Year at a Glance

Owned by Chris Callac
Last updated: Apr 16, 2019 by Ashley Walker (Unlicensed)
2 min read

July

Academic Year Changeover

Post Program Completion Packet

License Verification

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

Accreditation

Payroll
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
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
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
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

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
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

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
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

Malpractice Form and Malpractice Spreadsheet

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

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
    • 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
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)

Non-US Citizens

Appointment Forms

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)

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
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
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
Payroll
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

Non-US Citizens

Appointment Forms

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)

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
Payroll
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

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
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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