Resident and Fellow Contract Dates Procedure & FAQ

All residents who start a University at Buffalo (UB) sponsored residency training program at the PGY 1 level are required to attend the UB GME Incoming Residents' Week (IRW) Orientation which precedes the beginning of the first academic module.  Typically, the PGY I residency program training commences immediately following IRW and concludes on June 30th of the following year. IRW is scheduled each year during the last full week of June. 

Residents who start a University at Buffalo (UB) sponsored residency training program at the PGY 2 level or above (including fellows) typically begin their residency training program on July 1st and terminate on June 30th. The training year is equivalent to 52 weeks.  These residents and fellows are required to attend a mandatory UB GME orientation prior to the start of training, typically on July 1st.

Residents at all levels who, with prior knowledge and approval of the Program Director and UB Office of Graduate Medical Education, are unable to attend the appropriate UB GME Orientation as described above may be scheduled for an alternate UB GME Orientation (see schedule below).  Under no circumstance may a resident or fellow begin a UB sponsored residency training program prior to attending a UB GME Orientation and meeting all Pre-Employment Conditions as specified in the Residency Employment Agreement or as outlined by the Program.


Incoming Residents' Week (IRW)

Contract Dates for PGY1

PGY2 + Fellows Orientation

Contract Dates

2019 6/24/2019 - 6/28/2019 6/24/2019 - 6/30/2020 7/1/2019 7/1/2019 - 6/30/2020
2020 6/22/2020 - 6/26/2020 6/22/2020 - 6/30/2021 7/1/2020 7/1/2020 - 6/30/2021
2021 6/21/2021 - 6/25/2021 6/21/2021 - 6/30/2022 7/1/2021 7/1/2021 - 6/30/2022
2022 6/20/2022 - 6/24/2022 6/20/2022 - 6/30/2023 7/1/2022 7/1/2022 - 6/30/2023
2023 6/26/2023 - 6/30/2023 6/26/2023 - 6/30/2024 7/3/2023 7/1/2023 - 6/30/2024

2019 Off-Sync Orientation Dates

GME On-boarding orientations for Off-Sync Trainees follow this schedule. Exceptions are granted to visa holders to avoid a gap in training.

  • January 2 (due to holiday)
  • February 4
  • July 8
  • August 1
  • September 9 (due to holiday)
  • October 7
  • November 4
  • December 9

Contract Dates

What are the standard dates for contracts?

  • PGY 1 Start Date: Monday of Incoming Resident Week; Date supplied by GME
  • PGY 1 End Date: June 30 of the following year
  • PGY 2 and 3 Start/End Dates: July 1 – June 30

How do I handle residents who must begin after July 1st (i.e. “off sync”)?

For example, how should the contract be written for a resident starting on July 17?

Contracts are written for a 12-month period beginning on the GME-approved start date.  Physicals and orientation dates are arranged with GME to ensure they occur on or prior to the resident start date.

Contracts for “off-sync” residents will remain off-sync for the remainder of their training unless credit is accepted for prior work.

Contract-related Rotation Scheduling Issues

Programs should design resident schedules to meet specialty-specific RRC and Board requirements as well as department needs.  There is no prescribed institutional GME rotation calendar.  Many programs prefer using a modular (i.e. 4-week block) calendar, while others do not.

Must promotion dates align with contract dates?


Must promotion dates align with the beginning of modules?


When can residents assume duties and responsibilities for the next training level?

Defer supervisory duties until the official promotion date, the beginning of the next contract year.

Residents who complete all required modules for a given year must wait until the next contract year start date to assume duties and responsibilities of the next level of training.

How do modular calendar programs manage the gap between last module completion and the start of the next contract year?

The program may select the option that best meets the needs of their program and trainees.

Options include, but are not limited to:

  • Continuous, uninterrupted modular scheduling in which the first module begins immediately following completion of the last module
  • Extend last module through June 30th
  • Assign activities such as independent study, research, vacation, or scheduled days off

How are scheduled days off at the end of employment reported in MedHub?

Scheduled days off are not separately reported in MedHub. Only vacation and sick days off are separately reported.

As of November, 2018