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This is a sample copy of the AFHPSP contract for those seeking scholarship information.
This document is NOT intended for official use; the official version may be completely different!
ARMED FORCES HEALTH PROFESSIONS SCHOLARSHIP
AND FINANCIAL ASSISTANCE PROGRAM
This instruction provides Air Force Reserve Officers in the Armed Forces Health Professions Scholarship and Financial Assistance Program (AFHPS/FAP) with policies, procedures, and instructions. It is directive as well as informative. The Privacy Act of 1974 applies to this document. Each form required by this regulation contains a Privacy Act statement, either incorporated in the body of the document or in a separate statement accompanying each document. Failure to comply with the provisions of this regulation may result in disciplinary or administrative actions or in removal from the AFHPS/FAP.
SUMMARY OF CHANGES:
This revision incorporates the requirements, information, and procedures in previous editions of AFITI 36-101, 31 Sep 94 and AFI 41-110, 1 Jun 94. It reorganizes text, changes office symbols, expands and explains policy, and changes many requirements and procedures.
CHAPTER 1 ORGANIZATION .PARAGRAPH
Organizational Structure 1.2.
CHAPTER 2 -- RESPONSIBILITIES
Section A - Duties and Responsibilities of all AFHPS/FAP Students
General .. 2.1.
Command Responsibilities .2.2.
Personnel Accountability Responsibilities . .2.3.
Administrative Responsibilities .2.4.
Academic Responsibilities ..2.5.
Section B - Air Force Responsibilities
AFIT's Relationship with Educational Programs ..2.7.
Reporting of Professional Disciplinary Actions 2.8.
Supersedes AFITI 36-101, 1 Sep 94 Certified by AFIT/CI (Lt Col Claude E. Keeling)
OPR: AFIT/CIMJ (Capt Brian K. Jefferson) Pages: 26 Distribution F;X
CHAPTER 3 MILITARY POLICIES AND PROCEDURES
Section A - Personnel Information
Personnel Management 3.1.
Prior Active Duty 3.2.
Physical Examination .3.3.
ID Cards .3.4.
Section B - Proof of AFHPS/FAP Participation
Appointment Order 3.5.
Determining Eligibility Date for Benefits 3.6.
Determining Termination Date of Benefits 3.7.
CHAPTER 4 -- LEAVE OF ABSENCE
General . 4.1.
Requesting a Leave of Absence .. 4.2.
Returning from Leave of Absence .. 4.3.
Research Opportunities 4.4.
CHAPTER 5 -- WITHDRAWAL FROM THE AFHPS/FAP
General .. 5.1.
Self-Initiated Elimination .. 5.2.
Air Force Initiated Withdrawal .. 5.3.
Cause for Stopping Benefits 5.4.
CHAPTER 6 -- PAY AND ENTITLEMENTS
Stipend .. 6.1.
Accepting Stipend/Pay from Other Sources . 6.2.
Other Pay 6.3.
Direct Deposit 6.4.
Uniforms .. 6.5.
Medical/Dental Care .. 6.6.
Medical/Dental Care for Dependents .. 6.7.
Servicemens Group Life Insurance .. 6.8.
Space-Available Travel . 6.10.
CHAPTER 7 -- EDUCATIONAL EXPENSES
Book and Supply Allowance 7.2.
Reimbursable Expenses . 7.3.
Non-Reimbursable Expenses 7.4.
Special Items 7.5.
Filing for Reimbursement .. 7.6.
Group Discount Purchases . 7.7.
Appealing a Disputed Reimbursement Claim .. 7.8.
CHAPTER 8 -- ACTIVE DUTY TOURS
Number of Tours 8.2.
Length of Tours 8.3.
Tour Sequence for HPSP Students 8.4.
Air Force Clinical Clerkships 8.5.
Clinical Evaluation Report . 8.6.
Filing a Travel Voucher . 8.7.
Sick Call 8.8.
ADT Deferral Procedures for HPSP Students . 8.9.
Overseas Training 8.10.
CHAPTER 9 -- GRADUATE MEDICAL EDUCATION (GME)
Application Procedures . 9.1.
Graduate Medical Education Board . 9.2.
Graduate Education Sequence 9.3.
1.1.1. Definitions. Individuals participating in the F. Edward Hebert Armed Forces Health Professions Scholarship and Financial Assistance Program will here-in-after be collectively referred to as AFHPS/FAP members. All students pursuing advanced degrees in medicine, osteopathy, optometry, dentistry, psychology, and nurse anesthesia will here- in-after be specifically referred to as HPSP students. Those physicians and dentists in residencies will be specifically referred to as FAP residents.
1.1.2. Program Description. Under the AFHPS/FAP the Air Force provides academic scholarships to approximately 1,400 officers participating in various health care training programs. The AFHPS/FAP is designed to ensure adequate numbers of certain healthcare professionals will be available for clinical practice in the Air Force.
1.1.3. Introduction. AFHPS/FAP students enter the program with differing backgrounds and perceptions of the military. Some have previous commissioned or enlisted service. Others are graduates of commissioning programs such as the Air Force Academy or the Reserve Officer Training Corps (ROTC). If so, they will have an advantage in understanding Air Force policies, procedures, jargon, acronyms, etc. However, most enter with little or no previous military experience. While in the AFHPS/FAP, they will complete their professional education, and become familiar with their role and responsibility as a future Air Force medical service officers.
1.2. Organizational Structure:
1.2.1. Air Force Institute of Technology Health Care Education Division, (AFIT/CIMJ), Wright-Patterson AFB OH. AFIT/CIMJ is the single point of contact for all matters pertaining to the management of AFHPS/FAP education. This office handles questions and correspondence relating to changes in curriculum, changes in eligibility dates, transfers to other institutions, changes in address or telephone number, academic and personal matters affecting AFHPS/FAP standing, leaves of absence and extensions to the AFHPS/FAP program, and academic, administrative or self-initiated eliminations and withdrawals. Inquiries regarding AFHPS/FAP regulations and policies that are unclear or not addressed in this regulation should be directed to this office.
1.2.2. Air Force Institute of Technology Finance Office (AFIT/RPBD), Wright-Patterson AFB OH. This office pays HPSP students' tuition and other school fees, and reimburses for required supplies, books, and small equipment.
1.2.3. Headquarters, Air Reserve Personnel Center Surgeon's Office, (HQ ARPC/SGX), Denver CO. This office acts as the command authority, handles military personnel administration and judicial matters, appointment orders, Active Duty Tour (ADT) orders, and stipend and active duty pay records.
1.2.4. Headquarters, Air Force Personnel Center, Physician Education Branch (HQ AFPC/DPAME, Randolph AFB TX. This office is responsible for FAP residents and HPSP medical student contractual requirements, physician active duty service commitment, graduate medical education, and transition to extended active duty. It also acts as a consultant to the AFHPS/FAP.
1.2.5. Headquarters, Air Force Personnel Center, Nurse Corps Education Branch (HQ AFPC/DPAMN), Randolph AFB TX. This office is responsible for the nurse contractual requirements, active duty service commitments, and transition to extended active duty.
