Verified September 18, 2026. This page collects the clinical rotation request deadlines, required portals, and onboarding lead times that U.S. health systems publish for student placements. Every figure is quoted as published and linked to its source. Nothing is estimated.
Clinical coordinators manage deadlines across many sites, and each site publishes its own on its own page. There has not been a single place to compare them. This page is that place. It is a reference, not a substitute for the site itself: confirm every date directly with the health system before relying on it.
About the sources: rows marked primary come from the health system's own public page. Rows marked secondary are as reported by a university placement office for its graduate nursing students; undergraduate deadlines at the same site may differ. We build Rotation Manager, a clinical placement platform. This page describes each site's published process and does not evaluate it.
Jump to: Published deadlines · Portal listed, no public deadline · Secondary-source deadlines · What the deadlines have in common · FAQ
What the published deadlines have in common
Across the 57 health systems reviewed, 23 publish a specific lead time. A few patterns hold.
- 30 days is the most common request deadline. HonorHealth, Novant Health, Northeast Georgia Health System, Northside Hospital, Phoebe Putney, and Spartanburg Regional all publish it, and Saint Alphonsus uses it for the compliance step.
- The range is wide. Williamson Health publishes 14 days for onboarding paperwork. VA Long Beach accepts requests 10 to 52 weeks out. VA facilities consistently sit near three months because federal onboarding runs on its own clock.
- Two deadline models exist. Most sites use a rolling day count before the rotation start. Others, including Michigan Medicine, Baptist Health in Alabama, Cahaba Medical Center, and the UAB clinics, publish fixed calendar dates per term. A coordinator working with both types is managing two different planning problems.
- Deadlines stack. Michigan Medicine publishes four sequential deadlines per term: affiliation agreement, placement request, ACEMAPP submission, and full compliance. Saint Alphonsus separates the request window (45 to 60 days) from the compliance deadline (30 days). Most pages publish only the request date, so the later compliance deadline is often the one that catches programs.
- A published deadline is not a placement. Novant Health publishes a 30-day deadline on its own page and is listed as unavailable to at least one university's graduate students. The deadline tells a coordinator when to ask. The affiliation agreement decides whether the answer can be yes.
- Portals are concentrated. Roughly 20 of the 57 systems route requests through myClinicalExchange. ACEMAPP is second. A handful still use email, paper forms, or REDCap surveys. Several sites in the Southeast require two separate applications.
Published deadlines, primary source
Each lead time below appears on the health system's own public page.
| Health system | State | Published lead time | Portal or method | Source | Notes |
|---|---|---|---|---|---|
| HonorHealth | AZ | Submit no later than 30 days prior to rotation start | myClinicalExchange | Source | Badge available no sooner than 1 week prior; students without a badge are not permitted to attend |
| Novant Health | NC | At least 30 days before start date | myClinicalExchange | Source | Availability depends on affiliation agreement; see note above |
| University Health | TX | At least 30 to 45 days before begin date | Email forms; nursing and non-nursing requests routed to separate addresses | Source | Affiliation agreement must be current before requesting |
| Allegheny Health Network | PA | Reviewed 60 to 90 days in advance; requests more than 90 days out are not processed | AHN student intake form | Source | Page states this path is not for medical students, shadowing, or undergraduate nursing |
| Saint Alphonsus Health System | ID / OR | Request approximately 45 to 60 days before start (recommended); all compliance complete no later than 30 days before start | myClinicalExchange | Source | Graduate (medical, PA, NP). Page states each student pays a platform subscription fee, which the school or student may cover |
| VA Portland Health Care System | OR | About 3 months total: 1 month to confirm placement, 2 months to onboard. Undergraduate requests about 3 months prior | ACEMAPP (undergraduate); Clinical Rotation Request Form (graduate) | Source | Office of Academic Affiliations onboarding stated at about 8 weeks |
| VA Providence Health Care System | RI | Forms received 4 weeks prior to first day; HR fingerprinting and ID at least 2 weeks prior | Paper forms by mail | Source | Federal forms including I-9 and fingerprint form |
| VA Long Beach Healthcare System | CA | 10 to 52 weeks prior, no more than 2 semesters prior | Orange County / Long Beach Consortium | Source | School coordinator only; affiliation agreement and pre-approval required before paperwork |
| Michigan Medicine (University of Michigan Health) | MI | Fixed dates per term. Fall 2026: affiliation 06/15/2026, request 07/10/2026, ACEMAPP 07/31/2026, all compliant 08/24/2026 | ACEMAPP plus Account Request Tool | Source | Page states the ACEMAPP deadline is final. Affiliation paperwork deadline precedes the request deadline |
Portal published, no deadline on the page reviewed
These systems publish their request process and portal but the page reviewed did not state a lead time.
