Purpose
To define the procedure residents and Program Directors must follow when a resident wishes to transfer to another residency program.

Definitions
Current Residency Program/Program Director: the program or program director to which the resident is currently appointed (includes fellows and fellowships).  This includes the program in which the resident is currently enrolled and any program to which the resident has a Match obligation (e.g., a resident in a general surgery preliminary year who has matched into urology or otolaryngology).

Receiving Residency Program/Program Director: the program or program director to which the resident wishes to transfer.

Policy
In order to allow the current Program Director to make appropriate plans to fill a vacated position and to maintain professional relationships, ethical standards and program stability for residents and program directors, the following procedure must be followed when a resident wishes to transfer to another program: 
1) Between programs sponsored by the UAMS College of Medicine (UAMS-COM), or
2) From a program sponsored by UAMS-COM to a program sponsored by another institution, or
3) From a program sponsored by another institution to a program sponsored by UAMS-COM.

It is unethical for a Program Director to initiate recruitment of a resident currently in a program at UAMS-COM or elsewhere and discuss specific positions or arrangements with the resident without first receiving written or verbal notification from the current Program Director. It is unethical for a resident to seriously pursue a transfer to a program within UAMS-COM or elsewhere without first discussing his/her plans with the current Program Director.

Failure to abide by the procedures outlined below may result in the resident not being allowed to transfer or the filing of a complaint with the Residency Review Committees of the Accreditation Council for Graduate Medical Education or the specialty boards.

To determine the appropriate level of education for a resident who is transferring from another program, the Program Director must receive written verification of the previous educational experiences and a statement regarding the performance evaluation of the transferring resident, including an assessment of competence in the six general competency areas, prior to acceptance into the program. A Program Director is required to provide verification of residency education for any residents who may leave the program prior to completion of their education.

I.  Transferring from one program in the UAMS-COM to another Program in the UAMS-COM:
A. The resident may request to meet with the Program Director or his/her designee of the receiving program to discuss general information about the program and careers in that specialty.  No information about specific positions should be discussed.  The Program Director of the receiving program may refuse to meet with the resident prior to receiving a release from the current Program Director (see item I.B.). After this initial general discussion, it is unethical for the resident to pursue a transfer without first discussing the plans with his/her current Program Director.  If a resident persists in contacting the Program Director of the receiving program, this Program Director must notify the current Program Director of these activities. 

B. After the initial general discussion between the resident and the Program Director of the receiving program (noted in IA above), if a resident wishes to seriously pursue a transfer, the resident must discuss the possibility of leaving the current program with the current Program Director.  In some cases, this discussion might reveal problems or concerns of the resident that can be solved by the Program Director that may obviate the resident’s desire to transfer.  The current Program Director may also advise on career planning and/or assist with the transfer.  If the resident decides to seriously pursue the transfer, the resident must obtain written or verbal notification from the current Program Director to pursue the transfer.

C.  When the Program Director of the receiving program receives the written or verbal notification for the resident to pursue the transfer, then the Program Director of the receiving program can freely talk with the resident regarding specific position openings within the program.

D.   As much as possible, transfers should be decided before January 1 of the year prior to the transfer, which usually occurs in July or at the end of the current appointment period, so that the current Program Director can interview, recruit and match a resident to fill the vacated position.

II.  Transferring from a program in the UAMS COM to a program outside the UAMS-COM:
A.  When a resident wishes to seriously pursue a transfer to a program outside of UAMS-COM, the resident must discuss the possibility of leaving the current program with his/her current Program Director.  In some cases, this discussion might reveal problems or concerns of the resident that can be solved by the Program Director that may obviate the resident’s desire to transfer.  The Program Director may also advise on career planning and/or assist with the transfer.  If the resident decides to seriously pursue the transfer, the resident must obtain written or verbal notification from the current Program Director to pursue the transfer.

B. As much as possible, transfers should be decided before January 1 of the year prior to the transfer, which usually occurs in July or at the end of the current appointment period, so that the current Program Director can interview, recruit and match a resident to fill the vacated position.

III. Transferring from a program outside of UAMS COM to a program in the UAMS-COM:
A.  When a resident from a program outside of the UAMS-COM wishes to seriously pursue a transfer to a program in the UAMS-COM, the resident must provide the UAMS-COM Program Director with a written or verbal release from the current Program Director for the resident to pursue the transfer.  The UAMS-COM Program Director shall contact the current Program Director to discuss the academic status (including the six general competency areas) of the resident prior to seriously considering the applicant and prior to inviting the resident for an interview.