1.2.6. Headquarters, Air Force Personnel Center, Dental Education Branch (HQ AFPC/DPAMD), Randolph AFB TX. This office is responsible for dental contractual requirements, active duty service commitments, and transition to extended active duty.
1.2.7. Headquarters, Air Force Personnel Center, Biomedical Sciences Corps Education Branch (HQ AFPC/DPAMW), Randolph AFB TX. This office is responsible for optometry and psychology contractual requirements, active duty service commitments, and transition to extended active duty.
Section A - Duties and Responsibilities of all AFHPS/FAP Students
2.1.1. Air Force Standards. While on active duty, the AFHPS/FAP student must conform to Air Force dress and grooming standards and comply with the directives and orders of those officers, acting in an official military capacity, appointed as their superiors.
2.1.2. Random Urinalysis Testing. As an officer in the United States Air Force Reserve the AFHPS/FAP students are subject to random urinalysis testing. If identified for testing the officer is required to submit a urine sample. If the officer refuses, or if the officer is found positive for drug use, appropriate administrative action will be taken.
2.2. Command Responsibilities. Officers will promptly comply with instructions and responsibilities outlined in this regulation and those which may be forthcoming from AFIT/CIMJ, HQ ARPC, HQ AFPC or other agencies having authority over AFHPS/FAP management.
2.3. Personnel Accountability Responsibilities. Students will:
2.3.1. Manage time effectively so as to complete all required Active Duty Tours (ADT) within the prescribed time frames.
2.3.2. Report to AFIT/CIMJ if at any time during the year the student experiences academic difficulty, and/or a change in status at the university (suspension, probation, withdrawal, and/or recommended leave of absence). Failure to do so may result in the student being withdrawn from the AFHPS/FAP.
2.3.3. Students who attend universities that participate in interstate reciprocity agreements providing resident tuition rates to non-state residents must ensure they obtain the lower tuition rate.
2.4. Administrative Responsibilities. Students will:
2.4.1. Report Health Status. Once each year, AFIT/CIMJ will provide the student with a health status questionnaire. Students will report any significant change in health status since their commissioning physical or since the last questionnaire. This report does not relieve the student of the responsibility to immediately advise AFIT/CIMJ of sudden changes in their health status.
2.4.2. Report Changes in Personal Information. Notify AFIT/CIMJ of changes in address, telephone number, marital status (marriage license or divorce decree), and the number of dependents as soon as these changes occur. AFIT/CIMJ will accept these changes by telephone, and follow-up with a copy of supporting documentation. HQ ARPC/SGX and Military Pay must also be notified of these changes by calling first and forwarding documentation.
2.4.3. Requesting Change of Academic Institution. Students must obtain AFIT/CIMJ approval before transferring their AFHPS/FAP benefits to another institution.
126.96.36.199. Entering students may not change schools after 15 July.
188.8.131.52. AFIT will not automatically approve a students request to change institutions. Requests for transfer are granted based on Air Force needs, which includes the financial impact of the change.
184.108.40.206. Requests for changes that extend a graduation date, or to a higher cost category school are normally disapproved.
2.5. Academic Responsibilities. Students will:
2.5.1. Pursue program on a full-time basis.
2.5.2. Follow institution's approved schedule to complete program in the allotted time, as contracted with the Air Force.
2.5.3. Enroll only in courses leading directly to completion of degree requirements. Request permission to apply for fellowships and/or research programs before making application.
2.6. Conclusion. The preceding duties represent the major responsibilities of AFHPS/FAP students. It is not a final or complete list. Detailed instructions on these and other responsibilities are in applicable portions of this regulation.
Section B - Air Force Responsibilities:
2.7. AFIT's Relationship with Educational Programs: AFIT will strive to maintain the best possible working relationship with each educational program. AFIT will not interfere in a program's academic scheduling policy. Students are expected to coordinate the requirements of their educational program with their military responsibilities.
2.7.1. School Visits. AFIT program managers have an extensive school visitation program. Budget limitations may restrict the number of visits made each year. Students will receive a letter in advance informing them of the date, time, and place of any meeting in their area. Attendance at such a meeting is mandatory.
2.7.2. Release of Information. Prior to entry into the AFHPS/FAP, students signed a Consent to Release Personal Information Statement (Buckley Amendment). At any time the Air Force may contact the school to request personal, academic, and medical information, to include disciplinary action.
2.8. Reporting of Professional Disciplinary Actions: Department of Defense (DoD) Directive 6025.11, Health Care Provider Credentials Review and Clinical Privileging, requires the Air Force to notify licensing boards and professional disciplinary clearinghouses when health care personnel incur disciplinary actions. AFHPS/FAP participants subject to this directive. The Air Force will report any officer who separates, in lieu of court-martial, for any of the items listed below.
2.8.1. Misconduct actions to be reported after command action and completion of applicable appeal procedures, to include:
220.127.116.11. Fraud or misrepresentation involving application for enlistment or commission into DoD service that results in discharge from the service.
18.104.22.168. Fraud or misrepresentation involving renewal of contract for professional employment, renewal of clinical privileges, or extension of service obligation.
22.214.171.124. Proof of cheating on a professional qualifying examination.
126.96.36.199. Abrogation of professional responsibility through any of the following actions: deliberately making false or misleading statements to patients regarding clinical skills and/or clinical privileges; willfully or negligently violating the confidentiality between provider and patient except as required by civilian or military law; being found impaired by reason of drug or alcohol abuse or alcoholism; possessing or using any drug legally classified as a controlled substance for other than acceptable therapeutic purposes; intentionally aiding or abetting the practice of medicine or dentistry by obviously incompetent or impaired persons; commission of an act of sexual abuse or exploitation related to the practice of medicine or dentistry.
188.8.131.52. Prescribing, selling, administering, or providing Schedule II substances as defined by P.L. 91-513 reference (i) for use by the provider or a family member of provider without prior waiver of policy.
184.108.40.206. Failure to report to the privileging authority any disciplinary action taken by professional or governmental organization reportable under this Instruction.
220.127.116.11. Failure to report to the privileging authority malpractice awards, judgments, or settlements occurring outside of DoD facilities.
18.104.22.168. Failure to report to the privileging authority any professional sanction taken by a civilian licensing agency or healthcare facility.
22.214.171.124. Commission of any other misdemeanor that is punished by actual fine of over $1,000.00 or confinement for over 30 days.
2.8.2. Misconduct actions reportable upon referral for trial by court-martial or filing of indictment in a civilian court, to include:
126.96.36.199. Offenses designated as felonies by civilian jurisdictions.
188.8.131.52. Offenses punishable by confinement or imprisonment for more than 365 days under 10 U.S.C. 801 through 940 (reference (j)).
184.108.40.206. Entry of guilty, nolo contendere plea, or request for discharge in lieu of court-martial while charged with an offense designated in subsection 2.8.2. above.
220.127.116.11. Commission of an act or acts of sexual abuse or exploitation related to the practice of medicine or dentistry.
