When do rotations start?
On Monday of each new rotation period. See rotation calendar for dates.
How long are the rotations?
Rotations are 5 weeks long.
When can students contact their preceptor?
Two weeks before the scheduled rotation. If you plan on going to a major Pharmacy meeting, contact your preceptor before purchasing hotel and plane tickets, to make sure your preceptor will excuse your absence.
Will I get any information about the student ahead of time?
Yes, you will receive a packet of information containing your schedule of students coming to your site and pertinent rotation information. A copy of the resume for each of your students can be found on the EMS system by clicking on the R next to your student’s name in “Rotation List”. Evaluations are completed using on-line rotation forms.
Have the students received HIPAA and OSHA training?
Yes, each student completes a HIPAA electronic module (student reads the information and must pass a test) offered by Virginia Commonwealth University Health Systems (VCUHS) and a review is presented during orientation to rotations.
Do preceptors have to adjust their working schedule to comply with the student’s schedule?
No, the student should follow your schedule when possible.
Are students allowed to work when they are on rotation?
Yes, but their outside working schedule should not interfere with rotation hours that are set by the preceptor. The APPE consists of eight 5-week experiences. The student must complete a minimum of 200 hours at each site to meet the requirements. The student's first responsibility is to APPE duties, schedule and assignments from the preceptor. Other employment, potential job interviews, other activities, or other absences do not take priority over APPE responsibilities. Students are expected to be at the site for a minimum of 40 contact hours per week. The hours should not exceed 50 hours in any one week. Daily starting and stopping times are site-dependent and determined by the preceptor. APPE’s are structured learning experiences, not just an accumulation of experience hours. Therefore, each APPE rotation shall last a minimum of five calendar weeks. The student may not stay at the site excessive hours in an attempt to complete the rotation in a shorter than scheduled period of time.
Should all rotation work be completed at the site during rotation hours?
Home preparation/study/research is necessary in most rotations. Outside time may be necessary to complete assignments of the rotation site.
Are library days built into each rotation?
No, library days are granted at the discretion of the preceptor depending on the depth of research they need to complete the assignment(s) and the type of rotation.
When are grades posted?
Grades are posted on university transcripts at the end of every semester.
How are grades assigned?
During each experience, the student and preceptor will complete evaluation tools to monitor the student's progress through the experience. All forms are available on-line in the EMS system under Forms & Documents and also on the VCU School of Pharmacy web site. Grades are < 3.0 Fail, 3.0 - 4.249 Pass, 4.25 - 4.749 High Pass and 4.75 – 5.0 Honors.
Mid-Rotation
At mid-rotation (approximately 2-3 weeks into the rotation) the student and the preceptor complete assessments using the APPE Student Professionalism Assessment and the APPE Competency Evaluation form. (These are combined as a single form in the EMS system). A mid-rotation conference between the preceptor and student will be used to share information on the forms and to openly discuss the student's progress. Unsatisfactory student progress should be reported to the Office of Experiential Education. Copies of the mid-evaluation forms should be made and retained by the preceptor and student. Click on “Save as a Work in Progress” when you have competed the mid-evaluation.
Final Week
In the final week of the rotation, the student and preceptor will again evaluate rotation performance. The student should do a final self-assessment and the preceptor will complete the final assessment of the student. The mid-evaluation completed on-line will be used to record the final assessment and comments. At this point, a conference is held between the student and preceptor to share information on the forms and to discuss the student's performance on the rotation. The preceptor then issues a grade for the student, makes a copy for the student and submits the grade electronically (by clicking on the “Complete” button at the bottom of the on-line form) to the Office of Experiential Education no later than the Friday following the last day of the rotation.
The student will submit a copy of the "Faculty Evaluation" at the time of the final evaluation and grading conference. The preceptor will able to review the evaluation on-line as well. The student will present the preceptor with a signature sheet to be signed for verification of the evaluations. The completed "Faculty Evaluation" form is treated as confidential information. Any student failing to submit this form will receive an "incomplete" grade until the form is submitted. The student will complete an on-line preceptor professionalism form, which is sent electronically directly to the school.
What paperwork should preceptors send in at the end of the rotation?
All necessary forms are completed on-line and sent electronically to the Office of Experiential Education. Completed Community Counseling Sheets (Community, Advanced Community and Elective Community rotations should complete these forms) are handed in at Colloquia on the last Friday of these rotations. If the Friday falls on an on-campus day, the forms should be handed in to the Office of Experiential Education on that day.
Do students need to make up rotation time for an excused absence?
If a student is in good academic standing and wishes to request time off to attend a pharmacy meeting (e.g., ASHP Mid-Year Clinical Meeting) they must gain approval of the Associate Dean for Student Affairs and the preceptor of the experience that is affected. This planning should start well ahead of the scheduled rotation. After obtaining approval from the preceptor, the student shall use the standard process established by the School for requesting excused time off to attend a meeting or conference (see ABSENCE RECORD in BlackBoard under Student Services). Upon approval, the student and the Coordinator of Advanced Practice Experiences will be notified. The student will receive a copy to give to the preceptor. A student must not assume their absence is excused. Excused absences for pharmacy meetings will not need to be made up. Travel time will need to be made up.
Does other missed time from a rotation need to be made up?
Yes. Absences from rotation other than excused absences must be made up at a time agreed upon with the preceptor and the preceptor should submit a Rotation Time Make-Up form (found on EMS and VCU website).
What is the policy regarding Inclement weather?
Students on rotation are affected only by the weather in the immediate area. Preceptors should use their own discretion about whether or not to excuse students due to inclement weather. If a preceptor/faculty member does excuse a student due to weather, the time missed should be made up before the completion of the rotation. Since the weather at any APPE site may be very different than the weather in downtown Richmond, the closing/opening of the VCU campus due to weather does NOT apply to APPE rotations.VCU Inclement Weather Website: www.hr.vcu.edu/communications/Current/InclementWeatherProcedure/inclement.htm
Can I contact a preceptor to pre-arrange a new rotation?
You must contact the Office of Experiential Education to obtain a new preceptor packet before you contact the preceptor. This applies to P3 students who may be trying to identify a new rotation in their home state. Students need to complete a Distant Rotation Form, which is available in the Office of Experiential Education.
Can I contact preceptors to arrange rotations once rotations have started?
No. All rotation changes, assignments, and/or cancellations are done through the Office of Experiential Education.
Can I arrange out-of-state distant rotations?
Students who have immediate family in other states can arrange to complete two rotations there. Typically these are in Community or Electives. Students need to complete a Distant Rotation Form, which is available in the Office of Experiential Education. Some out-of-state rotations such as the Indian Health Service and the FDA, as well as those in certain areas that border Virginia, are listed in EMS are not considered “distant rotations.”
Are there any Degree Completion criteria?
Yes. Please refer to MCV/VCU APPE manual for complete description. Students must complete all advanced pharmacy practice experience rotations within two academic calendar years.