Applies to: WSU College of Medicine Sponsored Residency and Fellowship Programs
Date: July 15, 2025
1.0 Policy Statement
It is the WSU College of Medicine policy to maintain financial and administrative support to the best of its ability for its GME programs and its Trainees in the event of a disaster or other substantial disruption in patient care or education.
2.0 Definitions
Accreditation Council for Graduate Medical Education (ACGME)
The ACGME is responsible for the accreditation of post-MD medical training programs within the United States.
Designated Institutional Official (DIO)
The individual in a sponsoring institution who has the authority and responsibility for oversight and responsibility of all of the ACGME-accredited programs.
Disaster
(Applied for the purpose of this policy) An event or set of events, natural of otherwise, causing substantial disruption in patient care or education of a training program.
Extraordinary Circumstance
A circumstance that significantly alters the ability of a sponsor and its programs to support trainee education.
Extreme Emergent Situation
A local event (such as a hospital-declared disaster for an epidemic) that affect Trainee education or the work environment but does not rise to the level of an Extraordinary Circumstance.
Trainee
A physician in training at an ACGME accredited graduate medical education program, the term includes Interns, Residents, and Fellows or other trainee enrolled in an educational program whose education falls under the purview of the WSU College of Medicine Office of Graduate Medical Education.
3.0 Responsibilities
DIO, GMEC
4.0 Procedures
Trainees in ACGME accredited programs are considered essential personnel. In the event of a disaster, all Trainees shall report to work as scheduled unless notified by their Program Director or designee or if reporting to work would put the Trainee at risk. WSU College of Medicine GME will continue administrative and financial support throughout the disaster if possible. In the event that such a disaster or its aftereffects warrant reduction or closure of a program(s), then the WSU College of Medicine GME Closure and Reduction Policy will take effect. A Trainee roster containing contact information for all Trainees is maintained in the residency management System and is available to faculty, staff, and Program Directors.
If, because of a disaster, an adequate educational experience cannot be provided for each Trainee, WSU College of Medicine will:
For a Temporary Transfer
- Arrange temporary transfers to other programs/institutions until such time as the residency/fellowship program can provide an adequate educational experience for each of itsTrainees.
- Provide support to assist in created applicable agreements with temporary training site.
- Inform each transferred Trainee of the expected duration of his/her temporary transfer, and continue to keep each Trainee informed of the expected duration period.
For a Permanent Transfers
- If a disaster prevents the sponsoring institution from re-establishing an adequate educational experience within a reasonable amount of time, then permanent transfers will be arranged and WSU College of Medicine will continue to pay the Trainee stipend and benefits through the end of the current Trainee agreement or until the Trainee has been placed in a new training program.
- Cooperate in and facilitate permanent transfers to other programs/institutions. Programs/institutions will make the keep/transfer decision expeditiously so as to maximize the likelihood that each Trainee will complete the year on schedule.
The Designated Institutional Official (DIO) will notify the ACGME Institutional Review Committee Executive Director with information and/or requests for information. When appropriate, the DIO and/or Program Directors will contact executive directors of specific residency review committees (RRCs)and appropriate certifying boards.
Within ten (10) days after the disaster or invocation of the ACGME Extraordinary Circumstances policy, the DIO or designee(s) will contact the ACGME to receive the timelines the ACGME has established for its programs. These timelines will establish deadlines for the Sponsoring Institution to:
- Submit program reconfigurations to the ACGME, and
- Inform each program’s Trainees of the decision to reconstitute the program and/or transfer the Trainees either temporarily or permanently.
The due dates for submission shall be no later than 30 days after the disaster or invocation of the Extraordinary Circumstances policy unless other due dates are approved by the ACGME.
5.0 Related Policies
GME Closure and Reduction Policy
6.0 Revision History
Original Approval: May 17, 2018
Revision Date Approval: July 15, 2025
Responsible Office: DIO, Office of GME
Policy Contact: Office of GME
Supersedes: N/A