Onboarding & Advancing
For questions related to onboarding or advancing your medical residents/fellows:
- Data Exchange
- New Innovations RMS Record
- UMN X.500, Student ID, E-mail Address for New Residents/fellows
- Centralized Requirements for Residents/Fellows
- Specific Requirement Information
- Boynton Health Services
- Data Exchange Log-in for Programs
- ERAS Log-in
- GME Benefits
- GME International Medical Graduates
- Health Information Privacy and Compliance Office
- Minnesota Board of Medical Practice
- Minnesota Department of Human Services-Background Studies
- MMCGME Services
- NRMP Log-in
- Occupational Health and Safety Office
- RMS Log-in
- Visiting UMN Residents/Fellows
This webpage provides resident/fellow onboarding and advancement information, instructions, and resources for UMN GME programs.
The GME office is working with internal and external stakeholders to realize the goals outlined in Dr. Andrews’ February 25, 2013 email. To restate, the goals are to:
- Create a standard institutional process, using RMS as a uniform site to collect information needed from Residents/Fellows to start and continue their training at the University of Minnesota
- Enable Program Coordinators to focus on the Next Accreditation System and its responsibilities
- Eliminate dependence on ImageNow for storage of documents and create broader access to information
- More efficiently manage compliance through continuous monitoring and tracking
Academic year 2014-2015 was the first year of complete centralized onboarding/advancing of UMN GME residents and fellows. Through this centralization, several process/service enhancement projects are underway to continue to improve the experience all UMN residents/fellows have while onboarding and transitioning through their training program. Thank you for being knowledgeable, hard-working partners through this process!
- Timeline Document (Dates for onboarding/advancement 2018)
UMN GME Residents/Fellows are classified differently as they move through training. See Cycle of a GME Resident/Fellow (New, Advancing, Changing Program, Graduating) for more information on cycles residents/fellows advance through GME at UMN. Also included is information on what is considered “on-cycle” versus “off-cycle” training.
Some UMN residents/fellows are paid externally (not via UMN), and therefore do not always receive the same requirements/agreements as other UMN residents/fellows. Review “standard” and “non-standard” resident/fellow descriptions below.
- Standard GME Resident/Fellow: Paid through UMN, receives UMN resident/fellow benefits, receives all UMN GME requirements, receives UMN GME agreement
- Non-Standard GME Resident/Fellow: May be paid through other entity (e.g. state of MN, other hospital site, military), may receive employee benefits through other employer, may or may not receive UMN GME requirements, may or may not not receive UMN GME agreement or an altered UMN GME agreement.
- International Medical Graduates: The University of Minnesota welcomes International Medical Graduates (IMGs) to our residencies and fellowships. Please see the information below on IMG-specific issues. See UMN GME’s IMG Information page.
The data exchange site is used to gather information of all new and changing (from one UMN program to another UMN program) residents/fellows. The information gathered from the data exchange (residents/fellows AND program supplemented information) is used by the central GME office and MMCGME services to create a PeopleSoft record and RMS record, as well as provide necessary information to other UMN offices and internal/external stakeholders. Closely review the Data Exchange Guide for process flow diagrams, instructions on providing your residents/fellows the link to complete a submission, supplementing their submission with program information, and reviewing due dates. *Note: A data exchange entry MUST be submitted for ALL new and changing program (UMN to UMN) residents/fellows each year. In addition, programs must submit information about their continuing residents/fellows to enable creation of their employment agreements for the upcoming academic year; see Agreements below.
- Data Exchange Guide
- Data Exchange High Level Overview: Intended for use by more seasoned coordinators who are looking for a brief reminder of the process steps.
- 2018 Data Exchange Recorded Webinar
- Data Exchange E-mail Template (programs send to new/changing program residents/fellows)
- Data Exchange Site Log In (use x.500/password)
PeopleSoft is UMN’s human capital management system. UMN Residents and Fellows have both a student and employee PeopleSoft record. The GME office (in conjunction with UMN AHC-IS and the Office of the Registrar) creates the student record in PeopleSoft, which then generates a UMN x.500, student ID, and UMN e-mail address. Employee records in PeopleSoft are created by GME department human resources teams.