18.104.22.168. Receiving compensation for treatment of patients eligible for care in DoD hospitals.
22.214.171.124. Prescribing, selling, administering, giving, possessing, or using any drug legally classified as a controlled substance for other than medically acceptable therapeutic purposes.
MILITARY POLICIES AND PROCEDURES
Section A - Personnel Information
3.1. Personnel Management: HQ ARPC/SGX can provide additional professional guidance if the student requires assistance or advice.
3.2. Prior Active Duty: Students and residents with prior active duty service may be entitled to longevity pay during their annual ADT. To make HQ ARPC/SGX aware of prior service, mail them a copy of the DD Form 214, Certificate of Release or Discharge from Active Duty.
3.3. Physical Examination: All AFHPS/FAP students and residents approaching their final year of sponsorship must have a complete recommissioning physical examination.
3.3.1. The exam must be completed and returned to HQ ARPC/SGS by the stated deadline.
3.3.2. Any uniformed services hospital (Army, Navy, Air Force), or Military Entrance Processing Station (MEPS) can perform the physical. However, physical provided by active duty Air Force facilities are preferred. Physicals provided by other DoD components should be coordinated through AFIT/CIMJ prior to receiving service. Contact HQ ARPC/SGS before scheduling the exam with a private physician.
3.3.3. Schedule exam well in advance of ADTs. In most facilities it takes 4-6 weeks to schedule and complete a physical.
3.4. ID Cards: As a member of the USAF Reserve, each officer should obtain a Reserve (red) military identification card as soon as conveniently possible. For the majority, the best time to get an ID card is at the Commissioning Officer Training (COT) course which is the replacement for Health Professions Officer Indoctrination Course (HPOIC). HQ ARPC/SGX will send the proper forms and information to obtain the ID card upon request. Once the forms are complete go to the Pass and ID office of any Air Force base. Dependents are not authorized an ID card. Their names are included on the ADT orders to substantiate their eligibility for military benefits.
Section B - Proof of AFHPS/FAP Participation:
3.5. Appointment Order: HQ ARPC prepares and forwards an ARPC Form 92, Appointment Order, to the officer within six months of program eligibility. The ARPC Form 92 specifies the rank, assigned institution, and eligibility date for AFHPS/FAP benefits. If any information is incorrect, the officer should immediately contact AFIT/CIMJ to initiate correction.
3.5.1. HPSP students must take a copy of the ARPC Form 92 to their institution's Dean of Student Affairs, Director of Financial Aid and/or Bursar to inform them of their status as an HPSP student. AFIT/CIMJ will send the school an interim letter to provide temporary confirmation of your status until the ARPC Form 92 is accomplished. This is the only way the school knows the student is an HPSP student, and that the Air Force is responsible for paying tuition and required fees. All students should keep a copy of the ARPC Form 92 for their records.
3.5.2. The appointment order documents the officer's eligibility date, i.e., the date scholarship benefits begin. If the eligibility date is incorrect on the ARPC Form 92, please ensure the Dean's Office informs AFIT in writing of the change. If the student does not receive the appointment order before the school requests tuition payment, the student should contact AFIT/CIMJ and request an Interim Verification Letter.
3.6. Determining Eligibility Date for Benefits: The contract with the Air Force determines the student's eligibility date. This date is very important. It is the date from which the student's service obligation is computed, and marks the beginning of their receipt of benefits.
3.6.1. For HPSP students it is the latest of the date of execution of the oath of office, or the date of the specified academic term.
3.6.2. For FAP residents the eligibility date is stated in the letter awarding them FAP sponsorship, as well as on the ARPC
3.6.3. Tuition benefit eligibility date is approved by AFIT/CIMJ.
3.7. Determining Termination Date of Benefits:
3.7.1. For HPSP students, the benefits normally cease on their formal graduation date. However, if all academic and clinical requirements for awarding of the degree are completed 45 days or more prior to formal graduation, scholarship benefits will cease on the day degree requirements are completed rather than the formal graduation date.
3.7.2. Stipend payment is not authorized for students taking vacation at the end of their academic programs.
3.7.3. Master's in Nurse Anesthesia students should notify AFIT/CIMJ of actual program completion date.
3.7.4. Most residency programs don't start for several weeks after HPSP benefits stop. Students should develop some financial contingency plans to cover themselves during this period.
3.7.5. FAP benefits will end on the date specified in the letter that awarded them their sponsorship. The date is also specified on the ARPC Form 92.
LEAVE OF ABSENCE
4.1.1. Most educational programs provide for leave of absence for students experiencing difficulty coping with academic requirements, or when in the interest of the student's health. The Air Force also recognizes that a leave of absence may be appropriate in some situations.
4.1.2. AFIT/CIMJ is the approval authority for all leaves of absence (LOA). The fact that the academic institution has approved a leave of absence does not imply automatic approval of a leave of absence from the AFHPS/FAP.
4.1.3. Leaves of absence to obtain an additional degree, accomplish research or fellowships, or fulfill purely personal desires will normally be disapproved. In other words, leaves of absence are the exception
and not the rule. Second LOA request will normally be disapproved.
4.1.4. Entering three-year medical students are not eligible for a leave of absence during the first year of scholarship benefits. If they are not in good academic standing the day their benefits start their scholarship is voided and they are withdrawn from the AFHPS/FAP.
4.1.5. All AFHPS/FAP benefits stop during the effective dates of the leave of absence.
4.2. Requesting a Leave of Absence: HPSP students contemplating a leave of absence should call their program manager. The student must obtain their program manager's approval before (ideally, 30 days in advance) the effective date of the leave. Submit the following:
4.2.1. Student letter requesting a leave of absence with a full explanation of why the leave is necessary. Please include the start and stop dates of the requested leave of absence.
4.2.2. A letter from the Dean of Student Affairs/Program Director stating a leave of absence will be granted for a certain length of time (inclusive dates), that the student is in good standing at the institution (for non-academic leave requests), and that the student will be readmitted on the specific date the leave of absence expires. This letter must also address the student's potential to complete program requirements and indicate the new graduation date.
4.2.3. If the requested leave of absence is for medical reasons, the student must also submit a detailed medical summary, to include a diagnosis, treatment, medications, and prognosis, from the attending physician(s). Further evaluation by an Air Force physician may be required/directed.
4.2.4. Whenever possible, the leave of absence should begin at the end of an academic year.
4.3. Returning from Leave of Absence: To return from leave of absence, the student must notify their program manager, in writing, of the intention to return and the specific return date. Include a letter from the Dean of Student Affairs stating the date the student will resume school. To avoid delays in the resumption of benefits, AFIT/CIMJ must receive both letters at least 45 days prior to the anticipated return date.
4.4. Research Opportunities: AFIT/CIMJ approval is required before medical students begin any type of research program. Contact your HPSP program manager before making application. Research is not an objective of the AFHPS/FAP. The following guidelines apply:
4.4.1. Needs of the Air Force are given first consideration, i.e., to have students complete school and residency training and expeditiously enter into the field as practicing clinicians.
