Experiential Rotation Manual

For more detailed UF College of Pharmacy policies, please visit https://students.pharmacy.ufl.edu/student-affairs/policies-and-procedures/

Rotation Policies for APPE and IPPE Students

Expectations of Students

APPE

Students are expected to:

  • Contact the preceptor a minimum of 6 weeks prior to the beginning of the rotation (either by telephone or email) to establish expectations for the first day of the rotation, confirm the pre-rotation requirements (e.g., drug screen), and provide their CV. For explicit instructions on the procedure, please refer to the “Preparing for Rotations” section of the Canvas rotation website.
  • Consider patient care the highest priority during rotation hours and activities.
  • Consider rotations the primary job and responsibility during rotation hours and do not allow paid employment to interfere in rotation and patient care responsibilities. Requesting to modify a rotation schedule to accommodate paid employment is not acceptable. Preceptors are expected to deny any and all requests to modify a rotation due to paid employment scheduling.
  • Adhere to the work schedule of the instructor and meet expectations as described in the Attendance section. For the student’s own benefit, it may be necessary at times to devote more than the scheduled time or to deviate from previous schedule.
  • Exhibit a professional appearance both in manner and dress. The student must adhere to the standards of behavior and dress outlined in the Policies and Procedures as well as specified by the preceptor/site to whom he or she is assigned.
  • Identify himself or herself as an Intern at all times.
  • Respect any and all confidences revealed during the rotation including patient privacy, pharmacy records, medical records, fee systems, professional policies, etc., and abide by HIPAA regulations.
  • Keep in mind the primary objective of Advanced Pharmacy Practice Experiences is learning which requires a deep and active commitment on the student’s part. Students should be prepared to participate in tasks and activities which contribute to the Pharmacists’ Patient Care Process of the site as part of their learning experience.
  • Recognize the optimum learning experience requires mutual respect, courtesy, and professional behavior between the preceptor and themselves at all times.
  • Encourage communication with all persons involved in the Advanced Pharmacy Practice Experience including the preceptor, physicians, other health professionals, and patients.
  • Take the initiative in communicating with physicians and patients, but discuss professional decisions with the preceptor and receive permission first before carrying them out or communicating any recommendations to the provider.
  • Communicate to the preceptor any expectations of learning, activities, and practice in the site in a professional manner. Communication will help to align student and preceptor expectations, prevent misunderstandings, and support the student’s ability to appreciate and experience the unique role and function of a pharmacist in any practice setting.
  • Refrain from publicly questioning the advice or directions of the preceptor in front of others, and discuss any disagreements in private. All constructive feedback should be viewed as a means of learning.
  • Question any activity, which appears to be in conflict with state or federal drug laws and regulations, or ethical and/or professional principles. The student should discuss any concern first with the Preceptor and may consult the Regional Coordinator or the Director of Experiential Programs.

IPPE

Students are expected to:

  • Meet all requirements and deadlines during the scheduling process.
  • Submit onboarding requirements by their respective deadlines.
  • Be diligent and timely in completing assignments.
  • Be on time and prepared for scheduled shifts.
  • Actively collaborate with preceptor, technicians, and peers.
  • Provide advanced notice of absences to the preceptor.
  • Make up any missed hours.
  • Maintain professional attitudes and behaviors.
  • Dress appropriately.
  • Turn cell phones and other electronic communication devices to silent mode during a shift. Extenuating circumstances may be discussed with preceptor (e.g., family emergency phone calls, etc.).
  • Use electronic devices appropriately during a shift.
  • Be courteous, respectful, and civil when in discussion with preceptor, technicians, and other staff on site.
  • Focus on the rotation learning activities.
  • Address concerns about performance or course material directly with the Office of Experiential Programs.
  • Seek assistance with academic or personal difficulties as soon as possible.

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Professionalism

Professionalism is an educational outcome of the Pharm.D. program. We expect all students to always conduct themselves in a professional manner. The Office of Experiential Programs monitors professionalism throughout the rotation year.

Unprofessional behavior includes, but is not limited to:

  • Inappropriate use of or lack of approval to use personal phone/electronic device
  • Inappropriate use of social media
  • Inappropriate dress
  • Tardiness
  • Absenteeism
  • HIPAA violations
  • Plagiarism
  • Failure to complete assignments by the deadline

Lack of professionalism will result in grade penalties on the final evaluation. In addition, the Director of Experiential Programs may deduct additional points secondary to breaches in professionalism. Progressive corrective action will be taken if students do not comply with professional standards as defined by the College and the experiential sites.