| Health system | State | Portal or method | Source | Notes |
|---|---|---|---|---|
| Endeavor Health | IL | Clinical Rotation Request form by email; practicum requests via myClinicalExchange | Source | Process covers nine hospitals |
| Cleveland Clinic | OH | Onboarding request form submitted by an academic representative after the affiliation agreement is fully executed | Source | Page states requests made directly by students are not considered |
| UnityPoint Clinic | IA | myClinicalExchange | Source | Students submit rotation information to their school first |
Published deadlines, secondary source
The lead times below are as reported by the University of Alabama at Birmingham School of Nursing Office of Clinical Placement for its nurse practitioner and nurse-midwifery students, on a page last revised September 13, 2026 (source). They are included because they are published and specific, and labeled separately because they come from a school rather than the site itself. Undergraduate cohort deadlines at these systems may differ.
| Health system | State | Reported lead time | Portal or method | Notes |
|---|---|---|---|---|
| Baptist Health System Jacksonville | FL | 60 days before start; applications submitted less than 60 days out are denied | ACEMAPP and myClinicalExchange | Listed as covering Baptist Jacksonville clinics, BMC Beaches, BMC Jacksonville, BMC South, Clay Emergency Center, and Wolfson Children's |
| Baptist Health (formerly Brookwood Baptist) | AL | Fixed dates: Spring rotations October 15, Summer April 15, Fall July 15 | ACEMAPP | |
| Children's Health System of Texas | TX | 4 weeks prior to start, student fully compliant | myClinicalExchange | |
| Memorial Hermann | TX | 45 days before start | myClinicalExchange | Not located on Memorial Hermann's own pages during review; treat as reported |
| Northeast Georgia Health System | GA | 30 days before start | ACEMAPP | Listed as applying to Gainesville and Braselton medical centers and the physicians group |
| Northside Hospital | GA | All requirements fulfilled 30 days before start | ACEMAPP | Listed as not placing students; student secures a preceptor independently |
| Phoebe Putney Memorial Health System | GA | 30 days before start | ACEMAPP | |
| Spartanburg Regional Health District | SC | 30 days before start | myClinicalExchange | |
| St. Mary's Health Care | GA | 6 weeks before start | ACEMAPP | |
| TriStar Health | TN | 45 days before start | myClinicalExchange | |
| University of Tennessee Medical Center | TN | 8 weeks before start | ACEMAPP | |
| Williamson Health | TN | Onboarding paperwork complete 14 days prior to start | ACEMAPP | Shortest published lead time found in this review |
| Cahaba Medical Center | AL | Annual application due May 1; later applications not considered | Online form | Listed as a three-semester commitment (Fall, Spring, Summer) |
| UAB clinics | AL | First 7 days of each semester, for the following semester | ACEMAPP | Listed as final once accepted |
Portal named, deadline not publicly verified
Same secondary source. These systems are listed with a portal or process but the deadline is either not stated, sits behind a portal login for enrolled schools, or appears on a linked page that was not reviewed for this table. They are included so a coordinator can see which portal a site uses before contacting it.
