New Program Director Annual Guide

Academic Cycle

Update emergency contacts for all trainees (gather for incoming and verify for existing)
Ensure you have current numbers for GME and DIO leadership team
Be aware of institutional orientation dates and schedule program specific orientation for new residents/fellows, starting July 1
Confirm CCC, PEC, and other essential committees are in place (e.g., curriculum, research, QI, etc.)
Discuss yearly overview with coordinator to ensure appropriate planning (e.g. interview season, Specialty ITE exam, board certification dates, specialty specific educational meetings.)
Ensure residents understand expectations for evaluations, case logs, scholarly activities, duty hours, and other ACGME requirements
Consider oversight of necessary coordinator responsibilities:
NI updates, GME Census, FREIDA, specialty specific board portals etc.
Review ACGME CPRs and FAQs for your program to ensure compliance with all requirements
Begin working on the Accreditation Data System (ADS) Annual Updates

Begin/Continue working on ACGME WebADS Annual Update: update program, faculty, and resident information, and designate Core Faculty
Check-in with trainees to ensure the transition from previous to current year is going smoothly
Check-in with teaching faculty to ensure alignment on teaching goals for the academic year
Review any action plan items that are new for the current academic year

Specialty specific, consider necessary match registrations (For example: NRMP, San Francisco Matching Program, etc.)
If applicable review applications, using designated platform (For example: ERAS, Residency CAS, etc.)
Review and complete ACGME WebADS Annual Update (verify ADS deadline based on specialty)
Schedule Faculty development (as an educator, wellbeing, professionalism, etc. )
Schedule quarterly trainee support meeting
Confirm completion of the GME Track Resident Survey (occurs July–September, with notification sent at the start of the reporting window)

Schedule CCC meeting, usually no later than December to allow enough time for Milestones reporting
Start planning the timing for the PEC meeting, which must occur at least once per year and prior to APE submission in March, as PEC data are required for the APE
Review Holiday coverage for trainees and faculty
Discuss Holiday Celebration with coordinator
Confirm Graduation date and coordinator arrangements in process

Confirm CCC meeting date and attendees
Ensure sufficient evaluation data is available for CCC review and Milestones reporting
Hold PEC meeting sometime between November and January or earlier (annual requirement that must occur with documented meeting minutes in preparation for the APE). At least one trainee must participate in the meeting. Also consider, setting a future meeting date later in the academic year to evaluate progress on action items.
Confirm Holiday Celebration with coordinator
UTHealth Houston House Staff Survey becomes available. Encourage trainees to complete the survey.

Hold CCC meeting to review all resident/fellow evaluations and assign Milestone levels. Make sure to notify GME of any trainees that may not matriculate for the upcoming year to request advisement, resources, or a hold on upcoming contract
Meet with each resident/fellow after the CCC meeting for semi-annual reviews and provide feedback (discuss milestones, Op Logs, review career planning, scholarly activity, etc.)
After the CCC meeting, submit Milestones in WebADS (reporting window is typically November through early January, and notification is sent by the ACGME)
Continue to encourage trainees to complete the UTHealth Houston House Staff Survey.

Ensure Milestones submission is complete, usually due in early January in ACGME ADS

ACGME Resident and Faculty Surveys open (usually an 8-week window from February through April); set a meeting with residents and faculty to help them better understand the survey. Resource Power Points are sent from the GME office for assistance. The ACGME will notify programs when the survey is scheduled.
Monitor ACGME survey completion during the February–April window and ensure at least a 70% response rate
Ensure the PEC has met and created meeting minutes with action plans
Begin planning the curriculum and rotation schedule for the next academic year
Begin working on the Annual Program Evaluation, available on NI

Submit the Annual Program Evaluation (APE) to GME
Continue monitoring ACGME Resident/Fellow and Faculty survey completion
Start planning next academic year’s curriculum and didactic conferences
Ensure touchpoint is scheduled with DMO to discuss requested budget for upcoming AY
Follow up on graduation planning and ensure invitations have been sent out

Ensure that graduating residents/fellows are on track to complete all program and ACGME requirements by the end of June; notify seniors who are missing items
Schedule CCC meeting to occur in May or early June
Ensure residents/fellows and Core Faculty complete ACGME surveys before the survey window closes (typically closes in April)

Once received, review ACGME survey results with residents and faculty and begin developing action plans based on survey results
Finalize rotation schedule for the next academic year
Finalize curriculum and didactics for the next academic year, as appropriate
Hold CCC meeting to review all resident/fellow evaluations and assign Milestone levels
Notify GME of any trainees that may not matriculate for the upcoming year (request advisement, resources, or contract adjustments)
Meet with each resident/fellow after the CCC meeting for semi-annual reviews and provide feedback (discuss milestones, Op Logs, review career planning, scholarly activity, etc.)
Finalize graduation plans and event program (program awards, RVSP, venue updates, etc.)
Check-in with program coordinator on the status of onboarding and resident roll over matriculation
Work with program coordinator to update program websites, program manual and policies, as needed

Submit summative Milestones in ACGME ADS, usually due in early June (reporting window typically late April through June)
After the CCC meeting, meet with each resident to review Milestones and ensure readiness to progress to the next academic year
Complete final evaluations for graduating residents that verify readiness for autonomous practice, are shared with the resident, and are maintained as part of the permanent record
Ensure case logs, scholarly activities, and all ACGME requirements are met prior to graduation
Complete GME Track National GME Census Program Survey (May–July window; required annually, and notification is sent at the start of the reporting window)

Calendar items to Know	Fill In the Date for your specialty cycle	Helpful Notes
Recruitment Dates:
Application Timeline:
Match Date:
Fellowship Match Timeline where applicable (LoRs for current trainees):
In-training Exam Dates:
Board Exam Registration:
Op Log Requirements:
Trainee Start Dates:
Specialty Certification Portal Updates:
Annual Educational and Specialty Conferences: