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MUSC GME Resident Handbook

Home > Graduate Medical Education > Policies > Promotion, Resignation, Non-Renewal or Transfer of Residents
Graduate Medical Education  2013-2014

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Resident Handbook Introduction

Letter of Commitment/
Accreditation Status Disclaimer

Administration & Governance - Graduate Medical Education Programs

Policies & Procedures

Salaries & Benefits

MUSC Policies

Appendix 1 - Resident Agreements (Medical and Dental)

Appendix 2 - Evaluation Forms

Appendix 3 - Forms

Appendix 4 - Scopes of Practice

Appendix 5 - Program Director/Program Coordinator Resources

 

PROMOTION, RESIGNATION, TRANSFER OR NON-REAPPOINTMENT OF RESIDENTS 

STATEMENT OF POLICY

A resident, or subspecialty resident (i.e., fellow) is promoted on the basis of acceptable periodic clinical evaluations, which may be augmented by other evaluation methods, by recommendation of their department's Promotion Committee, the Program Director, and by final approval of the GMEC.

PROCEDURE

Each department's Residency Program Director and faculty members review the Resident's performance during the academic year for reasons of promotion, remediation, transfer or non-reappointment.

Promotion

1.    If it is determined by the department's Residency Program Director and faculty that the Resident is eligible for promotion, this recommendation is forwarded to the GME Office (See Appointment of Residents Policy).

Remediation

1.    If significant deficiencies in the Resident's performance are identified, a plan for remedial work, including monitoring performance, may be arranged by the Resident's Program Director. The Resident will remain at his/her current stipend level during the remediation period. 

2.    If a resident fails to make satisfactory progress in performance:

a.    The Resident may be dismissed from the program, or

b.    The Resident Agreement may not be renewed and s/he will not receive credit for the work completed.

3.    If significant deficiencies in the Resident's performance are identified and the Program Director and faculty determine that remedial program is not possible, the Resident will be dismissed from the program.

Resignations and Transfers

1.    Any resident in an ACGME-approved program may request permission to resign from his/her current program or to transfer to another program at MUSC or another institution during the academic year. 

a.    Resignation

i.      STEP ONE: Resident Request

This request must be made by the Resident in writing to his/her Program Director. The Program Director must submit a copy of the Resident Request to the ACGME Designated Institutional Official (DIO) for GME. The Resident must make the request on or before March 1 of the current academic year.

ii.     STEP TWO: Program Director Release Letter

Upon receipt of the Resident Request, the Program Director will forward his/her recommendation, either in writing or by email, to the DIO to either deny or approve the request to be released from the program (See Approval to Release Resident from Program Letter Template). The Program Director’s recommendation must be received by the DIO by March 15 of the current academic year.

iii.     STEP THREE: Extenuating Circumstances Letter

The only exception to these deadlines is for reasons of medical emergency or extenuating circumstances that may occur after March 1. In those instances, the Resident must notify the Program Director as quickly as the circumstances will allow, and, in addition, must write a signed explanation to the Program Director. The Program Director must submit a copy of the Resident’s letter explaining the extenuating circumstances to the DIO. The final decision regarding the resignation is made by the DIO.

b.    Transfer within MUSC

i.      STEP ONE: Resident Request

This request must be made by the Resident in writing to his/her Program Director. The Program Director must submit a copy of the Resident Request to the DIO. The Resident must make the request on or before March 1 of the current academic year.

ii.     STEP TWO: Program Director Release Letter

Upon receipt of the Resident Request, the Program Director will forward his/her recommendation, either in writing or by email, to the DIO to either deny or approve the request to be released from the program (See Approval to Release Resident from Program Letter Template). The Program Director’s recommendation must be received by the DIO by March 15 of the current academic year.

iii.     STEP THREE: Program Director Acceptance Letter

A request to transfer to another program within MUSC must also include a letter of approval/acceptance from the Program Director of the ACCEPTING program, either in writing or by email, to the DIO (See Transfer Acceptance Letter Template). The ACCEPTING Program Director’s approval must be received by the DIO by March 31 of the current academic year.

iv.     STEP FOUR: Extenuating Circumstances Letter

The only exception to these deadlines is for reasons of medical emergency or extenuating circumstances that may occur after March 1. In those instances, the Resident must notify the Program Director as quickly as the circumstances will allow, and, in addition, must write a signed explanation to the Program Director. The Program Director must submit a copy of the Resident’s letter explaining the extenuating circumstances to the DIO If the resident does not make the request before March 1 and transfers to another program at the completion of the current academic year, the transfer will be considered unprofessional behavior and will result in academic sanctions against the Resident. The final decision regarding the transfer and/or academic sanction(s) is made by the DIO.

c.    Transfer to Another Institution

i.      STEP ONE: Resident Request

This request must be made by the Resident in writing to his/her Program Director. The Program Director must submit a copy of the Resident Request to the DIO. The Resident must make the request on or before March 1 of the current academic year.

ii.     STEP TWO: Program Director Release Letter

Upon receipt of the Resident Request, the Program Director will forward his/her recommendation, either in writing or by email, to the DIO to either deny or approve the request to be released from the program (See Approval to Release Resident from Program Letter Template). The Program Director’s recommendation must be received by the DIO by March 15 of the current academic year.

iii.     STEP THREE: Extenuating Circumstances Letter

The only exception to these deadlines is for reasons of medical emergency or extenuating circumstances that may occur after March 1. In those instances, the resident must notify the Program Director as quickly as the circumstances will allow, and, in addition, must write a signed explanation to the Program Director. The Program Director must submit a copy of the Resident’s letter explaining the extenuating circumstances to the DIO. If the Resident does not make the request before March 1 and transfers to another program at the completion of the current academic year, the transfer will be considered unprofessional behavior and will result in academic sanctions against the Resident. The final decision regarding the transfer and/or academic sanction(s) is made by the DIO for GME.

d.    Transferring from an Outside Institution

i.      STEP ONE: Outside Institution Release Letter

All ACGME Residents from outside institutions wishing to transfer to one of MUSC's ACGME residency programs need to provide a letter from their current Program Director releasing them from their program (See Transfer Release Approval from Outside Institution Letter Template). The Program Director’s Release must be received by the DIO by March 31 of the current academic year. The letter also needs to state the Resident is in good standing, list previous educational experiences and a summative competency-based performance evaluation of the transferring resident. (Examples of verification of previous educational experiences could include a list of rotations completed, evaluations of various educational experiences, and procedural/operative experiences).

Non-reappointment

In some cases, the Program Director and faculty may determine that a Resident receives credit for the current year, but his/her Resident Agreement will not be renewed at MUSC.

In a situation where a resident is not going to be reappointed, the Program Director will provide the Resident with written notice of intent not to renew the Resident Agreement. This notification must be made by March 1 of the current academic year. If the reason(s) for non-reappointment occur after March 1, the resident will be notified as quickly as the circumstances will allow.

If a decision is made not to reappoint a resident, the Resident can request a grievance hearing to review the decision (See Grievance Procedure).