4.4.2. AFHPS/FAP students are expected to complete their training without disruption for other educational endeavors, such as Ph.D., fellowship, or research programs.
4.4.3. The Air Force has very few research
oriented positions available. Generally, physicians work several years in the field before being considered for such positions.
4.4.4. The Air Force does not have a need for Ph.D. trained physicians and, as a general
rule, will not approve requests for a leave of absence to pursue other related educational opportunities.
WITHDRAWAL FROM THE AFHPS/FAP
5.1. General: All withdrawals from the AFHPS/FAP do not automatically result in discharge from the Air Force. Withdrawals from the AFHPS/FAP are subject to Secretary of the Air Force Personnel Council approval, disapproval, and disposition. Students and residents may be ordered to active duty.
5.1.1. If withdrawn from the AFHPS/FAP and separated from the Air Force, the Air Force is entitled to recoup all funds expended for tuition, fees, books, small equipment, and other reimbursable items.
5.1.2. Decisions on withdrawals and recoupment of benefits may take six months or longer.
5.1.3. Withdrawal from the AFHPS/ FAP does not necessarily result in separation or discharge from the Air Force. The student may be required to serve an active duty service commitment in an appropriate military capacity commensurate with their level of training and experience.
5.2. Self-Initiated Elimination (SIE). Appropriate causes for requesting self-initiated elimination include severe humanitarian hardship or permanent discontinuation of the educational program. Requests based on personal reasons will be disapproved. AFHPS/FAP benefits are suspended when AFIT receives a request for SIE. Contact AFIT/CIMJ for guidance. AFIT/CIMJ is the final decision authority. Remember, SIE does not dissolve your commission or service commitment to the Air Force. You must apply for a Tendor of Resignation (TOR) through AFIT/CIMJ, (800) 525-0102 ext 2032 or 2036. When applying for SIE, include the following:
5.2.1. A letter from the student fully explaining the reasons for self-initiated elimination and requesting discontinuance of benefits until a determination has been made. (e.g. " I understand benefits will be stopped during the SIE process, and retroactively reinstated if SIE is disapproved.").
5.2.2. A letter from the Dean of Student Affairs/Program Director specifying the student's academic program status, i.e., is the student in good standing, does the student plan to continue, or has the student withdrawn. Include the effective date of withdrawal.
5.3. Air Force Initiated Withdrawal. Individuals may be withdrawn for cause, or when in the best interest of the Air Force in situations where the student or resident:
5.3.1. Fails or refuses to comply with or meet medical, academic, conduct, or administrative requirements of the Air Force.
5.3.2. Does not possess the qualities required of an Air Force officer.
5.3.3. Is dismissed or disenrolled by the school or specialized training program.
5.3.4. Fails to meet academic or other standards of the civilian institution attended, or fails to satisfactorily progress in their studies.
5.3.5. Continually or repeatedly ignores requests for information, or administrative directives.
5.3.6. Is involved in illegal activities or acts of misconduct unbecoming an Air Force officer.
5.4. Cause for Stopping Benefits: AFIT/CIMJ will suspend benefits when the student/resident:
5.4.1. Does not follow the guidance of the program manager.
5.4.2. Ignores requests for information and routine forms sent by AFIT.
5.4.3. Fails to communicate with their program manager in regard to academic progress, change in health, address, and/or phone number.
5.4.4. Requests a leave of absence, or self-initiated elimination.
5.4.5. The student's health status disqualifies him/her for extended active duty.
5.4.6. Fails to meet Air Force officer standards (including weight standards).
5.4.7. School authorities, program directors, or other Air Force agencies notify AFIT of an existing situation which warrants administrative action.
PAY AND ENTITLEMENTS
6.1. Stipend: Members of the AFHPS/FAP in good standing, and when not on active duty, will receive a stipend at the rate prescribed by public law. The stipend will increase on 1 July of each year by the same percentage as the most recent cost of living adjustment received by the active duty force. Stipend payments are made on the 1st and 15th of each month. The rate of pay is automatically switched from stipend to active duty pay when the ADT begins.
6.2. Accepting Stipend/Pay from Other Sources:
6.2.1. Students/residents in the AFHPS/FAP (except those eligible for Veterans Administration educational benefits) are prohibited from accepting pay, stipend, or other remuneration in any form from the federal government other than the AFHPS/FAP stipend and active duty pay. To accept dual compensation from the federal government violates the Joint Ethics Regulation.
126.96.36.199. No restrictions apply to accepting pay or other remuneration from private or university sources as long as the federal government is not directly involved.
188.8.131.52. The student/resident is free to apply for and accept remuneration from any number of private, local university, or state source provided doing so does not interfere with AFHPS/FAP status, prolong the time needed to fulfill degree requirements, interfere with ADT requirements, or result in a service obligation to the other party.
6.2.2. Students are eligible to draw Veterans Administration benefits (GI Bill) except when serving on their annual ADT.
6.3. Other Pay: HPSP students receive 45 days of active duty pay per 12 months of sponsorship. FAP residents receive 14 days of active duty pay per 12 months of sponsorship. While on active duty, the student is entitled to all rights and privileges of a commissioned officer. The following general information applies:
6.3.1. Base Pay. HPSP students receive the base pay of a Second Lieutenant with less than two years of service. FAP residents receive the base pay of a Captain with less than two years of service. Pay dates are on the 1st and 15th of the month. Base pay is taxable income.
6.3.2. Basic Allowance for Quarters (BAQ). Quarters' allowance is paid at either the partial, single or dependent rate. A single officer performing an ADT at a military hospital where visiting officers quarters (VOQ) are available will not receive the BAQ, but will be reimbursed the cost of the VOQ. BAQ is non-taxable income.
6.3.3. Basic Allowance for Subsistence (BAS). The officer will receive a subsistence allowance at the current officer rate. BAS is non-taxable income.
6.3.4. Travel Pay. When performing an ADT the following rules apply:
184.108.40.206. If the travel plans are firm, the student may request through AFIT that HQ ARPC issue an airline ticket. The ticket is mailed to the student along with copies of the ADT orders.
220.127.116.11. Students may arrange their own travel by commercial air, bus, rail, or private vehicle. Reimbursement will be at coach rate only, first class travel is not authorized. Reimbursement will not exceed the amount it would have cost the Air Force to purchase a commercial airline ticket. Travel at government expense for travel from your home of record or school location and return. All other travel will be a personal responsibility. Purchase of airline travel through travel agents or agencies are prohibited and nonreimbursable.
18.104.22.168. If the student chooses to travel by private auto, reimbursement will not exceed the lowest Government Travel Rate (GTR) which is not based on mileage. If the student travels with another AFHPS/FAP student, only the owner of the auto will receive GTR reimbursement.
22.214.171.124. If the student's residence is within 45 miles of the ADT location, the student is considered a commuter. The student will receive travel allowance for only one round trip to the tour location. The student is not eligible to stay in the VOQ, and will not receive per diem. The student will receive BAQ. If the unit of assignment determines that, because of shift work or long hours, the commute will place an undue hardship on the student the commander may submit a request to HQ ARPC/SGX in writing that the student be placed in TDY status. If approved, the student will receive all travel entitlements while staying on base.
