Operations / Rotation schedule builder

Rotation schedule builder

Build next term's rotation schedule without the spreadsheet chaos: lock your non-negotiables, inventory every site, assign students, and prove comparability before you publish. Work one step at a time — Elsie coaches you through each one.

Step 1

Lock your non-negotiables

Everything downstream depends on these numbers. Get them in writing before a single student is assigned.

Class size for the term is confirmed (including any research-year or delayed students).
Block start and end dates are set for every rotation period.
The list of required clerkships and their lengths is finalized.
MSPE / graduation / match-related deadlines that constrain the calendar are noted.

Class size Term start Term end

Step 2

Inventory every site

You cannot assign what you have not counted. Capacity is slots per rotation block per site — not a single total.

Every teaching site is listed with slots per block per rotation.
Required-experience coverage is mapped per site (which experiences each site can actually deliver).
Affiliation agreement renewal dates are current for every site (Element 1.4).
Each site has a named site director with current contact info.

Number of sites

Step 3

Build the assignment grid

Students × blocks, honoring site caps. Flag conflicts now, not in week 2.

Every student is placed in a site for every block (no gaps).
No site exceeds its per-block cap in any rotation.
Student requests and accommodations are honored where possible and documented.
Away rotations (VSLO) are marked and home-school sign-off checklists are started.

Step 4

Prove comparability

LCME Element 8.7: every student must be able to complete required experiences at their assigned sites.

Each student's assigned sites cover all of their required clinical experiences.
Thin-coverage pairings are flagged with a backup plan (alternative site or experience).
The comparability check is documented — who checked, when, what was found.

Step 5

Lock and publish

A published schedule needs a change process, or every swap becomes a crisis.

The schedule is published to students with key dates.
A change-request process exists (who approves swaps, by when).
Site directors and preceptors are notified of their students and dates.

Publish date

Back to all workflows

Your checklist progress is saved on this device only — it is never sent anywhere or shared.

Grounded in: Functions and Structure of a Medical School (March 2026) — Elements 1.4, 6.2, 8.7, 9.1, 9.5, 9.7, 9.8 (lcme.org); AAMC VSLO (aamc.org); ACGME Common Program Requirements (acgme.org). School-specific rules come from your own documents.