Policy of the Graduate Medical Education Committee
Section: Educational Administration
Subject:  Recruitment and Appointment
Number: 1.200
Date Developed: 1/89
Last Review/Revision: 8/08, 11/09
Replaces:  policy same name, dated 5/03
ACGME Requirements: Institutional IIA; Common IA, IIIA

Purpose
To define the requirements and procedures for the application, eligibility, selection, and appointment of residents to residency programs (includes fellows and fellowship programs) sponsored by the University of Arkansas for Medical Sciences College of Medicine (UAMS-COM).

Policy
The recruitment and appointment of residents to training programs sponsored by the UAMS-COM is based on and is in compliance with the institutional, common and specific program requirements of the Accreditation Council for Graduate Medical Education (ACGME). The process of application, eligibility, selection and appointment of residents to a program is the responsibility of the Departmental Chairperson, the Program Director, and/or departmental faculty.  The program must not discriminate with regard to sex, race, age, religion, color, national origin, disability, or veteran status.  Each program must establish and implement written criteria and procedures for the selection of residents which includes a description of the application process and the criteria for eligibility and selection according to the following guidelines:

Procedure
A.        A program’s compliance with the terms of this policy is monitored according to the following procedure:
            1.    Each June the Program Director and/or Program Coordinator submits to the Director of Housestaff Records
                   verification that all incoming residents of the program meet the eligibility requirements (II.C, IV.B and D).

            2.   The GMEC verifies the presence of a program’s written procedure for selection and monitors compliance with
      this policy  and a program's applicant pool and demographics characteristics as part of the internal review
      process.

B.        Any resident found to be in violation of the English proficiency eligibility requirement (section II.B.) will be referred, at the expense of the program, for appropriate remediation.

I. Application Process

The program’s written procedure for selection shall include a description of the application process. All accredited core programs must participate in the NRMP except for those specialty programs who either participate in a separate matching program or for which there is no established match process.  It is the responsibility of the Program Director to inform all applicants (i.e., person invited for an interview), either through written or electronic means, of the terms, conditions and benefits of appointment (and employment). This information is available in the UAMS-COM Resident Handbook at http://www.uams.edu/gme/resident/res_handbook.asp

The application process should include the following:

    A.  How and to whom an application must be submitted,
    B.  Deadlines, if any, for application submission,
    C.  Contents of a completed application,
    D.  The process of notification in the event an applicant is selected for interview, and
    E.   The method by which each applicant is informed of the terms, conditions and benefits of appointment (and
            employment).

II. Eligibility

The program’s written procedure shall include eligibility criteria. The Program Director is responsible for verifying that an applicant is eligible for appointment and meets the following eligibility requirements:

A.  An applicant must be able to carry out the duties as required of the residency program.

B.   An applicant must demonstrate the following English language proficiency to the satisfaction of the Program Director:

1.         Proficiency in reading printed and cursive English,
            2.         Proficiency in writing (printing) English text,
            3.         Proficiency in understanding spoken English on conversational and medical topics, and
            4.         Proficiency in speaking English on conversational and medical topics.

C.        An applicant must meet one of the following qualifications as established by the ACGME:

1. A graduate of a medical school in the United States or Canada accredited by the Liaison Committee on Medical Education (LCME).

2. A graduate of a college of osteopathic medicine in the United States or Canada accredited by the American Osteopathic Association (AOA).

3.  A graduate of a medical school outside the United States who has completed a Fifth Pathway program provided by an LCME-accredited medical school.

4.   A graduate who holds a full and unrestricted license to practice medicine in a U.S. licensing jurisdiction.

5.   A graduate of a medical school outside the United States or Canada with one of the following qualifications:

a.   A currently valid certificate from the Education Committee for Foreign Medical Graduates (ECFMG), or

b.         A full and unrestricted license to practice medicine in a U.S. licensing jurisdiction.

D.        An applicant must be eligible to receive a license in the State of Arkansas in compliance with Arkansas State Medical Board regulations and GMEC policy 1.220 on International Medical Schools.

E.        An applicant is eligible for appointment only after a negative result on a pre-employment drug test as administered by the UAMS Drug Testing Program (UAMS Policy 3.1.14).

F.         All appointments to UAMS residency programs are contingent upon successful completion of a criminal background check as described in section IV, below.

G.         An applicant must meet all program-specific eligibility requirements.  These may include, but are not limited to, the following:

1.         Application only submitted through the Electronic Resident Application System (ERAS), if available and participation in the National Resident Matching Program (NRMP) or other matching process.

2.               A minimum standard of performance on the USMLE board examinations.

3.               Documentation of successful completion of a minimum amount of clinical work in a supervised setting in the U.S. medical system.

