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Appendix IV: Scheduling Clinical Rotations

The scheduling process generally begins about 8-9 months in advance when the Administrative Director of the Clinical Curriculum confirms the maximum number of medical students that sites directors can accept without compromising available resources.

Once capacity has been confirmed, medical students are randomly assigned a third year basic core rotation schedule (sites not yet determined) about 8 months in advance. Students with any extenuating circumstances can be accommodated prior to the random assignment of schedules as consideration is given to live events and other exceptions such as the need to accommodate military commitments. The number of students assigned to different group schedules are maximized so that an optimal number of students can rotate without jeopardizing available resources at any one time. After being assigned to an initial schedule, students will have the opportunity (1 month) to swap different parts or whole schedules with another student as long as all switches are direct switches (e.g. Student A with Schedule X switches with Student B with Schedule Y).

Students will have access to an on-line shared, secured document (i.e. a google doc) so that students can negotiate with peers and switch assignments after the initial assignment has been completed.
After the swap deadline has passed, students will then have the opportunity (1 month) to enter and rank 3 site preferences electronically in the eCurriculum/ePortal system. Every effort is made to consider a student's first choice in terms of site preference. Capacity restraints can occur so that students will be assigned to their second choice when the first choice cannot be accommodated. Careful consideration is made so that no students receive their third choice for any rotation. Students also have another opportunity (1 week) to swap site locations with each other.

In the event that a student needs to request an alternative assignment before the start of the rotation and is unable to swap with another student, the student first must formally review the rationale with his/her Society Dean. The Society Dean will consider reasons (e.g. academic, personal, health) for the request change. Upon Society Dean approval, every effort will be made to work with clerkship sites to accommodate the students' request.

We understand that there may be exceptional circumstances after the beginning of a rotation that necessitates an alternative assignment. In the case of exceptional circumstances after a rotation has begun, students must formally speak with the site Clerkship Administrator who will work with the Clerkship Director to review the rationale. The Clerkship Director will work first to remedy the situation and/or determine if a change is warranted. Should the student not be able to continue with the rotation at that time or another time as determined by the Clerkship Director, the student will meet with the Society Dean and obtain an alternative assignment.

Students are informed of the process for an alternative assignment during the class meeting prior to the start of the scheduling process and also at orientation sessions for each rotation.


Published and maintained by the Office of Student Affairs and the Academic Societies

Revised 3/03/17