Subject: MMed Registrar International Rotations

Overview

As part of the AMPATH partnership, Moi University MMed candidates (hereafter referred to as registrars) may complete rotations at an AMPATH consortium member institution.

Audience

Any Moi University registrar interested in completing a rotation at an AMPATH consortium member institution and any staff, faculty or partners involved in the coordination of these rotations.

KENYA-BASED RESPONSIBILITIES

• Eligible MMed registrars are selected for AMPATH rotations via internal processes set by the relevant department. Once selected, the head of the department notifies AMPATH.
• The IU House Managing Director and designated Team Leader then assist the registrars to complete the following in-country logistical requirements:
  • Secure passport
  • Complete immigration requirements. The appropriate consortium member institution should be contacted for non-US immigration guidelines. For US rotations:
    • Complete SEVIS immigration application and provide payment
      • The IUCGH Assistant Director for Logistics and Education Programs (ADLEP) and IU House Program Administrator will assist and ensure appropriate SEVIS fee payments are made and receipt is obtained proving SEVIS payment. Payment for SEVIS fees must be made in the registrar’s name via Western Union wire transfer from Kenya. The registrar may either make the transfer, then receive reimbursement from the Program Administrator; or receive cash from the Program Administrator in advance of the transfer.
    • Schedule a visa exit interview with the US Embassy in Nairobi
      • The interview should be scheduled for 2-3 weeks before the registrar’s arrival in the U.S. (due to 30-day window for verification of arrival in the U.S. from the date of the visa appointment)Once original J-1 application and official invitation from the sponsoring institution have been received in Kenya, the registrar may proceed with visa interview.
      • Obtain a Chest X-ray within 2 weeks of travel that is certified as clear and/or proof of TB control (if indicated) by the Team Leader or AMPATH Field Director. The letter must accompany each registrar and a copy of the letter shall be kept on file at the respective AMPATH hosting institution.

• • • Receive appropriate and prudent vaccinations (MMR, Hepatitis B series, oral polio, tetanus, evidence of chicken pox or varicella, COVID, etc)
    • Purchase international medical insurance for the duration of their stay.
    • Book domestic travel to and from Nairobi
    • Work with ADLEP to book travel from Nairobi to the rotation location
    • Personnel at IU House will confirm that USD cash ($100/person) has been given to the registrar to cover incidental expenses en route. This advance will be deducted from the 1^st month’s $750 stipend received after arrival in the US.

U.S. AND HOST INSTITUTION-BASED RESPONSIBILITIES

• Prior to inviting the registrar to the AMPATH member institution, the ADLEP confirms rotation availability with each AMPATH member institution.
• Each AMPATH member institution is responsible for working with their institution and the registrar to complete immigration requirements.
  • Immigration guidelines for non-US rotations should be confirmed with the relevant host institution.
  • For US rotations, registrars typically enter on a J-1 Scholar visa.
    • The ADLEP or Program Manager from the host institution will reach out to the registrar at least two months in advance of their anticipated arrival date to initiate this process.
      • For IU rotations, see this page for initial details required and this page for further details of IU’s process.
    • Original application and attached documents are, in most cases, hand-carried to Kenya by a traveler from the respective host institution.

• The Program Manager at each host institution is responsible for securing the following for each registrar, if applicable:
  • an institutional email address
  • student ID number
  • malpractice coverage
  • medical record system access
  • bursar account for direct deposit of funds
  • hospital access
  • white coat if the registrar does not bring their own
  • lodging
  • transportation to/from the airport
• During the registrar’s first week:
  • After arrival, the registrar is required to complete a W8-BEN.
  • The Program Manager ensures that all required documentation is provided to the institution’s office of Tax Compliance (for IU, copies of the registrar’s J-1, Letter of Invitation, I-94, and W8-BEN are typically required).
  • The Program Manager assists the registrar in establishing local checking and savings accounts, if applicable.
  • The IUCGH Associate Director of Education or AMPATH consortium member equivalent coordinates and/or leads an orientation for the registrars. The goal of this orientation is to:
  • Familiarize each registrar with anticipated activities
  • Discuss cultural practices and expectations
  • Discuss logistics including travel itineraries/dates, social opportunities, expectations concerning expenses when in a social setting, etc.
  • Assist the registrars in creating email accounts and other practical requirements
  • Provide an overall view of obligations and responsibilities of each registrar and the host institution
  • Registrars should meet with the AMPATH Associate Director, Program Manager, or designee regularly to discuss problems or discovered opportunities.
  • The AMPATH Associate Director or designee should communicate regularly with the chief of each discipline to receive feedback and give advice to enhance the registrar experience in that discipline.
  • At the conclusion of each rotation, the Program Manager will solicit written reports from each chief outlining the specific responsibilities of the registrar and create a report that will be sent to the respective Head of Department at MUSM at the conclusion of the experience.

PROGRAM COSTS

• Host institutions are responsible for the costs associated with the registrar’s rotation.
• Registrars are provided with a stipend ($750 USD/month for registrars rotating at IU), to be used for:
  • Food
  • Cell phone / data
  • Any expenses not mentioned  below
• Covered expenses (outside of the stipend) are:
  • International airfare (cost varies)
  • Monthly medical insurance premium and cancel-for-any-reason trip insurance
  • Lodging
    • SEVIS fee ($180) — registrar pays but is reimbursed
  • State and Federal Taxes
    • At IU: 17.23% of stipend per month (automatically deducted at Bursar’s office)
  • Visa processing fees, if required by the host institution
  • For registrars rotating at IU: total deposit including taxes and withholding will cover each registrar leaving a prorated monthly net of approximately $2,820 ($750 stipend and $2,070 apartment rental) depending upon insurance premiums and current rental rate.For IU rotations: IUCGH covers all necessary costs at the time payment is due and assumes responsibility for costs associated with internal medicine registrars. For all other specialties, IUCGH invoices the respective hospital department after the end of the registrar’s rotations.