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Recruitment and Selection of Residents and Fellows (43.16)

Recruitment and Selection of Residents and Fellows (43.16) - Policies, Administrative, UWHC, Department Specific, Graduate Medical Education (GME)

43.16




Graduate Medical Education Departmental Policy
Policy Title: Recruitment and Selection of Residents and Fellows
Effective Date: April 19, 2017
Version: Revision

I. PURPOSE

To ensure fair and consistent consideration and decision-making for all applicants to UW Health Graduate
Medical Education (GME) residency and fellowship training programs. Recruitment and appointment of
residents and fellows to UW Health programs are performed by the respective program director, faculty
and department chair under the oversight of the Graduate Medical Education Committee (GMEC) and the
Graduate Medical Education Office.

II. PERSONS AFFECTED

This policy applies to all GME programs sponsored by UW Health.

III. DEFINITIONS

A. Resident refers to residents and fellows.
B. Program(s) will refer to Accreditation Council for Graduate Medical Education (ACGME)
accredited program(s) sponsored by UW Health.
C. Match refers to the match process administered by the National Residency Matching Program
(NRMP) and any other specialty-specific matching programs for placing residents in UW Health
GME training programs.
D. For the purpose of this policy, the term “UW Health” shall mean University of Wisconsin
Hospitals and Clinics Authority, which is the sponsoring institution of the ACGME-accredited
training programs. “UW Health” is the trade name of University of Wisconsin Hospitals and
Clinics Authority and its affiliates.
E. Transfer: Residents are considered as transfer residents under several conditions including
moving from one program to another within the same or different sponsoring institution; when
entering a PGY 2 program requiring a preliminary year even if the resident was simultaneously
accepted into the preliminary PGY1 program and the PGY2 program as part of the match (e.g.,
accepted to both programs right out of medical school). The term “transfer resident” does not
apply to a resident who has successfully completed a residency and then is accepted into a
subsequent residency or fellowship program (ACGME Glossary of Terms).

IV. POLICY

UW Health will not discriminate based on age, race, color, creed or religion, disability, sex, marital status,
national origin, ancestry, arrest or conviction record (unless substantially related to job duties), sexual
orientation, gender identity or expression, military obligations, or any other basis prohibited by federal,
state or local laws. UW Health will follow all ACGME and match-related requirements.


Program Requirements




A. All UW Health GME programs must maintain a resident recruitment and selection policy that will be
used to delineate program-specific policies and procedures. The program policy must meet the
minimum requirements of the ACGME and this policy. Each GME Program shall have documented
selection criteria in place that are consistent with UW Health policy, all applicable laws, ACGME
Institutional and Program Requirements, and the specific demands of its program curriculum. The
selection process should include the participation of program faculty and residents.
B. GME Programs shall participate in matching programs, when available. Programs participating in
matching programs must follow all participation agreements. Functioning outside the agreement may
jeopardize institutional participation.
C. GME programs with Electronic Residency Application Service (ERAS) available to their specialty
must use ERAS. Programs that do not have ERAS available must use the official UW Health GME
Standard Application (Non-ERAS or Specialty-Specific Match).
D. All offers for resident positions and appointment letters must be generated by the UW Health GME
Office. Individual GME programs are not authorized to offer positions.

Applicant Eligibility for Appointment

Program directors must comply with the criteria for resident eligibility as defined in the ACGME
Institutional Requirements (IR IV.A.), the further specifications of the Common Program Requirements
(CPR III.A), and applicable specialty-specific program requirements.
A. Applicants must meet one of the following criteria to be eligible for initial entry or transfer into an
ACGME-accredited program sponsored by UW Health:
1. graduation from a medical school in the United States or Canada, accredited by the Liaison
Committee on Medical Education (LCME); or,
2. graduation from a college of osteopathic medicine in the United States accredited by the
American Osteopathic Association (AOA); or,
3. graduation from a medical school outside of the US or Canada who is certified by the
Educational Commission for Foreign Medical Graduates (ECFMG) and holds one of the
following:
a. US citizenship;
b. permanent legal residency status in the US (green card);
c. initial or continuation of a J-1 “Alien Physician” visa sponsored by the ECFMG; or
d. an Employment Authorization Document (EAD).
UW Health will not sponsor H-1 (temporary worker) nor accept the Optional Practical Training
(OPT) visa, which does not relate to graduate medical education training.
B. USMLE or COMLEX exam requirements:
1. All residents entering training at UW Health must have passed USMLE Steps I and II
(CK & CS) or COMLEX Levels 1 and 2.
2. All residents appointed to a PG-3 level and above must have additionally passed USMLE
Step III or COMLEX Level 3.
C. All prerequisite post-graduate clinical education required for initial entry or transfer into ACGME-
accredited residency or fellowship programs must be completed in ACGME-accredited programs, or
in Royal College of Physicians and Surgeons of Canada (RCPSC)-accredited or College of Family
Physicians of Canada (CFPC)-accredited programs located in Canada. Specific exceptions to these
prerequisite GME requirements may apply (CPR III.A.1. and CPR III.A.2).
D. Before accepting a resident who is transferring from another program, the program director must
obtain written or electronic verification of previous educational experiences and a summative
competency-based performance evaluation of the transferring resident (ACGME CPR, III.C.1.).
E. No appointment is final until a candidate has completed all requirements for hire that shall include but
not be limited to:
1. criminal background checks;



