Resident Policies for Graduate Medical Education
The purpose of the David Geffen School of Medicine at UCLA policies is to ensure the quality and safety of both patient care and resident behaviors. Please take some time to review the following Resident guidelines.
The David Geffen School of Medicine at UCLA is committed to establishing and maintaining an environment in which every community member is enabled and encouraged to excel. This will happen only if all of us work in harmony, free of intimidation, exploitation, ridicule and harassment. We must maintain a productive environment in which no individual is subject to discrimination or abuse. This statement should be read as consistent with and in connection with UCLA policies relating to harassment and discrimination.
Specific behaviors that are not acceptable include:
Gender and Power Abuse Committee: Each member of the Gender and Power Abuse Committee of the David Geffen School of Medicine at UCLA is trained to discuss your concerns informally and confidentially, explain what resources are available and give suggestions on how to resolve your situation.
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Trainees: The GME Office is available to assist you with the interpretation of UCLA’s Academic Due Process Policy. Please feel free to contact us at (310)206-5674 or GME@mednet.ucla.edu to set up an appointment.
Programs: Please contact the GME Office for consultation prior to placing a trainee on leave or taking an Academic Disciplinary Action. The GME Office must be notified when an Educational Notice of Concern is to be issued. Please feel free to contact us at (310)206-5674 or GME@mednet.ucla.edu
Academic Due Process Policy
Upon completion of the selection process, residents and fellows are appointed for one year (see Policy on Resident Eligibility and Selection).
Initial appointment and any subsequent appointment are contingent upon meeting California state licensing requirements, and visa requirements, if applicable. Residents who graduated from U.S. or Canadian medical schools must obtain a license to practice medicine from the State of California prior to the commencement of a third year of postgraduate training in an ACGME accredited program. Graduates of international medical schools, whether United States nationals or not, must obtain a license to practice medicine prior to the commencement of a fourth year of postgraduate training in an ACGME accredited program. Failure to have the necessary license or registration will result in non-appointment.
The following criteria are applied annually thereafter: Decisions on yearly reappointment shall be based on quality of performance and conduct as documented in written evaluations described in the section on Evaluations in the House Staff Manual, plus any other written information.
House officers shall succeed from one postgraduate level to the next postgraduate level of the particular program to which the house officer was appointed unless any of the following occurs: The house officer is released from the program for any of the following: The house officer's performance is determined to be below standard by the department chairperson and/or program director after following prescribed evaluation, notification, review, and due process procedures set forth in the Academic Due Process and Administrative Leave Policy. Appointment will be suspended if the medical license lapses for any reason. Each house officer will be notified in writing by the department chairperson as to whether the officer will be reappointed or not. The department chairperson will also notify in writing any house officer who will require additional time to meet board requirements. House officers who have not been reappointed may appeal, following the Academic Due Process and Administrative Leave Policy.
In a standard program where appointments commence on or around July 1, reappointment notification shall be given no later than February 28. When appointments occur on nonstandard dates, reappointment shall be announced three months prior to completion of the initial training period. If, in the opinion of the department chairperson, there has not been an adequate period of time for evaluation, the evaluation period will be extended and the house officer so notified.
Revisions approved by the GMEC: 9/22/08
Recruitment, selection and appointment of residents and fellows are performed by the Program Directors with oversight by the Institution's GMEC and in accordance with ACGME and California Medical Board requirements.
To be eligible to be a UCLA house officer (resident or fellow), applicants must fulfill the following selection criteria:
Each program is responsible for the selection of their house staff, and will have a selection committee that will review the credentials of all applicants. Programs that participate in the National Resident Matching Program or any sub-specialty Match must accept their first tier residents through their Match.
Revisions approved by the GMEC: 7/23/07
The special nature of residency programs requires ongoing communication between the residents, the training programs, administrators and others at UCLA Medical Center, and affiliated institutions.
The general policy of the School of Medicine requires residents be available by email. Residents are required to have a UCLA Mednet account, which is provided at no cost. Outside email accounts may be forwarded to the UCLA Mednet account. Residents are expected to check their email at frequent intervals (not less than every three days) unless they are on approved leave.
A. A written evaluation of each house officer shall be made by the attending physician on each house officer's rotation(s). A written composite of all evaluations shall be made and a copy of the composite must be provided to the individual house officer. The house officer shall be given the opportunity to discuss their performance and the written composite with the program director at least annually or more often as necessary or requested. The house officer shall be notified within a reasonable time if an evaluation for a given rotation indicates unsatisfactory performance. Both annual and rotational evaluations shall be included in the house officer's records.