Rotations are a learning environment; therefore, the goal of The Office of Experiential Programs is to mentor and correct unprofessional behavior before it becomes chronic. Any gap in professionalism should be immediately verbally addressed by the preceptor, describing the impact of the lack of professionalism, and creating a clear plan to remedy the situation. Further consequences should also be discussed. If the behavior continues, the Regional Coordinator should be contacted. The student’s lack of professionalism can result in a full letter grade reduction or failure of the rotation, depending on the severity of continued misconduct. UF student pharmacists must show professional behaviors while on rotation. Therefore, an assessment of “lack of professionalism” on the student’s final evaluation will result in the student failing the rotation, regardless of the calculated grade of the assessment. Preceptors should understand giving a rating of “Unacceptable” on the overall professionalism assessment will result in the student failing the rotation. The student will need to make up the rotation and may not graduate on time.

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Student Conduct

Mobile Phone/Personal Electronic Devices

Students are expected to ask permission to use a mobile phone or personal electronic device during rotations for any reason, including drug information. Personal calls should be reserved for emergency situations. If the student needs to make an important phone call (i.e., scheduling a physician’s appointment, interview), it should be done during meal time/rest break only. The use of a mobile device for social networking, i.e., Facebook, Instagram, SnapChat and Twitter, is not allowed during work hours. Use of mobile phones/personal electronic devices outside of these guidelines will be considered unprofessional behavior and will be addressed following the corrective action process as described in the Professionalism section.

Dress Code

Students are expected to present themselves in a professional manner at all times, which includes appropriate attire. The following list includes common themes for professional dress during rotations. These guidelines should be followed at all sites. Please note that sites or preceptors may include additional requirements for dress code.

  • Good, personal hygiene is expected of all students.
  • Avoid strong perfumes or colognes.
  • All students must wear wrinkle-free, clean, white laboratory coats, unless otherwise directed by the preceptors.
  • Students should wear their College of Pharmacy ID as well as any name tag or badge issued by the rotation site at all times. Name tags from other places of employment should not be worn at a rotation site.
  • Female students may wear skirts or dresses no shorter than the knee, dress slacks with appropriate hosiery, and shoes and shirts with appropriate coverage.
  • Male students must wear a clean and pressed collared shirt, tie, khakis or dress pants, and dress shoes with socks.
  • Shoes should be closed-toed, as well as clean and maintained. Shoe heel size should be no more than 2 inches. No athletic shoes, unless approved by practice site.
  • Inappropriate attire include jeans/denim, shorts, mini-skirts, thong sandals, t-shirts, spaghetti straps, leggings, stretch pants, etc., and are NOT allowed.
  • Hair should be of an appropriate style and color. Facial hair should be well groomed. No hats, caps, or hair coverings.
  • Jewelry should not be distracting and kept to a minimum. No facial piercings. No more than one earring per ear.
  • Nails must be clean with no chipped nail polish. Some sites may have stricter policies relating to acrylic nails and gel nail polish and must be followed.
  • Students are expected to adhere to all rotation site policies relating to personal appearance and/or grooming not covered in this manual.

Students may be asked to leave a rotation site due to dress code violations which will result in an unexcused absence which must be made up at the convenience of the preceptor. Students who fail to abide by dress code policies set forth by their rotation site will be penalized as described in the Professionalism section.


Time and Attendance

The quality of the APPE/IPPE learning experience is directly related to the time spent in the clinical environment and, therefore, attendance is mandatory. Each APPE/IPPE rotation should be treated like a job experience, and like any job, regular attendance is critical to successful performance.

Students are required to participate in APPE/IPPE activities at the site a minimum of 40 hours each week of the rotation. It is suggested that the preceptor divide the time into five 8-hour days, although alternative structures are acceptable (e.g., 4 10-hour days). Students are expected to be present at the site during the times established by the preceptor. Although the majority of rotations have scheduled hours between 8:00am and 6:00pm, some experiences may have earlier or later starting times, or may be primarily evening shift experiences. Regardless of the general hours, the preceptor may require the student to be present at the site during a day, evening, night, or weekend to experience the difference in workload and pace.

