Coordinator Guide to Rotation Requests
This guide is for School Coordinators who submit clinical rotation requests for Medical and Advanced Practice Provider (APP) students at Saint Alphonsus Health System (SAHS). It outlines the requirements, documentation, responsibilities, and timelines needed to secure a rotation and complete student onboarding successfully.
These timelines are essential to ensure students receive the necessary training, system access, credentials, and clearances before their rotation start date. Because onboarding involves coordination across multiple local and national teams, timely submission helps prevent delays and supports a smooth onboarding process.
Clinical Rotation Request Process
Step 1: Verify an Education Affiliation Agreement (EAA)
Responsible Party: School Coordinator
Confirm your institution has an active Education Affiliation Agreement (EAA) with SAHS before submitting a rotation request.
Need help? Contact Heather Berry to:
- Verify an existing agreement
- Initiate a new agreement
- Check the status of a pending agreement
Rotation requests cannot be processed without an active EAA.
Step 2: Secure a Preceptor
Responsible Party: School Coordinator and/or Student
Identify and confirm a qualified preceptor before submitting a request.
SAHS does not recruit, assign, or arrange preceptors.
Before proceeding, ensure the preceptor has agreed to supervise the student and completed any required documentation.
Step 3: Submit the Rotation Request
Responsible Party: School Coordinator
Submit the request through myClinicalExchange (mCE) to the appropriate SAHS program and facility.
Supported Programs
- MD
- DO
- NP
- PA
- CRNA
- CNM
- PharmD
Timeline Requirement
- Submit requests 45-60 days before the requested start date.
Step 4: SAHS Review
Responsible Party: SAHS
SAHS will review the request and approve or deny it in mCE.
Once approved, the student may begin submitting compliance requirements.
Step 5: Complete Compliance Requirements
Responsible Party: Student and School Coordinator
All required documents must be submitted and approved in mCE.
Compliance Deadline
- All documentation must be submitted at least 30 days before the requested start date.
This allows time for compliance review, system access creation, Epic training, badging, and onboarding.
Documents submitted fewer than 30 days before the start date may delay onboarding or result in rotation cancellation.
Required Documentation
Medical Clerkship Packet
- Clerkship Form (student and preceptor signatures)
- Acceptable Use Acknowledgement
- Orientation Acknowledgement
Student Documents
- Photo (.JPEG, plain background)
- Letter of Good Standing with rotation dates
- TB documentation
- Flu vaccine documentation or declination (November-March)
Training & Certifications
- N95 Fit Test documentation
- Red Line Training Certificate (Operating Room rotations only)
Coordinator Responsibilities
- Monitor student progress in mCE
- Ensure all required items are submitted
- Follow up on missing documents before the deadline
Incomplete compliance packets may delay onboarding or cancel the requested start date.
Step 6: Compliance Review
Responsible Party: SAHS
SAHS reviews all submitted documentation and verifies compliance requirements.
Only students with approved compliance requirements will proceed to onboarding.
Step 7: Student Onboarding
Responsible Party: SAHS
After compliance approval, SAHS will:
- Create system and network access
- Coordinate Epic provisioning and training
- Order student badges
- Send the student's Cleared to Rotate notification with onboarding instructions
Coordinator Checklist
Before submitting a request, verify:
- Active EAA in place
- Preceptor confirmed
- Rotation request submitted 45-60 days in advance
- Student understands compliance requirements and deadlines
- All documentation submitted 30+ days before the start date
Process at a Glance
School Coordinator: Verify EAA → Confirm Preceptor → Submit Request (45-60 Days Prior)
SAHS: Review Request
Student & Coordinator: Submit Complete Compliance Packet (30+ Days Prior)
SAHS:Verify Compliance → Complete Onboarding → Issue Cleared-to-Rotate Notification