6.3.5. Per Diem. The student is paid per diem for an ADT at the prevailing government rate. If government quarters are not available at the duty station, the Office of the Director of Medical Education will help the student obtain a DD Form 1351, Certificate of Non-Availability of Quarters, from the base billeting office. Attach the certificate to the travel voucher submitted at the end of the ADT.
6.4. Direct Deposit: Direct deposit of stipend and active duty pay is mandatory for all Air Force service members. Students should have accomplished pay documents upon selection and before actually entering the AFHPS/FAP. Stipend and active duty pay are processed by the Military Pay section of HQ ARPC, Denver CO, to reach the designated account on the 1st and 15th of each month.
6.5. Uniforms: If this is the student's first ADT at a military base and they have never received a uniform allowance, they are entitled to it after serving the first 14 days of an ADT. The uniform allowance request form are provided by recruiters or can be arranged by contacting your AFIT program manager.
6.6. Medical/Dental Care: While serving a 14 or45-day ADT the student/resident is entitled to routine and emergency medical or dental treatment. While in transit to and from an Air Force base during the period covered by the ADT orders, the student/resident is authorized emergency medical/dental care from civilian sources if that treatment is not available from a military hospital. If emergency medical/dental care is provided by civilian sources, they should bill the nearest Air Force hospital Resource Management office or Managed Care office. Include copy of the student's orders.
6.7. HPSP Medical/Dental Care for Dependents: While serving a 45-day ADT, the student's dependents are authorized routine/emergency medical and emergency dental care at the nearest military hospital. The student must enroll them into the Defense Eligibility Enrollment Reporting System (DEERS) at the Customer Service Section of the Military Personnel Flight during each ADT. Dependents are also authorized medical care from civilian sources through the provisions of the Civilian Health and Medical Program of the Uniformed Services (CHAMPUS). The student should ensure that their status falls within the guidelines of the CHAMPUS program. Some key things to remember are:
6.7.1. CHAMPUS is only available when reserve officers perform active duty for greater than 30 days (31 days or more). Also, the student's dependents must be enrolled in DEERS. The dependent spouse and children are eligible for medical care through military facilities and civilian treatment facilities. AFHPS/FAP students/residents should contact the Health Benefits Advisor, Managed Care Office, or Resource Management Office of the closest military treatment facility (MTF) or at their respective clinical sites for specific program details.
6.7.2. Health care beneficiaries must normally use a military hospital if there is one available capable of providing the necessary inpatient care. A hospital is normally considered available if it is within 40 miles of the beneficiary's residence, though this varies widely by hospital.
6.7.3. The student should always check with the nearest military hospital to determine if a non availability statement is necessary before receiving outpatient care from a civilian provider. Non availability statements are always required for inpatient care. Students should always seek information on TRICARE policies in the local area.
6.7.4 When submitting CHAMPUS claim forms, the student or resident must have proof of the dependent's eligibility. Attach copies of the student's ADT orders and a reproduced copy of the marriage certificate or child's birth certificate as appropriate. For comprehensive information on the CHAMPUS program, contact the Health Benefits Adviser at any military hospital or write CHAMPUS, Fitzsimmons Medical Center, Aurora CO 80045-6900.
6.8. Servicemens Group Life Insurance (SGLI): The student/resident may purchase a $200,000 term life insurance policy through the Servicemens Group Life Insurance program. The application is provided with the pay documents during the recruiting process. Call HQ ARPC for additional information. POLICY ONLY PROVIDES COVERAGE WHILE ON ACTIVE DUTY ORDERS.
6.9. Leave: HPSP students will accrue 4 days of leave while serving their annual 45-day ADT, however, ordinary leave will not be granted during HPOIC, SAM, or a 4-week ADT. If emergency leave is required, notify AFIT/CIMJ, complete an AF Form 988, Leave Request/Authorization, and have it signed by the clinic supervisor. Obtain a leave authorization number by calling HQ ARPC/SGX. Upon completion of the leave, the student and supervisor certify the number of days taken. Mail the completed form to HQ ARPC/SGX. The student will be paid for unused leave two to four weeks after completion of the tour.
6.10. Space-Available Travel: AFHPS/FAP members may travel aboard military aircraft on a space-available basis according to the following guidelines:
6.10.1. Travel is restricted to the continental United States. An available flight in one direction does not guarantee a return flight. Wear of military uniform is optional. Appearance and dress must comply with current Air Force grooming standards as outlined in AFI 36-2903.
6.10.2. Dependent spouse and children are authorized to travel space-available.
6.10.3. The AFHPS/FAP member must have a current DD Form 1853, Authentication of Reserve Status for Travel Eligibility, and reserve ID card. Forms and ID card applications may be obtained by contacting HQ ARPC/SGX. The DD Form 1853 can not exceed six months.
6.10.4. With a reserve ID and a current DD Form1853, the member may contact the passenger terminal of the military base from which the student wishes to fly and explore local procedures and possibilities for obtaining a space-available flight.
7.1.1. FAP: Reimbursements are normally
disapproved for FAP residents. FAP residents should call AFIT/CIMJ before submitting claims for reimbursements to AFIT/RPBD. AFIT/CIMJ must grant prior approval before forwarding request to AFIT/RPBD. FAPs are directed to use libraries for required readings to minimize personal cost. Because most FAP residents are in their final year(s) of training, educational expenses should be minimal.
126.96.36.199. FAP REIMBURSEMENTS:
188.8.131.52. The following items are not reimbursable:
184.108.40.206 Part III of the Medical Boards.
220.127.116.11. Any fees associated with obtaining or maintaining licensure.
18.104.22.168. Board certification fees.
22.214.171.124. Textbooks used for readings or reference (texts must be required to be purchased)
126.96.36.199. Expenses for continuing education or other courses in the residency program
188.8.131.52. Tuition/fees to complete Cardiopulmonary Resuscitation (CPR)/Advanced Cardiac Life Support (ACLS)/Advanced Trauma Life Support (ATLS).
NOTE: Items which the physician or dentist is requesting reimbursement must be pre-approved by the AFIT program manager. Approved requests for reimbursement must be accompanied by the following statement:
"I certify that the item(s) listed above are required purchases by all other residents in the same program and the expenses are normally borne by the resident."
Signature of School Official/Date
Signature of Student/Date
7.1.2. HPSP: The remarks section of ARPC Form 92 contains the educational service agreement number under which the school may bill AFIT/RPB. The following are authorized expenses which should be automatically billed by the school:
184.108.40.206. Normal tuition.
220.127.116.11. Building use fee.
18.104.22.168. Student activity fee.
22.214.171.124. Student union fee.
126.96.36.199. Laboratory fee.
188.8.131.52. School required single-rate health services fee.
184.108.40.206. Required university rentals.
220.127.116.11. School provided microscope rental.
18.104.22.168. Diploma fee.
22.214.171.124. USMLE Part I and II.
7.1.3. If the student decides not to go to school, or if the student transfers to another school, the student will be responsible for the lost deposits and any default charges the school may charge.
