Rotation Housing Policy
Effective date: 07.01.2013
This policy will apply to all Health Professions students who take part in sponsored educational and experiential opportunities in rural and medically underserved areas and are eligible for Colorado AHEC Program housing. Eligibility may be determined by contacting your campus student affairs or the Colorado AHEC Program office. Such opportunities shall be referred to as ROTATIONS. The University of Colorado (UC) does not discriminate housing based on race, color, religion, gender, national origin, age, disability, creed, sexual orientation or veteran status.
- Effective Date of this Policy: This policy will be in effect for those rotations, which begin on or after the effective date. Rotations in place before the effective date will be reimbursed according to the policy in effect at the time the rotation began.
- Rotation Defined: A rotation is defined as a supervised educational experience approved by a participating school/department. Such rotations shall take place in rural and/or medically underserved areas. A rotation that is eligible for utilization of AHEC provided/supported housing may be eligible for the lodging reimbursement. Participants may take part in multiple rotations.
- Geographic Specification: Areas within a forty-mile (40) radius of Denver (thus, communities such as Boulder, Golden, Castle Rock, and Brighton are not eligible) regardless of status, e.g., a medically underserved area, will not be eligible for reimbursement.
- Types of Rotations Eligible: Students may choose to commute to the clinical site or live-in the community served. No Per Diem for meals or mileage is available for participants who commute.
- Housing Payment Parameters:
- AHEC-provided housing:
For those students who choose to live in community, a maximum of sixteen (16) weeks (112 days) of housing will be provided for each rotation. Extra weeks must be approved by the department and the Colorado AHEC Program office.
Housing, when available, will be coordinated by the designated Student Support Services Housing Liaison at each of the regional Area Health Education Center (AHEC) offices.
Housing, when available, will be provided either through accommodations owned / leased by the Regional AHEC office, Regional AHEC Host Housing or Student Found Housing.
- Owned or leased housing::
For those students who reside in housing that is either owned or leased by the regional AHEC offices, no lodging or housing charges will be assessed but the maximum length of stay may not exceed 112 consecutive days without the permission of the Colorado AHEC Program office. No student family members or pets are allowed. Smoking or alcohol is not permitted in owned or leased housing.
- Host housing that has been obtained for the participant by the regional AHEC office will be prepaid to the landlord by the regional AHEC office. Hosts will receive between $10 and $15 per night up to 112 nights. Student safety is a major concern. Background checks will be conducted for all adults eighteen (18+) or older who preside in the Regional AHEC Host Home during any time of the students stay. Hosts must agree to a background check before hosting students. Host Homes are all non-smoking environments. No student family members or pets are allowed. Attempts are being made to secure housing for married students and their families, currently there is no housing available for spouses and family. If you know of any possible options, please contact the Colorado AHEC Program office.
- Student-found housing
Students may choose to find their own housing. For those students who obtain their own housing, housing reimbursement to all University of Colorado Anschutz Medical Campus program students ranges from $10 to $15 per night, based on regional costs, up to a maximum of 112 days ($1,120 to $1,500) upon presentation of a properly completed Official Colorado AHEC Program Rent Receipt. This reimbursement will occur at the end of the rotation and will be made using the University of Colorado - PSC Non-Employee Reimbursement form. The student who arranges for housing is responsible for any payments made to the landlord. No reimbursement will be made for students who reside with immediate relatives (parents). No advance of funds can be made to students to pay for housing. Student family members and pets may be allowed. No background checks will be completed for Student Found Housing. Students are still required to register on the Colorado AHEC Program Student Rotation website and enter their rotations. When entering their rotation information, students will be required to enter their Student Found Housing information to be eligible for reimbursement.
- Housing Reminders
- All students going on a rural rotation must register on the Colorado AHEC Program Student Rotation website.
- Students should check the box that they do require housing. If a student plans to find their own housing and be reimbursed by the Colorado AHEC Program, when entering their rotation they should choose the Student Found Housing option; and also must enter their housing location information.
- Immediate relatives of the student cannot be reimbursed.
- Single rooms will be provided to students, but students may be required to share a bathroom with a host or student of the opposite sex.
- All housing is non-smoking.
- All housing, particularly leased / owned, may undergo cleaning and inspection before and after rotation. Any damages or untidiness will result in a damage / cleaning fee assessed to the student.
- Safety for our students (and hence the host home) is a primary concern, this includes Fire and Life Safety. The UC / AHEC require that all homes hosting students on rotation perform annual safety checks. A student may conduct the safety check in a Host home. Host homes are required have a working smoke detector on each level of the home (minimally). Batteries are to be checked every year and the smoke detector tested according to manufacturer recommendations. Hosts should take the time to review a “fire plan” with the student upon arrival at the host home.
- Annual Safety checks in leased / owned housing must be completed by the Regional office or their designee. A student may be the designee.
