Criminal Background and Sanction Checks
GME Office:
How can I contact the GME Office?
How do I get to the UIC campus?
What does the GME Office do?
Where is the GME Office?
  
Educational Commission for Foreign Medical Graduates (ECFMG)
What is the ECFMG?
How do I apply for a J-1 visa?
How long is the J-1 visa application process?
Does the J-1 visa need to be renewed or does it last for the duration of my program?
How do I obtain a Letter of Good Standing from the ECFMG?
What else do I need besides a Letter of Good Standing to travel outside the US?
  
Educational Fund Reimbursements
What is the amount of Educational Fund reimbursement per resident?
For what kinds of things may I be reimbursed?
  
Licensing
How can I find out if my license has been issued?
When and how do I apply for the Illinois Controlled Substances and DEA licenses?
  
Loan Deferments
Where should I bring my loan deferment application?
Which parts of the deferment application do I complete?
  
Malpractice Coverage
What carrier does the university use?
When is proof of Malpractice Coverage required?
Where can I get a copy of the malpractice coverage insurance plan?
Where do I send requests for malpractice history?
  
Name Changes
What is the procedure for changing my name?
  
Needle Sticks and Compensation
What is the procedure for needle sticks?
  
NESSIE
What is NESSIE?
How do I get a NESSIE ID?
How do I logon to NESSIE?
How do I change my address?
What else can I change through NESSIE?
  
Notary Requirements
What is required in order to have a document notarized?
  
Orientation
Is Orientation mandatory?
What is done at Orientation?
When is the next Orientation?
  
Parking
Can I sign up for parking at Orientation?
How do I sign up for campus parking at UIC?
  
Payroll
Where is the Payroll Services department?
Rotation at a Nonaffiliated Hospital
What is the procedure to get the Certificate of Coverage?
  
Social Security
How do I apply for a social security card?
Is it necessary to apply in person?
Where is the nearest Social Security Administration office?
  
SURS - State Universities Retirement System
Where can I get information about SURS, the State Universities Retirement System?
  
Verifications
What is the GME policy for residency verifications?
Where do I send requests for residency verification?
Where do I send requests for malpractice history?
Where do I send requests for verification of my MD degree from the University of Illinois at Chicago?
  
Visas
What is the ECFMG?
How do I apply for a J-1 visa?
How long is the J-1 visa application process?
Does the J-1 visa need to be renewed or does it last for the duration of my program?
  
What does the GME Office do?
Residents should contact the GME office directly concerning:
•   Authorization for identification badges
•   Certificate of training
•   Federal Drug Enforcement Administration Registration
•   Illinois Controlled Substances Registration
•   Liability Insurance verification letters
•   Licensure
•   Loan deferments
•   Payroll problems
•   Residency verifications
•   Resident Agreements
•   Tuition waivers
•   Visa and immigration issues

Email: gme@uic.edu


  
What is the ECFMG?
The Educational Commission for Foreign Medical Graduates (ECFMG) is authorized by the US Department of State to sponsor foreign national physicians as Exchange Visitors in accredited programs of graduate medical education or training or advanced research programs involving primarily observation, consultation, teaching or research. Exchange Visitors sponsored by the ECFMG receive a Certificate of Eligibility for Exchange Visitor Status (Form IAP-66). This document is used to apply for the J-1 visa.

The objectives of the Exchange Visitor Sponsorship Program (EVSP) are to enhance international exchange in the field of medicine and to promote mutual understanding between the people of the United States and other countries through the interchange of persons, knowledge and skills.


  
How do I apply for a J-1 visa?
Once you have been accepted into a UIC Clinical Program, the GME Office will be notified.  GME will then send you the appropriate checklist and application.  Once it is  completed, return the  application to GME along with all of the required documents.  The ECFMG will not accept incomplete applications. See our Contact Us for our mailing address. If you would like to hand deliver the application and required documents to GME, see Campus Location.


  
How long is the J-1 visa application process?
The process takes 6 to 8 weeks for completion.


  
Does the J-1 visa need to be renewed or does it last for the duration of my program?
Because UIC programs do not offer multiyear contracts, the J-1 visa must be renewed each year of your program. The GME Office will send the departments reminder notices to be passed on to all J-1 visa holders.

The J-1 visa holder is responsible for contacting the GME Office for a renewal application. J-1 visa holders must contact GME 8 to 12 weeks before the IAP-66 expires.


  
How do I obtain a Letter of Good Standing from the ECFMG?
Fax a letter requesting the Letter of Good Standing directly to the ECFMG at
215-386-9766. The letter must include:
•   your full, legal name
•   your ECFMG number and
•   your current mailing address.
Please note that you must allow three weeks processing time at the ECFMG as well as time in the mail.
Sample Letter


  
What else do I need besides a Letter of Good Standing to travel outside the US?
Besides a Letter of Good Standing, you also should carry identification, that shows you are a current employee, such as your hospital ID and a copy of your contract.


