General Policies & Procedures: Release of Trainee Contact Information for Solicitation Purposes
University of Minnesota Medical School (UMMS)
Graduate Medical Education (GME) Administration
Policy: Release of Trainee Contact Information for Solicitation Purposes
Effective Date: 5.5.05
Approved by GMEC: 3.23.10
Revision Date: 01.12.10
Distribution: R/F; PD; PC; Institution Policy Manual; GME website
Policy Owner: GME Administration
This policy was developed to ensure that resident/fellow contact information is not released without prior approval, in most circumstances, from the trainees themselves and to also ensure minimal disruption of educational activities of the trainees when they are on duty. This policy includes solicitations from recruiters, pharmaceutical and device representatives, insurance agents, financial advisors, bankers, realtors, accountants, and any other companies that may provide benefits to trainees upon graduation.
GME Administration strives to reduce the disruptions to residency/fellowship training by ensuring that external vendors do not have direct access to residents/fellows unless specifically requested by the trainees and/or program director.
External vendors shall not solicit, without the program director or trainees’ expressed permission, any resident/fellow while at any of the training locations performing their duties.
Contact includes individual, face-to-face meetings, email, phone calls or pages. Any individual who violates this policy should be reported to GME Administration and/or the program director and appropriate action(s) will be taken.
Solomon Amendment: All requests from military recruiters/personnel should be directed to John Kellogg from the Department of Institutional Research Reporting at 612-625-3387. The Solomon Amendment states that Universities could lose their federal funding if they don’t allow military personnel access to resident/fellow information such as name, address, phone number, email etc.
GME Administration Responsibility
When requests to solicit trainees come to GME Administration the request is placed on the next Resident Leadership Council (RLC) agenda for discussion. The RLC will determine whether contact is allowed.
When requests to solicit trainees comes to the program director the program director should discuss with the trainees whether the contact should be allowed. Programs should not release email, pager or cell phone numbers to solicitors without expressed consent from the resident/fellow.
In an effort to reduce access to residents and fellows the trainees should be instructed not to publish their home address, home phone, pager or cell phone numbers on the University’s OneStop site.