Program Letters of Agreement (PLA)
The ACGME requires all residency programs to have individual Letters of Agreement (PLA) with each participating institution that provides a required educational experience for a resident that is 1 month in duration or longer. Program letters of agreement provide details on faculty, supervision, evaluation, educational content, length of assignment and policy and procedures for each required assignment that occurs outside of the sponsoring institution. These documents are intended to protect the residents by ensuring an appropriate educational experience under adequate supervision. These documents are prepared by individual residency programs and serve to document the understanding between the program and the facility regarding specific aspects of training at that facility. PLAs must be updated whenever significant changes occur, i.e., prior to a site visit or change in program director.
The Common Program Requirements stipulate that program letters of agreement should:
- identify the faculty who will assume both educational and supervisory responsibilities for residents;
- specify their responsibilities for teaching, supervision, and formal evaluation of residents;
- specify the duration and content of the educational experience;
- state the policies and procedures that will govern resident education during the assignment.
A template, which has been approved by OU legal and OUCOM-T GMEC, is provided to guide fulfillment of PLA requirements.
Using this template:
1. Fill in the correct information requested in each set of parentheses
2. Obtain Program Director signature on original PLA
3. Obtain Site Director signature on original PLA
4. Send original PLA signed by both Program Director and Site Director to DIO for signature
5. DIO will retain copy and send original back to Program Director
Program Letter of Agreement (PLA)
To: (Local Director, Participating Site)
From: (Program Director, Sponsoring Institution’s Residency/Fellowship Program)
Subject: Required Resident/Fellow Assignments
Date: (effective date)
This Program Letter of Agreement (PLA) serves as an Agreement between the Board of Regents of the University Of Oklahoma College Of Medicine, Tulsa’s (Residency/Fellowship Program) and (Participating site/facility/office/practice) involved in resident/fellowship education for required assignments. This PLA is effective (__/ __/____), and will remain in effect for up to five years unless updated, changed or terminated sooner in writing by the (Residency/Fellowship Program) or (Participating Site/facility/office/practice). This PLA may be renewed upon written agreement of the parties.
The following person(s) are responsible for education and supervision of the residents/fellows rotating at the participating site:
(Program Director, full name and complete contact information) at University of Oklahoma College of Medicine, Tulsa
(Local Director, full name and complete contact information) at (Participating Site/facility/office/practice)
The following faculty members may also participate in the Participating Site’s educational program:
(List other faculty by name)
The above mentioned faculty are responsible for the education and supervision of the residents/fellows while rotating at (Participating Site/facility/office/practice).
The faculty at (Participating Site/facility/office/practice) must provide appropriate supervision of residents/fellows in patient care activities and maintain a learning environment conducive to educating the residents/fellows in the ACGME competency areas. The faculty must evaluate resident performance in accordance with program requirements and policies during each rotation or similar educational assignment and document this evaluation at completion of the assignment.
In accordance with ACGME Program Requirements, the PLA must document the following course information:
1) duration of the educational experience
2) learning goals, content of course and description of educational experiences
3) faculty responsibilities for teaching, supervision of patient care, and evaluation of residents/fellows
The course information must be included in this document or an attachment to it.
In cooperation with the Program Director, the Site Director and the faculty at Participating Site are responsible for the day-to-day activities of the residents/fellows to ensure that the outlined goals and objectives are met during the course of the educational experiences at the Participating Site.
During assignments at this Participating Site, residents/fellows may also have required assignments of the Program, which they must attend, such as continuity clinics, academic afternoons, core conferences, grand rounds, and other required activities. These specifically include the following weekly/monthly/other assignments:
(list assignments here)
During assignments to (Participating Site/facility/office/practice), residents/fellows will be under the general direction of the University of Oklahoma College of Medicine, Tulsa, Graduate Medical Education Committee’s and (Program’s) Policy and Procedure Manual and (Participating Site/facility/office/practice) policies for resident physicians and graduate medical education. The Participating Site shall provide adequate parking and work space, and shall take reasonable steps to ensure the safety of the residents/fellows during assignments.
Participating Site
______
Site Director signature Date
Residency Program
______
Program Director signature Date
Sponsoring Institution
______
Ronald Saizow, MD Date
Designated Institutional Official (DIO)
For the Board of Regents, University of Oklahoma, and
On behalf of the Dean, OU College of Medicine, Tulsa