Program Coordinator Timeline
Please refer to your programs match calendar for specific deadlines regarding rank list, quota changes and match days. This is only a sample of when things could be due for residency and fellowship programs. Months could change based off of your program.
As-Needed Tasks:
- Check ACGME Accreditation Data System (ADS) for any notices or changes
- Remind trainees to log procedures and work hours often in New Innovations
- Review Program Letters of Agreement (PLA’s) for any changes, expirations if applicable.
- Monitor quality metrics (board scores)
- July
- DUE: National GME Census: Program Survey (and August FREIDA listing)
- Distribute lab coats and assign pagers to new trainees
- Start working on APE, ACGME WebAds Annual Update, orientation and welcome events (can happen in June, July or August)
- Ensure New Innovations is appropriately set up and includes academic year, all trainee personal file data, schedules, etc.
- August
- ACGME WebAds Annual Update may be due in August or September
- Confirm the status of trainees in ACGME
- Begin planning for trainee evaluations
- September
- DUE: National GME Census (and October FREIDA listing), APE, ACGME WebAds Annual Update may be due
- ERAS and Institutional Survey opens
- Schedule the CCC Meeting with evaluations, milestone data, compliance pieces, performance improvement plans, procedure logs, etc.
- October
- DUE: Institutional Survey
- AMA Well-being Assessment Survey opens
- Work on ACGME milestones
- Holiday Party Preparations
- December
- DUE: ACGME milestones, National GME Census, semi-annual evaluations
- Reiterate program expectations
- January
- Update trainee appointment letters
- Begin receiving ACGME Letters of Notification for accredited programs; letters are typically received through May
- February
- DUE: ACGME Survey, APR letter responses
- ACGME Annual Conference is held
- March
- DUE: ERAS registration, ACGME surveys, Supplemental Offer and Acceptance Program (SOAP)
- Collect Appointment Letters
- Incoming trainees must be in New Innovations and enter their demographics
- Track new trainee licenses/training permit
- Begin planning graduation: order gifts, certificates, frames, catering, send out invitations
- April
- DUE: ACGME Resident/Fellow and Faculty Surveys
- Prepare for the CCC meeting (evaluations, milestones data, etc.) and the upcoming academic year’s orientation
- Start building block schedules, rotation schedules, call schedules and didactics for the next academic year in New Innovations
- Begin updating the following documents: Handbook, Policies and Evaluation Forms
- May
- DUE: Finalize CCC meeting, schedule the PEC meeting for July
- Start working on WebAds milestones
- Update scholarly activities in ACGME
- Send out evaluations for faculty, self-assessment and program evaluation
- National GME Census: Program Survey and GME Track Program Survey opens
- Review case logs and send reminders if necessary
- June
- DUE: Graduation Dinner planning and ceremony, graduate offboarding, ACGME WebAds milestones
- Order new lab coats, pagers, badges for new trainees and graduation certificates for current trainees
- Check all licensure status and visas
- Collect new contact information from graduating trainees
- Update program website