Should patient care responsibilities extend beyond the set hours of the rotation, students are expected to remain onsite until all patient care activities are completed. In order to be prepared for morning patient care duties, students may find that they need to arrive early or come in over the weekend.

  • Students are expected to schedule vacations and doctors’ appointments during school breaks when possible.
    • If necessary, personal appointments should be made at the beginning or end of the rotation day taking into consideration patient care requirements with prior preceptor approval.
  • Students must request permission at least 7 days in advance to take a day off, leave early, or come in late for a scheduled event. Students must offer to make up any time off at the preceptor’s convenience when making the request.
  • Unless otherwise directed by the preceptor, students must call and speak to the preceptor or pharmacist in charge at least one hour prior to scheduled start time when late or absent. Email or text messaging is an unacceptable method of communication, unless approved by the preceptor.
  • Each rotation should be treated like a job experience; therefore, attendance is mandatory. Corrective action will be taken if students miss multiple days throughout their rotations or exhibit patterns of tardiness. If a student must miss a day of rotations, they will be expected to make up the time by staying later, working weekends, or performing extra assignments. The preceptor must approve the absence in advance and determine how the student will make up missed time.
  • Each unexcused absence must be made up.
  • If a student misses time from their rotations in order to attend a professional meeting, they may be required to submit a reflection of their time at the meeting. The student will also be expected to make up the time they are missing at the discretion of the preceptor.
  • Rotation hours may occur on a holiday.
    • The UF holiday calendar does not apply to APPEs. If the site is open on a holiday, the student is expected to be onsite unless otherwise informed by the preceptor.
  • Absence due to weather conditions: All students should follow the weather advisory from their rotation site regarding expected attendance. The preceptor will determine how the student will make up missed time. Campus closure does not impact the student’s obligation to report for rotation.

This policy allows for excused absences and a minimum number of allowable tardies as unplanned life events occur (e.g., car breaks down, child care provider does not show up, excessive traffic/accident while traveling to rotation). Students are encouraged to stay within the parameters of this policy to avoid any grade penalties due to time and attendance violations.

Absences

In case of illness or other emergency necessitating absence from rotation, the student should notify the preceptor by phone (or other preferred method of contact as designated by the preceptor) at least one hour in advance. Additional follow-up should be attempted if a voicemail message is left for the preceptor.

When multiple days are missed, the student must contact the preceptor at least one hour in advance each day the student is unable to be present at the site, unless both the student and preceptor have agreed on the day of return.

If the absence is due to illness which causes the student to miss 2 or more consecutive days of the experience, the student must provide the preceptor a letter from his/her physician confirming the illness. This letter must be provided to the preceptor the first day the student returns to the site.

If the absence is due to an emergency situation which causes the student to miss 2 or more consecutive days of the experience, the student must provide the preceptor appropriate documentation of the emergency. This documentation must be provided to the preceptor the first day the student returns to the site.

Excused Absences: Absences secondary to health issues (e.g., personal illness, illness of dependent, medical appointment, etc.), professional issues (job/residency interview, professional meeting, etc.), family emergencies, and religious holidays may be excused. Absences related to other reasons not listed here may also be excused at the discretion of the preceptor. Students should provide notice 7 days prior to a planned absence (e.g., residency/job interview) when possible.

Unexcused Absences: This includes, but is not limited to, absences for which the student fails to notify the preceptor at the time of an absence, absences that are not for an accepted reason, or absences of 2 or more days which are not supported by appropriate documentation. Each unexcused absence will result in reduction of the student’s grade. The APPE final grade will be moved to the next lowest letter grade (e.g., B+ to B, or A to A-). The IPPE quiz will receive a 5% grade deduction.

ALL absences are required to be made up at the discretion of the preceptor. Acceptable options for making up missed time include coming in on extra days, staying later on other days, working weekends, or performing extra assignments. If a student misses 5 or more days of a 6 week APPE rotation without making up the time, he/she will be required to repeat the entire rotation. Rotation absences will be tracked longitudinally. If a student has a total of more than 12 absences during the year of APPE rotations, they will be required to meet with the Office of Experiential Programs and may be subject to disciplinary action. If a preceptor and/or site requests that a student be withdrawn from the site due to attendance issues (e.g., frequent unexcused absences), the student will be assigned a failing grade.

