Resources for Program Directors - Graduate Medical Education

Explore helpful resources, reference materials, and tools designed to support your work and keep you informed.

I. New Program Director Onboarding, Training, and Mentorship

This section provides a structured roadmap for newly appointed program directors to ensure success in their first year.

This collection of courses focuses on the fundamental aspects of Program Directorship. These resources are curated specifically for new program directors. Note: Completion is required within the first 60 days of appointment.

AEC 2020: PC001-1 New Program Director Workshop
AEC 2022: PC001-2 Achieving Substantial Compliance with the Common Program Requirements
AEC 2022: PC001-3 ACGME Data Systems: The Basics
AEC 2022: PC001-4 Milestones, The Clinical Competency Committee, and Resident/Fellow Evaluations
AEC 2022: PC001-6 New Program Directors Workshop

For assistance with Program Director mentor assignments, please contact fte4@rbhs.rutgers.edu.

II. Accreditation & Graduate Medical Education Committee (GMEC) Resources

Access essential accreditation, GMEC, and GME finance resources, including program requirements, committee materials, applications, and guidance to support program administration and compliance.

Monthly Minutes/Agenda (GMEC members only)

III. Recruitment & Match Resources

Resources and guidance to support recruitment, applicant selection, and match participation.

Resources for understanding the Match process, policies, compliance requirements, and historical match data.

Guidance and best practices from applicants and program directors to support effective interview preparation and participation.

National Resident Matching Program Video

Resources related to applicant eligibility and ECFMG sponsorship requirements.

ECFMG Sponsorship Types

IV. Operational Templates & Guidelines

Standardized documents for program administration.

: Access the Residency Program Coordinator Timeline template to plan and organize the training year.
: Access sample evaluation forms and templates for trainee and faculty assessments.
: Access the Rutgers Health Program Learning Agreement (PLA) template for program use.
: Access supervision and mentoring templates, including program-specific supervision tools and Individualized Learning Plans (ILP).

V. Professional Development & Scholarship

Resources to support faculty professional development, educational scholarship, and ongoing learning in graduate medical education.

Explore GME faculty development workshops and pre-courses, including the ACGME Annual Educational Conference and Grand Rounds, to support ongoing professional development.

Explore key journals and publications in graduate medical education and medical education scholarship, including:

VI. Contact & Support

Connect with the GME leadership and administrative teams for assistance, guidance, and program support.

: Access the GME Staff Directory for direct contact information for GME Finance, Data Administration, and Institutional Leadership.

VII. Frequently Needed Operational Resources

Access essential resources, timelines, and tools to support the ongoing administration and accreditation of GME programs.

Access Annual Program Evaluation resources and guidance to support the program’s annual review process.

Access Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) resources to support program evaluation and trainee assessment.

Access the following resources, timelines, and tools to support ongoing program administration and accreditation requirements:

GME Program Director Onboarding: Procedures & Protocol Policy

Graduate Medical Education Policy

GME Program Director Onboarding: Procedures & Protocol

Policy Name: GME Program Director Onboarding: Procedures & Protocol

Last Revision: December 5, 2025

Responsible Office: Rutgers Health Graduate Medical Education

Purpose

This policy outlines the standardized procedures, expectations, and support structure for onboarding all new Program Directors (PDs) within Rutgers Health. The goal is to ensure consistent preparation for accreditation responsibilities, enhance leadership development, and provide longitudinal mentorship during the first year of appointment.

Scope

This policy applies to all newly appointed Program Directors of residency and fellowship programs across Rutgers Health, including all ACGME-accredited and non-ACGME residency and fellowship programs.

Procedures and Protocol

Newly appointed Program Directors will be automatically assigned a faculty mentor.

Mentorship Term: Participation in the mentorship program is mandatory during the first 12 months in the Program Director role.
Mentor Pool: Mentors will be experienced Program Directors or Associate Program Directors (APDs) with a minimum of three years of experience, a strong record of successful ACGME accreditation cycles, and a demonstrated commitment to mentorship.
Mentor-Mentee Matching Strategy: Matching will be based on specialty alignment, program size and complexity, and leadership experience. When a specialty match is unavailable, alternative factors will be considered to ensure meaningful mentorship.
Meeting Cadence: Mentors and mentees will meet at least every other month, for a minimum of six meetings annually. Suggested meeting topics include:
- ADS Annual Update and PEC Preparation
- Interview Season Planning
- CCC and Semiannual Evaluations
- NRMP Rank List Development
- Graduation Requirements and Tasks
- Onboarding Processes
- Additional topics as needed
Required Online Training Modules: Completion of the ACGME New Program Director Learning Path modules is mandatory within the first 60 days of appointment. Modules are available through the Learn at ACGME platform.
External Faculty Development: Attendance at the ACGME Annual Educational Conference is strongly encouraged during the first year as Program Director, including participation in the New Program Director pre-course. Specialty-specific Program Director society workshops are also recommended.

Resources & Handbooks

A centralized digital repository will be maintained that includes a Virtual Program Director Handbook, policies, templates, and New Jersey-specific resources.

Responsibilities

New Program Directors: Participate in mentorship meetings, complete required learning modules, attend recommended workshops, and fulfill all applicable ACGME and GMEC requirements.
Mentors: Provide guidance, coaching, support, and professional development advice to newly appointed Program Directors.
GME Leadership: Coordinate the mentor matching process, maintain the mentor pool and resources, and oversee handbook and website updates.

Evaluation and Continuous Improvement

The GME Office will evaluate the effectiveness of the Program Director onboarding and mentorship process through annual feedback collected from both mentors and mentees. Results and recommendations will be reported to the Graduate Medical Education Committee (GMEC) to support ongoing quality improvement.

This policy is subject to periodic review and revision. Please refer to the Rutgers Health Graduate Medical Education Office for the most current version.