[Cindy Thompson]

Shawna,

It would seem the approval process at your institution is different than ours, as we are required to have financial approval before submitting a request for GMEC approval.  Since GMEC approval is required before the request can be submitted to the ACGME, I would start by asking whether your DIO would be willing to sign off on the request without the financial approval in place?   I would guess that they would not, but that is where I would start.

As for the timing of implementing the increase, we were approved for an increase that would have taken effect July 2025 but did not actually implement the increase until July 2026.  I think it’s always best though, to ask the ACGME directly.  Honestly, from my first hand experience, they are not the “big bad wolf”.  They are there to help guide programs and help us succeed.   Again, I would start by asking whether your DIO is willing to sign off on the ACGME request without the financial approval, as that may make the rest of the question moot depending on their response.

Cindy

[Cindy Thompson]

Tyler,

We cover the entire cost of the conference, including registration, hotel, airfare, and transportation to and from the airport/hotel.  They also receive a per diem for meals not provided by the meeting, based on the GSA rate for the city where the conference is being held.

They are approved to attend the entirety of the conference.  However, we do not cover the cost of any additional courses or specialty courses offered separately during the meeting.  This is counted as work hours as well.

[Cindy Thompson]

Hi Tyler,

We do sponsor an end-of-rotation event for our rotators. This event is hosted by one of our residents at their home, and we have been doing this for approximately four years.

It originally started as a pizza party, which did not require much of a budget, so we allocate $200 per month for the event. If the resident hosting would like to do something other than pizza, they are welcome to, but the budget remains $200.

Attendance is limited to the rotators, residents, and their significant others and/or children. I attend occasionally as well, but faculty do not attend.

We increased from 4 to 5 residents per year this July, so I anticipate the budget to begin increasing as well.  We also only host 5 sub-I’s per month.

Cindy

West Virginia University

[Cindy Thompson]

Tyler,

In the past, we have always sent our PGY4s to AAOS.  However, since AAOS has become more of a social event than an actual educational conference, we have changed our approach and now send our PGY4s to the specialty conference associated with the fellowship they are applying to.

Thus far this year, only one of those conferences has taken place, AOSSM.  The resident who attended was very appreciative that we made the switch and felt it was a much more valuable experience for them as they prepare for fellowship.

I think this change will be beneficial for our PGY4s and allow them to get more out of the conference and networking experience.

Cindy

[Cindy Thompson]

At WVU, due to the changes to the OITE proctoring guidelines several years ago, we transitioned from in-person testing over two days to remote proctoring over two days.  We still provide a testing location (faculty offices) for residents who would prefer to test there, but the exam itself is remotely proctored.

[Cindy Thompson]

As part of our conference schedule, we send each class PGY2 – PGY5 to a department assigned course, in the PGY5 year, it is Miller’s.  We pay for registration, travel, hotel, transportation to/from airport/hotel and the receive a per diem for meals.  This is an annual budgeted expense.  They time away is considered training and they log the hours they are in the meeting sessions.  Travel days, as long as it is not a meeting day as well, count as days off.

[Cindy Thompson]

I received an increase in complement last year. I have already shared my major changes and educational rationale with Helen, and I would be happy to share them with others as well.

It is a little difficult to send the document itself because everything is posted in ADS, and when the document is printed or saved, the text boxes do not expand to show all of the content.

I would suggest reviewing the Review Committee Dates on ACGME’s website, particularly the agenda closing dates for the meetings, so that you do not miss any deadlines. I would also recommend reviewing the documentation related to requests for changes in resident or fellow complement.

Our biggest obstacle during the process was obtaining institutional procedural data.

Happy to answer any other questions you may have.  – cthompson@hsc.wvu.edu

Cindy

[Cindy Thompson]

I received an increase in complement last year. I have already shared my major changes and educational rationale with Helen, and I would be happy to share them with others as well.

It is a little difficult to send the document itself because everything is posted in ADS, and when the document is printed or saved, the text boxes do not expand to show all of the content.

