Administrative Information
Clearance Form
Residents Changing Programs or Becoming Attendings
Residents from Advocate Christ Medical Center
Certificates of Training
Criminal Background and Exclusions/Sanctions Checks
Duty Hours
Elective Rotations Outside the University System
Employment Outside the Residency Program
GME Online Core Curriculum
Lab Coats and Scrubs
Licenses
Temporary Licenses
Permanent Licenses
Controlled Substance Certificates
Loan Deferment
Procedural Skills Assessments
Professional Liability Insurance
Proof of Citizenship and Visas
J-1 Visas
H-1B Visas
ECFMG Certificates
Special Benefits Considerations for Certain Visa Holders
Proof of Malpractice Coverage
Resident HotLine
Resident Records
Teaching Skills Workshops for PG1s
University of Illinois Hospital Identification Badge
University of Illinois Identification Badge
University of Illinois Parking
Verification of Employment
Web-Based Evaluations
Rotation Evaluations Produced by Training Programs
Duty Hours and Institutional Issues Evaluations Produced by the GME Office
  
Clearance Form
Each resident must submit a completed GME Clearance Form to the GME Office at the time he or she finishes or terminates from a program. The form requires signatures from a number of University offices, the signature of the resident's program director, certification of completion of all Core Curriculum requirements, and signatures from affiliated hospitals where rotations or call may have been taken certifying that all obligations to these entities have been met.
The GME Office will not release a training certificate or verify a residency until the resident returns the completed Clearance Form.
   Residents Changing Programs or Becoming Attendings
A resident finishing a program and beginning another University of Illinois program or becoming an attending at the University of Illinois must submit a completed clearance form to the GME Office. All sections must be signed excluding those for the University Library, Photo ID office, and Parking office.
Residents will not be able to start new programs if they have not completed clearance forms for their previous programs.
   Residents from Advocate Christ Medical Center
Residents in Advocate Christ Medical Center programs need to complete all applicable sections of the clearance form. Because Advocate Christ residents do rotations at University of Illinois, they must collect signatures from all University offices listed on the form.
  
Certificates of Training
The College of Medicine issues a certificate of completion or time served to each resident who satisfactorily completes a minimum of one full year of training in an organized residency program recognized by the College of Medicine.
Any resident who does not complete a full year in a residency program may request that a letter be sent from the GME Office detailing the resident's rotations.
  
Criminal Background and Exclusions/Sanctions Checks
All applicants for residency positions must undergo a criminal background check and exclusions/sanctions checks as well as meet all the requirements of the University policy related thereto. Any offer extended to a resident for a position in a residency program at the University of Illinois at Chicago is conditioned upon completion of the checks, review of the results thereof, and final approval of the offer relevant to the results of the checks. Additionally, issuance of the Resident Agreement and Resident Agreement renewal are conditioned upon completion of checks and review of the results thereof. For additional information, read the current Policy XXXVIII, "Exclusions/Sanctions Check and Criminal Background Check Policy," in the GME Policy and Procedures Manual available on the GME Office website.
  
Duty Hours
Duty hours are defined as all clinical and academic activities related to the residency program, i.e., patient care (both inpatient and outpatient), administrative duties related to patient care, the provision for transfer of patient care, time spent in-house during call activities, and scheduled academic activities such as conferences. Duty hours do not include reading and preparation time spent away from the duty site.
   Duty hours must be limited to 80 hours per week, averaged over a four-week period, inclusive of all in-house call activities.
   Residents must be provided with 1 day in 7 free from all educational and clinical responsibilities, averaged over a 4-week period, inclusive of call. One day is defined as one continuous 24-hour period free from all clinical, educational, and administrative activities.
   Adequate time for rest and personal activities must be provided. This should consist of a 10-hour time period provided between all daily duty periods and after in-house call.
   For additional information, residents should read the current Policy XIV, “Working/Duty Hours”, in the GME Policy and Procedures Manual.
  
Elective Rotations Outside the University System
The GME Office will furnish a letter providing proof of liability insurance coverage for residents planning to take approved elective rotations at a nonaffiliated institution. Requests for insurance verification letters should be sent in writing from the program director to the Director of Graduate Medical Education at least four weeks in advance of the starting date of the rotation. Information provided should include:
   Resident name

   Institution sponsoring the rotation

   Contact name and address at the institution

   Rotation name and brief description of activities

   Starting and ending dates of the rotation.
Residents taking electives at hospitals outside of Illinois should make arrangements for required licensing well in advance of the starting dates of those electives.
  
Employment Outside the Residency Program
Residents may not "moonlight" or work outside of their programs without the written permission of their program directors. Residents performing clinical work outside of the scope of their training program should be aware that the professional liability coverage provided through the Resident Agreement does not extend to such activities. Also, any resident working in such a capacity must hold an Illinois permanent license. Exceptions to this rule are limited to military reserve activities and educational activities sponsored by the College of Medicine.
Residents on J-1 visas are prohibited by the U.S. Citizenship and Immigration Services (USCIS) regulations from receiving any compensation beyond their resident stipend as recorded by the Educational Commission for Foreign Medical Graduates (ECFMG) from the Resident Agreement submitted to the ECFMG when obtaining the J-1 visa. Violation of the USCIS regulations subjects the resident to deportation within thirty days of the USCIS determination.
  