4.               A maximum length of time elapsed since completion of medical school training.

5.               A maximum length of time elapsed since the practice of medicine as a physician.

6.               A commitment to complete the entire residency/fellowship program.

 III. Selection

The program’s written procedure will include the criteria and procedure used by the program to select residents and the length of time the program keeps the applications on file. The selection process should include, at a minimum, a review of eligible applicants by a program selection committee, individual interviews, and/or written interview evaluations. Criteria used for selection may include, but are not be limited to, the following:

A.        Review and confirmation of eligibility requirements
B.        Performance on standardized medical knowledge tests
C.        Overall academic performance in medical school
D.        Recent clinical training or experience
E.         Demonstrated ability to choose goals and to complete the tasks necessary to achieve those goals
F.         Maturity and emotional stability
G.        Honesty, integrity, and reliability
H.        Lack of history of drug or alcohol abuse
I.          Motivation to pursue a career in the selected specialty
J.         Prior research and publication experience
K.        Verbal and written communication skills (personal statement and interviews)
L.         Letters of recommendation from faculty
M.       Dean’s letter
N.        Medical school transcript
O.        The ability to reside continuously in the U.S. for the length of training
P.         A commitment to complete the entire training program

IV. Criminal Background Checks

All candidates for residency positions will be notified upon invitation for interview (or during telephone interview if an in-person interview will not be held) that all appointments to residency positions are contingent upon successful completion of a criminal background check.  This procedure includes all College of Medicine faculty, as well as faculty from other institutions, applying for UAMS fellowships.   This notification will include a representative sample of unfavorable information that might prevent appointment as a UAMS Resident.  The notification document will be an institutional notification that is approved by the UAMS GME Committee.  Candidates must complete and return to the program coordinator or program director a self-disclosure form listing all convictions, guilty pleas, pleas of no contest (or nolo contendere) to any felony, misdemeanor or any offense other than a minor traffic violation by the date of interview. Candidates will be encouraged to confidentially discuss any issues that might prevent appointment with the program director prior to acceptance of an interview, acceptance of appointment or entry of the Rank Order List.

A.        At the time of the interview, candidates will be asked to complete a confidential disclosure form and return it to the program director/coordinator.

B.        Upon notification of match or selection of appointment, candidates will be asked to complete a consent for criminal background check form. This must be done by the deadline noted on the instructional sheet provided to the resident/fellow by the program.

C.        Background checks will be obtained, and results reviewed by a designated member of the institutional GME office.

D.        The DIO and the UAMS-COM Director of Housestaff Records will be notified of all candidates who have completed the background check without potentially unfavorable information.

E.         If potentially unfavorable information is revealed on the background check, the Program Director and DIO will be notified.  After consultation with the DIO, the Program Director will notify the candidate of the potentially unfavorable information.  The candidate will have the opportunity to submit additional information to address the potentially unfavorable information, within fourteen business days of notification

F.         After consultation with the DIO and review of any information submitted by the candidate to address the potentially unfavorable information, the Program Director will determine if the appointment will be honored or withdrawn.

G.        A candidate whose offer of appointment has been withdrawn because of criminal background check information may request reconsideration, in writing and with any relevant supporting documentation, by the Executive Associate Dean for Academic Affairs.  The request must be submitted to the Executive Associate Dean for Academic Affairs within five business days of notification of the decision of the Program Director

1.)        The Executive Associate Dean for Academic Affairs will review the matter and will notify the candidate that the decision of the Program Director is upheld or reversed within fifteen business days of receiving the request for reconsideration

2.)        Solely at his discretion, the Executive Associate Dean for Academic Affairs may convene a panel of faculty members and at least one current resident to assist him in reaching a decision.

3.)        There is no requirement for a hearing

4.)        The decision of the Executive Associate Dean for Academic Affairs is final.

 H.       For individuals that started on or after July 1, 2008, and are transitioning between UAMS sponsored residencies or a UAMS residency to a UAMS fellowship will not be required to complete a criminal background check unless there has been a separation from service or the Institution for 90 days or more, including, but not limited to, unpaid leave. Individual departments will have the option to conduct a criminal background check on any person transitioning to their department if they so choose; however, the background check will be conducted at the expense of the department.

V.  Registration/Appointment

        Health insurance benefits will begin for the residents and their family on the first officially-recognized day of the
         program.

Registration

Upon verification by the Program Director that an applicant has met eligibility requirements, completed the application process, and been selected according to established criteria, the following information must be received by the UAMS-COM Director of Housestaff Records for registration:

A.        Evidence of successful completion of a criminal background check with favorable results.

B.        Documentation of a negative drug test (UAMS Policy 3.1.14),

C.        Verification of successful graduation if previously anticipated. For graduates of US or Canadian medical schools this includes a final official transcript, or letter from the Registrar, or a notarized copy of the diploma.  For graduates of medical schools outside the US and Canada, this includes a currently valid ECFMG certificate,

D.        All of the following forms (with valid signature):

1.         Resident Agreement of Appointment (contract),
2.         Medical Records Agreement,
3.         Attestation acknowledging receipt of GMEC policies/procedures and Terms and Conditions of Appointment
4.         Confidential Practitioner Health Questionnaire,
5.         Employee Drug Free Awareness Statement,
6.         Housestaff Medical Screening Form,
7.         Postdoctoral Medical Education Biographical Data Form
8.         Long Term Disability Form
9.         Acknowledgement of Benefits Policies
10.       I9, State & Federal Tax Forms

E.         Copy of a valid VISA (if applicable).

F.         Incoming resident/fellows are expected to attend Orientation/Registration in mid-June. 

Appointment

The Resident Agreement of Appointment is for a duration of not longer than 1 year but may, under some circumstances, be less than 1 year. 

A resident is considered appointed in the College when all registration information has been submitted to the director of Housestaff Records.