEASE CONTACT THE AHEC CENTRAL OFFICE.