General Policies & Procedures: Appointment Letter

University of Minnesota Medical School (UMMS)
Graduate Medical Education (GME) Administration

Purpose
To provide residents and fellows (trainee) with a document that outlines important information about their appointment as a trainee into a University of Minnesota GME training program.

Policy
All trainees are required to receive an annual appointment letter using the standard templates.  The letter provides the trainees with information that is important for them to understand as they begin each year of training. 

Reference
The Accreditation Council for Graduate Medical Education (ACGME) requires appointment letters for trainees as stated in Section II. D. 1. Agreement of Appointment.  It is recognized that the residency/fellow agreement, aka contract, meets this institutional requirement.  However, the appointment letter provides additional details not referenced directly in the residency/fellowship agreement.

The National Residency Matching Program (NRMP) does not require programs to send matched residents/fellows appointment letters.  However the NRMP does state in the main match schedule for the day after match, “Hospitals send letters of appointment to matched applicants after this date.”

Clarification
The annual appointment letter does not replace the annual residency/fellow agreement.  Each trainee is also required to sign an annual residency/fellowship agreement.  Their annual appointment is dependent on meeting all the eligibility requirements outlined under Paragraph 3.5 of the residency/fellowship agreement.  The residency agreement is the document that is required to be signed by the trainee and the program.

This appointment letter is not an offer letter.  It does not need to be signed by the trainee. 

If the trainee holds a J1 visa, the annual residency/fellowship agreement should be used as the contractual document and a special offer letter with their signature is not necessary.

The MMCGME Services Office does not require a copy of this letter.

Procedure
Initial Appointment:
As soon as possible after a program accepts a trainee into their program the program must send the trainee an appointment letter using the standard template for initial appointment letter.  The letter is also distributed to internal staff as appropriate.

The program must include the following information in the letter:

• Date of letter
• Trainee legal first and last name
• Current mailing address
• ECFMG 8 digit #, if applicable
• Salutation
• Department name (example: Department of Medicine)
• Official program name (example: Cardiovascular Disease Fellowship)
• Department welcome statement/information
• GME orientation dates/time location, if available and applicable
• • If not available remember to provide the information as soon as it is available
• Program orientation dates/time location, if available
• • If not available remember to provide the information as soon as it is available
• Training program dates for the year of the appointment
• Program level of trainee
• Governing board name (example: ACGME or ABOG)
• Program length (number of years)
• Effective date of stipend and benefits
• Annual stipend amount
• Primary contact name/phone number
• Insert additional department specific information
• Program director signature
• Recommended copies to: Payroll Manager, GME Manger, Resident File
• • Distribution is decided at the department/program/center level.

Continuing Appointment:
Annually, the program must send the trainee an appointment letter using the standard template for continuation of appointment letter.  The letter is also distributed to internal staff as appropriate.

The program must include the following information in the letter:

• Date of letter
• Trainee legal first and last name
• Current mailing address
• ECFMG 8 digit #, if applicable
• Salutation
• Department name (example: Department of Medicine)
• Official program name (example: Cardiovascular Disease Fellowship)
• Training program dates for the year of the appointment
• Program level of trainee
• Governing board name (example: ACGME or ABOG)
• Effective date of stipend
• Annual stipend amount
• Insert additional department specific information
• Primary contact name/phone number
• Program director signature
• Recommended copies to: Payroll Manager, GME Manger, Resident File
• • Distribution is decided at the department/program/center level.