Attendance at Professional Meetings

Students who wish to attend a professional meeting during APPEs/IPPEs must first obtain permission from the preceptor at least 7 days in advance. Preceptors must approve all such requests and may require that the missed time be made up. Proper documentation of attendance at the meeting is required, and the preceptor may also require the student to provide a brief written reflection or oral presentation on material learned at the meeting.

Residency/Job Interviews

All time off for residency/job interviews must be approved in advance by the preceptor. Every effort must be made to minimize the time missed from the APPE rotation. This includes options such as traveling in the evening hours or scheduling events at the beginning or end of the week, so travel can occur on weekends. All time missed for this type of event must be made up.

Tardiness

The definition of tardy will be determined by the preceptor. Students are expected to make necessary allowances (traffic, parking, etc.) to arrive at a time that allows them to begin the workday at the scheduled time. If a situation occurs that will result in the student arriving late (either at the beginning of work or returning from a scheduled break), the preceptor should be contacted by phone immediately (or other preferred method of contact as designated by the preceptor). If the preceptor cannot be contacted, the student must discuss the situation with the preceptor as soon as he/she arrives at the experience site.

If a student arrives late on three occasions, the Office of Experiential Programs will reduce the final APPE grade to the next lowest grade (e.g., B+ to B, or A to A-) or deduct 5% from the IPPE quiz in addition to any deduction already imposed by preceptor. If the student arrives late on subsequent occasions, additional penalties can include further grade deductions (one for each 2 days the student is tardy) or immediate withdrawal from the site. APPE rotation tardiness will be tracked longitudinally. If a student has a total of more than 12 tardies during the year of APPE rotations, they will be required to meet with the Office of Experiential Programs and may be subject to disciplinary action. If a preceptor and/or site requests that a student be withdrawn from the site due to punctuality issues, the student will be assigned a failing grade.

Preceptor Attendance

It is important for preceptors to be available during the rotation in order to maximize the learning experiences of the student while on rotations. In the case of the absence of a preceptor, either due to scheduled leave or unforeseen circumstances, there shall be a plan in place to minimize interruption of the student’s learning during the rotation. This plan may include assignments for the student or an alternative preceptor to temporarily oversee the student during the assigned preceptor’s absence. If no such plan is in place, the preceptor must contact the Regional Coordinator to report the absence, and will receive further instruction on how to proceed. The student should notify the Regional Coordinator of the preceptor absence as well.


Criminal Background Check and Reporting Criminal Activity

All students going on rotations will need to receive a background check.

If you have been arrested, you must immediately notify the Office of Experiential Programs. DO NOT wait for it to appear on a criminal background check. Failure to notify the office may lead to cancellation of the rotation and delayed graduation.

Enrolled Students

The University of Florida College of Pharmacy requires students enrolled in the Doctor of Pharmacy program to report arrests within ten days of the incident.

Scan/email the following documentation to the Office for Student Affairs following this schedule:

No later than ten working days after the arrest

  • Arrest Report
  • Narrative explaining what occurred, and what you took away from the experience

As soon as it becomes available

  • Correspondence related to the arrest
  • Court Ordered Sanctions (completion dates)
  • Final Judgement
  • Final Disposition
  • Any other documents you deem relevant to your case

If there is a record of an arrest and an experiential site requires a statement from the College of Pharmacy attesting to your background (Attestation Form), the following may be provided once the final disposition of the case is reviewed by the Assistant Dean for Student Affairs. In selected situations, a due process hearing with the student before the Academic and Professional Standards Committee may be necessary to determine if the statement below can be issued. Students should be aware that an experiential site can refuse access even with the College’s advocacy via the statement below. Thus, a student with a criminal background could experience changes and/or delays in APPE rotations to accommodate the situation.

A review of the above items indicates this student is considered eligible by the College of Pharmacy to enter patient care settings to complete curricular requirements for the Doctor of Pharmacy degree. This student has a prior event in the background check. A review of the circumstances and explanations of this event was considered satisfactory for this student to continue advanced pharmacy practice experiences in patient care settings. If you would like to be informed of this event and the explanation, please contact the Assistant Dean for Student Affairs.”

