The site rotator request form should be completed by either the prospective visiting resident/fellow or their home institution.
Download this document to stay on top of important deadlines related to your training at UK.
Application Process
| Stage | What Happens |
|---|---|
| Initial inquiry | Applicant contacts the host program or uses GME centralized intake if adopted. |
| Program review | The host program confirms ability to host, dates, supervision, and nondisplacement of UK trainees. |
| Application packet | Applicant receives application, checklist, submission instructions, and deadline expectations. |
| GME submission | Coordinator submits completed packet, requested dates, and Program Director approval to GME. |
| GME review | GME reviews eligibility, documentation, institutional agreements, compliance, and onboarding readiness. |
| Onboarding | Applicant completes training, system access, ID badge/access, and orientation requirements. |
| Rotation start | Rotator begins only after approval and required onboarding are complete. |
Timeline
4-6 Months Before the Rotation
- Visiting Rotator (VR) contacts the host program to discuss rotation eligibility and availability.
- Program confirms that the rotation can be accommodated.
- If a Program Letter of Agreement (PLA) is required, the process should begin immediately to allow sufficient time for review, negotiation, and execution.
4-6 Months Before the Rotation
- Visiting Rotator (VR) contacts the host program to discuss rotation eligibility and availability.
- Program confirms that the rotation can be accommodated.
- If a Program Letter of Agreement (PLA) is required, the process should begin immediately to allow sufficient time for review, negotiation, and execution.
At Least 12 Weeks Before the Rotation
- A fully executed PLA must be in place.
- VR submits all required application materials to the host program.
- Host program reviews the application and confirms acceptance.
- Visiting Rotator request is submitted to the Graduate Medical Education (GME) Office.
At Least 12 Weeks Before the Rotation
- A fully executed PLA must be in place.
- VR submits all required application materials to the host program.
- Host program reviews the application and confirms acceptance.
- Visiting Rotator request is submitted to the Graduate Medical Education (GME) Office.
At Least 14 Days Before the Rotation
- VR completes all onboarding requirements.
- All required training modules are completed.
- Required documentation is received and verified.
- Any outstanding items are resolved before the rotation start date.
At Least 14 Days Before the Rotation
- VR completes all onboarding requirements.
- All required training modules are completed.
- Required documentation is received and verified.
- Any outstanding items are resolved before the rotation start date.
Rotation Start Date
- All approvals, onboarding requirements, and required training must be complete.
- Visiting Rotator begins the rotation.
Rotation Start Date
- All approvals, onboarding requirements, and required training must be complete.
- Visiting Rotator begins the rotation.
During the Rotation
Host program monitors the visiting rotator's participation and ensures compliance with institutional and program requirements.
During the Rotation
Host program monitors the visiting rotator's participation and ensures compliance with institutional and program requirements.
Rotation Completion
- Host program completes any required evaluations or documentation.
- GME updates records and closes the visiting rotator file, if applicable.
Rotation Completion
- Host program completes any required evaluations or documentation.
- GME updates records and closes the visiting rotator file, if applicable.
Required Documentation
Once approved as a visiting rotator, the Affiliate Coordinator will assign an onboarding package in MedHub. The Visiting Rotator is responsible for uploading, reviewing, and/or completing the required documentation listed below. All onboarding requirements must be completed no later than 14 days prior to the rotation start date. Here is an overview of what is in the onboarding package.
Personal and Professional Information
- UK Onboarding Application
- National Provider Identifier (NPI)
- Copy of Social Security Card
- Current Curriculum Vitae (CV)
Personal and Professional Information
- UK Onboarding Application
- National Provider Identifier (NPI)
- Copy of Social Security Card
- Current Curriculum Vitae (CV)
Licensure and Credentials
- Kentucky Medical License Exemption Form (Residents only)
- Valid Medical License (if applicable)
- Copy of Medical School Diploma
- Current ACLS Certification
- Certificate of Professional Liability Insurance
Licensure and Credentials
- Kentucky Medical License Exemption Form (Residents only)
- Valid Medical License (if applicable)
- Copy of Medical School Diploma
- Current ACLS Certification
- Certificate of Professional Liability Insurance
Employment Screening
- Background Check
- 9-Panel Urine Drug Screen (UDS)
Employment Screening
- Background Check
- 9-Panel Urine Drug Screen (UDS)
Institutional Forms and Agreements
- IT Acceptable Usage Policy
- UK User Confidentiality and Non-Disclosure Agreement
- UK Healthcare Information Security Access Request Form
- Health Insurance Coverage Acknowledgement
Institutional Forms and Agreements
- IT Acceptable Usage Policy
- UK User Confidentiality and Non-Disclosure Agreement
- UK Healthcare Information Security Access Request Form
- Health Insurance Coverage Acknowledgement
Health Requirements
- Immunization Documentation
- Tuberculosis (TB) screening completed within 3 months of the rotation start date
- Completion of the OSHA Medical Evaluation Questionnaire (MEQ) and a Respirator Fit Test is required. These requirements may be completed upon arrival at UK during the onboarding process.
