July

Academic Year Changeover

Post Program Completion Packet

- GME Program Exit Packet should be assembled and submitted to GME Office.

License Verification

- All House Officers must have a valid Louisiana State License
- Licenses can be verified online at Resident License Check

Accreditation

Upload Milestones Data

Payroll

June End of the Month Report Due to GME
July Beginning of the Month Report Due to GME
Run July End of the Month Report
Run August Beginning of the Month Report

House Officer Selection and Recruitment

ERAS - Residency Programs July Cycle programs with Reviewer/Interviewer role will gain access to PDWS

ERAS: July Cycle Fellowship Programs start receiving applicaitons
NRMP: Female Pelvic Reconstructive Surgery Quota Change Deadline
NRMP: Female Pelvic Reconstructive Surgery Rank Order List Deadline

September

Academic Year Changeover

See August

Accreditation

Nothing due at this time

Payroll

August End of the Month Report Due to GME
September Beginning of the Month Report Due to GME
Run September End of the Month Report
Run October Beginning of the Month Report

House Officer Selection and Recruitment

ERAS: Applicants start applying to ACGME Accredited Residency Programs only
Meet with the Program Director to determine process for screening applications
Prepare recruitment materials (travel guides, program brochure, ect.)
Assemble any other packets or materials to be distributed to residency candidates
Make preparations for upcoming interview season (make plans for food if needed and rooms are reserved)
Update all interview materials by developing itineraries and Interview Evaluation Forms.
Secure venue for entertaining applicants, if applicable
Note GME Track Deadline
NRMP: March Main Match Registration begins at 11:00am (Noon Eastern Time)
ERAS: Start receiving applications in PDWS

ERAS - Fellowship programs continue recruitment
NRMP: Pediactics Fall Specialties Match Opens
NRMP: Colon and Rectal Surgery Rank Order List Opens
NRMP: Anesthesia(PM&R-Pain) and Surgery Critical Care Quota Change Deadline
NRMP: Anesthesia(PM&R-Pain) and Surgery Critical Care Rank Order List Deadline
San Francisco Match: Ophthalmology CAS Target Deadline Date
San Francisco Match: Pediatric Orthopedics Surgery Applicant Registration Begins

October

Academic Year Changeover

See August

Accreditation

Nothing due at this time

Payroll

September End of the Month Report Due to GME
October Beginning of the Month Report Due to GME
Run October End of the Month Report
Run November Beginning of the Month Report

House Officer Selection and Recruitment

Determine interview dates, if not already done. Notify faculty and appropriate personnel both administrative and clinical
Beginning of interviewing of candidates
Orient new faculty to use ERAS online for interviews
Plan and coordinate social activities for applicants
ERAS: Medical Student Performance Evaluations (MSPE) are released to Residency Program
NRMP: Medical Specialties Matching Program Rank Order List Opens

ERAS - Fellowship programs continue recruitment
San Francisco Match Participants Note Match deadlines
NRMP: Colon and Rectal Surgery Quota Change Deadline
NRMP: Anesthesia(PM&R-Pain), and Surgery-Critical Care Match Day
NRMP: Psychiatry-Child & Psychosomatic Match Opens
NRMP: Colon and Rectal Surgery Rank Order List Deadline
NRMP: Pediatrics Fall Specialties Rank Order List Opens
San Francisco Match: Pediatric Orthopedic Surgery - CAS Target/Deadline Date

December

Academic Year Changeover

See August

Accreditation

Payroll

November End of the Month Report Due to GME
December Beginning of the Month Report Due to GME
Run December End of the Month Report
Run January Beginning of the Month Report

House Officer Selection and Recruitment

Interviews continue - ERAS - Residency programs continue recruitment for March Match
Send out letters of regret to those applicants who have not been selected to interview
Complete GME Track

ERAS: December Cycle Fellowship Programs start receiving applications
NRMP: Medical Specialties Match Day
NRMP: Pediatric Specialties Fall Matching Program Match Day
NRMP: Psychiatry- Child & Psychosomatic Rank Order List Deadline
AUA: Registration Deadline

January

Academic Year Changeover

Medical Permit Renewal

- LSBME Permit Renewal Spreadsheet and checks submitted to GME Offic

Accreditation

- Respond to GMEC regarding ACGME Letter of Notification
  - Citations/Areas of Improvement
  - Track Areas for Improvement
  - Develop Action Plans
  - Submit Responses to GMEC
  - Enter in New Innovations
- Complete ACGME Resident Surveys
- Complete ACGME Faculty Surveys