Failure to comply with this policy to report an arrest, circumstances, reports, final disposition, etc. violates the Pledge of Professionalism and is subject to review and guidance by the College’s Committee on Professionalism. If the situation involves a violation(s) of the University’s Student Conduct Code, then a review and possible discipline could be instituted by the University’s Office of Student Conduct and Conflict Resolution in the Dean of Students Office.

We cannot provide an attestation form with this statement on your behalf if we have not discussed what transpired, and what you took away from the experience.

If the preceptor has further questions they are to referred to Teresa Cavanaugh, Pharm.D., in the Office of Student Affairs: TCavanaugh@cop.ufl.edu

Chemical Impairment/Drug Screening

The College of Pharmacy has a Chemical Impairment Policy which accepts the following statements regarding chemical impairment.

The University of Florida College of Pharmacy:

  • Recognizes that chemical dependency (including alcoholism) is a disease that affects all of society.
  • Advocates referral of chemically impaired students to recovery programs in the state for appropriate evaluation and referral for treatment.
  • Accepts the need for cooperation with the State Board of Pharmacy wherever public safety may be endangered by impaired students.
  • Accepts responsibility for providing professional education concerning chemical dependency in entry level programs at the College.
  • Encourages research in chemical dependency in pharmacy.
  • Encourages College participation in public education and prevention programs concerning chemical dependency.
  • Accepts responsibility for the development and promotion of student wellness programs as a component of the student orientation process or entry level curriculum.

The goals of the Chemical Impairment Policy are to:

  • Identify students who consistently exhibit unusual or inappropriate behavior that could be attributable to drug or alcohol misuse.
  • Offer assistance, for chemically impaired or co-dependent students as appropriate.
  • Provide assistance in a way that protects the rights of the impaired student to receive treatment in confidence.
  • Afford recovering students who are not legally restricted and are no longer chemically-impaired the opportunity to continue their pharmacy education.
  • Monitor the student’s progress after rehabilitation to identify relapses.
  • Protect society from harm that impaired students may cause.
  • Provide educational leadership in the development of curriculum content on the issues of drug abuse and promotion of healthy lifestyles.

Both student and preceptors are encouraged to report any concerns or suspicions of chemical impairment to the Regional Coordinator, Director of Experiential Programs, Assistant Dean of Clinical Education or the Assistant Dean of Student Affairs as soon as possible.

Pre-Clinical Rotation Required Drug Screenings

A large number of rotation sites require a drug screening as part of their pre-clinical rotation requirements. All drug screenings must be authorized by and processed through the Office of Experiential Programs as required for any APPE rotation. The Office of Experiential Programs will only accept reports from the College’s approved vendor to ensure the authenticity of all reports. Students are reminded to drink normal amounts of fluid prior to the drug screening to avoid negative-dilute samples. Students who drink large volumes of fluids immediately prior to the drug screening risk receiving a negative-dilute which necessitates a referral to the Student Pharmacist Advocacy and Recovery Committee (SPARC) committee and the cost and time of completing a second drug screening.

Students receiving multiple negative-dilutes or a positive drug screening will be referred to SPARC and possibly the Professional Resources Network (PRN) for further evaluation and intervention. A student believed to be chemically impaired will not be allowed to participate in Advanced Pharmacy Practice Experiences until the status of the student has been determined by PRN.

Please refer to the Chemical Impairment Policy for Pharmacy Students of the Student/Faculty Handbook.


Sexual Harassment and Discrimination

It is the policy of The University of Florida to provide an educational and working environment for its students, faculty, and staff that is free from sex discrimination and sexual harassment. In accordance with federal and state law, the University prohibits discrimination on the basis of sex, including sexual harassment. Sex discrimination and sexual harassment will not be tolerated, and individuals who engage in such conduct will be subject to disciplinary action. The University encourages students, faculty, staff, and visitors to promptly report sex discrimination and sexual harassment.

Anyone who believes that he or she has been subjected to a violation of this policy or related retaliation is strongly encouraged to promptly report such behavior to the Director of Experiential Programs, Assistant Dean of Clinical Education, or the Assistant Dean of Student Affairs. Students may also report such behavior to Employee Relations, using the information provided below, or any university official, administrator, supervisor, manager, or faculty member.