7.1.4. If the student has paid tuition, or a deposit on the tuition, in advance, have the school bill AFIT/RPBD for the entire amount of the tuition. The school may then refund to the student the amount AFIT has paid. AFIT/RPBD will not pay advance deposits that aren't credited toward payment of tuition.
7.1.5. If the school will not reimburse the student for tuition already paid, forward an AFIT Form 31, reimbursement request, with receipts, to AFIT/RPBD. AFIT will reimburse the student directly.
7.2. Book and Supply Advance: The Health Care Education Division of AFIT has terminated the book and supply advance program. Students who have received advances should continue to file reimbursement claims to offset the debt.
7.2.1. Students and residents should maintain copies of all reimbursements and receipts.
7.2.2. Students may file an AFIT Form 31, Required Reimbursement(s) Accounting List, any time, however, they must file NLT 31 July each year to assist in closing out financial debts in the fiscal year incurred. The process for submitting the AFIT Form 31 is described in paragraph 7.6.
126.96.36.199. Students who have spent more than the advance will be reimbursed for the difference after filing an AFIT Form 31.
188.8.131.52. AFIT will not authorize pay for reimbursements processed after the 31 July deadline without a letter from the member explaining why the request was late.
184.108.40.206. All HPSP students may submit as many AFIT Form 31 per academic year as deemed necessary. Submit frequent request versus one long form.
7.2.3. Students may purchase used books, however, a receipt is required for reimbursement.
7.3. Reimbursable Expenses: The following items are authorized expenses for which AFIT/RPBD will reimburse HPSP students directly:
7.3.1. Approved textbooks, small equipment items, and supplies required for the course of study pursued. Small equipment items may be provided to the student at the discretion of the Air Force. There may be a maximum reimbursement amount on some small equipment items. These amounts will be provided in a handout contained in the welcome package mailouts. Reimbursement for specialty texts, more than one internal medicine text and revised editions of texts already reimbursed is not authorized.
7.3.2. Osteopathic treatment table - only for students in Osteopathic programs.
7.3.3. Microscope rental (see para 7.4.2.).
7.3.4. Safety goggles/safety glasses (non prescription).
7.3.5. USMLE Part I and Part II. Any portion paid by the school is not reimbursable.
7.3.6. Medical dictionary.
7.3.7. Hepatitis B vaccinations. Immunizations may be obtained from either civilian or military sources. If received from a civilian organization, the student may file for reimbursement. AFIT/RPBD will reimburse the student only for procedures accomplished after the student's eligibility date. Only the Hepatitis B is reimbursable.
Reimbursement for thesis expenses is authorized if a thesis is required for graduation. To apply for research related or administrative support, students must submit a Research Proposal form to their AFIT program manager for approval prior to beginning their project. Students whose programs require thesis research are directed to contact their program manager (AFIT/CIMJ).
220.127.116.11. Only the reasonable expenses associated with the thesis are considered for reimbursement and are limited to: supplies and equipment organic to the research, thesis typing, reproduction and binding of thesis final products, plus one copy to be submitted to AFIT/CIMJ.
18.104.22.168. No routine copying or office supplies will be reimbursed. This includes personal computer rentals.
22.214.171.124. Once the research proposal is approved by AFIT/CIMJ, it will be returned to the student. The student then submits a copy of the approved Research Proposal form along with an AFIT Form 31, Required Reimbursement(s) Accounting List, to AFIT/RPBD for reimbursement.
7.3.9. Health insurance. When a school requires a particular single rate hospitalization and health services policy, and the premiums for this policy are billed as part of the tuition and fees, AFIT will pay the school directly. When the school requires that the student carry health insurance, but does not require a specific policy, reimbursement is authorized to help offset the cost of a single rate policy that the student chooses.
126.96.36.199. If the school has no policy, then AFIT/RPBD will reimburse on an average cost for policies offered at other schools in the state.
188.8.131.52. At no time will coverage for the student's family members or dependents be paid for by AFIT.
184.108.40.206. AFIT will not reimburse for health insurance if not a school requirement.
220.127.116.11. To obtain reimbursement include the following with the AFIT Form 31: official statement of school's insurance requirement, a statement of the policy's cost, and a canceled check or paid receipt for the purchased policy.
NOTE: If the student has program requirements not listed above, contact the AFIT program manager prior to the purchase.
7.4. Non-reimbursable Expenses: AFIT/RPBD is not authorized to reimburse the student for the items listed below. The list is not all-inclusive but is illustrative of common items for which AFIT does not reimburse:
7.4.1. Cameras or attachments for use in elective courses.
7.4.2. Microscope purchases.
7.4.3. Surgical clothing, locker fee, name tags, and laundry.
7.4.4. General office supplies, routine copying or correspondence items.
7.4.5. Optional, recommended, reference or specialty texts.
7.4.6. Housing, meals, or academic program sponsored travel expenses.
7.4.7. Payment of student association, class, or society fees.
7.4.8. Non related and/or non required courses (this includes fees for attendance at continuing education programs).
7.4.9. Refundable fees or deposits.
7.4.10. Parking fees.
7.4.12. Prescription safety glasses.
7.4.13. Theft insurance for books, supplies, and equipment.
7.4.14. Equipment repair or maintenance.
7.4.15. Stolen, lost or damaged items.
7.4.16. CIBA series. Reimbursement is possible for required portions, but not for the entire series.
7.4.17. Reproduction expenses in making copies of reimbursement vouchers or receipts.
7.4.18. Those expenses incurred and items purchased prior to the current academic year, but still in use or required to be used in the future, unless the student received prior written approval from AFIT/CIMJ and AFIT/RPBD.
7.4.19. Reimbursement requests submitted after the academic year in which the items were required. Submitted not later than 31 July.
7.4.20. Student note-taking service.
7.4.21. National Board pretest, retest or study books and guides or review courses.
7.4.22. Professional society or association dues.
7.4.23. Magazine and/or journal subscriptions.
7.4.24. State boards, if not required by the school for graduation.
7.4.25. School's application fee.
7.4.26. Physical examinations or immunizations unless otherwise approved by AFIT.
7.4.27. Textbooks that are required readings for third and fourth year medical students that are available in the school or medical library.
7.4.28. Any costs associated with Continuing Medical Education courses.
7.4.29. Computers, pagers, cellular phones, or CD ROMs.
7.5. Special Items:
7.5.1. Personal property insurance is not reimbursable; however, the student may wish to purchase it. This is especially true if the student finds it inconvenient to completely safeguard their property at all times.
7.5.2. Microscope rental:
18.104.22.168. If the school rents microscopes, this will normally be the least costly source available and is usually under the reimbursement ceiling. The school usually bills AFIT/RPBD directly for this service along with tuition and other educational services. This method is to the student's advantage since it does not tie up their personal funds.
22.214.171.124. If the school does not rent microscopes, school officials (Dean of Student Affairs, Financial Aid Office, bookstore) normally will provide the student advice concerning the availability of microscopes.