B. The records of each house officer shall be maintained as confidential, and he consent of the individual shall be required before access is allowed to such records except where permitted or required by law, or where directly or routinely required in the administration of the training program. House Officers will receive a written composite of their evaluations and other administrative materials upon request and in accordance with applicable University policy. Evaluations of individual performance are part of the training evaluation and per Medical Staff policy, are maintained as confidential.
C. Program advancement and appointment are not assured nor guaranteed to the resident, but are contingent upon the resident's satisfactory demonstration of progressive advancement in scholarship and continued professional growth. Unsatisfactory house staff evaluations can result in required remedial activities, temporary suspension from duties, or termination of appointment and residency education.
The UCLA Center for World Health and the Global Health Education Program have worked with the GME Office to organize the application process and requirements for participation in global health electives. We appreciate your careful review of the Global Health Pre-Travel Requirements that have been established for all residents and fellows travelling to international medical sites for training and research.
Details may be found at the UCLA Center for World Health website. This website is intended to assist residents and fellows in completing the UCLA GME requirements for international electives. It does not replace additional requirements that your program may request.
In short, requirements for application submission are the following:
Please contact the GME office with questions.
Graduate medical education training programs accredited or approved by the ACGME or ABMS fall within the jurisdiction of the GMEC, which provides oversight to ensure compliance with all institutional and ACGME requirements. These include but are not limited to educational concerns and activities, and policies on duty hours, supervision, evaluation, due process, and resident work environment.
Non-ACGME accredited or ABMS approved medical education training programs are the responsibility of the sponsoring academic department and do not fall under the jurisdiction of the GMEC. For these career development activities, it is the responsibility of the sponsoring department to ensure compliance with all relevant university, medical center, and medical staff policies. These individuals may not be appointed in the Post Graduate Year series.
Approved by GMEC: 3/6/06 Effective Date: 7/1/07
If you receive a summons for jury duty in the County of Los Angeles, follow these steps:1. Call the number on your summons and request to be transferred to the Santa Monica or West Los Angeles Court. 2. Fax a letter requesting the transfer to Dennis Villa at 213-613-4793. Also request to be assigned to Group 98 or 99, Special Group. Letter template can be found here. 3. You will receive a new jury summons. When you do so, call in the day before as instructed. You will have to do this only for one day. 4. Phone number for Dennis: 213-974-5814
Vacation leave with compensation shall be scheduled by mutual agreement with the chief resident, department chairperson, or residency program director:
Generally, a first year resident enters as a PGY 1 and progresses to the next PGY level on each anniversary of appointment until the conclusion of the training program. Credit for previous training (i.e., advanced standing) is a matter for discussion between the house officer, the Program Director and the specialty board.
Sick leave is credited to the year of appointment. There is no carry over between training programs. Sick leave is accrued at the rate of 8 hours (one working day) per month.
Additional sick leave may be granted at the discretion of the department chairperson; makeup time may, however, be required to meet the educational objectives.
Paid maternity leave is two weeks. Time taken in addition to this with the exception of sick/vacation time will be leave without pay and may require makeup for specific Board requirements.
Paid paternity leave is one week, provided the following conditions are met:
House officers shall be excused from their training program to meet military training obligations when such absences are approved by their program director.
Family and Medical Leave is provided for an eligible house officer's serious health condition, the serious health condition of a house officer's child, spouse or parent, or to bond with the house officer's newborn, adopted, or foster care child. Medical leave may be requested by a house officer for a medical condition affecting his/her ability to continue in a training program or provide patient care. These leaves must include the use of vacation, sick leave, or education leave at the onset of the leave. The duration of the leave must conform with one's departmental and American Board requirements together with the applicable state and federal law, including AB1460, Federal Family and Medical Leave Act of 1993. Both Family and Medical Leave are unpaid leaves.
Medical or family leave may be granted at the discretion of the department chairperson after consultation with the program director and others. Approved requests for leave must be in writing and indicate:
Medical leave up to a maximum of one year, per program, after vacation and sick leave have been used, may be granted. Medical leave is unpaid time but includes continuing medical benefits up to 12 months. A copy of the letter of approval of granted medical or family leave will be sent to the Offices of the Dean and the Chief of Staff.