  
What is the amount of Educational Fund reimbursement per resident?
Six hundred dollars per year, per resident in the second or more postgraduate year is deposited into the Educational Fund.  However, the amount of reimbursement per resident is determined by each individual program director who has complete discretion within the guidelines of GME Policy #31, “Resident Educational Support” in deciding how to allocate the funds among residents. Therefore, you should contact your program director about reimbursement for educational materials.



  
For what kinds of things may I be reimbursed?
To receive Educational Fund reimbursement, all items must be for individual resident use, not departmental use. For example, you may be reimbursed for personal educational materials such as books, educational software, and travel expenses incurred from conference attendance.  In addition, the GME Committee has recently changed GME Policy #31, “Resident Educational Support” to allow reimbursement for personal digital assistants.


  
How can I find out if my license has been issued?
This information is available online at the Illinois Department of Professional Regulation website. Follow these instructions beginning on the IDFPR main web page:
1. Select "License Lookup" from "Features".
2. From the "Select a Profession" pull-down menu, select the appropriate profession.
Temporary medical license: MEDICAL LICENSE, TEMP
Permanent medical license: PHYSICIAN
Medical controlled substance registration: CONT SUB (PHYSICIAN) LICENSED
Temporary dental license: TEMP DENTAL TRAINING
Permanent dental license: DENTIST
Dental controlled substance registration: CONT SUB (DENTIST) LICENSED
3. Fill in your last name and first initial in the designated boxes.
4. Then click on "Search".


  
Where should I bring my loan deferment application?
Loan deferment paperwork may be brought to the GME Office or sent via mail.


  
Which parts of the deferment application do I complete?
Please sign your name and date the form. Do NOT write in sections labeled "Official Certification" as this will invalidate your form.


  
What carrier does the university use?
The University of Illinois is self-insured.


  
When is proof of Malpractice Coverage required?
A resident needs proof of Malpractice Coverage when she or he does a rotation at a non-affiliate.


  
Where can I get a copy of the malpractice coverage insurance plan?
All new residents receive a copy of the insurance plan at New Resident Orientation.  A copy of the insurance plan is available in the GME Office.


  
What is the procedure for changing my name?
First you need to change your name on your Social Security card. Select Social Security Administration Online and Social Security Office Locator Service for more information on changing your name on your Social Security card and for a location near you.

When you have received your new Social Security card with your new name, bring it along with your legal name change documentation to the GME Office.

In order to receive a copy of your medical license with your new name, you also must bring to the GME Office a check made out to the IDFPR in the amount of $20. It takes approximately eight weeks to receive the new copy of your medical license.

For previous residents who wish to receive a certificate of completion in a new name, you must bring to the GME Office your new Social Security card showing your new name, your legal name change documentation and a check in the amount of $25 per certificate made payable to Graduate Medical Education/UIC. We will place an order for your new certificate in June. It takes approximately eight weeks from the placement of the order to receive your new certificate.


  
What is the procedure for needle sticks?
In order to receive compensation for treatment charges in the event of a needle stick, a resident must follow this procedure:

1. Report immediately to University Health Services (UHS), E-144, 835 Wolcott Avenue during clinic hours.

Please report to UHS by 3:00 pm for all new exposures.

After clinic hours or off-campus, go immediately to the Emergency Department (ED).

If prophylaxis is needed, it should be started within 4 hours of the incident in order to be effective. For rapid HIV testing on the source, bring 2 yellow or red tops of source blood to UHS or ED at the time you report the exposure. It can take up to one hour to get the Rapid HIV test results. Do not delay reporting your incident.

2. Complete a Worker's Compensation Employee's Injury Report available at UHS or from:

UIC Worker's Compensation Office
Suite 206 AOB  (Administrative Office Building)
1737 West Polk Street
Chicago, IL 60612
Ph:    312-996-7581
Fax:    312-413-1960


  
What is NESSIE?
NESSIE is the Net-driven Employee Self-Service and Information Environment which is an electronic environment maintained by the University of Illinois Office of Human Resources. It allows employees to conduct personnel transactions online and view information related to their work environment.


  
How do I get a NESSIE ID?
Once the GME Office has been given your social security number, a NESSIE ID will be created for you. If possible, this information will be mailed to you with your contract. If you do not receive it with your contract or forget your NESSIE ID, email GMEhelp@uic.edu.


  
How do I logon to NESSIE?
Instructions for logging into NESSIE are available on the NESSIE website.


  
How do I change my address?
First, you must establish a personal identification number (PIN) through the main NESSIE webpage.  Then logon to NESSIE and select "Your File" from the NESSIE Contents page.


  
What else can I change through NESSIE?
You can update the information on the Employee Information Form including:
demographic information,
educational experiences,
emergency contact information,
home and work address,
any honors and awards you have received,
any knowledge, skills, abilities, and other characteristics you may have,
prior work history,
and any publications you may have contributed to or have written.


