ACGME – New Application

Do keep in mind there are multiple steps when applying for a new ACGME Program via the UTHealth. Below are 3 simplified steps on the expectations. CLICK HERE for some supporting documents to help with the process. 

Step #1: GMEC Approval

UTHealth GME Office requires sufficient time to review the application materials. The deadline for submitting an ACGME Application to the GME Office is three (3) months at minimum before the Application is due to the RRC. It is best practice to contact either the DIO or GME Director indicating an interest to initiate a new training program.

New Program Request Form

  1. All new training programs must complete the New Program Request Form found in the New Innovations Intranet under Resources > _REQUEST FORMS. The completed and signed form should be returned to the GME Office, [email protected].
    • Additional Documents: New Program Director’s CV
  2. Request forms are reviewed and vetting by a GME subcommittee, then must be approved by The Graduate Medical Education Committee (GMEC).

SUGGESTION: The specialty related application form can be completed while the request form is being reviewed by GME. These are publicly available via the ACGME website.

ACGME ADS Application

  1. The ACGME application is then initiated by the DIO in Accreditation Data System (ADS) once the Request for New Training form has been approved by the GMEC.
    • The Application is reviewed by GME Office personnel, including the DIO and the GME Director. Several drafts may be necessary before the DIO will sign the electronic Application and send to the ACGME.

Step #2: ACGME Review Committee

Approval by the respective ACGME Residency Review Committee (RRC).

  1. RRC’s only meet 2-3 times a year.
    • It is important that planning for a new program is started well in advance of a proposed start date.
    • See All Meeting Dates HERE
  2. Each RRC lists agenda deadlines on their website.
    • Typically the agenda deadline is two (2) months before the RRC meeting. However, many RRC’s request that you call the RRC for new program application due dates.

Find your Specialty’s Agenda Closing Date & Review Committee Meeting Dates HERE.

Step #3: ACGME Application Checklist

Do note there are three (3) required parts to the program application that must be entered directly or uploaded into ADS (see below). Gather all documents in preparation for the ACGME ADS application.

  1. Common application (housed in the ACGME’s ADS)
  2. Specialty-specific application (a Word document the program must complete and upload into ADS)
  3. Attachment documents (policies and sample evaluations that are uploaded into ADS).

This ACGME documents checklist includes required and must be uploaded into ADS with a program application.

    • Specialty-specific application
    • Block Diagram 
    • Program Letters of Agreement 
    • Policy for Clinical and Educational Work Hours 
    • Policy for Supervision of Resident/Fellows 
    • Policy for Resident/Fellow and Faculty Member Well-Being
    • Goals and Objectives 
    • Resident/Fellow Evaluation of Program 
    • Faculty Evaluation of Program 
    • Evaluation of Faculty Member by Resident/Fellow 
    • Evaluation of Resident/Fellow by Faculty Member 
    • Multi-Source Evaluation of Resident/Fellow 
    • Semi-Annual, Summative and Final Evaluations 

The ACGME website gives an overview of the 5-Step “Submission of a New Program Application” process and the 5-Step “Application Review Process”. Do note, it can take 4 to 12 months following submission of an application for a program to undergo a review and receive an accreditation decision from the Review Committee.