GME Online Core Curriculum
Effective July 1, 2002, the Accreditation Council for Graduate Medical Education (ACGME) established the following requirements for all residency programs. Institutions must ensure that each program has defined the specific knowledge, skills, and attitudes required and provide educational experiences as needed in order for their residents to demonstrate the following:
   Patient care that is compassionate, appropriate, and effective for the treatment of health problems and the promotion of health

   Medical knowledge about established and evolving biomedical, clinical, and cognate (e.g. epidemiological and social-behavioral) sciences and the application of this knowledge to patient care

   Practice-based learning and improvement that involves investigation and evaluation of their own patient care, appraisal and assimilation of scientific evidence, and improvements in patient care

   Interpersonal and communication skills that result in effective information exchange and teaming with patients, their families, and other health professionals

   Professionalism, as manifested through a commitment to carrying out professional responsibilities, adherence to ethical principles, and sensitivity to a diverse patient population, and

   Systems-based practice, as manifested by actions that demonstrate an awareness of and responsiveness to the larger context and system for health care and the ability to effectively call on system resources to provide care that is of optimal value.
The Department of Medical Education, in consultation with the GME Office, provides a GME Online Core Curriculum that addresses the ACGME requirements. Residents in ACGME-accredited programs,  non-ACGME-accredited fellowship programs, and College of Dentistry programs are required to participate, unless the residents’ programs have received official permission to present the core curriculum in an alternative manner. Most programs utilize the online curriculum; please consult your program director for specific information regarding your core curriculum requirements.
The online format allows easy access for all residents, regardless of their rotation schedules or program. Because each module requires faculty intervention, residents should plan to complete approximately one module per quarter throughout their residency programs.
The online core curriculum website is www.gme-core.org.
  
Lab Coats & Scrubs
Residents are issued two lab coats with the College of Medicine emblem, and scrub suits. Worn or stained lab coats may be exchanged for new ones in the University of Illinois Hospital Materials Management department. Residents are responsible for lost coats and scrubs and must return all issued items to the University of Illinois Hospital upon leaving their programs.
  
Licenses
The GME Office can provide information and applications for temporary and permanent licenses, the Illinois Controlled Substance Certificate, DEA Number, and USMLE exams.
  
Temporary Licenses
A resident who has fewer than twenty-four months of ACGME-approved postgraduate training is eligible only for an Illinois temporary license. This license is the property of the College of Medicine and is valid only for the practice of medicine within the scope of the resident's training program.
Temporary licenses are institution- and program-specific. Residents must apply through the GME Office for transfer between institutions and programs. The state of Illinois charges a fee for transferring a temporary license.
If a resident leaves a program for any reason, the Illinois Department of Financial & Professional Regulation (IDFPR) requires the institution to return the resident's license to the State.
A temporary license may be issued for a three-year period, or for the anticipated duration of the resident's program. A resident may request an extension of the expiration date of a temporary license by completing a license extension application and submitting it through the GME Office.
  
Permanent Licenses
To be eligible to apply for an Illinois permanent license, a resident must have completed twenty-four months or more of ACGME-accredited training and have passed all three parts of the USMLE exam or comparable exams approved by the IDFPR. A permanent license allows the resident to practice medicine outside the training program with the prior approval of the resident's program director.
Residents should apply directly to the state of Illinois for their permanent licenses. The GME Office can provide forms and assist with completing the application. A residents who receives a  permanent license must provide a copy of the permanent license to the GME Office.
  
Controlled Substance Certificates
Residents with temporary licenses must use the institution's DEA number when prescribing drugs. A permanent license is needed to obtain an Illinois Controlled Substance Certification and DEA Certification.  A resident may obtain both forms by providing the GME Office with a copy of his or her permanent license.
  
Loan Deferment
The GME Office certifies loan deferments within the scope of the loan program. Loan deferments must be submitted on a yearly basis. Deferment status cannot be certified beyond the time period of the current Resident Agreement.
The resident should sign and date the deferment form, leaving all other areas blank. Loan forms should be brought to the GME Office for signature and/or University seals.
  
Procedural Skills Assessments
The University of Illinois Medical Center at Chicago (UIMCC) and the Graduate Medical Education Committee (GMEC) require that all residents and fellows participate in a Procedural Skills Assessment at the beginning of their first residency or fellowship program at the University of Illinois at Chicago. Graduates of the University of Illinois at Chicago College of Medicine are not excluded from the assessment.
  
Professional Liability Insurance
The University of Illinois maintains professional liability insurance coverage for any exposure to liability arising from performance within the scope of the residency program. This coverage does not protect the resident when engaged in professional activities outside the training program, even if prior written permission was obtained from the program director to engage in this activity.
This insurance is occurrence-based and cannot be converted to individual coverage for a departing resident.
In most cases, affiliation agreements between the College of Medicine and affiliated hospitals specify that the affiliated hospitals provide professional liability coverage for the time when a resident is assigned to those institutions for training.
Any resident who is served a subpoena or requested to make a deposition concerning any legal action pertaining to his or her training program should immediately contact the GME Office which will assist the resident in contacting University Legal Counsel.
  