Post creation of the student PeopleSoft Record, GME departments must enroll residents/fellows in courses each term. For more information on who completes this in each department, instructions on gaining access to PeopleSoft, and other PeopleSoft course enrollment information, see GME’s PeopleSoft Resources page.
Importance of a trainee’s RMS record
The RMS record is a central location for programs, GME, and other hospital sites to find resident/fellow information. RMS is used for storing demographic information, scheduling, case-logging, evaluations, duty hours, distributing checklists, and displaying training records, and acts as a storage place for documents such as background studies, permits, licenses, previous completion certificates, etc. The RMS record is the ultimate source of truth about a resident/fellow.
- RMS Personnel Data, Files and Notes, and Checklists Presentation (February 2016)
- MMCGME Guide for Management of Personnel Data
New residents/fellows RMS record creation
Information from the Data Exchange Site AND ERAS is used to create Resident/Fellow’s UMN GME RMS Record. If a program utilizes ERAS, they must mark matched/chosen resident(s)/fellow(s) as “Will Start” in ERAS (see “ERAS-“Will Start” Instructions”). After “Will Start” status updates are complete, MMCGME and GME initiate an automated process which creates an RMS record from the ERAS application. Information for these records is supplemented and updated with the Data Exchange submission. For residents/fellows without an ERAS profile, the Data Exchange is the sole source for creating the new RMS record.
Continuing/advancing/graduating residents/fellows RMS record updates
Updates can and should be completed to an RMS record as needed throughout a resident/fellow training at UMN. Information on changing program training record updates are obtained via the Data Exchange.
Updating a Resident/Fellow RMS Record
To update a trainee’s training record: E-mail firstname.lastname@example.org
Naming standards in RMS records
Review Naming Standards for RMS Documents to ensure you are saving/naming documents housed in RMS correctly. The GME office, MMCGME services, and affiliated hospital sites utilize the information stored in RMS records. Documents must be named correctly for auditing purposes and ease of locating necessary documents.
Navigating an RMS record
There are many areas in the RMS Personnel Record to store many types of documents.
Agreements, permits, licenses, certifications, etc. (Demographics tab): In the demographics tab there are specific areas for which to store documents such as agreements, permits, immunizations, certificates, etc. Information stored in the demographics tab follows the resident/fellow from program to program.
Onboarding and advancement folder (Files and Notes tab): These folders only store the documents imported through the RMS onboarding and advancement checklists. Documents stored in this location follow the resident/fellow from program to program.
Attached files (Files and Notes tab): Documents stored in Attached Files area follow the resident/fellow from program to program.
Program specific folders (Files and Notes tab): Documents stored here do not follow the trainee to their next program. There is not a naming standard for these documents. Documents names may vary by program.
The GME office will send an e-mail to all new residents/fellows providing them information on UMN identifiers, e-mail address, and RMS log-in information. This e-mail will prompt the new residents/fellows to begin to work on their onboarding checklist.
- Sample: GME to New Resident/Fellow Initial Contact E-mail (X.500, Student ID, Email Address, RMS Log In Information)
The GME office issues all agreements directly to residents/fellows. Dates and stipends are based upon the RMS Training Record, reviewing past GME program completion, AND by reviewing the previous year’s UMN GME agreement (if applicable).
Programs interact with the Data Exchange (see guide) to either accept, or edit, agreement information for each individual resident and fellow. Agreements will not be issued to residents/fellows until programs go into the data exchange to approve each of their trainee’s agreements. If the program provides agreement information to the GME office that is inaccurate or incorrect, the program will work to mitigate potential future issues.
Thoroughly review the Data Exchange Guide for information on how to "check off" on your continuing trainees' agreements!
GME's steps for issuing, obtaining signatures, and distributing completed agreements:
- GME office directly issues all individual agreements to residents/fellows via e-mail. Program coordinators and education managers are cc'ed on the email.
- Resident/Fellow reviews and returns the signed agreement (electronic signature is option)
- Resident/Fellow uploads signed agreement to RMS checklist step*
- GME office obtains Dr. Andrews' signature
- Completed agreements (signed/dated by both parties) are e-mailed back to the resident/fellow
- Completed agreements are uploaded to RMS records in the "Contracts" area in the "Personnel" tab
*Note: This is managed by GME and is information-only for Programs. Visa holders and those who request expedited copies of their agreement/whose agreement is processed PRIOR to checklist issuance will have this step waived.