Payroll

DecemberEnd of the Month Report Due to GME
January Beginning of the Month Report Due to GME
Run January End of the Month Report
Run February Beginning of the Month Report

House Officer Selection and Recruitment

Finish with Interviews
Collect final scores and comments from interviewers and residents
Continue letters of regrets to applicants who have not been selected to interview
Note deadline for NRMP match quota changes and SOAP participation

ERAS - Fellowship programs continue recruitment
San Francisco Match Participants Note Match Registration date and Match Deadlines

April

Academic Year Changeover

Drug Testing for Incoming House Officers

- Coordinators should begin scheduling online testing with APPLYA on April 1st and provide necessary forms to house officers. Instructions can be found at Drug Testing Pre-Employment Handbook Information is also available at Drug Testing Procedures.
- All drug testing should be completed by April 30th.

Program Completion Certificate Orders

- Completion certificate / diplomas should be ordered by May 1st to ensure delivery for graduation banquets.
- See Certificate / Diploma Orders for details.

Accreditation

- Begin Updating Goals and Objectives
  - for PLAs and next Academic Year
- Begin Updating Policies and Procedures
- Complete ACGME Resident Surveys (April)
- Complete ACGME Faculty Surveys (April)
- LSU House Officer Survey & Review of Results (May)

Payroll

March End of the Month Report Due to GME
April Beginning of the Month Report Due to GME
Run April End of the Month Report
Run May Beginning of the Month Report

House Officer Selection and Recruitment

ERAS: Registration for next season
San Francisco Match: Note match deadlines

ERAS - Registration for Next season - Residency & Fellowship programs
San Francisco Match Participants Note Match Deadlines

May

Academic Year Changeover

Appointment Packets

- Due to GME Office for all incoming and continuing House Officers
- on-cycle and off-cycle residents
- submitted to GME Office.
  - Agreement of Appointment (Contract)
  - Driver Safety Form (if needed)
  - TB Form
  - Health Requirements Form (if needed)

Malpractice Form and Malpractice Spreadsheet

- Submitted to Scott, Cynthia

New Hire Packets

- Due to coordinators by May 1st
- Due to GME office by May 31st.

Hospital Credentialing Packets

- Returning Resident Packets for residents returning to facilities for the new academic year (if necessary)
- New Resident Packets for residents rotating to new facilities for the new academic year (if necessary)

New Innovations

- Enter House Officer rotation schedules

Pagers

- Make request to Ashley Walker for additional pagers or pager transfers as appropriate
- Update pager assignments for incoming House Officers at Pager Management

Separation Packet

- Distribute Separation Packet to all outgoing House Officers

Accreditation

- Complete End of Year Program Evaluations - Residents & Faculty (June)
- Collect all trainees & faculty Scholarly Activity for upcoming WebADS Update (June)
- Organize Data for Program Evaluation Committee (PEC) - Annual Program Review
- Submit any upcoming changes to Participating Sites to the GMEC for approval.
- PEC - Review & Update Last Year's Program Improvement Action Plans
- PEC - Develop New Program Improvement Action Plans
- Analyze Institutional Graduate Exit Survey data (June/July)
- ACGME Resident & Faculty Survey Results & Responses
  - Submit to GMEC
  - Enter in New Innovations
- Review Case Log Data & Upload Into WebADS
- Coordinate residents end of year review for non-graduating residents
- Upload Milestone Data
- Enter all new house officers in WebADS after rollover (Late June)
- Exit/Graduate all graduating house officers in WebADS after the rollover (Late June)

Payroll

April End of the Month Report Due to GME
May Beginning of the Month Report Due to GME
Run May End of the Month Report
Run June Beginning of the Month Report

House Officer Selection and Recruitment

GME Track/GME Census opens

ERAS - Registration for next season - Residency & Fellowship programs
San Francisco Match Participants Note Match Deadlines

August

Academic Year Changeover

For off-cycle House Officers:

New Innovations Updates

- Input New Residents (residents accepted thru ERAS will be handled by the GME Office).
- Ensure transfers are set for residents transferring between programs
- Ensure residents transitioning to faculty are set up
- Make other adjustments needed to resident appointment info.