126.96.36.199. If the student is unable to locate a rental source, contact AFIT/RPBD.
188.8.131.52. Students are expected to rent a microscope from the school or a commercial source. If the student elects to rent a microscope from a private individual, the receipt must be notarized and contain a complete description of the microscope, including the serial number. This rental price must conform to the normal price range that AFIT/RPBD establishes each year.
7.6. Filing for Reimbursement:
7.6.1. Gather the original "PAID" receipts, an AFIT Form 31, and accomplish the following:
184.108.40.206. Name, social security number, phone.
220.127.116.11. Current address (this indicates where the student wants the reimbursement check mailed.
18.104.22.168. School, degree, eligibility date, graduation date.
22.214.171.124. Under Type of Required Items/Fees legibly write book titles and author, supply book list from college if available. If a supply or equipment, show brand name.
126.96.36.199. Only where quantity purchased is more than one does the unit cost need to be filled in.
188.8.131.52. Total cost column is the price on the receipt for the item.
184.108.40.206. After all items have been listed, sub total the total cost of items.
220.127.116.11. Show the total tax paid for the items purchased and show the total discount provided by the bookstore.
18.104.22.168. Add these final figures together and place in the bottom most right box labeled total cost (show total taxes and discounts just above this box and label as such). This is the amount that will be reimbursed. Ensure its accuracy.
22.214.171.124. Sign and date and make the required copies. An original and two copies of the form are needed for AFIT/RPBD. Make an extra copy of all submissions for your file.
126.96.36.199. Finally, get the AFIT Form 31 signed by the Dean of Student Affairs. This step can slow reimbursement. Many times students call to check on reimbursements only to find out that the delay was in the Dean's office and not AFIT's. Ordinarily, AFIT/RPB processes the AFIT Form 31 in about two weeks and sends them to Defense Finance and Accounting Service (DFAS). The entire process should not exceed eight weeks. Reimbursements are processed as priority three. Tuition invoices are priority number one followed by allowances which are priority two.
7.6.2. The reimbursement package includes the original AFIT Form 31 with two additional complete copies and the original paid receipts. Do not include any item on the form that cannot be reimbursed as this will delay reimbursement.
7.6.3. Before purchasing a questionable item or including it on the form, call an AFIT program manager for clarification.
7.7. Group Discount Purchases: Students should participate in group discount buying, when available. The student needs to obtain a copy of the total paid invoice and an itemized receipt from the discount manager. The receipt must contain all usual information including the discount manager's name, address and date. Credit Card interest is not reimbursable.
7.8. Appealing a Disputed Reimbursement Claim:
7.8.1. If reimbursement for an item is denied, and the student feels it meets the criteria outlined in this chapter, the decision may be appealed. Review the reimbursement instructions and discuss the situation with the department head, course instructor, or program director. Ask them to provide a letter supporting your appeal justification. Remember, required reading does not mean the purchase is reimbursable.
ACTIVE DUTY TOURS
8.1. Purpose: As an AFHPS/FAP student, Active Duty Tours (ADTs) are performed as prescribed by public law in order to receive military and medical training. ADTs provide a valuable adjunct to the student's professional education, and assist in the adjustment to future extended active duty service with the Air Force. The use of the term clerkship and ADT may be used interchangeably. All travel including commercial air must be arranged through HQ ARPC. Failure to coordinate will result in denial of reimbursement. Travel agencies prohibited.
8.1.1. AFIT/CIMJ is the ADT monitor. The program managers will work with the student to ensure that the appropriate number of tours are performed at approved Air Force teaching hospitals.
8.1.2. ADTs should be scheduled as early in the student's education as possible.
8.2. Number of Tours: Students are required to perform one ADT for each 12 months of participation in the AFHPS/FAP. Portions of program participation less than six months are not creditable for an additional tour. Example: two years and six months = three tours; three years and six months or longer = four tours. Students will not perform more than four tours.
8.3. Length of Tours:
8.3.1. HPSP. Public law states that HPSP students are expected to perform a 45-day ADT each fiscal year. It is understood that most school programs are based upon four to six week blocks. For this reason, the length of ADTs may range from 26 to 45 days (160 hours minimum).
188.8.131.52. Tours must start on a Monday and end on a Friday. Students are authorized to travel on Sunday. If Monday is a national holiday, the travel day will be Monday and the tour will start Tuesday unless otherwise stated.
184.108.40.206. These tours are an integral part of the student's education; providing instruction in a clinical specialty and introducing the student to life as an active duty Air Force medical officer. Because of the value of these tours, waiver of tours and reduction of tours to less than 26 days will be considered only when extreme and unusual hardship exists. It is understood that certain educational institutions do not allow time to complete tours in second and/or third years of medical school. Normally students defer until the fourth year where there is greater schedule flexibility. When poor planning and procrastination cause noncompliance, waivers will not be granted.
220.127.116.11. CRNA and Dental will perform in-place active duty tours.
8.3.2. FAP. As stated in their contract these students will perform one 14-day ADT per year of sponsorship as directed by the Air Force. Currently, all FAP are directed to perform an "in place" ADT, therefore, travel to an Air Force ADT location is not authorized.
8.4. Tour Sequence for HPSP Students:
8.4.1. Commissioned Officer Training (COT) is an introductory course for newly commissioned officers. If the student has completed a United States Air Force military officer training program (Academy, ROTC, OTS, MIMSO), then completion of COT is not required, but highly recommended.
18.104.22.168. Allopathic, Osteopathic and Optometry students will not perform an ADT until they have completed an approved military officer indoctrination/training program.
22.214.171.124. If the student is unable to attend COT prior to the first sponsored year, then the student is deferred, and must attend prior to the second sponsored year. Three-year sponsored medical and optometry students must attend prior to the first sponsored year.
126.96.36.199. Nurse anesthesia and Dental HPSP students are not required to attend COT while in the program, and do not perform away-from-campus active duty tours or clinical rotations. They attend training prior to entering active duty.
8.4.2. School of Aerospace Medicine (SAM) Indoctrination Course. If the student has completed officer training, then SAM may be attended prior to the second sponsored year. While there the student will receive an introduction to Air Force aeromedical services, flight medicine, and physiological and survival training. Emphasis will be on the physiological stresses of flight. The number of students permitted to attend is limited, so apply early to ensure a quota. Registration for SAM occurs in January, and is accomplished by calling AFIT/CIMJ.
8.4.3. During the third and fourth years of medical school, students will perform clinical clerkships as defined below. Reference the ADT Handbook and Clerkship Information packet.
8.4.4. Optometry students - follow the ADT sequence included in the Welcome Package.
8.5. Air Force Clinical Clerkships: HPSP students have the opportunity to train and practice in their professional discipline away from the school setting, while also becoming familiar with the Air Force and its healthcare delivery system. Important points to remember:
8.5.1. The student is responsible for arranging ADTs. Scheduling clerkships in the specialty (first priority) and the teaching center (second priority) in which the student desires residency training will enhance selection opportunity for Air Force Graduate Medical Education (GME). If the student's schedule permits, clerkships should be performed prior to the GME selection board which meets during the fourth year. Clerkships should be arranged as far in advance as possible, once the student's schedule is firm. Air Force teaching hospitals will take reservations twelve months or more in advance. Summer clerkships (July, August, September) are highly sought after, therefore students should request them as far in advance as possible.