UF Reporting Options

In non-emergency situations, please report sexual harassment, sexual assault or any sexual misconduct to one of the contacts found on this website: Deputy Title IX Coordinators for Students

Incidents should be reported as soon as possible after the time of their occurrence to allow the university to take appropriate remedial action. No employee or student should assume University of Florida officials knows about a situation or incident.

Any university official (administrator, supervisor or manager) who has knowledge of or receives a written or oral report or complaint of a violation of this policy must promptly report it to the Director of Employee Relations, and may be disciplined for failing to do so.

Any faculty member, teaching assistant or staff member with knowledge of sexual harassment of a student must promptly report the incident to the Director of Employee Relations, and may be disciplined for failing to do so.

Consensual Relationships

Participation of a supervisor, faculty member, advisor, or coach in a consensual romantic or sexual relationship with a subordinate employee or student always creates a prohibited conflict of interest that must be reported to the appropriate hiring authority for proper disposition. A conflict of interest is created when an individual evaluates or supervises or has decision making power affecting another individual with whom he or she has an amorous or sexual relationship. Moreover, such relationships, even when consensual, may be exploitative and imperil the integrity of the work or education environment.

More information can be found at the following link: Sexual Harassment

Academic Misconduct

The University strives to protect and guide the educational community by establishing, and requires students to adhere to, a Student Honor Code, a Student Conduct Code and a student conduct system that promote individual and social responsibility and are enforced through University regulations. Individuals and student organizations are expected to observe the policies, rules, regulations, law, and requirements of the University of Florida, municipalities and counties, the State of Florida, the United States, and, when in another state or country, that state or country. University regulations have been designed to protect individuals and the campus community and create an environment conducive to achieving the academic mission of the institution.

The full University of Florida Student Conduct & Honor Code, including definitions, scope, and violations, can be found at the following link: Student Honor Code and Student Conduct Code

Students who falsify or plagiarize required APPE/IPPE assignments will be in violation of the student honor and conduct code.

Dismissal From Site

Occurrence of one or more of the following may result in the dismissal of a student from an APPE or IPPE rotation and a failing grade for the rotation:

  1. Failure to adhere to the University of Florida Student Honor & Conduct Code.
  2. Failure to adhere to the APPE site policies and procedures.
  3. Failure to adhere to University of Florida College of Pharmacy policies and procedures.
  4. Failure to comply with HIPAA or FERPA regulations.
  5. Working while chemically impaired/under the influence of drugs or alcohol.
  6. Sexual harassment of any severity.
  7. Persistent unacceptable performance, conduct and/or behavior as determined by the preceptor in consultation with the Director of Experiential Programs and/or Assistant Dean of Clinical Education.
  8. Any action that makes the preceptor or team members feel unsafe.
  9. Any action which is detrimental to the care of a patient or to the clinical service provided by the site and/or preceptor.
  10. Theft of practice site equipment/materials.
  11. Violation of State and/or Federal laws.

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Transportation and Financial Obligations

Students are responsible for the provision of their own reliable means of transportation for travel to and from APPE/IPPE sites, and for any room and board unless specifically provided by the site. The Office of Experiential Programs works with students during the scheduling process using the Mitigating Circumstances petitioning process to accommodate students to the best of their ability stratified by need. Students are responsible for all costs related to rotation site requirements (i.e., screenings, parking, mask-fitting, etc.).

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Scheduling Changes

Petition Process

The following information is located on the Canvas website in the Rotation Resources module.

Summary

APPE rotation schedules are considered final once the official announcement has been communicated by the Office of Experiential Programs. A petition to change an APPE rotation schedule will only be considered if one of the following criteria are met.

Petition Criteria:

  • Change in your personal health status requiring regular visits to healthcare provider, i.e. pregnancy, new diagnosis. Letter from your physician is required.
  • Change in a family member’s health status requiring regular visits to healthcare provider and you are the primary caregiver. Letter from the patient’s physician is required.
  • Personal and/or family crisis requiring change in rotation location. The Office of Experiential Programs reserves the right to determine the validity of the request and may require supporting documentation.
  • Request additional rotation during current month off
  • Change in living arrangements due to one of the above criteria. The Office of Experiential Programs reserves the right to determine the validity of the request and may require supporting documentation.