| Health system | State | Portal or method | Deadline status |
|---|---|---|---|
| Advocate Aurora Health | IL | myClinicalExchange | Not stated |
| Atrium Health Navicent | GA / NC | myClinicalExchange | Not stated |
| Atrium Floyd Medical Center and Harbin Clinic | GA | ACEMAPP, two required applications | Published to enrolled schools only |
| Banner Health | AZ | myClinicalExchange | Not stated |
| CaroMont Health | NC | myClinicalExchange | Not stated |
| Children's Healthcare of Atlanta | GA | REDCap survey | On a linked page not reviewed |
| Colquitt Regional Medical Center | GA | ACEMAPP | Published to enrolled schools only |
| Deaconess Hospital | IN | myClinicalExchange | On a linked page not reviewed |
| East Alabama Medical Center | AL | ACEMAPP | Published to enrolled schools only |
| Emory Healthcare | GA | Emory nursing students and faculty page | On a linked page not reviewed |
| Erlanger Health System | TN | Erlanger student clinical placement page | On a linked page not reviewed |
| Grady Health System | GA | ACEMAPP | Published to enrolled schools only |
| Medical University of South Carolina | SC | ACEMAPP plus internal application | Not stated |
| MyMichigan Health | MI | ACEMAPP, two required applications | Not stated |
| Norton Healthcare | KY | Norton student experiences page | On a linked page not reviewed |
| Ochsner Health System | LA | Ochsner clinical rotation request page | On a linked page not reviewed |
| Phoenix Children's Hospital | AZ | myClinicalExchange | Not stated |
| Piedmont Healthcare and Eastside Medical Center | GA | ACEMAPP | Published to enrolled schools only |
| Prisma Health | SC | myClinicalExchange | Not stated |
| Regional One Health | TN | myClinicalExchange | On a linked page not reviewed |
| St. Luke's Health System | ID | myClinicalExchange | Not stated |
| Stormont Vail | KS | myClinicalExchange | Not stated |
| Tanner Health | GA | ACEMAPP, two-step application | Published to enrolled schools only |
| Tower Health | PA | myClinicalExchange | Not stated |
| UnityPoint Meriter | WI | myClinicalExchange | Not stated |
| University of Mississippi Medical Center | MS | UMMC affiliated students page | On a linked page not reviewed |
| UT Southwestern | TX | ACEMAPP | Published to enrolled schools only |
| UW Health | WI | myClinicalExchange | Not stated |
| Vanderbilt University Medical Center | TN | VUMC placement request form | On a linked page not reviewed |
| Wake Forest Health | NC | myClinicalExchange | On a linked page not reviewed |
| Wellstar Health System | GA | ACEMAPP, two required applications | Published to enrolled schools only |
Reading a deadline correctly
Three things a request deadline does not tell you.
- Whether there is a compliance deadline behind it. Where a site publishes both, the compliance date is later and usually firmer. Where a site publishes only one, ask which one it is.
- Whether the affiliation agreement is in force. Nearly every page reviewed requires a current, fully executed agreement before a request is considered. Michigan Medicine publishes the agreement deadline nearly a month ahead of the request deadline. Agreement renewal is its own timeline and it runs first.
- Whether the site is accepting students from your program. Capacity, program level, and consortium membership all sit outside the deadline. The deadline is when to ask, not whether the answer is yes.
For a fuller account of what health systems verify before a student starts, see what a health system must verify before a clinical rotation begins.
Frequently asked questions
How far in advance should a school request a clinical rotation?
It depends on the site. Among the health systems that publish a lead time, 30 days before the rotation start is the most common request deadline, and the range runs from 14 days to more than a year. VA facilities commonly sit near three months. Confirm the specific site's published date before planning.
Is the request deadline the same as the compliance deadline?
Not always. Some sites publish a request deadline and a separate, later deadline by which every student must be fully compliant. Where only one date is published, ask the site which step it applies to.
Which portal do most health systems use for student placement requests?
Of the 57 systems reviewed here, roughly 20 route requests through myClinicalExchange and a similar number through ACEMAPP. The remainder use email, online forms, or paper.
Why is a health system on this list but marked unavailable elsewhere?
A published deadline describes the request process. Whether a given program can place students at that site depends on the affiliation agreement, program level, and capacity. Both can be true at once.
How often is this page updated?
Each row carries the date it was verified. The page is reviewed quarterly. If you find a published deadline that has changed, contact us and we will re-verify it.
Tracking deadlines like these across many sites is the work Rotation Manager was built for.
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Method and corrections
Primary rows were read directly from each health system's public page on September 18, 2026. Secondary rows were taken from a university placement office's published site instructions revised September 13, 2026, and are labeled as such. No lead time on this page is estimated or averaged. If a figure here no longer matches the source, the source is correct and we would like to know: contact us.