On-Site Reviewers

8.1 Institutions, residency program and intern program reviews are conducted by the AOA site review team which are AOA staff members of the Department of Education. An observer from the specialty college may also accompany the professional reviewer.

8.2 The AOA site review team shall not participate in the final approval decision or

recommendation of the IIEC/SPEC beyond providing a written report and crosswalk. It is the primary responsibility of the reviewer to validate the information provided by the

program and its compliance with training requirements. The site review TEAM shall conduct interviews with administration, faculty, and trainees to accurately report on the various aspects of the educational program. The reviewer should not be viewed as a consultant to the program and should not be expected to provide feedback or recommendations to the program or conduct a formal exit interview.

8.3 The AOA site review team shall submit a written report to the AOA within 15 days of the on-site review. AOA will copy the IIEC or SPEC for consideration by their respective evaluating committees. Inspection reports shall contain the findings on the degree of compliance with training standards within the educational programs, and other information required by the PTRC.

E. Program Actions of the PTRC

8.1 The AOA Board of Trustees has authorized the PTRC to review all intern and residency programs to evaluate the review team’s findings and recommend approval or denial. The processes and decisions of the PTRC are governed by the Handbook of the Program and Trainee

Review Council (available for review on the AOA Website).

a. Approval actions, terms of approval, probationary approvals, and denials of approval are described in detail in the Handbook.

b. Any specialty specific deviations in recommended years of approval for new programs or for continuing approval must be fully described in the specialty basic standards.

8.2 The IIEC and/or the SPEC shall review materials submitted to them for recommendations on program approval actions. Recommendations to the PTRC shall be based on the findings of on-site reviews and related materials.

a. From the date that inspection reports are submitted to them, the IIEC or SPEC has 90 days to respond to the PTRC. If a response is not received, the PTRC has the authority to review the inspection report and take final action.

8.3 Program approval commences with the date of the PTRC meeting specified in the

notification letter and remains in effect until the next formal action is taken by the PTRC. The date of next on-site review is stated in each continuing approval letter.

a. Continuing approval does not lapse due to the passage of time.

8.4 The AOA approval letter with cited deficiencies shall be sent to the program, IIEC/SPEC and OPTI within two weeks of the PTRC decision

8.5 Probationary approval actions may be taken as defined in the Handbook. Probationary actions are assumed to be for one-year without the ability to recruit unless otherwise stated in the PTRC action. Any program receiving a probationary action without the ability to recruit will be blocked from participation in ERAS and the AOA Match unless an appeal is filed at the AOA and accepted.

a. Probationary continuing program approvals by the PTRC must be copied to

program trainees, as well as to the DME, training institution, and sponsoring OPTI. b. Notification to trainees shall be made by the Division of Postdoctoral Training 60

days after the program has been informed of the one-year approval of continuing approval. The 60 day time period allows the program an opportunity to appeal the action of the PTRC before trainees are notified.

c. Any institution with an AOA-approved training program that selects trainees but does not participate in that year's AOA Match will be placed on probation for one year and may not recruit potential candidates during that probationary period. 8.6 Denial actions may be taken as defined in the Handbook.

a. Institutions denied approval for an OGME program shall be notified immediately following the PTRC meeting and may request an appeal before the BOE Appeal Committee.

AOA Basic Documents for Postdoctoral Training, Effective 7/1/2015 Section VIII: Evaluation

b. Any active OGME program that is denied approval shall not be permitted to contract with new trainees. In the event of an appeal, no new contracts may be executed during the appeal process.

c. Denial of continuing approval to a training program shall be effective on June 30 one year from the end of the academic year in which the PTRC action occurs. PTRC reserves the right to establish an earlier termination date as appropriate. d. Program denial actions by the PTRC must be copied to the program trainees as well

as to the DME, training institution, and sponsoring OPTI. Notification to trainees shall be made by the Division of Postdoctoral Training. 60 days after the program has been informed of the one-year approval of continuing approval. The 60 day time period allows the program an opportunity to appeal the action of the PTRC before trainees are notified.

e. Ambulatory and continuity clinic requirements in the primary care specialties in AOA programs which are Health & Human Services (HHS) grant funded Teaching Health Centers (THC) or rural programs be permitted to be interpreted and

reviewed consistent with the requirements and intent of the HHS, THC grant programs.