Rotation Information

The process for receiving AHEC financial assistance begins with completing the online UK AHEC Student Rotation Form (SRF). A step-by-step guide to filling this out can be found in the AHEC Rotation FAQ, found under Quick Information Links. Once complete with both demographic and rotation information, a notification is automatically sent to both the appropriate Regional AHEC office and AHEC Central Office.  The SRF must be complete at least one month prior to the rotation. Click HERE to log in to the SRF.

Your voice matters! The UK AHEC Post Rotation Survey has been developed for the AHEC Program with multiple purposes in mind. The largest of these purposes is being used to monitor how well student needs have been met during their AHEC experience. Student input is critical for us to accurately evaluate if these needs have been met. Be as honest as possible when completing this survey. Please be assured, the information provided will be considered confidential.

Every student and resident is expected to complete the survey form within one week of the completion of their off-site rotation. Students with multiple rotations will need to complete a survey for each rotation. The completion of this survey is required before students can receive mileage reimbursements.

The assessment form evaluates three specific aspects of the off-site rotation:

• The administrative aspects of the AHEC Program,
   
• The students attitude and understanding of the off-site experience and,
   
• The educational experience of the off-site rotation.

If you experience something that is extremely unsatisfactory during your time at your off-site rotation, please do not wait until the survey to let us know. Contact your AHEC coordinators as soon as an issue arises! To complete the survey click here. 

Students doing an AHEC qualified rotation outside of their Hub site may request $100 per week for housing. Only AHEC arranged housing is eligible for the housing stipend. . If a student needs regional assistance finding housing, this must be indicated on the UK AHEC Student Rotation Form (SRF). If AHEC arranges housing and the student decides not to use the housing, notice via email, phone, or the cancellation must be sent to the Regional AHEC Center 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  UK AHEC Student Rotation Form (SRF) must be completed at least one month prior to the rotation.

When a Regional Center arranges housing, no pets, spouses or significant others, or guests 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 UK AHEC Student Rotation Form (SRF)

Using non-AHEC scheduled housing

A student will not receive a housing stipend if they choose to not use AHEC housing during their off-site rotation. However, students will still receive mileage reimbursement for all AHEC qualified rotations, regardless of housing arrangement  

Rent Receipt

A rent receipt is with the housing host's signature is required for all AHEC arranged housing. This form must be returned to the AHEC Central Office as soon as possible. Please submit the receipt no later than one week post-rotation. Any unexpended allowance must be remitted to the AHEC Central Office. Rent receipts can be obtained from the AHEC Central Office or here.

Reimbursements are given to students to help ease financial hardship resulting from spending time away from the student's home campus. 

Housing Stipends

Housing allowances are available to students the week prior to the start date of their rotation and can be picked up in the AHEC Central Office. The housing allowance is paid in 4 or 6 week increments, depending on the student's college/department and length of rotation.  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. Housing hosts must be paid upon arrival. 

If a Regional AHEC Center arranges housing and the housing site is more than 60 miles round trip to the rotation site, mileage in excess of 60 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. 

Mileage Stipends

Generally, for a rotation to qualify for the standard rent and/or mileage stipend, the rotation must occur outside the county and over 30 miles, one-way, from the student’s hub site and must be for a minimum of at least three 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.

Mileage is reimbursed on a tiered scale. Amounts are per every four weeks, based on the distance from your hub site to the rotation site. The map for mileage reimbursement amounts can be found in the AHEC FAQ Sheet, linked at the top of this page. This mileage allowance will be provided after the completion of the rotation. 

To receive a mileage stipend, students must have: a completed rotation form (SRF), a completed PR survey, and rent receipt (if applicable). 

Deadlines

Students should pick up their mileage reimbursement checks within six months of the end of their rotation. Accounts not reconciled within six months of the end date of the rotation are no longer eligible for 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.