Changes in a Scholar’s status in the ASP may either be self-initiated by the Scholar or initiated by the RHPP Director of the college where the Scholar is enrolled. Changes in status include but are not limited to the following examples:
- Scholar’s leave of absence or withdrawal from their university.
- Scholar’s leave of absence or withdrawal from RHPP.
- Scholar’s leave of absence from ASP not to exceed three months during the same academic year.
- Scholar’s withdrawal from ASP.
- Scholar’s return from leave of absence.
Changes in ASP participation must be documented on an AHEC Program Change Form.[1] Scholars are not eligible for stipends when they are on a leave of absence or withdrawn from the program and Centers should assure stipends are not issued during these times.
When a need for a change in a Scholar’s status is identified, the Scholar and the RHPP Director will meet to discuss the process. If the Scholar’s request is self-initiated, that Scholar should complete and sign the Program Change Form. In all cases the RHPP Director should complete and sign the Program Change Form and send it to the Program Office. The Program Office will notify and request signatures from the Scholar’s Faculty Mentor and Center Director. Center Directors should ensure no stipends are issued to Scholars who are on leave or who have withdrawn from the program. The assigned Faculty Mentor for the Scholar should advise other Scholars in the cohort team of the updated status of the Scholar who will be on leave or terminating from the program and assure that any assignments are redistributed. Scholars not obtaining an approved absence prior to leaving the ASP may become ineligible for program reinstatement.
If the Scholar indicates to the Center Director, Center Staff, or Faculty Mentor that the Scholar plans to change their program enrollment status, the individual receiving this information must:
- Direct the Scholar to contact their RHPP Director to start the process of Change of Program Form, AND
- Contact the Program office and the Scholar’s RHPP Director to advise them of the Scholar’s plans.
A Faculty Mentor who has concerns related to Scholar attendance or participation must initiate a discussion with the Scholar and RHPP Director toward a resolution. A Faculty Mentor who has been unable to contact an assigned Scholar after two attempts must advise the Scholar’s RHPP Director, the Scholar’s Center Director, and the AzAHEC Program Office. The RHPP Director must take steps to determine the continued participation of the Scholar and indicate any needed changes to the Program Office. Faculty Mentors should not advise the Scholar of termination from the ASP; this must occur through communication between the Scholar and the RHPP in which the Scholar participates.
A Scholar who plans to return to ASP from an approved leave of absence must first contact the RHPP Director of the College where the Scholar was previously enrolled in the ASP. The RHPP Director must determine that the returning Scholar meets all criteria for re-enrollment. A Scholar returning from LOA may be assigned to a different team/cohort. The Program Change Form must be completed by the RHPP Director to indicate a return to the program and sent to the Program Office. The Program Office will notify the Scholar’s Faculty Mentor and Center Director, who must await this notification prior to reactivating a Scholar who has been on leave. Center Directors should ensure stipends are issued to eligible Scholars who return from leave. The assigned Faculty Mentor for the Scholar should advise other Scholars in the team of the updated status of the Scholar who has returned from leave and assure that any assignments are redistributed.
Quarterly Scholar Validation Process. Each participating RHPP and the AIH-AHEC is required to validate scholars' matriculation and CBET status on a quarterly basis and submit to https://uarizona.co1.qualtrics.com/jfe/form/SV_2tcHnnmdLEotRQ2 . The Arizona AHEC Program Office will email each RHPP and the AIH-AHEC a template that lists their scholars with information needed for validation. The quarterly validation reports will be due on or before 11/15, 2/15, and 5/15 RHPPs and AIH-AHEC will receive the template no later 30 days prior to the due date of the quarterly report.
[1] Appendix K provides the AzAHEC Program Change Form which is additionally located in D2L.