Offboarding & Graduation

There are two options for the fellow to checkout with GME:

• For Self-Service: Complete the graduating survey
• For In Person: This Checkout Form must be completed and returned by the fellow to the GME office by their last day to receive their certificate. 

• The final paycheck is a direct deposit
• See Policies & Procedures: Completion of Training
• Mitra Haddad is the contact person for any questions
• Navigate to the GME Outgoing webpage for detailed checkout instructions

Download all pertinent forms/files, and if applicable, procedure logs, for division files.

Keep good record of fellow files for any requested verifications.

FYI: You can access former fellow profiles back to when MedHub was introduce to the Institution (2005). On the MedHub Homepage, click on the search icon for residents, then change the status from Active/Current to All.

• The PD will need to complete a Final Evaluation for each exiting fellow. You can download GME's template HERE.
• The PD will need to complete a Summative Evaluation for each fellow progressing to the next postgraduate year (PGY). This is at the discretion of the program director, but must be put in writing, and with language around the trainee being promoted to the next postgraduate year. Template is below this section.
• Encourage exiting fellows to complete pending evaluations before departure.
• Send an exit survey to fellows to gather their alumni data: new permanent residence, contact information, and new job title and company address. Can be sent via choice of program, such as a Qualtrics survey or email.
• Be sure to collect scholarly activity if you were not able to for the APE. You will need this for WebADS submission in August.

DoM and/or divisional alumni sheets 

Be sure to collect ACGME ADS data before the graduates leave the program (you don't want to be chasing scholarly activity when they aren't as accessible)

Food
Awards
Gifts
Book venue
Book party rentals

Best Practices:

• Plan for 8 chairs max at 60" round tables
• Flat linen design on windy days

SOM Business Expense Policies & Guidelines

• Business Meals - Meal Maximums and Other Business Meal Policies and Guidance
• Employee Engagement - Gifts/Awards
• Residents & Fellows - Wellness
  •  May be held on-campus or within a reasonable proximity to campus. Graduating residents may bring guests (immediate family only). Faculty/staff guests will be a personal expense.