Begin preparation for new House Officers

- Make necessary website updates
- Begin assembling materials for incoming House Officer onboarding
- Distribute login information for incoming House Officers to fill out their LSU new hire paperwork online. Logins, PIN codes, and the link to the system are available from the Newhire Documents Tab in the GME Online Appointment Forms system. Additional instructions for House Officers are available at Newhire Documents.

PER 3s (if necessary)

- Off-cycle promotions/transfers/terminations happening close to July 1st
- Changes to Gratis House Officers
- Other atypical actions

Spreadsheets (if necessary)

- Promotion Spreadsheet
- Promote & Transfer Spreadsheet
- Transfer Without Promotion Spreadsheet
- Termination Spreadsheet
- Off-Cycle Spreadsheet (House Officers Not Promoting / Not terminating) Spreadsheet
- House Officers Becoming Faculty Spreadsheet

Non-US Citizens

- Updated DS-2019
- J-1 Continuation Status - Programs must initiate process with ECFMG. Contact Yolanda Lundsgaard for more details
- I-9 Reverification. Programs must send the I-9 Recertification form to Human Resources. Contact Yolanda Lundsgaard for more details.

Appointment Forms

- Submit Appointment Form to the GME office by March 31

LSBME

- Submit signed Program Director Letters to LSBME for incoming House Officers
- Ensure incoming House Officers submit License/Permit application, fingerprints, and appropriate fees to LSBME (may be done earlier if position offered or matched before March). See Medical Licenses for additional information.

Transferring House Officer Documentation (between LSU programs)

- Ensure House Officer transfer is set up properly in New Innovations (contact Chris Callac for assistance).
- Complete Internal Transfer Checklist - due March 31st.

Transferring House Officer Documentation (from outside institution)

- DIO Transfer Approval Packet is required
- Ensure House Officer is set up properly in New Innovations
- Newhire Packe t should be completed

Other Documentation

- Submit updated GME Data Sheet for house officers who were on LOA or had changes to their appointment dates during the previous academic.

Accreditation

- Begin to Update ACGME WebADS (July)
- Monitor Case Log National Reports (July)
- ACGME WebADS - First DRAFT due to Dr. Frey (Early Aug)
- Present PEC Results/Minutes/APE to Faculty at Department Faculty Meeting for Approval (Aug)
- Final APE due to GME (Sept)

Payroll

July End of the Month Report Due to GME
August Beginning of the Month Report Due to GME
Run August End of the Month Report
Run September Beginning of the Month Report

House Officer Selection and Recruitment

ERAS opens mid-August Review web based version of ERAS to ensure you are familiar with the system

San Francisco Match Participants - Note Match Registration date
ERAS: Fellowship programs continue recruitment
NRMP: Anesthesiology(PM&R - Pain) and Surgery-Critical Care Rank Order List Opens
NRMP: Female Pelvic Reconstructive Surgery Match Day
NRMP: Medical Specialties Match Opens
NRMP: Colon and Rectal Surgery Match Opens

November

Academic Year Changeover

See August

Accreditation

- Analyze Graduate Case Log Data Relative to National Norms
- Report QI/Patient Safety Projects to EQuIP Office
- CCC should meet to evaluate residents
- Complete Mid-Year Evaluations
- Upload Milestones Data

Payroll

October End of the Month Report Due to GME
November Beginning of the Month Report Due to GME
Run November End of the Month Report
Run December Beginning of the Month Report

House Officer Selection and Recruitment

ERAS: November/December cycle program users gain access to PDWS
ERAS: Applicants being applying to December Cycle Fellowship Programs
San Francisco Match Participants Note Match Deadlines
NRMP: Colon and Rectal Surgery Match Day
NRMP: Medical Specialties Quota Change Deadline
NRMP: Psychiatry-Child & Psychosomatic Rank Order List Opens
NRMP: Pediatric Specialties Fall Match Quota Change Deadline
NRMP: Medical Specialties Rank Order List Deadline
NRMP: Pediatric Fall Specialties Rand Order List Deadline
NRMP: Psychiatry-Child & Adolescent and Psychosomatic Quota Change Deadline
San Francisco Match: Plastic Surgery - CAS Target Deadline
AUA: Rank List Begins