Health Requirements
- Immunization Documentation
- Tuberculosis (TB) screening completed within 3 months of the rotation start date
- Completion of the OSHA Medical Evaluation Questionnaire (MEQ) and a Respirator Fit Test is required. These requirements may be completed upon arrival at UK during the onboarding process.
EPIC
EPIC Module Completion Certificate
EPIC
EPIC Module Completion Certificate
What to Expect on the First Day of the Rotation
First Day of the Rotation
What to Expect
On the first day of the rotation, the Visiting Rotator should report to the location and time designated by the UK Program Coordinator or other assigned program contact. The program is responsible for communicating arrival instructions prior to the start of the rotation.
Prior to the rotation start date, the GME Affiliate Coordinator will complete the Badge Access Form and email it to the UK Program Coordinator. The Program Coordinator will provide the form to the Visiting Rotator along with directions to the UK Badge Office to obtain the required identification badge.
The Visiting Rotator will also obtain the appropriate parking pass on the first day of the rotation, following the instructions provided by the UK Program Coordinator or GME Office, as applicable.
The required OSHA Medical Evaluation Questionnaire (MEQ) and Respirator Fit Test may be completed upon arrival as part of the onsite onboarding process.
Once the Badge Access Form has been provided to the Visiting Rotator, the GME Office's role transitions to serving as a customer service resource for onboarding-related questions. The host program assumes responsibility for coordinating the Visiting Rotator's orientation, daily activities, and any program-specific requirements throughout the rotation.
Frequently Asked Questions
How do I apply for a visiting rotation?
Contact the UK host program to confirm eligibility and rotation availability before submitting any application materials. The host program will provide instructions for the application process.
How do I apply for a visiting rotation?
Contact the UK host program to confirm eligibility and rotation availability before submitting any application materials. The host program will provide instructions for the application process.
How far in advance should I submit my request?
Visiting Rotator requests and all required application materials should be submitted at least 12 weeks before the requested rotation start date.
How far in advance should I submit my request?
Visiting Rotator requests and all required application materials should be submitted at least 12 weeks before the requested rotation start date.
When will I receive my onboarding package?
Once the Visiting Rotator request has been received, the GME Affiliate Coordinator will send the onboarding package 12 weeks prior to the start date with instructions and required documentation.
When will I receive my onboarding package?
Once the Visiting Rotator request has been received, the GME Affiliate Coordinator will send the onboarding package 12 weeks prior to the start date with instructions and required documentation.
When are onboarding requirements due?
All onboarding documents and required training must be completed no later than 14 days before the rotation start date.
When are onboarding requirements due?
All onboarding documents and required training must be completed no later than 14 days before the rotation start date.
What happens if my onboarding package is incomplete?
Failure to submit all required documentation by the deadline may delay system access and could result in postponement or cancellation of the rotation.
What happens if my onboarding package is incomplete?
Failure to submit all required documentation by the deadline may delay system access and could result in postponement or cancellation of the rotation.
How do I access my required training?
The GME Affiliate Coordinator will assign access to myUK Learning after the required onboarding documentation has been received and verified. The Affiliate Coordinator will send detailed instructions for accessing myUK Learning when the modules are assigned.
How do I access my required training?
The GME Affiliate Coordinator will assign access to myUK Learning after the required onboarding documentation has been received and verified. The Affiliate Coordinator will send detailed instructions for accessing myUK Learning when the modules are assigned.
Do I need to complete EPIC training?
If EPIC access is required for your rotation, the assigned training modules must be completed before your rotation begins. A completion certificate may be required as part of your onboarding documentation.
Do I need to complete EPIC training?
If EPIC access is required for your rotation, the assigned training modules must be completed before your rotation begins. A completion certificate may be required as part of your onboarding documentation.
Where do I report on my first day?