Return to work after a medical leave will require the following:
Prior to returning to the residency, the house officer must submit a written request to be reinstated. The letter of request to return to active appointment will include the return date and any limitations on activities or special needs. The letter should be sent to the department chair/program director. A letter release to return to duties from the house officer's attending, which includes any restrictions or other special conditions, must accompany the house officer's request to return.
Written approval to return to appointment will be sent by the department chair/program director. It shall include:
Copy of the letter of approval to return to active appointment, extension of medical leave or termination from the program related to the medical leave will be sent to the Offices of the Dean and Chief of Staff. Moonlighting while on medical leave is not allowed and may be cause to terminate medical leave.
California law requires all residents who graduate from U.S. or Canadian medical schools to obtain their medical license prior to the commencement of any postgraduate year after two years of training in an ACGME accredited program. Graduates of international medical schools, whether United States nationals or not, must obtain their medical license after three years of training in an ACGME accredited training program.
Residents will be notified when they commence training that their appointment/reappointment will be contingent upon compliance with California state law.
Appointment: Residents must meet all State of California licensing requirements at the start of their scheduled appointment. Applicants who fail to meet State of California licensing requirements by the start date of their training program will not be appointed.
Reappointment: Residents who are not in compliance with California state law at the time of reappointment will not be reappointed until they have obtained a medical license, and will not be paid, nor will they be credited for board certification.
Full Moonlighting Policy
Important information in regard to DGSOM GME Moonlighting Policy:
For Program Directors and Departments:
The University is obligated by the California Tort Claims Act (Government Code section 825) to defend house officers against any liability or malpractice claim arising out of the house officer's acts or omissions within the scope of University duties. Professional liability insurance coverage is maintained to meet such obligation. Exceptions to such coverage are acts or omissions in the course of activities not within the scope of the house officer's University duties and acts or omissions resulting from actual fraud, corruption, malice, or criminal negligence. House staff members contacted by attorneys or others regarding malpractice suits are asked to immediately notify the Medical Center Risk Management Department (x43500) who will advise on how to respond or coordinate the response on their behalf. See the section on Risk Management in this manual.
All members of the house staff shall be subject to the provisions of the Medical Center and Medical Arbitration Regulations of the University of California as they may from time to time exist. Subject to the Terms and Conditions of Service of the UCLA Medical Center Admission and Medical Services Agreement, any dispute as to medical malpractice to which any member of the staff is a party shall be determined by submission to arbitration as provided by California law and not be a lawsuit or resort to court process except as California law provides for judicial review of arbitration proceedings.
1. A house officer on vacation or other authorized leave of absence shall not be required to make up night or weekend call for that specific period. The Program Director or designate shall arrange coverage for the house officer on authorized leave.
2. The Program Director or designate shall keep accurate records of each house officer's night, weekend, and holiday call work, which records shall be available for review by each house officer. Members of the house staff shall be permitted to exchange schedules with each other, provided that proper coverage is provided and upon advance notification and approval of the appropriate chief resident and/or either the department chairperson or the residency program director.
Successful completion of USMLE is necessary to obtain a California medical license, which is required for appointment or continuation in any UCLA postgraduate training program after the 2nd or 3rd postgraduate year, in accordance with California licensing regulations.
Residents will be required to sign a statement at the time of appointment, acknowledging that they understand and will comply with this policy. The policy will be made available to residents and applicants on the GME website.
USMLE STEP 1 & 2
USMLE STEP 3
Reviewed and accepted by GMEC 1/25/10
Sleep and rest, eating, bathroom, and shower facilities that provide privacy, security, sound proofing, quiet, good ventilation, and convenient telephones are provided.
Ancillary support services that provide, in as far as possible; 24-hour phlebotomy and IV services; 24-hour access to medical records, and to radiology, laboratory, and other diagnostic services; and access to transport, escort, and ward secretarial services are available.
The laboratory and radiologic information retrieval system is online 24 hours/day. The medical records system that documents the course of each patient's illness and care is available 24 hours/day online and from the File Room.
Security and personal safety measures are provided to residents in all locations, including parking facilities, hospital and institutional grounds.
The UCLA Graduate Medical Education Committee has been designated as the authoritative body to review concerns related to work conditions, as well as issues related to the program and/or faculty. Residents who have concerns about their work conditions, program or faculty, should address their Program Director and/or Chair. If problems or concerns are not resolved at this level, these should be brought to the attention of the GMEC or Resident Action Committee, a subcommittee of the GMEC for review and recommendations. The GMEC is then charged with the resolution or the concern or issue.