Graduate Medical Education (GME) is an organized program of learning through which residents and fellows progress as they demonstrate competence. This policy outlines procedures for Academic Actions (Promotion, Letters for Improvement, Non-promotion, Non-renewal, and Academic Dismissal). This policy applies to all accredited residency and fellowship programs sponsored or administered by the University at Buffalo.
The Program Director, in consultation with Program faculty and/or CCC as appropriate, shall determine whether each resident/fellow has met the Program’s standard for promotion to the next level of training. Promotion decisions should be consistent with accreditation and other pertinent guidelines (such as certifying board requirements).
Letters for Improvement are issued to residents/fellows who have uncorrected deficiencies in performance following verbal or written feedback or assessments.
- A Letter for Improvement is prepared by the Program Director or designee. It is intended to amplify a message of concern, describe deficiencies in performance, and provide the resident/fellow with an opportunity to correct deficiencies. A Letter for Improvement shall also identify a timeframe for the preparation of a resident/fellow response in the form of a personal learning plan. As educational feedback, a Letter for Improvement is not subject to review under the UB GME Academic Action and Misconduct Due Process Policy.
- Residents/fellows are required to prepare a written proposal for a personal learning plan in response to a Letter for Improvement. This practice is designed to encourage a lifetime of self-directed learning as a physician. The proposed personal learning plan should address all deficiencies identified in the Letter for Improvement, be completed within the time specified, and be presented to the Program Director or designee.
- Where appropriate, the Program Director should review and discuss the proposed personal learning plan with the resident/fellow (preferably during an in person meeting), and shall modify it as necessary. The final personal learning plan will address all concerns in the Letter for Improvement and should include:
- Learning activities (e.g. clinical assignments; readings; presentations);
- Timeframe/deadlines/plan duration; and
- Plan(s) for feedback and evaluation (e.g. faculty mentor, supervising/evaluating faculty, evaluation tools, and frequency of formal reviews of progress).
- Personal learning plans are not subject to review under the UB GME Academic Action and Misconduct Due Process Policy, unless they result in an extension of training that is longer than thirty days or impacts board eligibility.
- Failure to successfully complete the personal learning plan may result in the issuance of an additional Letter for Improvement or other Academic Action.
Non-promotion of a resident/fellow extends or repeats a resident’s/fellow’s level of training. Since promotion is not automatic, residents/fellows who have not made satisfactory progress or successfully completed the requirements of a given level of training may be required to extend or repeat all or a portion of a level of training.
Non-renewal is a decision not to extend a resident’s/fellow’s appointment in the Program past the current term. Non-renewal is used when Academic Dismissal is not warranted for residents/fellows who have failed to correct identified deficiencies and/or demonstrate required skills, knowledge, or behaviors required to progress to the next level of responsibility. Residents/fellows considered for Non-renewal must have been previously provided with one or more personal learning plans in connection with a Letter for Improvement.
Academic Dismissal of a resident/fellow may occur at any point in the academic year. Academic Dismissal is used when immediate action is warranted for residents/fellows who have failed to correct identified deficiencies and/or demonstrate required skills, knowledge, or behaviors. Residents/fellows considered for Academic Dismissal must have been previously provided with one or more personal learning plans in connection with a Letter for Improvement.
Refer to the UB GME Academic Action and Misconduct Due Process Policy.
ACGME Institutional Requirements Effective 7/1/2022:
- Promotion, Appointment Renewal and Dismissal (IV.D.- IV.D.1.a))
- The Sponsoring Institution must have a policy that requires each of its ACGME-accredited programs to determine the criteria for promotion and/or renewal of a resident’s/fellow’s appointment. (Core)
- The Sponsoring Institution must ensure that each of its programs provides a resident/fellow with a written notice of intent when that resident’s/fellow’s agreement will not be renewed, when that resident/fellow will not be promoted to the next level of training, or when that resident/fellow will be dismissed. (Core)
Established: 2008
Reviewed by GMEC : 5/08; 12/08; 1/09; 3/10; 1/11; 1/13; 7/14; 6/18; 6/22