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Preparing for a New Rotation Schedule

A guided workflow for preparing clinical rotations, from scheduling and learner assignments to assessments and completion tracking.

Article Content

This article covers the following topics. Click on the topic to go to that section of the article

Overview

Preparing a rotation schedule involves more than building a schedule. It requires coordinating learners, sites, faculty, assessment requirements, and reporting to ensure a successful clinical learning experience.

This playbook provides a recommended workflow for preparing a new rotation and links to the detailed how-to articles available throughout the Admin User Guide, Faculty Resources, and Learner Resources.

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Planning Considerations

Before configuring a rotation schedule, take a few minutes to consider how the rotation will be delivered. Answering these questions early will help you make informed configuration decisions and ensure you have the information needed before you begin.

Consider the following:

  • How will learners be assigned to rotations?
    • Will assignments be completed manually, imported, or managed through a lottery or learner driven scheduling?
  • Which clinical sites will participate?
    • Have all sites been created in Elentra?
    • Are site capacities and availability confirmed?
    • Are the site agreements up to date?
  • How is the rotation schedule organized?
    • Will learners rotate through multiple blocks or sites?
    • Are there overlapping rotations or scheduling constraints?
  • Who will supervise learners?
    • Have preceptors/faculty been identified?
    • Do they have the appropriate permissions and access in Elentra?
    • Is the preceptor profile in Manage Instructors in Elentra up to date if it is used?
  • How will learner performance be assessed?
    • What will contribute to the learner's final grade or how is it determined that the learner completes the rotation?
    • Will workplace-based assessments or EPAs be used?
    • Are assessment forms and distributions ready?
    • Will learners be required to complete required clinical experiences that will need to be logged in the Elentra logbook?
  • Are there special scheduling requirements?
    • Do some learners require custom schedules or accommodations?
    • Are there blackout dates, holidays, or site-specific restrictions to consider?

Confirm the following:

  • Rotation dates have been finalized.

  • Participating sites are confirmed.

  • Faculty and preceptors have been identified.

  • Learner assignments are available.

  • Assessment requirements have been defined.

Information to Gather:

  • Rotation name and type

  • Rotation start and end dates

  • Block dates and duration

  • Participating clinical sites and locations

  • Site capacity and any scheduling restrictions

  • Learners who will participate in the rotation

  • Faculty, preceptors, and other supervisors

  • How learners will be assigned to sites or rotation blocks

  • Assessment requirements, including any required forms or EPAs

  • Logbook requirements, if applicable

  • Lottery requirements, if applicable

  • Known learner accommodations, leaves, or other scheduling considerations

  • Important deadlines or dates that may affect the rotation schedule

Other Planning Tip(s):

  • Plan learner assignments after the schedule is finalized.
    Many institutions create their rotation schedules well in advance but wait until learner assignments are confirmed before assigning placements. This reduces the need to rework schedules as enrollment changes. 

  • Consider how schedule changes will be communicated.
    Rotation schedules often change throughout the year. Establish a process for notifying learners and faculty when updates are made. 
  • Test the rotation from a learner's perspective.
    Before the rotation starts, verify that a learner can view their schedule, assigned sites, assessments, and any required Logbook activities.
  • Prepare for exceptions.
    Identify how you'll handle schedule changes, leaves of absence, remediation, or learners requiring accommodations before the rotation begins.
  • Keep rotation naming consistent.
    Using a standardized naming convention for rotations, blocks, and sites makes schedules easier to manage and improves reporting. 

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Rotation Schedule Preparation Checklist

Step 1 — Create or Review the Rotation Schedule Structure

Begin by confirming the structure of the rotation.

Tasks may include:

  • Reviewing clinical course configuration (e.g., confirm the courses that need to be included are clinical experience courses, confirm the enrollment of the learners, etc.)
  • Creating the rotation schedule
  • Confirming & reviewing block dates & block schedules
  • Creating or reviewing rotations

How-to Articles

Step 2 — Configure Rotation Sites

Review all participating clinical locations.

Confirm:

  • Site availability
  • Capacity
  • Contact information
  • Rotation requirements
  • Agreements

How-to Articles

Step 3 — Configure Faculty and Preceptors

Ensure supervisors are correctly assigned.

Review:

  • Faculty assignments
  • Clinical supervisors
  • Administrative coordinators

How-to Articles

Step 4 — Assign Learners

Assign learners to rotation blocks.

Review:

  • Placement assignments
  • Schedule conflicts
  • Capacity limits
How-to Articles

Step 5 — Review Lottery Configuration (if applicable)

If learners are assigned using Lottery:

Review:

  • Lottery setup
  • Preferences
  • Selection rules
  • Schedule generation

How-to Articles

Step 6 — Configure Rotation Driven Assessments

Prepare clinical assessments & evaluations.

Tasks may include:

  • Assessment or evaluation forms
  • EPA distributions
  • Workplace-based assessments
  • Reviewing completion requirements
  • Assessment response scale setup
  • Gradebook assessment & scale setup

How-to Articles

Step 7 — Perform Quality Assurance

Before the rotation begins, verify:

  • Learners can view their schedules.
  • Faculty can access assessments.
  • Rotation dates are accurate.
  • Clinical sites are assigned correctly.
  • Required assessments are available.
  • Lottery options are correct (if applicable).

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Common Mistakes

Review for:

  • Missing learner assignments
  • Faculty without access
  • Incorrect block dates
  • Assessment forms not distributed
  • Capacity conflicts

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