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Starting the New Academic Year in MedHub:

There are 4 things you must do to prepare for the new year:

1. Terminate or graduate trainees that have either completed training, who are leaving the program or whose contract will not be renewed.

2. Promote existing trainees that will be advancing to their next PGY level.

3. Add incoming trainees.

4. Create next year’s Master Rotation Schedule.

 

Terminating or Graduating Trainees:

1. Locate the Task Wizards link on the homepage to find the list of wizards available.

2. Select the Trainee Termination/Graduation Wizard.

3. Using the batch termination option, select each trainee leaving the program at the end of the current academic year and go to Next Step. Do not terminate those Trainees or fellows who may be extending their current training beyond the academic year. These can either be terminated at a later date or using the individual option.

4. The termination/graduation process has been completed and a termination record has been added to the trainee’s training history tab.

 

Promoting Trainees for the Next Academic Year

To advance trainees to their next PGY level, the Trainee Advancement Wizard promotes trainees to the next level by creating a new appointment record for the next academic year for all trainees remaining in the program. Running the Trainee Advancement Wizard will make trainees available to next year’s master rotation schedule so they can be scheduled.

*You can advance trainees well in advance of the start of the next academic year with no impact on the current year. To advance trainees, follow these steps:

1. Locate the Task Wizards link on the homepage to find the list of wizards available.

2. Select the Trainee Advancement Wizard.

3. Select either all PGY levels or specific levels where trainees need to be advanced.

4. Verify each trainee checked should be promoted to the next level. Uncheck all boxes next to those trainees that should not be promoted for the next academic year.

5. The trainee advancement has been completed and a new appointment record has been added to the trainee’s training history tab.

 

Trainees Completing Your Program and Going Into a Different UMMS Residency or Fellowship

For trainee transitioning from a core residency to fellowship, you must create the new appointment record for the next year and move the trainee from their current core residency into the fellowship where they will be training in the coming year.

To transition Trainees to a fellowship, follow these steps:

1. Click on Trainee Demographics.

2. Click on the Training History tab for that Trainee

3. Click on “Add Post Graduate Event”

4. Verify Event Type, Start Date and End Date

5. Select the program to which the trainee will be transitioning

6. Hit Submit