- Program Level, PGY Level, Stipend Level Definitions
- Sample 2018-2019 Agreement
- General Offer Letter Template (Non-Visa)
Several requirements are issued/monitored centrally by the UMN GME office. Review requirements that GME issues/manages, and the requirements for programs.
GME issues all central requirements via RMS Checklist. Programs have the option to build program-specific checklists in RMS for their requirements. If you are interested in learning how to create program-specific checklists, contact email@example.com.
Minnesota Board of Medical Practice (MBMP) Residency/Fellowship Permit (This requirement is jointly managed in partnership between GME office and programs)
- The permit is required for any resident/fellow who does NOT have a Minnesota Medical License. Permits are issued for the duration of each residency/fellowship. A copy of the permit is stored in the resident/fellow’ RMS record. If your resident/fellow extends training or ends training early; the MBMP must be contacted.
- Permit Guide (Review prior to submitting application!)
- Permit Application
- Permit Coverpage
- Minnesota Board of Medical Practice Site
- Permit Extension: If a resident/fellow extends their training for any reason, a permit extension request must be submitted to the MBMP. Extension request forms are made available by the MBMP on a case by case basis. Contact Randi Shimota at firstname.lastname@example.org or 612-548-2143 to request an extension form.
- The original completed form must be returned to the MBMP. An extended permit must be in place prior to the original permit end date and must cover all dates of clinical training.
- There is a $15.00 processing fee for which cards are not accepted. Make checks payable to the Minnesota Board of Medical Practice.
- Per the MBMP, all permit requests are processed in the order in which they are received, typically within five business days.
Minnesota Medical License
- GME does not assist with resident/fellow licensure application processing. If your resident/fellow possesses a license, they do NOT need a permit. Be sure to send GME a copy of the license to be stored in the resident/fellow’ RMS record.
Office of Student Health Benefits (OSHB)
- Residents/fellows receive benefits via UMN’s Office of Student Health Benefits receive information directly from Office of Student Health Benefits (OSHB).
- Exception: Family Medicine Duluth, Family Medicine St. Cloud, Family Medicine Methodist, and Forensic Psychiatry programs receive benefits via their specific program and do NOT receive OSHB benefits
- Exception: Some instructor/faculty status fellows, additional year chiefs, and military trainees may not receive OSHB benefits. Programs should report this to the GME office via the Data Exchange site or via e-mail to email@example.com.
- UMN Office of Student Health Benefits Site
- UMN GME Benefits Introduction Site
Boynton Health Services Immunization Tracking
- Residents/fellows submit immunization history intake forms to UMN Boynton Health Services Immunization Office. (Detailed information is provided to residents/fellows in their RMS checklists upon start and each year thereafter).
- Boynton Health Services is the official office tracking UMN resident/fellow immunization status. If a resident/fellow receives an immunization, TB test, fit test, etc., it MUST be reported back to UMN Boynton Health Services
- See the UMN GME Occupational Health, Safety, & Immunization Requirements site for Residents/Fellows for more information.
The Minnesota Department of Human Services requires all residents and fellows to complete a background study via their online system (NETStudy 2.0). In 2017, all existing UMN residents/fellows completed a NETStudy 2.0 study. After 2017, only new to UMN residents/fellows will complete NETStudy 2.0, as the study is valid for a trainee's entire duration of GME training at UMN. NETStudy 2.0 includes both an online submission, and an in-person fingerprint and photograph with a strict 14-day time-frame for completion.
The central GME office issues this requirement and works directly with residents and fellows to achieve compliance. Review the GME office's process for issuing and tracking NETStudy 2.0 completion HERE.
Background studies resources
- Minnesota Department of Human Services NETStudy 2.0 Site
- UMN GME NETStudy 2.0: Background Study Process Overview
Questions? Contact firstname.lastname@example.org.
- See the GME Office and Program Partnership section of the Coordinator Orientation webpage for an introductory overview of the onboarding/advancing cycle.
Residents/fellows from other external hospitals/institutions may complete a visiting rotation at UMN upon approval of the UMN GME program. See the UMN GME Visiting Resident/Fellow webpage for information, eligibility, and onboarding instructions.
Please review the Name Changes document for instructions on completing an official name change at UMN, and/or completing an update to a UMN x.500/e-mail.