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Important Policies

VISA Policy

It is UH policy to comply with the immigration laws of the United States, and all Residents must obtain and maintain an immigration status that permits employment by the Hospital in a clinical capacity. UHCMC participates in the application for J‐l visas sponsored by the Educational Commission for Foreign Medical Graduates (“ECFMG”). UHCMC may, in its sole discretion, sponsor a Resident for an H1‐B visa under certain conditions. J1 visa holders are not eligible to enter and non-ACGME accredited training programs.

UHCMC does not discriminate against particular individuals seeking visa status, including those based on race, color, national origin, sex, religion, age, or disability. FMG H‐1B visa candidates must have a valid certificate from ECFMG and have passed the United States Medical Licensing Exam (“USLME”), or COMLEX Step 3 at the time of application.

If, at any time, a Resident fails to timely obtain or maintain without interruption the requisite visa status from the United States Citizenship and Immigration Services (USCIS), the Resident will be subject to dismissal in accordance with applicable USCIS regulations. For any individual that UHCMC is required to bear the cost of repatriation, the Resident shall provide UHCMC at least two weeks advance notice of any specific costs associated with such repatriation that UHCMC should bear. To the extent permitted by law, Residents shall follow UH Policy with respect to reimbursement for such repatriation costs, which will be limited to those repatriation costs that UHCMC is required to pay in accordance with the immigration laws of the United States. Residents who are J1 visa holders may not moonlight; other resident visa holders must comply with all applicable immigration requirements as a condition precedent of moonlighting.

Eligibility Recruitment & Selection

The following is the policy of UHCMC regarding the recruitment, eligibility and selection of Residents. Each applicant must submit an application through the training program’s respective match process, typically via ERAS or through the program’s universal application. In addition to the application, the following must be submitted: three letters of reference, an MSPE, USMLE/COMLEX transcript, and a medical school transcript. All applicants will appear for an interview(s).

  1. Eligibility. Applicants must meet the following qualifications to be eligible for appointment to an accredited residency program:
    1. Graduates of medical schools in the U.S. and Canada accredited by the Liaison Committee on Medical Education (LCME) OR Graduates of COCA (Commission on Osteopathic College Accreditation) accredited colleges of osteopathic medicine in the U.S. OR Graduates of CODA (Commission on Dental Accreditation) accredited colleges of dental medicine OR other degree or program as may be required by ACGME or the applicable accrediting agency.
    2. Graduates of medical schools outside the U.S. must have a currently valid certificate issued by the Education Commission for Foreign Medical Graduates (ECFMG) (only applicable for programs approved by Accreditation Council for Graduate Medical Education):
    3. Applicants have successfully passed all examinations as deemed required by each training program and passed USMLE/COMLEX Step 1, 2 prior to the close of the National Resident Matching Program (NRMP) ranking in February;
    4. Eligible for a training certificate and/or unrestricted license to practice medicine in Ohio. If applicable, fellows must meet the eligibility exception criteria established by UHCMC in accordance with ACGME requirements.
    5. Not been terminated from employment by any UH entity for cause.
    6. Male US Citizens must have registered for the US Selective Service, www.sss.gov if their program requires rotations to the Veteran Administration (VA) hospital.
  2. Selection Qualification of Applicants
    1. Programs in UHCMC select from among eligible applicants on the basis of their preparedness, ability, aptitude, academic credentials (regardless of allopathic or osteopathic training), communication skills, professionalism, scholarly activity, commitment to the medical profession and personal qualities such as motivation and integrity.
    2. Programs shall not discriminate with regard to gender, race, age, religion, color, creed, national origin, citizenship, ancestry, marital status, disability, sexual orientation (including gender identity) or status as a protected veteran.
    1. All Residents must have successfully passed COMLEX 3 or USMLE Step 3 within 6 months of completing 1 year of graduate medical education training unless an exception has been granted by the DIO.
    2. All fellowship candidates must have passed USMLE/COMLEX Step 3 prior to the initiation of fellowship training and employment in an accredited fellowship program.

Time Off

Paid Time off must be no less than 20 days annually. The program in which the Resident is enrolled will provide program-specific policy details. Time off should be scheduled as far in advance as reasonably possible and in consultation with your Program Director. All policies should be prior approved by the GME office and may not supersede any established GME or institutional policy.

The Program Director to which the Resident is assigned will provide information regarding the impact of an extended leave of absence upon the criteria for satisfactory completion of the program and upon a Resident’s eligibility to participate in examinations by the relevant certifying board(s). If you have taken time off, it may extend the training period, as necessary, to comply with appropriate accreditation guidelines.

Maternity/Paternity Leave

It is the Resident’s responsibility to notify the Program Director (and apply for a leave of absence through the Reed Group or its successor organization as described in the applicable HR policy described below) at least 30 days in advance of an anticipated maternity/paternity leave. If a Resident is eligible for FMLA, up to twelve weeks of maternity and paternity leave is available and may result in an extension of training. University Hospital policy covers the FMLA process. FMLA must be applied for at the same time a maternity/paternity leave is requested. It begins on the date of birth of a child or the placement of an adopted child in the home. Parental leave includes birthing and non-birthing parents and adoptive/foster parents. The Resident will have the option to either use the balance of their paid time off or go unpaid.

  • Maternity leave: Residents receive full pay for the first seven days following the birth. Thereafter, Resident may be eligible for a leave of absence under Short‐Term Disability, or Medical Leave or Personal Leave policies.
  • Paternity leave: Residents receive one week of time off.

Time taken off for maternity/paternity leave and/or FMLA may extend the training period, as necessary, to comply with appropriate American Board of Medical Specialty (ABMS) guidelines.

  • ABMS Member Boards establish requirements for candidates to become eligible for Initial Certification, including standards of training. Leave policies apply only to Member Boards with training programs of 2 or more years duration. This applies only to Member Board eligibility requirements for Initial Certification and does not supersede institution or program policies and applicable laws.
  • Allows for a minimum of 6 weeks of time away from training for purposes of parental, caregiver and medical leave at least once during training while preserving one week of permitted vacation without extending training. Member Boards must allow all new parents, including birthing and non‐birthing parents, adoptive/foster parents, and surrogates to take parental leave.

Background Checks

All candidates for employment as a Resident are required to have a background check which consists of the following components:

  • A court record database search was done in compliance with the Fair Credit Reporting Act
  • A search of multiple federal databases to determine whether a person is excluded from participating in any federal program
  • For certain positions, a fingerprint search conducted by either the Ohio BCI or the FBI (or both)

Fingerprint background checks may take several weeks to be processed; Residents are permitted to begin work activity before the results are received. If a disqualifying conviction or exclusion is subsequently returned, that person’s employment may be terminated. This may occur even if the Resident has successfully completed some period of the residency program before the results are received. Termination can occur as a result of the information obtained on the preliminary State of Ohio criminal history record check or the fingerprint criminal history check.