- Occasionally housing is not found prior to the start of a rotation. Although this is rare, due to the variable availability of clinical sites and host housing, there are occasions when housing may not be immediately available. The Regional AHECs will make every effort to assure adequate housing, there may be times when students are temporarily placed in a hotel until adequate housing may be provided.
- STUDENTS! If you have a host home you would like to recommend to other students you may share this information on the AHEC Sharing Document set up by students for students. Please click here to create an account.
- Complaints and concerns should go directly to the Regional AHEC office. If not satisfactorily addressed, students should contact the Colorado AHEC Program office. If a student believes they are in immediate danger, the student should leave the home and contact the Regional AHEC office and their Experiential Coordinator
- Students’ comments on housing and rotations are encouraged. They may be placed on the AHEC Sharing Document. Please click here to create an account
- Commutation Expense Payments:As of January 1, 2005 students no longer receive the per diem or other rotation expenses. No reimbursement will be made to the students for mileage.
- Method of Reimbursement: The reimbursement of for student paid housing will occur at the completion of the rotation using the University of Colorado Non-Employee Reimbursement form.
Reimbursement checks will be mailed directly to the student from the Colorado AHEC Program office. The completed form must be submitted no later than forty-five (45) calendar days following the completion of the rotation.
- Registration for Rotation(s):
- Method: All students participating in a rural rotation experience must register whether they require housing or not. Students who require housing and/or reimbursement for a rotation must register online.
No reimbursement will be made if the rotation information cannot be located and verified in online.
- Timely Registration: Students who will require housing while on rotation are strongly encouraged to register online at least six (6) weeks prior (more if possible) to the beginning of the rotation.
- Adherence to Rules and Regulations: Students who stay in housing that has been provided or arranged for by the regional AHEC offices must abide in full with any required housing rules or regulations.
- Out-of-State Payment Limitations:
- Expenses:Housing cannot be reimbursed for those clinical sites outside of the State of Colorado. In certain circumstances the regional AHEC office may be able to provide assistance in locating host housing in sites outside Colorado but cannot provide payment to host housing that is not within the state.
- Travel: No reimbursement will be made for airfare, bus or train tickets.
End of Policy
Background for Student Rotations
As part of its core mission, the Colorado Area Health Education Center (AHEC) Program –a part of the University of Colorado –seeks to improve health care delivery to the State of Colorado especially in rural and medically underserved areas. Students are assigned to rotations in rural and/or underserved clinical sites. Local health care providers, acting as preceptors, benefit from the teaching experience while local areas receive thousands of hours of health care from students who bring up-to-the-minute health care innovation and education to the clinical experience.
Additionally, it is hoped that health care professionals will choose to practice in rural and/or underserved areas of the state upon completion of their degree. It has been demonstrated that students who have enjoyed a rotation in a rural and/or underserved area are more likely to practice in a similar setting and also perform better on board or standardized testing than students who did not participate in a rotation.
The state is divided into six regions (and the Colorado AHEC Program has offices in each of these regions to help find student/resident housing and provide support to local health care initiatives that will serve the Colorado AHEC Program’s missions and goals (Colorado AHEC Program website.)
- If you will need housing during your rotation you are required to register prior to the start of your rotation. It is strongly recommended that you sign up at least six (6) weeks in advance of your start date to permit sufficient time to find housing for you.
Colorado AHEC Program cannot guarantee we will find housing for you, especially in mountain towns during peak tourist seasons, but every effort is made to find lodging in a host home or in housing that is owned or leased by the Colorado AHEC Program.
- The Student Support Services Housing Liaison at each regional AHEC office will contact you with information about your housing about two weeks before your rotation begins. If you are not contacted by the Student Support Services Housing Liaison two weeks before your rotation is scheduled to begin, and housing has been requested, please contact the Regional AHEC office, your department rotation coordinator or the Colorado AHEC Program office immediately.
Regional AHEC Housing Liaisons:
- If host housing has been arranged for you, please make contact with your host prior to your start date to confirm your arrival and finalize any special arrangements that may be needed.
- If you cancel or change a rotation you must notify your department coordinator and the regional AHEC Student Support Services Housing Liaison as soon as possible. If timely notice is not provided you may be charged for the housing.
- Colorado AHEC Program has apartments/housing that we own or lease in most of the larger cities. For other parts of the state, we find housing for you in private homes when possible.
- Colorado AHEC Program offers private rooms. Students share kitchen and may bathroom facilities. Laundry services are on your own. Some AHEC owned / leased housing offer washer and dryers. Computers with Internet access may be available. Phone service may be provided but you must use your own telephone calling card.
- When staying with a host family the rules vary but generally you will fix your own meals and provide for your own laundry. You will be provided a private room.
- All student/residents are expected to provide their own linens and toiletries.
- There are no overnight guests, drugs, alcohol or pets are allowed in any AHEC or host housing. Exceptions of these regulations are Student Found Housing.