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Policy and Procedure Guide for Physicians

This Procedure Guide for the Graduate Medical Education Programs of the School of Medicine was developed to assist all faculty and staff involved in these programs in the administrative aspects of these programs, and the School of Medicine procedures to follow. This Guide applies only to physician trainees.

The Guide is divided into sections which address specific areas of the graduate medical education programs. For each section to be complete there is built in repetition with some information presented in more than one section.

Academic Records 
LRC, Room 101
Inquiries regarding resident records
Office of Student Financial Services 
Caroline, Room 130
Loan deferment and financial assistance and planning
Office of Professional Oversight 314-577-8933
Benefits Office 314-977-2304
Medical Insurance Information 314-977-5666
Missi White-Luster, Senior Administrative Assistant 
Graduate Medical Education Office
Schwitalla Hall, Room M260
Stipend, budgetary information


 It is our intent to continue to update this Guide periodically. Your comments for future editions are most welcome.

Please provide comments to:
Missi White-Luster
Office of Graduate Medical Education 
Schwitalla Hall, Room M260
Saint Louis University School of Medicine.

This guide will be reviewed and updated periodically. Any questions concerning policies, procedures or benefits should be addressed to the Office of Graduate Medical Education. Individual departments may have supplemental policy manuals providing additional guidance. These will be provided by your specific department. Nothing in the policies contained in this Website shall be construed to constitute a contract and SLUSOM has the right to modify any policy at its discretion.

Section 5 - Stipends
5.1 Stipends for Residents and Fellows

The term resident applies to all individuals who are in programs which are approved and/or accredited by the Accreditation Council for Graduate Medical Education and lead to eligibility for examination for board certification.  Many individuals previously characterized as fellows such as those individuals in subspecialty areas of Medicine or Pediatrics, e.g., Pulmonology, Hematology, Gastroenterology, etc., are now considered residents.  Saint Louis University School of Medicine utilizes the term “fellow” only for individuals who are in those programs which are not approved nor accredited by the ACGME.  Section 1, Pages 8-9 lists the residency programs and fellowship programs respectively presently operating at Saint Louis University School of Medicine.

The residents during this academic year will receive stipends on the following schedule, depending on their postgraduate year of training.  All trainees at similar levels of experience and training in all of Saint Louis University School of Medicine’s residency programs should receive a comparable level of financial support.  Exceptions must be requested in advance and justified to the Graduate Medical Education Committee.

*See definition of Extraordinary or Unranked Faculty in the Faculty Manual of Saint Louis University 1987, Page 33 and following.

5.2 Stipends Schedule
Section 7 - Certificates
7.1 Awarding of Certificates

Certificates for residents and/or fellows are awarded (1) upon successful completion of a postgraduate program, (2) when an individual leaves a program, having successfully competed the contract year; and (3) following the successful completion of the PG-1 year.

 Certificates for residents will include the wording “Program Accredited by the Accreditation Council for Graduate Medical Education”.

 The Office of Graduate Medical Education will request from the programs a written list stating exactly how an individual’s name and the name of the program should appear on a certificate.  This information should be returned 8 weeks prior to the program’s completion in order for a certificate to be issued.  The certificate will not be released until the Final Evaluation Form (or final letter in the case of a fellow) is received.

 Certificates lost or damaged should be requested by the “Lost Original Certificate Affidavit and Agreement” form (Form 6.1, Page 4) which must be filled out completely and notarized.  There is a charge for any reissued certificates.  Make check or money order for $25.00 payable to: Saint Louis University School of Medicine and send to the Office of Graduate Medical Education, Schwitalla Hall, M260, School of Medicine.

 7.2 and 7.3 are examples of certificates issued to a resident and to a fellow:

7.2 Resident Certificate
7.3 Fellow Certificate
7.4 Lost Original Certificate Affidavit and Agreement
Section 8 - GMEC and Institutional Policy
8.1 GMEC Policy
8.2 Delinquent Medical Records
8.3 Impaired Practitioner

It is the policy of Saint Louis University School of Medicine and its Graduate Medical Education Programs to protect patients from harm by maintain a safe, drug-free workplace while complying with the requirements of the Americans with Disability Act.  Trainees with physical or mental impairments or a history of chemical dependency will be evaluated and/or monitored as appropriate by the Employee Assistance Program (EAP).  Restrictions and/or accommodations for impaired trainees will be incorporated into the appointment and reappointment process.

8.4 Ombudsman
8.5 Principles to Guide the Relationship between Graduate Medical Education Programs and Industry
          8.5a Medical Center Conflicts of Interest in Patient Care and Service
8.6 Resident Duty Hours and the Working Environment
           8.6a Duty Hour Exception
8.7 Office of Graduate Medical Education Security Policy

The Office of Graduate Medical Education, Room 260 will be locked at all times other than when a member of the GME Staff is present.

Files of current residents will be kept in a locked drawer in Room 260, unless, they are currently being used by a member of the GME Staff, or an authorized member of the Dean’s Staff.  Persons authorized to remove a file are the Dean, the Associate Dean for Graduate Medical Education, Departmental Chairperson, Program Directors, and the Director of the Employee Assistance Program.

When an authorized member of the Dean’s staff removes a resident file from the GME Office to his/her own office, he/she will keep the file in a locked drawer when not using it.  At the time the file is removed from the GME Office, it will be signed out by the borrower.

8.8 Drug Testing Policy

The Joint Commission on Accreditation for Healthcare Organizations is requiring all of our affiliated teaching hospitals to provide drug testing of their employees as well as personnel who will be seeing patients in their hospitals. Therefore, all residents and/or fellows will be required to pass pre-appointment drug testing prior to beginning their duties.

8.9 Moonlighting Policy
          Resident Moonlighting Exception Policy 
8.10 H1-B Visa Approval Process

The University will consider sponsoring H1-b visas for NRMP matched candidates to our participating residencies (hence meeting ERAS and selection committees criteria as qualified) only if the candidates have taken and passed USMLE 3 prior to March 31 of the year in which they intend to matriculate in our Programs.  Matched candidates will be required, at their own expense, to pay the $1,440 expedited review fee to the State Department.  Matched candidates who have not passed USMLE 3 as of April 1 will receive a packet of materials in support of a J-1 visa, and will be expected to participate fully in its processing and accept their appointment on this visa.  This policy and procedure will be explained in detail to interviewing candidates, and posted to several public websites, including the University’s GME and Program sites, and FREIDA (the AMA site for medical students seeking information about residency programs).

Each Department may at its discretion set a budgetary limit upon the number of such visas for which it will support and request sponsorship ($960 initial fee which includes a $500 fraud detection fee and a $460 filing fee, plus upon renewal, an additional $460 filing fee).  However, the criteria for selection must be established in advance (i.e. place on rank list), and explained to the applicants in advance; as they must have this information for their considerations regarding constructing their rank list.

8.11 Disaster Policy: Eastern Missouri/Southern Illinois GME Coalition
8.12 Disaster Policy: Jesuit Medical Schools GME Coalition
8.13 Completion of USMLE Step 3 Examination
8.14 Interaction with Medical Technology Representatives Procedure for School of Medicine Notification
8.15 Diversity Policy

Policy: Each year Graduate Medical Education will review the data on diversity within the GME programs.

Procedure: Diversity data will be distributed to programs for use at the annual program evaluation by the Program Evaluation committee to assess the program’s efforts to recruit and retain a diverse workforce.