I would suggest reviewing the Review Committee Dates on ACGME’s website, particularly the agenda closing dates for the meetings, so that you do not miss any deadlines. I would also recommend reviewing the documentation related to requests for changes in resident or fellow complement.

Our biggest obstacle during the process was obtaining institutional procedural data.

Happy to answer any other questions you may have.  cthompson@hsc.wuv.edu

Cindy

[Cindy Thompson]

Not a dumb question at all. As you can see, there have been a few different responses. All of our PGY-5 residents technically have “Chief” status and take on additional responsibilities. Each resident serves as the Administrative Chief for a four-month block, and since everyone is required to do a block with these responsibilities, there isn’t separate “Chief” pay.

Even though our institution does offer additional pay for Chief status, our residents don’t receive it because the role is shared by everyone. At other programs, a Chief resident is often elected by peers or appointed by the program, but that varies by institution. There is not an ACGME or other governing body in Orthopaedics that has a requirement for this.   You will find that some credentialing paperwork asks if they served in a “chief” role.

[Cindy Thompson]

How exciting and well-deserved!  CONGRATULATIONS, Annie!!!

[Cindy Thompson]

Anna,

We utilize a standardized APE form that must be completed and submitted to the GME Office annually, typically by September 30.  This form documents the findings of the PEC, highlights program strengths and areas for improvement, and outlines an action plan to address identified issues. It encompasses key areas including:

Program goals and objectives
Curriculum effectiveness
Board pass rates
Resident/fellow and faculty evaluations
The clinical and educational work environment
Progress on previous action items
Following submission, a review meeting is scheduled with the DIO, Program Director, and Department Chair to discuss APE findings, assess progress on the action plan, and identify areas where institutional support may be beneficial.

Common themes or trends identified across APEs are shared with GMEC and may help guide topics for faculty development sessions, department retreats, or collaborative efforts across programs to address shared challenges, showcase successes, and encourage innovation.

Hope that helps to answer your question.

Cindy

[Cindy Thompson]

Hello Honor!

I have included the link to ERAS for reference but once a document has been assigned to a program, it cannot be withdrawn.  The only exception is to the personal statement.  Hope this helps.  https://students-residents.aamc.org/eras-tools-and-worksheets-residency-applicants/faqs-eras-residency-applicants?topic=myeras-documents

Happy beginning of interview season everyone!!

Cindy

[Cindy Thompson]

As far as I know, it’s a paid position. I’m not 100% sure if it’s ‘required’ to be paid, but I honestly can’t imagine anyone doing it without compensation.  That said, I’m at the airport heading to an ACGME meeting tomorrow and Friday—I’ll ask while I’m there and let you know for sure.

[Cindy Thompson]

Sarah,

DIO refers to the Designated Institutional Official and is a required position within the GME office, not individual programs.

Have a wonderful day!

Cindy

[Cindy Thompson]

Hello Bonnie!

I have had an Adult Reconstruction fellowship for the last 8 years.  To answer your questions:

1. Accreditation:
   Our program is not ACGME-accredited. This decision was made to allow billing for the fellow, which is not permitted under ACGME accreditation. As a result, the majority of our fellowship funding is generated through billable services. We are, however, recognized by the AAHKS Fellowship Recognition Program. You can find more information about this at: https://www.aahks.org/recognition.
2. Funding:
   We have received grant support from Smith & Nephew in the past. However, as you may know, ongoing industry funding is not guaranteed and can vary year to year.
3. Match History:
   We have successfully matched a fellow every year for the past eight years.  For reference, the most recent match statistics for 2025 are as follows:

Participating Programs: 114
Positions Offered: 236
Positions Filled: 198
Vacancies: 38
You can view the full data at: https://www.sfmatch.org/data/3ca047c8-4095-4e28-9aa1-20a7b0f404df/f3227553-031a-421f-995c-7d5bd397ef42.

Please don’t hesitate to reach out if you have any further questions.

Cindy

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