Residents are not automatically promoted. Program Directors must authorize a new contract for the next academic year and must indicate the next PGY level. If a resident is not going to be promoted there must be clear documentation. The houseofficer will be notified in writing at least three (3) months prior to the contract end date. (See Probation and Dismissal section below) Written receipt will be required from the trainee. If the primary reason(s) for non-renewal occur(s) within three months prior to the end of the contract, the Houseofficer will be provided with as much written notice of the intent not to renew as circumstances reasonably allow, prior to the end of the contract. The determination regarding a decision not to reappoint will be made by the Program Director in consultation with the Department Chair and the Associate Dean for Graduate Medical Education. Houseofficer may implement the grievance procedure when written notice of intent not to reappoint is received.
To receive a certificate of successful completion of a program, a trainee must satisfactorily complete programmatic, administrative, patient care and educational requirements and competency expectations.
If the performance of a Houseofficer is believed to be unsatisfactory for reasons including, but not limited to clinical skill, medical knowledge, performance of duties or ethical conduct, tardiness and absenteeism, or illegal activity, the Program Director must notify the House officer in writing, of the specific deficiencies. Examples of ethical misconduct include but are not limited to: sexual harassment, patient abandonment, abuse of prescribing privileges, and unlawful discrimination. The GME Office will be consulted if the seriousness of the problem dictates immediate dismissal.
If the offense does not merit immediate dismissal, the Houseofficer will be placed on probation for a specified period of time during which the Houseofficer must correct the deficiencies or be dismissed. The probationary period should not be less than 30 days in length nor should normally exceed three months. A probation letter (template attached) must list the specific problems leading to probation and outcomes required prior to cessation of probation. The Program Director will meet with the House officer regularly (at least every month) during this period to formally review progress. Probation must be reported to the GME Office and is reportable for purposes of licensure.
At the end of the probationary period, the Program Director will review the House officer’s progress and determine whether satisfactory improvement as delineated by the probation letter, has been made. Feedback may be solicited from faculty and the House officer’s peers. If improvement has been unsatisfactory, the houseofficer may be dismissed with additional probation. If improvement has been satisfactory, the House officer may be continued on probation for a specific period of time not to exceed three months. If the Houseofficer’s performance again becomes unsatisfactory during this period, the Houseofficer may be dismissed without additional probation even if the probation extended beyond a contract year. The Office of Graduate Medical Education must be notified by the Program Director before the dismissal process can begin.
Remediation may address minor deficiencies and concerns. The decision to initiate remediation with a trainee is the decision of the program director alone. Remediation is not appeal able, does not jeopardize progression or promotion and is not reportable to the GME office or for purposes of licensure. A remediation letter similar to the probation letter must be signed by both the program director and trainee. Probation may be a consequence of unsuccessful remediation.
Date
Name
Address
Dear Dr. _______:
The Resident Education Committee/Competency Committee (what your program calls it) met on (date) and discussed your progress in this program. The following are areas identified as problems. These areas have been identified in your evaluations and have been discussed with you by your advisor and other faculty.
Problems:
Because of the above identified problems, it has been decided to place you on probation for a period of (up to 3 months) starting (date).
In order to successfully complete probation, the following must be achieved:
In order to assist you in this effort the following plan has been designed:
Please note: while you may suggest counseling or other interventions, they cannot be required. How the resident achieves a behavioral goal is up to them. You may require academic efforts – extra reading, research, write-ups to be turned in, meetings with supervisors, advisor/mentor – etc.
Your work during the probationary period will be evaluated regularly and this information will be made available to the education/competency committee at least at the midpoint of the probationary period in order to assess your progress. If reasonable progress is being made, the committee will re-evaluate your performance at the end of the probationary period to determine whether to continue probation (no more than 1 more consecutive period of probation is permitted), remove you from probation, not promote you or terminate you from the program. If reasonable progress is not being made at the midpoint, the committee will consider adjusting the remedial plan and continuing you on probation, not promoting you, or terminating you from the program.
Since probation may affect your status in the program it is subject to appeal. A copy of the appeal policy from the Policy and Procedures Manual is attached.
The program is willing to work without to assist in successful completion of probation. If you have any questions, please see me at one.
Sincerely,
Program Director
I have reviewed, read and understand the conditions of this letter.
Resident: ______________ Date: _______
Witness: (print name) Date: _______