  
When doing a rotation at a nonaffiliated hospital, what is the procedure to  get the Certificate of Coverage?
The resident's Program Director needs to write a letter stating:
•   the dates of the rotation;
•   where the rotation will be;
•   what kind of rotation it will be (pediatric cardiology, managed care, etc.);
•   the educational necessity of the rotation (e.g. whether it is an RRC requirement);
•   why the rotation cannot be covered at UIC or one of its affiliates;
•   the source of the funding for this rotation (The resident's department must contact the proposed hospital to arrange for reimbursement to UIC for the resident's stipend while she or he is there.)

The Program Director should send this letter to the Director of GME in advance of the beginning of the rotation.  Once approved by the Director of GME, the GME office will contact the office for University Risk Management in Springfield, from which a letter will be sent directly to the nonaffiliated hospital.


  
What is required in order to have a document notarized?
If you need a document notarized, you must bring the original, and if you need your signature notarized for an application or an oath, you must supply a photo ID. The GME Office does not have a Notary.


  
Is orientation mandatory?
Yes.


  
What is done at Orientation?
At Orientation, you will have the chance to take care of the following administrative tasks without going to the individual campus offices:
•   attend REQUIRED educational presentations
•   sign up for payroll
•   sign in to the Online Core Curriculum
•   obtain your ID card
•   obtain Office of International Studies certification, if needed
•   arrange for campus parking
•   set up a UIC email account
•   pick up a lab coats (UIC Hospital Concourse Level)
•   sign up for health insurance
•   sign up for retirement benefits


  
Once I leave UIC, where do I send letters for verification of
employment?
The GME office will verify residencies to institutions who request information for purposes of confirming credentials.  Verification letters will be restricted to dates of attendance.  The GME office will forward all requests for additional information to the appropriate Program Director's office.  

Send requests to our current address and please include any previous names, approximate dates of attendance and program name in your request.


  
Can I sign up for parking at Orientation?
Yes. The GME Office will send you a Parking Services packet prior to Orientation. At Orientation, you may turn in the application to receive a lot assignment and hang tag for your car.


  
How do I sign up for university parking at UIC?
Signing up for campus parking is part of the mandatory orientation for residents. If you are beginning your contract off-cycle, you may contact UIC Parking Services to apply for campus parking.


  
Where is the Payroll Services department?
Payroll Services is located in room 520 in the Marshfield Building, 809 S. Marshfield Avenue, on the southeast corner of Marshfield Avenue and Polk Street. The Payroll Services phone number is 312-996-1922. For further information, see the Payroll Services website.


  
How do I apply for a social security card?
You must fill out an "Application for a Social Security Card" at the nearest Social Security Office and provide evidence of your age, identity, and US citizenship or alien status. For further information select Social Security Administration Online.


  
Is it necessary to apply in person?
Yes. You must provide evidence of your age, identity, and US citizenship or alien status.


  
Where is the nearest Social Security Administration office?
The office nearest to the University of Illinois at Chicago is the Chicago (Near Southwest), Illinois Social Security Office located on Adams Street, just west of Racine Avenue. The address is 1233 W. Adams Street, Chicago, IL 60607. To find the location nearest you, select Social Security Office Locator Service.


  
Where can I get information about SURS, the State Universities Retirement System?
If you have questions about SURS deductions or reclaiming the money you have paid into SURS, please contact your GME Program Contact.

You also may contact SURS directly. The SURS address, location, telephone and fax numbers are available through the SURS website. For information about the different SURS retirement plans, on the SURS main web page select the portion of the picture of SURS that is of interest: Annuitant, SMP, Portable or Traditional. For general information through the SURS website, select FAQ or Member Guide from the bottom of the main page.

Further SURS information is available by calling 1-800-ASK-SURS (1-800-275-7877). To send questions to SURS via email, follow this three-step process: At the top of the SURS main web page, select Contact Us; then select Guestbook; and lastly click on the picture of the mailbox.


  
What is the GME policy for residency verifications?
The GME office will verify residencies to institutions who request information for purposes of credentialling.  Verification letters will be restricted to dates of attendance, whether the program was accredited, and whether the resident completed the program.  The GME office will forward all requests for additional information on performance or conduct to the appropriate Program Director's office.

The GME office will not provide information on any resident to any outside party without that resident's written release, except where mandated by law or when an agency will use the information only for statistical purposes.

The GME Office will respond to all requests for verification of residencies and fellowships in compliance with the policy shown above.  Requests from organizations requesting more information than the GME Office may provide (i.e. evaluation) will be forwarded to the appropriate program director after GME verifies the dates only.
  
Please mail residency verification requests to our current address.


  
Where do I send requests for malpractice history?
Requests for malpractice history should be sent to:

Lisa Micele
Email: micele@uic.edu
Risk/Claims Management
University Counsel, MC 939
315 HRB
715 South Wood Street
Chicago, IL 60612
312-996-6216


  
Where do I send requests for verification of my MD degree
from the University of Illinois at Chicago?
Verifications of MD degree should be sent to:

Office of Admissions and Records
1200 West Harrison Street (MC 018)
Chicago, IL 60607-7161
Fax: 312-413-7628