8.5.2. The student may perform a clerkship anytime during the year. Students are not restricted to the summer months when demand is at its peak. The student will have a broader choice of clerkships and may have a better experience during the non-peak months.
8.5.3. It is the student's option to perform a clerkship during school vacation or to seek school approval for elective rotation credit for the Air Force clerkship. Many schools will grant elective credit for rotations at Air Force teaching hospitals where residency programs are located. If the student seeks school credit, the student should contact one of the offices of the Clerkship Coordinator or Director of Medical Education (DME) for additional information on their specific programs. The student would then request approval through their school.
8.5.4. The student must perform clerkships at one of the eight Air Force's teaching hospitals. All of these facilities have been approved by the Accreditation Council for Graduate Medical Education, and are staffed to provide the student with an optimal educational/military experience. These facilities, and the specialties they offer are listed in the CONTACT supplement, and in the Active Duty Tour Handbook.
8.6. Clinical Evaluation Report. During each of the ADTs, the student's performance (based on their year level in school), attitude, potential, and adjustment to the Air Force environment will be evaluated by the course supervisor or preceptor. These evaluations are forwarded directly to HQ AFPC/DPAME for inclusion in the student's GME file. They are reviewed by the GME selection board in selecting candidates for residency training.
8.7. Filing a Travel Voucher. All students must file a travel voucher after completing an ADT where travel to an Air Force base is involved. A travel voucher and instructions are provided by HQ ARPC, and are included with the student's ADT orders. The instructions are located in block 26 of the travel order (Air Force Form 938).
8.8. Sick Call. If the student gets sick while doing a clerkship they are required to attend the active duty sick call. If the student is too sick to return to work the student will be placed on quarters. It is the student's responsibility to notify the clinical supervisor, as well as the office of the Director of Medical Education. They in turn will notify AFIT/CIMJ.
8.9. ADT Deferral Procedure for HPSP Students: If the student's schedule prevents accomplishment of a required ADT in any given year during sponsorship the student must submit a written request for deferral to AFIT/CIMJ. An ADT Deferral Form will be included in the Fall mail-out for convenience. A deferral is not a waiver. The student is expected to make-up this deferred tour and complete all remaining ADTs prior to graduation.
8.10. Overseas Training: Many American educational programs have agreements with excellent foreign universities and teaching hospitals whereby students can fulfill certain curriculum requirements overseas. The student should be aware of the following:
8.10.1. AFIT/CIMJ must approve any/all overseas rotations.
8.10.2. The student must advise AFIT/CIMJ, in writing, of their plans prior to departing the United States. Furnish AFIT with a central forwarding address for correspondence and an itinerary of the country or countries the student plans to visit, the length of the stay, and the date the student will return to the stateside campus.
8.10.3. The trip overseas must be approved by the student's program as fulfilling normal curriculum requirements, and it cannot extend the time required for the student to complete their degree.
8.10.4. HQ ARPC/SGX cannot publish ADT orders assigning the student to an overseas institution or military base. The student will not be eligible for routine medical care at US military treatment facilities overseas.
8.10.5. Any tuition charges associated with the overseas study must not exceed the rate of normal stateside tuition according to the Educational Service Agreement with the student's school.
8.10.6. Air Force Reserve personnel are prohibited from traveling to any Communist-controlled country without prior clearance from HQ ARPC/SGX.
8.10.7. As an American and an officer in the United States military the student is a target for terrorists. Using common sense when the student travels overseas may be the best defense against terrorist.
GRADUATE MEDICAL EDUCATION (GME)
9.1. Application Procedures:
9.1.1. An application is automatically sent to the student between the third and fourth year in medical school by HQ AFPC/DPAME (FAP must request an application). The student will list their preference for either an Air Force residency, or for non-sponsored civilian internship/residency. HPSP allopathic and osteopathic students will meet the GME board during their fourth year of medical school. Normally, results are available about two weeks after the board has closed.
9.1.2. The application booklet contains projections of the GME Board's quotas, results of the previous year's board, all forms that the student is required to submit, and other information. A copy of the application and educational summary must be sent to each Air Force program director in the specialty for which the student is applying. Personnel at HQ AFPC/DPAME, program directors, specialty consultants, and Air Force DME's are available to answer the student's questions throughout the year.
9.1.3. The Air Force considers GME applicants from the HPSP, active duty field physicians, Uniformed Services University of Health Sciences, and ROTC educational delay students. All applicants are evaluated for placement into training. Essentially, the Air Force establishes the requirement for a specific number of physicians needed in each specialty. These requirements are matched against the available residency positions with the Air Force or Joint Service program. If there are sufficient positions to meet the requirements no applicants will be deferred. If the requirements exceed in-house resident training resources, deferments may be approved. Neither residencies nor deferments will be granted if there isnt a forecasted need. Make wise choices when making application to the GME. Call your program manager, program directors, and consultants for advice and guidance.
9.1.4. HQ AFPC/DPAME will maintain administrative control over students selected for non-sponsored (deferred) civilian internship/residency programs.
9.2. Graduate Medical Education Board. The Graduate Medical Education (GME) Board for M.D.s and D.O.s consists of specialty panels composed of Directors of Air Force residencies and other senior medical officers. The board selects students for training programs that begin the summer following graduation. Selection factors considered by the board include the following:
9.2.1. Projected requirements for each specialty.
9.2.3. Any honors, offices or special mention earned while in school.
9.2.4. Clinical Evaluation Reports received while performing ADT's.
9.2.5. A 250-word personal essay.
NOTE: Since many schools use a pass/fail or satisfactory/unsatisfactory system, evaluations in the specialty the student is applying for could be the deciding factor. It is very important that the student make every effort to serve ADTs in the specialty and the hospital of choice.
9.2.6. Letters of recommendation from physicians in the desired specialty field and from the Medical School Dean.
9.3. Graduate Education Sequence:
9.3.1. All Air Force-sponsored HPSP graduates must complete a clinically oriented first year of graduate medical education. The student will indicate in the application if they wish to be considered for a categorical residency in their desired specialty. Training requirements beyond the first year are based on the future specialty needs of the Air Force. Selections are competitive and limited to the projected number of specialists required.
9.3.2. The student will be considered for training in military programs even if a civilian deferred internship or residency is requested. The student must rank preferences for military programs. No advance guarantees or arrangements can be made or implied by anyone. Careful consideration will be given to the student's preference, but selections are based upon the needs of the Air Force.
NOTE: For specific information on active duty service commitments (ADSC), call HQ AFPC/DPAME. AFIT/CIMJ can only provide ADSC as it relates to your AFHPS/FAP scholarship. Commitment concerns regarding residencies is beyond the scope of the scholarship program.
RONALD D. TOWNSEND, Colonel, USAF
Air Force Institute of Technology