Report to the location designated by the UK Program Coordinator or other assigned program contact. You will receive arrival instructions before your first day.
Where do I report on my first day?
Report to the location designated by the UK Program Coordinator or other assigned program contact. You will receive arrival instructions before your first day.
How do I obtain my UK identification badge?
The GME Affiliate Coordinator will provide the Badge Access Form to the UK Program Coordinator before your arrival. The Program Coordinator will give you the form and directions to the UK Badge Office on your first day.
How do I obtain my UK identification badge?
The GME Affiliate Coordinator will provide the Badge Access Form to the UK Program Coordinator before your arrival. The Program Coordinator will give you the form and directions to the UK Badge Office on your first day.
How do I obtain a parking pass?
Parking information will be provided by the UK Program Coordinator or GME Office, as applicable. Visiting Rotators should obtain their parking pass on the first day of the rotation.
How do I obtain a parking pass?
Parking information will be provided by the UK Program Coordinator or GME Office, as applicable. Visiting Rotators should obtain their parking pass on the first day of the rotation.
Who do I contact if I have questions during onboarding?
Before your rotation begins, contact the GME Affiliate Coordinator regarding onboarding requirements, documentation, or training.
Who do I contact if I have questions during onboarding?
Before your rotation begins, contact the GME Affiliate Coordinator regarding onboarding requirements, documentation, or training.
Who do I contact once my rotation begins?
After receiving your badge and beginning your rotation, your primary contact will be the UK Program Coordinator or designated program representative for scheduling, orientation, and daily rotation activities. The GME Office remains available as a customer service resource for onboarding-related questions.
Who do I contact once my rotation begins?
After receiving your badge and beginning your rotation, your primary contact will be the UK Program Coordinator or designated program representative for scheduling, orientation, and daily rotation activities. The GME Office remains available as a customer service resource for onboarding-related questions.
What should I bring on my first day?
Bring a valid government-issued photo ID and any documentation requested by your host program. Follow any additional instructions provided in your onboarding packet.
What should I bring on my first day?
Bring a valid government-issued photo ID and any documentation requested by your host program. Follow any additional instructions provided in your onboarding packet.
Is there a minimum rotation length?
Yes. Visiting rotations must be at least two (2) weeks in duration. Rotations shorter than two weeks will not be approved.
Is there a minimum rotation length?
Yes. Visiting rotations must be at least two (2) weeks in duration. Rotations shorter than two weeks will not be approved.
Are salary, housing, travel, meals, or benefits provided?
No. Visiting Rotators are responsible for all expenses associated with their rotation, including housing, travel, meals, parking, and other personal expenses.
The University of Kentucky does not provide salary, stipends, employment-related benefits, or other remuneration to Visiting Rotators unless specifically outlined in a separate written agreement executed by the appropriate parties.
Are salary, housing, travel, meals, or benefits provided?
No. Visiting Rotators are responsible for all expenses associated with their rotation, including housing, travel, meals, parking, and other personal expenses.
The University of Kentucky does not provide salary, stipends, employment-related benefits, or other remuneration to Visiting Rotators unless specifically outlined in a separate written agreement executed by the appropriate parties.
How do I obtain scrub access?
After receiving your UK identification badge, provide a copy of the front of your badge to the UK Program Coordinator or designated program contact. The Program Coordinator will email the badge information to the GME Affiliate Coordinator (AC), who will submit the request for scrub access.
The Visiting Rotator is responsible for returning all assigned scrubs by the last day of the rotation.
How do I obtain scrub access?
After receiving your UK identification badge, provide a copy of the front of your badge to the UK Program Coordinator or designated program contact. The Program Coordinator will email the badge information to the GME Affiliate Coordinator (AC), who will submit the request for scrub access.
The Visiting Rotator is responsible for returning all assigned scrubs by the last day of the rotation.
Who do I contact if I have issues with access once onsite?
If you experience issues with system access, login credentials, or other technical access concerns after arriving onsite, contact the UK IT Help Desk (859-323-8586) for assistance.
For questions related to rotation activities, scheduling, orientation, or program-specific requirements, contact the UK Program Coordinator or designated program contact.
Who do I contact if I have issues with access once onsite?
If you experience issues with system access, login credentials, or other technical access concerns after arriving onsite, contact the UK IT Help Desk (859-323-8586) for assistance.
For questions related to rotation activities, scheduling, orientation, or program-specific requirements, contact the UK Program Coordinator or designated program contact.