The following conditions will be taken into consideration when reviewing the request:

  • Student’s progress towards meeting APPE requirements
  • Preceptor/rotation/site availability
  • Impact on the current preceptor/rotation/site
  • Impact on number of students per preceptor/rotation/site
  • Requested schedule change is for removal from a rotation with a UF Health or UF College of Pharmacy faculty member

APPE Change Requests will be DENIED for the following reasons:

  • Required documentation not submitted with petition (please see Petition Criteria for requirements)
  • The student has contacted a preceptor to solicit a rotation opportunity. Soliciting is when a student contacts anyone outside of the Office of Experiential Programs requesting a possible rotation.
  • The change request is to meet an individual’s desire to take a particular APPE because of perceived benefit for residency or career direction
  • The change request is to avoid a rotation or preceptor because of perceived difficulty
  • The change request is submitted to acquire a more convenient rotation based on proximity
  • An application was required for the rotation
  • Financial concerns
  • Less than 30 days from start of rotation

Please note changes initiated by a preceptor or The Office of Experiential Programs are independent of the petition process.

Petition Processing Information

A confirmation email will be sent to the student once the petition form is received by the office. The Petition Committee will review all requests and approve or deny the petition no later than 30 days from the original submission date. Students will be notified of the decision via email within 3 days of the final decision.  The student may appeal the Petition Committee’s decision by contacting the Director of Experiential Programs. Further appeals may be submitted to the Assistant Dean of Clinical Education, the Department Chair of Pharmacotherapy & Translational Research, and the Associate Dean for Professional Education.

Please contact the Office of Experiential Programs at 352-273-6088 if you have any questions relating to the Petition Process.

Dropping an APPE Rotation

Any student dropping a rotation after the start date, if not approved as an exception, will be assigned a failing grade. A student may request an exception, which allows him/her to drop an experiential rotation; however, reasons for the request must be in writing. The Director of Experiential Programs and the Assistant Dean for Clinical Education will review the request and make the final decision. Poor performance in a rotation will not be an allowable reason for dropping an experiential rotation. A student may withdraw by petition and receive a grade of “W”. The final decision with regards to dropping a rotation rests with the University Senate Petitions Committee.

Failure to complete a rotation can result in the following grades: 1) An “I” (incomplete) will be given if the student has completed more than half of the rotation and has received approval from the Director of Experiential Programs to withdraw; 2) An “E” (failing) grade will be given to students who have been dismissed from the site due to professionalism issues or their petition to drop the rotation was not approved.

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Student and Preceptor Evaluation

ACPE Standards require an evaluation of the student’s performance by the preceptor. Evaluation is a part of experiential education and may take various forms, be conducted with a variety of persons, occur at many and varied times, and serve several purposes.

Colleges and schools assess student achievement of APPE competencies within their assessment plans using reliable, validated assessments. Formative feedback related to specific performance criteria is provided to students throughout the experience. At a minimum, performance competence is documented midway through the experience and at its completion.

Evaluations for rotations will occur via the PharmAcademic site. Students are required to co-sign the mid- point and final evaluations that are submitted by the preceptor. This is a way for the student to acknowledge receiving and reading the evaluation and any comments provided.

Student Evaluations

Midpoint Evaluation

Each preceptor completes a midpoint evaluation considering the activities during the first half of the experience. The preceptor should review the APPE/IPPE Final Evaluation and use it as the template for consideration of student performance and progress during the first half of the rotation. The preceptor should also encourage the student to complete a self-evaluation (discussed below) using the APPE/IPPE Self-Evaluation (midpoint and final) to provide a focus for each review. Preceptors and students should keep in mind that the purpose of the Midpoint Evaluation is to allow the student and preceptor to make ‘rotation corrections’ including:

  • Planning new experiences for the student.
  • Remedial steps to correct unsatisfactory performance during the early stages of the rotation.
  • To provide feedback about student performance and provide a sense of progress for the first half of the rotation.
  • If the student’s grade is ‘satisfactory’ at the midpoint, the Midpoint Evaluation is submitted through PharmAcademic and discussed between the preceptor and student without any additional required reporting to the College.

Final Evaluation

The final evaluation is due on the last day of the rotation. The final evaluation includes an assessment of the student’s performance in each of the rotation competencies. Preceptors submit evaluations through PharmAcademic. The student grade will be calculated from the rating of the student’s performance in each of the competencies. will also give ratings for each of the entrustable professional activities (EPAs); however, performance in EPAs does not affect the final grade calculation. Professionalism is a critical component and may result in failing rotation if not satisfactory.

