Elective Away Rotations requests may be made by House Staff as part of the educational training program. Program Director and GME approval required. Ssee details below.
Questions? Email gme.office@vumc.org or call (615) 322-4916.
House Staff
Please note time frame for Elective Away Rotation requests:
- Domestic rotations: Must be submitted a minimum of four months prior to the start date (if an active contract/PLA are not in place), and a minimum of 2 months prior to the start date if an active contract/PLA are confirmed to be in place and the contract # is included in the ARMS request. The active contract # must be included in the ARMS request or it will be returned. Please confirm contract/PLA status and obtain contract # from your program administrator. Email gme.office@vumc.org with any questions.
- International rotations: Must be submitted a minimum seven months prior to the start date (if an active contract is not in place), and a minimum of four months prior to the start date if an active contract/PLA are confirmed to be in place and the contract # is included in the ARMS request. The active contract # must be included in the ARMS request or it will be returned. Please confirm contract/PLA status and obtain contract # from your program administrator. Email gme.office@vumc.org with any questions.
If you have not received a GME final approval email 2two weeks before a requested rotation start date (reflecting that all requirements are complete), GME will need to reject the request. You may resubmit a request with a later start date if you still wish to pursue. The start date should be at least an additional month out from initial start date request.
Please do not purchase flights or incur expense related to the away rotation request until you have received a GME final approval email. Once PD approves request, Administrator, GME, and Office of Contracts Management (OCM) will work toward a fully signed Contract and PLA and any other items which are required for the rotation (international rotations also require a remote work agreement and ITQ). GME approval in ARMS will occur once all requirements are met.
House Staff enters requests in the GME - Away Rotation Management System (ARMS). Must be on VUMC employee network (or connected via VPN) to access ARMS. ARMS automatically notifies Program Director (PD) and Coordinator of request. PD will indicate approval via ARMS. ARMS will generate email status updates to House Staff, Program Director, and Coordinator during approval process.
All international travel must be booked through Concur or with Vanderbilt University Medical Center's designated travel agency, World Travel. If flights are not booked through Concur or through World Travel, they will not be reimbursed. To be reimbursed, all international travel requirements must be followed including submission and approval prior to travel of your Export Compliance International Travel Questionnaire. See VUMC Global Support Travel information.
Program Administrator
As soon as PD has approved an Elective Away Rotation Request, please create and fully submit a PEER Request to initiate a contract (unless active contract already exists).