Stay on track all year long. This page is designed to give coordinators a clear view of what to expect throughout the academic cycle—from onboarding and evaluations to recruitment and graduation milestones. Use it as a guide to anticipate key deadlines, plan ahead with confidence, and ensure nothing falls through the cracks as you support your program’s success.
July
• Prepare ACGME Accreditation Data System (ADS) Updates
• Prepare Annual Program Evaluation (APE)
• GME Track: August FREIDA Listing Deadline – Early July
• GME Track: Resident Roster Certification Opens – Mid July
• GME Track: National GME Census: Program Survey
• GME Track: National GME Census: Resident Survey
• Residents/Fellows as Teachers Program
• New Innovations Annual Update Procedure Logger & Supervision Levels
• New Innovations Local Address Checklist Distributed – Mid July
August
• Resident Case Log Submissions Due to ACGME
• Non-Case Log Programs (ADS) ACGME Annual Update Due to GME by August 1st
• GME Professionals Day – 3rd Friday in August
September
• Case Log (ADS) ACGME Annual Update Due to GME by September 1st
• Annual Program Evaluation (APE) due to GME by September 30th
• National Resident Matching Program (NRMP) Main Match Registration Opens
• GME Track: October FREIDA Listing Deadline – End of September
• Quarterly (recommended) Program Evaluation Committee (PEC) Meeting
• Quarterly Program Coordinator Forum
• Clinical Work Hours Reports
October
• Main Match Recruitment Interviews Begin
• Start gathering data for CCC and Semi-Annual Reviews
November
• Mid-year Milestones Reporting Opens (July – December)
• ACGME Annual Educational Conference Registration Opens
• Clinical Competency Committee (CCC) Meeting
- Semi-Annual Evaluation meetings after CCC Meeting
December
• Final GME Track Deadline
• Orientation EPIC Training Scheduling
• Quarterly (recommended) Program Evaluation Committee (PEC) Meeting
• Quarterly Program Coordinator Forum
• Clinical Work Hours Reports
January
• Mid-year Milestones Reporting Closes
• National Resident Matching Program (NRMP) Main Residency Standard Registration and SOAP Deadline January 30th
• Reporting window for ACGME Surveys (January-April)
- Programs are responsible for sending the notification email via ADS.
• New Innovations Pre-Employment Checklist Distributed for Newly Matched Fellow(s)
- This checklist must be completed before program checklists are released.
- UFIDs should not be created manually—system automation handles this.
February
• Programs must notify Kim and Lynne if anyone is being retained or staying on an extra year – February 1st
• National Resident Matching Program (NRMP) Main Residency Ranking Opens – Early February
• Thank a Resident Day – End of February
• ACGME Annual Educational Conference – End of February
• Intern (PGY1) Objective Structured Clinical Exams (OSCE) – Feb/Mar or Mar/Apr
March
• National Resident Matching Program (NRMP) Main Residency Rank Order List Certification Deadline – Early March
• National Resident Matching Program (NRMP) Main Residency Match Week – Mid March
• National Resident Matching Program (NRMP) Main Residency Supplemental Offer and Acceptance Program (SOAP) Begins – Match Week
• Housestaff Renewal Contract data Due
• Onboarding New Housestaff for next AY (March – June)
- All matched applications imported into New Innovations
- Pre-employment checklist sent to all NEW residents/fellows
- Must be completed before program checklists can be sent out
• 2nd Intern (PGY1) Objective Structured Clinical Exams (OSCE2) – Feb/Mar or Mar/Apr
• Graduate Certificate Ordering (March – May)
• National Doctors’ Day – March 30th
• Quarterly (recommended) Program Evaluation Committee (PEC) Meeting
• Quarterly Program Coordinator Forum
• Clinical Work Hours Reports
April
• GME New Innovations Checklist Distributed April 1st
• Spring Cleaning: Records Retention Quick Tips
• Chief Resident Bootcamp
• ACGME Survey Results Available
• End-of-year Internal Program Surveys
• Start gathering data for CCC and Semi-Annual Reviews
May
• Renewal contracts sent to all returning residents/fellows – May 1st
- PCs/Program HR responsible for all incoming resident contracts.
• End-of-year Milestones Reporting Opens (January – June)
• GME Post-Data Graduate Checklist Distributed – Mid May
• ID proofing for all incoming residents/fellows must be uploaded into NI—essential for prescribing access
• Clinical Competency Committee (CCC) Meeting
- Semi-Annual Evaluation meetings after CCC Meeting
June
• Summative & Final Evaluations
• End-of-year Milestones Reporting Closes
• Graduation Ceremony/Dinner
• Housestaff Orientation
• 1st Intern (PGY1) Objective Structured Clinical Exams (OSCE1) – Last week in June
• Electronic Residency Application Service (ERAS) Opens (Main Match)
• Final deadline for uploading all incoming resident/fellow contracts into New Innovations – June 30th
• Quarterly (recommended) Program Evaluation Committee (PEC) Meeting
• Quarterly Program Coordinator Forum
• Clinical Work Hours Reports