Program Letter of Agreements (PLA)
| Step | Action |
|---|---|
| Step 1: Determine if a PLA is Needed | • Required rotations: ≥1 month FTE Electives • (Away/Visiting): Required by UTHealth (even if not by ACGME) • Not required for sites under Sponsoring Institution governance |
| Step 2: Prepare the PLA | • Use the UTHealth PLA template (NI Intranet). • Work with Program Director to complete. • Include: supervising faculty, responsibilities, objectives, policies. |
| Step 3: Obtain Initial Signatures | • Program Director (initiates). Site Director and/or Program Director at site. |
| Step 5: Review & Approval | • Reviewed and signed by DIO, Senior VP for Academic & Faculty Affairs (if applicable). • Reviewed by GMEC for approval. |
| Step 6: Timeline Expectations | • UTHealth templates (no changes): ≥30–60 days. • With changes/Non UTHealth forms: ≥90 days. • Away electives: ≥60 days (International = UT System approval). • Visiting electives: ≥60–90 days. |
| Step 7: Updates | • Renew every 10 years. • Update if site director or assignments change. • GME requires PLAs be updated within one year of a Program Director change. |
| Step 8: Upload & Recordkeeping | • Fully executed PLAs uploaded to NI (by GME). • Coordinator also keeps copies in program files. |
Processing Timeline
- UTHealth templates (no changes): ≥30–60 days
- With changes / Non-UTHealth forms: ≥90 days
- Away electives: ≥60 days (International requires UT System approval)
- Visiting electives: ≥60–90 days
Resources
- PLA template and full instructions available in the New Innovations Intranet under the MORE –> RESOURCES TAB.
- Access with UTHealth SSO
- For assistance with logging in or to request access to NI Tools, contact [email protected].
☑ Important: All PLA submissions must be made through the NI Tools application.