Medical Education Policy: Recruitment and Appointment

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1 Medical Education Policy: Recruitment and Appointment Facility: CMC Origin Date: Revision Date: March 2014 Sponsor: GMEC 1. PURPOSE: Carilion Clinic Graduate Medical Education programs follow the eligibility and selection criteria for resident applicants established by the Accreditation Council for Graduate Medical Education (ACGME) and the American Osteopathic Association (AOA). 2. SCOPE: This policy applies to all ACGME accredited residency programs sponsored by the Carilion Clinic or Carilion Clinic based AOA accredited residency programs sponsored by the Via College of Osteopathic Medicine. This policy also applies to ACGME accredited fellowship programs who choose to participate in the National Resident Matching Program (NRMP). Individual training programs may have additional guidelines and requirements. 3. DEFINITIONS: 4. PROCEDURE: I. Applicant Eligibility Applicants with one of the following qualifications are eligible for appointment to Carilion Clinic ACGME or AOA accredited programs, as dictated by the relevant training standards: A. ACGME Accredited Programs: 1. Graduates of medical schools in the United States and Canada accredited by the Liaison Committee on Medical Education (LCME). 2. Graduates of colleges of osteopathic medicine in the United States accredited by the Commission for Osteopathic College Accreditation. 3. Graduates of medical schools outside the United States or Canada who meet one of the following qualifications: -1-

2 a. Have received a currently valid certificate from the Educational Commission for Foreign Medical Graduates (ECFMG) prior to appointment, or b. Have a full and unrestricted license to practice medicine in a United States licensing jurisdiction in which they are training. 4. Graduates of medical schools outside the United States who have completed a Fifth Pathway program provided by an LCME-accredited medical school. II. Electronic Residency Application Service (ERAS) and Match Process A. ACGME only accredited programs: 1. M.D. Candidates from LCME accredited schools applying to ACGME accredited programs must apply through the allopathic ERAS and must participate in the National Residency Match Program (NRMP). 2. M.D. Candidates from non-lcme accredited schools outside of the United States or Canada applying to ACGME accredited programs must apply through the allopathic ERAS and participate in the NRMP. 3. D.O. candidates applying to ACGME accredited programs (not dually accredited) must apply through ERAS and participate in the NRMP. B. AOA only accredited programs: 1. D.O. candidates applying to AOA only accredited programs must apply through the osteopathic ERAS and participate in the National Matching Service (NMS). C. Dually accredited residency programs (ACGME) and (AOA): 1. D.O. candidates: a. Must apply through either the allopathic or osteopathic ERAS program. b. Must participate in either or both the NRMP and/or the NMS match and abide by the rules of these programs. 2. M.D. candidates must apply and participate in the Match as described in II. A. 1 and 2. D. All in Policy: The NRMP All in Policy requires any program participating in the Main Residency Match to register and attempt to fill all positions through the Main Residency Match or another national matching plan. This policy does not apply to the Specialties Matching Service (Fellowships). -2-

3 III. Interview and Ranking Process A. Each residency program will set specific procedures for the review of applications, the invitation and process of conducting applicant interviews, and the determination of a final rank list. B. Decisions to interview and rank will be based on assessment of the candidate s preparedness, ability, aptitude, academic credentials, communication skills, and personal qualities such as motivation and integrity. Assessment occurs during review of the completed applications and all accompanying documents, as well as by resident and faculty ratings of the interview process. C. Carilion Clinic training programs will not discriminate with regard to race, color, religion, national origin, gender, veteran s status, genetic information, age, disability, or any other characteristic protected by law. D. All candidates presenting for an interview will be presented with: 1. Written and/or electronic (Flash Drive or the web site link to the policies and procedures) documentation of the terms, conditions and benefits of the education program at Carilion Clinic, to include financial support; vacations. parental, sick and other leaves of absence, professional liability, hospitalization, health, disability and other insurance accessible to the residents/fellows and their families and the conditions under which Carilion will provide call rooms, meals, laundry services or their equivalents. 2. All programs will maintain a list signed by each interviewed candidate attesting that the above information was received. E. Selection Committee: Each program director will appoint a selection committee to oversee the interview and ranking process. The selection committee should include the program director, members of the full-time faculty, the chief resident(s), and other members as determined by the program director. IV. DIO, Director of Osteopathic medical Education (DOME) and GMEC oversight of the interview and ranking process. A. ACGME Accredited Programs: 1. Program Directors will review the status of the program s interview and selection process during monthly meetings with the DIO. 2. Program Directors will provide status reports on the program s interview and selection process to the GMEC during scheduled meetings during the recruitment season. 3. Final rank lists for each training program must be reviewed and approved by the DIO prior to submission to the NRMP. -3-

4 B. AOA Accredited Programs: 1. Program Directors will review of the status of the program s interview and selection process during monthly meetings with the Director of Osteopathic Medical Education (DOME). 2. Program Directors will provide status reports on the program s interview and selection process to the GMEC during scheduled meetings during the recruitment season. 3. Final rank lists for each training program must be reviewed and approved by the DOME prior to submission to the AOA IRRP. V. Replacement Positions: A. From time to time, an open position may occur in a residency program. Program Directors may contact and interview eligible applicants (defined in Section I) to fill a vacant position outside of the usual match process. B. Complete application materials must be received from all eligible applicants. Eligible applicants may use ERAS. If the application material is not available on ERAS, the applicant must provide all required documents to the program director in paper or electronic format. C. All replacement positions offers must be reviewed and approved by the DIO and/or the DOME prior to the offer being made to the applicant. VI. Work Eligibility and Visa Requirements In order for a resident to start work and meet the terms of their contract, they must be eligible for employment in the United States and have proper documentation to complete the I-9 eligibility for employment form. Non-U.S. citizen International Medical Graduates (IMGs) are strongly urged to obtain a Social Security Number prior to match ranking. A. J-1 Visa 1. The Visa of choice for non-u.s. citizen IMGs is the J-1 Clinical Visa. 2. The J-1 Visa is processed through the Exchange Visitor Program and ECFMG sponsorship. 3. Eligible candidates must have passed USMLE Step 1, Step 2 CY, and Step 2 CS. 4. Eligible candidates must hold a valid ECFMG Certificate before they are ranked unless they are graduating that year. All IMGs must have a valid ECFMG Certificate at the time of commencement of training. 5. Carilion Clinic will pay the processing fee for the J-1 Visa. -4-

5 B. H-1B Visa: Carilion Clinic will no longer accept resident candidates on the H-1B Visa. Name Title Dept./Committee Date Daniel Harrington, MD DIO GMEC October 16, 2007 Daniel Harrington, MD DIO GMEC January 1, 2011 Donald W. Kees, MD DIO GMEC March 18,

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