Self-Assessment

Students are given an opportunity to complete a self-assessment via PharmAcademic at the midpoint and end of each learning experience. Self-assessments should be reviewed by the preceptor.

Preceptor Evaluations

Each student is required to evaluate each APPE/IPPE in which assignments were completed and a grade received. A student will not be identified on the evaluation form. Ideally, the evaluation of the site and preceptor should be completed during the latter part of the final week of the rotation (although they can be done any time after the rotation is complete). The evaluation should be performed in the absence of the preceptor. Evaluations will be sent to the preceptor AFTER the student graduates. (Note: the student will not be identified when the evaluations are shared with the preceptor.)

Evaluation instructions are distributed via email. The rotation evaluation system can be accessed via the PharmAcademic. The student should evaluate the rotation experience, noting any positive aspects or concerns with the preceptor or employees who they trained with during the rotation. These evaluations are reviewed approximately every 2 weeks by the Program Quality Coordinator to look for any issues or concerns that need to be addressed.

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Grade Appeals

Overview

Rotation grades are considered final once the preceptor has submitted the student evaluation. Any student wishing to appeal the grade must submit the petition to the Office of Experiential Programs following the instructions below.

Petition Criteria

All petition requests must be emailed to the Office of Experiential Programs at rotation-grades@cop.ufl.edu within 30 days of the final grade being posted to ISIS or receiving an email notification of a late grade submission.

Petition Process

  1. The student reviews the preceptor’s final evaluation; APPE students may request a copy of the final evaluation from the preceptor or the Office of Experiential Programs.
  2. The student contacts the site’s Regional Coordinator to discuss his/her concerns with the evaluation and prepare for a discussion with the preceptor.
  3. The student contacts the preceptor via email or phone to discuss the grade with a specific list of questions gathered from the final evaluation and discussion with the Regional.
  4. If grade concerns are not resolved after contacting the Regional Coordinator and preceptor, then the student will email the following documents to the Office of Experiential Program at rotation-grades@cop.ufl.edu.
    1. Completed Grade Appeal Form found on the APPE Canvas site
    2. Copy of the final evaluation

Petition Processing Information

A confirmation email will be sent to the student once the petition form is received by the office. The Director of Experiential Programs will review all requests and approve or deny the petition no later than 30 business days from the original submission date. Students will be notified of the decision via email within 3 days of the final decision. Further appeals may be submitted to the Assistant Dean of Clinical Education and the Chair of the Department of Pharmacotherapy and Translational Research.

Please contact the Office of Experiential Programs at 352-273-6088 if you have any questions relating to the grade appeal process.

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Reporting Problems

If a student has a problem on any rotation, the following procedure should be followed:

  1. Discuss concerns with the preceptor.
  2. If the discussion with the preceptor is unsuccessful in resolving the problem(s), the next contact is the Regional Coordinator for the site. A list of all Regional Coordinators can be found on the Canvas website, the OEP website, and can also be found in PharmAcademic listed under the site. If necessary, the Regional Coordinator will consult with the Director of Experiential Programs to try and resolve the issue.
  3. Beyond this assistance, a student may seek the input of the Assistant Dean for Clinical Education, or the Associate Dean for Professional Education.

If a student has a personality difference with a preceptor, every effort should be made to reach a mutual working relationship. If you need help working through such a problem, you can contact a Regional Coordinator, the Director of Experiential Programs, or your Campus Director for advice.

Optional/Confidential Survey

The optional/confidential survey provides the student an opportunity to express any concerns that they have with the preceptor or employees with whom they trained during the rotation and any inappropriate or concerning situations that the student encountered during the rotation. The student may complete the survey at any time. The link to the optional survey is located on the Canvas rotation website. Regional Coordinators also share the link with students via an email at the beginning of each rotation.

These evaluations are reviewed approximately every 2 weeks by the Program Quality Coordinator to look for any issues or concerns that need to be addressed. The optional/confidential surveys are never shared with preceptors. The Office of Experiential Programs will take any needed action to address concerns shared in the optional survey. (Note: Concerns of an URGENT nature should be communicated via phone or email immediately to the regional coordinator or Office of Experiential Programs.)

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