Procedure for Taking Residents Outside the Match

Transfer Resident: A resident/fellow transferring into a UB ACGME-accredited program outside of the Match and not during Orientation season. This candidate will need to be reviewed by UB GME accreditation, CFO, and UB legal. 

Program Closure Resident: A resident/fellow coming into a UB ACGME-accredited program due to their current program closing down. This candidate will need to be reviewed by UB GME accreditation, CFO, and UB legal. For exceptional candidates, in addition to the below documents, the Exceptionally Qualified Candidate Form must be completed prior to review by the Resident Eligibility Subcommittee and GMEC.

Exceptional Candidate: A resident/fellow who does not satisfy UB’s resident/fellow eligibility policy and/or resident/fellow eligibility requirements in the ACGME common program requirements. This candidate will need to be reviewed by the Resident Eligibility Subcommittee and GMEC (please expect a minimum of 4 weeks for approval). View 2022 Exceptionally Qualified Candidate form.

Military Candidate: A candidate that is coming from a branch of the US armed forces. This candidate will need to be reviewed by UB GME accreditation, CFO, and UB legal.

Contact Katy Cich and Gregory S. Cherr, MD, if considering accepting a resident transfer, program closure resident, military candidate or exceptional candidate. Katy will act as liaison between the GME office and program and will notify appropriate people in the GME office. Paperwork should not be submitted until all documents are ready.

The program must wait for confirmation from Katy Cich before offering a position to the candidate. We will do whatever we can to move the process forward expeditiously.

If your candidate requires a visa, please include that in your initial communication about the outside the match candidate. Katy will communicate this to Melanie, directly. Depending on visa status, the process can take up to 4 weeks to 6 months.

If considering an outside the match candidate with the intentions of them being included in the July orientation, all necessary documents, finance, and visa details will need to be finalized by the end of May. If documents are received after that, there will be the chance the candidate cannot be included in the regular scheduled orientation season.

• Once we have learned we are considering a candidate, all appropriate and available documents need to be received by the program and UB GME office
  • Medical School Diploma
    
  • Residency Certificate
    
  • USMLE transcript of scores ( if available)
    
    • For those residents that need an H1-B visa, all 3 USMLE steps are needed.
  • Letters of Recommendation
    
  • Personal Statement
    
  • CV
    
  • ERAS Application ( if available)
    
  • Signed 12-week rule form ( if an international medical school graduate)
• For transfer residents, in addition to the above documents, the UB program director should discuss the candidate with the home program and must obtain/submit to the GME Office:
  • Verification of the resident’s previous educational experiences
    
  • A summative, competency-based performance evaluation of the resident ( prior to accepting the resident) ( A letter from the program stating that trainee is in good standing and their anticipated graduation date can be used as a place holder until summative evaluation is available)
    
  • Milestones evaluations of the resident ( upon matriculation)
    
• For military candidates, in addition to the above documents, a document of support from the U.S. Armed Forces branch confirming pay and benefits must be received in writing subject to review by GME CFO and UB legal.
  
•  For program closure residents, in addition to the above documents, UB GME will need confirmation of educational funding support (including salary and benefits) from the home institution. A transfer agreement from the previous institution is needed subject to review by GME CFO and UB legal.
• UB program director must work with GME staff to determine whether accepting this candidate will require a UB GME annual plan increase and/or ACGME temporary complement increase.
  • Mike Vitale will work with the program to process annual plan increase requests.
    • Annual plan increase requests must be reviewed and approved by affected hospital(s).
  • Dan Schupp will work with program to ensure rotations will match additional financial support.
  • Katy Cich will work with the program to process ACGME complement increase requests, if needed.
    • ACGME complement increase requests must be reviewed and approved by the UB GMEC and, subsequently, the program’s ACGME RC (Review Committee)

Programs must wait for confirmation from Katy Cich before offering candidate the position. We will do whatever we can to move the process forward expeditiously.

Established: 2022