Filling Residency/Fellowship Lines Procedure


In the normal course of business, training programs may wish to fill an approved residency/fellowship line off-sync due to changes in trainee employment.  All changes to trainee employment must be immediately submitted to the Director of Human Resources.

Requests to replace/fill a vacant trainee line must be submitted to the Director of Accreditation/Assistant DIO as soon as possible prior to making an offer to the prospective trainee.  These requests require financial approval, even when replacing a line that has previously been approved in the Annual Plan. Increases in the number of trainees beyond the program’s ACGME-approved complement must be approved by the ACGME prior to offering the position to the prospective trainee.


The Senior Associate Dean/DIO will administratively approve positions with paying hospital approval. DIO can approve if less than 90 days. Any request may be forwarded to the GMEC for approval at the discretion of the Senior Associate Dean/DIO. The following factors will be considered:

  • Prospective trainee eligibility (refer to Eligibility and Selection of Residents/Fellows Policy)
  • Training schedule (i.e. amount of time off-sync)
  • Rotations/paylines affected
  • Accreditation/education concerns (e.g. accreditation status, patient/procedure volume, impact on other trainees, current ACGME citations and areas for improvement, Program Quality Review Subcommittee concerns, etc.)

Requests for filling lines will be coordinated by the Director of Accreditation/Assistant DIO.

Established:  2002
GMEC Approved Date: October 19, 2021