2. health clearance;
3. verification of medical school graduation and any prerequisite post-graduate training program
requirements;
4. verification of required licensure;
5. if a non-US citizen, lawful authorization to participate in UW Health GME programs (see
IV.A.3. above);
6. Office of Inspector General Exclusion Program clearance; and
7. any other requirements (USMLE scores, NPI, DEA etc.).

V. PROCEDURE
Recruitment

A. The GME Applicant Attestation must be provided to all seriously considered applicants (typically
those interviewed) with a copy of the most recent Appointment Information Document (AID),
sample appointment letter, and the Recruitment and Selection of Residents and Fellows policy.
B. While the selection of residents is primarily the responsibility of each GME program, the GME
Office should be consulted regarding applicants with an atypical history or situation. It is
important that the review occurs prior to the applicant being placed on a match list. In particular,
the GME Office must review the following applicants.
1. Those who do not meet the traditional sequence of training for a specialty. Some
examples are:
a. gaps in training;
b. fellowship applicant took longer than normal to complete residency; or
c. an upper level applicant was in more than one other residency program (not
including preliminary or transitional years).
2. Those who leave prior training programs before completing, whether voluntarily or
involuntarily.
3. Those who hold visas.
4. Those who answer “yes” to the felony conviction question.
5. Those who do not fill out the application completely and/or only indicate years for
training dates instead of both months and years.
The GME Office will research the issue and provide any additional information to the program
director to consider in decision-making. Depending on the severity of the issue, the designated
institutional official (DIO) may make the determination whether the applicant shall not be placed
on the match list or offered a position.
C. The official UW Health GME standard application form is only to be used for Non-ERAS or
Specialty Specific match Programs. There is a space on the form for programs to put their contact
and deadline information. An additional page of questions may be added, but no questions on the
UW Health application form may be deleted or revised. A curriculum vitae will not be accepted
in lieu of an application form.
D. The NRMP match is a binding agreement for both the program and the applicant. Only the
NRMP may release a program or the applicant from the match agreement. If a matched applicant
indicates that they will not be fulfilling their agreement, the program must contact the GME
office to facilitate the waiver application process. UW Health may not recruit or hire another
person to fill that position until a formal waiver is issued by the NRMP.

Appointment

A. Pre-appointment letters (offers) for non-match or medical specialty fellowship candidates will be
generated by the GME office within 15 business days following the request by a program and
receipt of the required application materials.



B. Pre-appointment letters will include information on USMLE exam and licensure requirements
and will explain that the formal appointment letter and other materials will be deployed
electronically by early April of the anticipated appointment year.
C. Appointment letters and onboarding materials for residents matching through the NRMP Main
Residency Match will be deployed electronically by early April.

Documentation

A. All eligibility requirements for appointment as listed in section IV above must be met and
documented in the resident file pursuant to the Standardization, Security, and Retention of
Resident Files policy.
B. The program will keep a signed copy of the UW Health GME Applicant Attestation on file in
accordance with the Standardization, Security, and Retention of Resident Files policy.
C. All application, scoring, interview and ranking materials for both those interviewed and not
interviewed must be retained by the program for three years. Materials may be saved in electronic
and/or paper format. If the ERAS was used, a data download should be prepared prior to ERAS’s
closing for the hiring season. Hard copies that duplicate ERAS or other electronic data do not
need to be retained. Paper files that are not duplicates of other electronic files may either be kept
in paper form or scanned to electronic media.


COORDINATION

Sr. Management Sponsor: Susan L. Goelzer, M.D., M.S., Designated Institutional Official
Author: Director, Graduate Medical Education and Medical Staff Administration
Approval Committee: Graduate Medical Education Committee

SIGNED BY



Susan L. Goelzer, M.D., M.S.
Professor of Anesthesiology, Internal Medicine and Population Health Sciences
Senior Medical Director for GME/Designated Institutional Official
Associate Dean for Graduate Medical Education

Revision Details:
Previous Revision Date: 8/31/2013
Next Revision Due: 4/19/2020 (3 years after effective date)