Academic Year Time Table

  1. July 1st is the beginning of the academic year in all residency programs. This is the day that the majority of new residents begin their training. An orientation program must be presented.
  2. Attend GME orientation with new emergency medicine residents and assist them with any needs pertaining to their new position.
  3. Select date and location for graduation ceremony to take place in June; reserve location if necessary.
  4. Update Website; remove graduates, add interns and any new/updated information
  5. Prepare for ACGME ADS Annual Program Update
  6. Begin the process of answering questions about the Emergency Medicine Residency Program from 4th year medical students.
  1. Begin the process of answering questions about the Emergency Medicine Residency Program from 4th year medical students.
  1. Submit Emergency Medicine Residency Program roster with American Osteopathic Association (AOA) numbers to American College of Osteopathic Emergency Physicians (ACOEP).
  2. Submit AOA Program Director’s Report and Resident’s Report on each resident and intern to ACOEP.
  3. Electronic Residency Application Service (ERAS) opens July 1.  Install ERAS software.
  4. Application arrive via ERAS – download daily
  1. Compile and input resident information on AMA Frieda Database, GME Track, CORD Testing/Website updates, and ABEM Annual Survey.
  1. Application arrive via ERAS – download daily
  2. Prepare resident  roster for ACOEP written in-service examination and submit check request.
  3. Compile and input resident information on TIVRA database.
  4. Send verification letters to AOBEM for senior residents planning on registering for them during the PG4 year.
  1. Finalize travel arrangements for all residents who are attending the AOA/ACOEP Scientific Assembly or American College of Emergency Physicians (ACEP) Scientific Assembly.
  2. Applications arrive via ERAS – download daily.
  3. Update all interview materials including the Interview Evaluation Form.
  4. Prepare interview schedule for faculty.
  1. Electronic Residency Application Service (ERAS) opens mid -September. Install ERAS software.
  2. Complete ACGME WebAds Survey.
  1. Begin to invite and schedule applicants to interview with program.
  2. Send out letters of regret to applicants who have not been selected to interview.



  1. Reserve lodging for next year’s American College of Emergency Physicians (ACEP/ACOEP) Scientific Assembly.
  2. Interviews for residency continue through these months.
  3. Assist during interview days by developing itineraries, greeting applicants, and providing an overview of the program.
  4. Coordinate social activities for applicants.
  1. Start preparation for CORD Academic Assembly and/or ACGME Educational Conference
  1. Coordinate Semi-Annual reviews for all residents in program.
  2. Send out letters of regret to those applicants who have not been selected to interview.
  1. Verify in-service data for ABEM In-Service Training Exam. Submit check request for exam registration fee.
  1. Send research papers/projects for graduating residents to ACOEP
  1. Prepare travel authorizations for any residents/coordinators attending the Society of Academic Emergency Medicine (SAEM) Annual Meeting. 
  1. Send follow-up letters to candidates.
  2. Continue letters of regret.
  3. Coordinate second-look visits from applicants.
  1. Finalize rank list. Verify AOA numbers and match codes for each applicant being ranked for internship.
  2. Assist Program Director with proctoring the ACOEP written In-Service exam.
  1. Finalize travel for residents/coordinators attending the CORD Academic Assembly/EMARC annual forum or ACGME Educational Conference.
  2. Begin Chief Resident selection/voting process
  1. Finalize match list on National Resident Matching Program (NRMP) web site.
  2. American Board of Emergency Medicine (ABEM) National In- Service Training Exam on last Wednesday of this month.
  1. Match Day. Results are posted on the National Matching Service web site. If there is an internship spot unfilled, participate in the scramble.
  1. Begin appointment process for new house staff. Mail out packets with necessary forms and information
  2. Make a checklist of all tasks that need to be completed for incoming and outgoing residents (ID badges, certificates, ACLS, etc.)
  3. Revise recruitment materials, cover letters, and supplies.
  4. Update web site, if necessary.
  5. Generate lists of residents for next academic year and distribute to appropriate personnel.
  6. Begin budget for next year.
  7. Begin developing rotation schedule for next academic year
  8. Announce Chief Resident names
  9. Begin planning orientation
  1. Match Day. Results are posted on the NRMP web site. If there is an unfilled spot, participate in the scramble.
  1. Distribute AOBEM written certification exam applications to senior residents.
  2. Submit all program updates for the AOA Opportunities
  3. Submit program updates to ACOEP for publication on their web site.
  1. Order certificates for graduating residents and fellows
  2. Process resident appointments and reappointments.
  3. Finalized travel preparations for SAEM Annual Meeting
  4. Order necessary items (labcoats, scrubs, pagers, i-Pads, texts, etc)
  1. Results of ABEM In-Training Exam are distributed to residents.
  1. Results of ACOEP written In-Service exam are distributed to residents.
  1. Finalize and distribute new rotation/ call schedule for next academic year.
  2. Process termination paperwork for graduating residents.
  3. Plan events for graduating residents.
  4. Update and print resident manual for the next academic year.
  5. Prepare and distribute annual evaluation forms of program and core faculty to residents.
  6. Prepare for the new academic year – paging lists, schedules to appropriate floors/services, call schedules; update RMS if needed


  1. Coordinate orientation program for new residents.
  2. Coordinate semi-annual reviews for all non-graduating residents.
  3. Coordinate graduating residents year-end evaluation meetings with Program Director.
  4. Coordinate graduating residents exit paperwork and collection of institution’s equipment.
  5. Graduation ceremony / welcome reception
  6. Apply for PECOS/NPI numbers.