Prepare for applicants to call to check their status updates an to find out if they will be offered interviews
Assist during interview days by greeting applicants, and providing an overview of the program
Coordinate with faculty in interview process by providing them with applicant information
Coordinate scoring of applicants
ERAS - Residency programs continue recruitment for March Match

February

Academic Year Changeover

See January

Accreditation

Respond to ACGME Letter of Notification
- Track Areas for Improvement
- Develop Action Plans
- Submit Responses to GMEC
Complete ACGME Resident Surveys
Complete ACGME Faculty Surveys

Payroll

January End of the Month Report Due to GME
February Beginning of the Month Report Due to GME
Run February End of the Month Report
Run March Beginning of the Month Report

House Officer Selection and Recruitment

Coordinate match list
Enter match list on NRMP website
Register your programs for ERAS for the following year

ERAS - Fellowship programs continue recruitment

March

Academic Year Changeover

New Innovations Updates

- Input New Residents (residents accepted thru ERAS will be handled by the GME Office).
- Ensure transfers are set for residents transferring between programs
- Ensure residents transitioning to faculty are set up
- Make other adjustments needed to resident appointment info.

Begin preparation for new House Officers

- Make necessary website updates
- Begin assembling materials for incoming House Officer onboarding
- Distribute login information for incoming House Officers to fill out their LSU new hire paperwork online. Logins, PIN codes, and the link to the system are available from the Newhire Documents Tab in the GME Online Appointment Forms system. Additional instructions for House Officers are available at Newhire Documents.

PER 3s (if necessary)

Due by March 31st

- Off-cycle promotions/transfers/terminations happening close to July 1st
- Changes to Gratis House Officers
- Other atypical actions

Spreadsheets (if necessary)

Due by March 31st

- Promotion Spreadsheet
- Promote & Transfer Spreadsheet
- Transfer Without Promotion Spreadsheet
- Termination Spreadsheet
- Off-Cycle Spreadsheet (House Officers Not Promoting / Not terminating) Spreadsheet
- House Officers Becoming Faculty Spreadsheet

Non-US Citizens

- Updated DS-2019
- J-1 Continuation Status - Programs must initiate process with ECFMG. Contact Yolanda Lundsgaard for more details
- I-9 Reverification. Programs must send the I-9 Recertification form to Human Resources. Contact Yolanda Lundsgaard for more details.

Appointment Forms

- Submit Appointment Form to the GME office by March 31

LSBME

- Submit signed Program Director Letters to LSBME for incoming House Officers
- Ensure incoming House Officers submit License/Permit application, fingerprints, and appropriate fees to LSBME (may be done earlier if position offered or matched before March). See Medical Licenses for additional information.

Transferring House Officer Documentation (between LSU programs)

- Ensure House Officer transfer is set up properly in New Innovations (contact Chris Callac for assistance).
- Complete Internal Transfer Checklist - due March 31st.

Transferring House Officer Documentation (from outside institution)

- DIO Transfer Approval Packet is required
- Ensure House Officer is set up properly in New Innovations
- Newhire Packe t should be completed

Other Documentation

- Submit updated GME Data Sheet for house officers who were on LOA or had changes to their appointment dates during the previous academic.

Accreditation

Respond to ACGME Letter of Notification
- Track Areas for Improvement
- Develop Action Plans
- Submit Responses to GMEC
Complete ACGME Resident Surveys
Complete ACGME Faculty Surveys

Payroll

February End of the Month Report Due to GME
March Beginning of the Month Report Due to GME
Run March End of the Month Report
Run April Beginning of the Month Report

House Officer Selection and Recruitment

Match Day and SOAP, occur in mid-March. Results are posted on the NRMP webstie.

ERAS - Fellowship programs continue recruitment

June

Academic Year Changeover

Orientations

New Innovations

- Create new evaluation sessions

Outgoing House Officers

- Final Completion Letter for outgoing House Officers

Accreditation

Complete End of Year Program Evaluations - Residents & Faculty
PEC - Review & Update Last Year's Program Improvement Action Plans
PEC - Develop New Program Improvement Action Plans

Payroll

May End of the Month Report Due to GME
June Beginning of the Month Report Due to GME
Run June End of the Month Report
Run July Beginning of the Month Report

House Officer Selection and Recruitment

ERAS - Program resources updated on ERAS website
ERAS - DIOs/DME's gain access to PDWS and send invites

ERAS - December Cycle Fellowship Match
San Francisco Match Participants Note Match registration date

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