Proof of Citizenship & Visas
All residents are required to provide proof of US citizenship or of legal alien status at the time of hire. While the GME Office will assist residents with visa applications and problems, residents are ultimately responsible for maintaining their legal status.
   J-1 Visas
The GME Office assists foreign residents with application and renewal of J-1 visas. Application forms and other materials are available in the GME Office. Residents sponsored by the Educational Commission for Foreign Medical Graduates (ECFMG) must renew their visas yearly. All fees are the responsibility of the resident. Applications must be submitted through the GME Office.
   H-1B Visas
At the present time, the University will not support H-1B visa applications for foreign medical graduates in residency programs except under extenuating circumstances. Any requests for an H1-B visa application must be approved by the Senior Associate Dean for Educational Affairs. The Office of International Services (OIS) at the University of Illinois prepares and sponsors H-1B visas.
  
ECFMG Certificates
A resident who graduated from a foreign medical school must have a valid, unexpired ECFMG certificate to enter a program in Graduate Medical Education. A resident with an ECFMG certificate issued prior to June 14, 2004 must apply through the GME Office to make his or her certificate “valid indefinitely” once he or she begins the residency program.
  
Special Benefits Considerations for Certain Visa Holders
Residents on J-1, J-2, F-1, and F-2 visas have special benefits considerations.  See the “HEALTH INSURANCE” subsections titled  “Substantial Presence” and “Alternative Benefits for Certain Visa Holders.”
  
Proof of Malpractice Coverage
Residents rotating to nonaffiliated hospitals or clinics may need to furnish proof of malpractice coverage. In these cases, the program director must write a letter to the Director of GME requesting that a Certificate of Coverage be sent to the hospital or clinic. The program director must include the name of the resident, the dates and location of the rotation, the type of rotation and the address and fax number to which the Certificate of Coverage should be sent. If the Director of GME approves the request, the GME Office will request that the Certificate of Coverage be sent directly from the University Office of Risk Management to the hospital or clinic requesting it.
  
Resident Hotline
Residents who have residency program issues that they are not comfortable discussing with their program directors or chief residents should call the GME Resident HotLine at 312-996-8662. The message will be received only by the Director of the GME Office and the College of Medicine Senior Associate Dean for Educational Affairs. Confidentiality is assured.
  
Resident Records
The GME Office maintains a permanent file for each resident who participates in a University of Illinois at Chicago administered program. The file contains program application materials, license applications, visa paperwork, routine correspondence, and payroll documents.
The office of the resident's program director also maintains a permanent file for each individual in the program. Contents of the file include any or all of the above, plus copies of all evaluations completed for the resident.
  
Teaching Skills Workshops for PG1s
Each year, the UIC College of Medicine provides a series of highly interactive workshops to enhance residents’ teaching skills including: clinical teaching, effective feedback, effective lectures and presentations, case-based teaching, and teaching procedural skills. Attendance is mandatory for all PGY1 residents unless the training program offers an approved, documented, alternative skills course. Workshop descriptions, schedules and registration are available through the GME Office website.
  
University of Illinois Hospital Identification Badge
In addition to the University of Illinois Identification Badge called the "One Card," residents at the University of Illinois Hospital must display the hospital identification badge. The University Hospital Badge Office is located in the University of Illinois Hospital.
Other hospitals may require rotators to obtain badges specific to those institutions.
  
University of Illinois Identification Badge
In addition to the University of Illinois Hospital Identification Badge, all residents regardless of their rotations must display the University of Illinois Identification Badge called the "One Card." To obtain or replace a One Card, contact the University of Illinois at Chicago One Card Office. The One Card Office charges a fee for replacing a One Card. There also is a fee for previously issued but unreturned University of Illinois identification cards.
  
University of Illinois Parking
Residents who wish to park at the University of Illinois at Chicago should obtain a parking pass from the University Parking Services. The monthly fee may be deducted through payroll.
Residents who are rotating to other hospitals should make parking arrangements directly with those institutions.
  
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 and programs completed. 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 about 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.
  
Web-based Rotation Evaluations
Rotation evaluations are anonymous so that responses cannot be tied to any individual and residents may be honest and frank. Evaluations are compiled before they are sent to program directors. Compiled evaluations for small programs are provided less frequently in order to ensure anonymity.
  
Rotation Evaluations Produced by Training Programs
Residents must complete a web-based rotation evaluation for every rotation throughout their residency, subspecialty or fellowship program. Evaluations are used to: monitor residency educational programs, facilitate professional and personal development and improve curriculum. Rotation evaluations are produced by the resident's training program.
  
Duty Hours and Institutional Issues Evaluations Produced by the GME Office
Beginning July 1, 2007 all residents must complete compulsory evaluations for Duty Hours and Institutional Issues: quality, availability, and cost, where applicable, for food services; call room security and cleanliness; patient support services; laboratory, pathology and radiology services; online information resources; security; personal safety; and parking services. Duty Hours and Institutional Issues evaluations are produced by the GME Office.