Appointments & Credentialing

R1 Academic Years: Dates

• AY27: 6/25/2026 – 6/24/2027
• AY28: 6/25/2027 – 6/25/2028 *2028 Leap Year
• AY29: 6/26/2028 – 6/24/2029 *June 25 is a Sunday
• AY30: 6/25/2029 – 6/24/2030
• AY31: 6/25/2030 – 6/24/2031

Considerations

• These appointment dates apply to programs that follow a 4-week rotation schedule and appoint on the June 25 start date.
• Other than unique years (noted above) all GME appointments must be 365 days. Programs must have advance approval from the GME Office to have appointments (initial or promotions) that are longer or shorter than 365 days. Current Appointment Change Form
• Programs must work with Host programs to align rotation switch dates. Scheduling and Boarders Policy

Instructions and Guides

• Resident and Fellow Appointments in Workday: GME Business Processes (updated 2/4/25)
• Data Requirements for Initiating GME Hires and Job Changes (updated 4/1/23)

Timelines

• AY27 Workday Actions/Timeline: GME Appointments (updated 11/24/25)

Other Resources

• Academic Appointments and Compensation (AAC)
• UW Integrated Service Center (ISC)

GME oversees Fellow Non-ACGME and Fellow Non-ACGME Stipend appointments for individuals in GME-approved Non-ACGME programs. Programs/departments should continue to use the contract template posted on the AAC website and continue to load to Workday. Contracts will not be deployed in MedHub for Non-ACGME appointments. Any questions should be directed to Shinetra Pryor (snpryor@uw.edu).

• Academic and Medical Staff Affairs Resource Portal
• Credentialing Policy
• Fellow Non-ACGME Offer Letter Template
• Fellow Non-ACGME Reappointment Letter Template
• No SOM Intake form required for appointments managed by GME

For Programs

• Offboarding Procedures for Resident and Fellow Appointments

For Trainees

• Offboarding Checklist for Residents and Fellows

Extra Compensation for Orientation

Programs must compensate residents/fellows for any time spent at required program orientations that occur prior to appointment start dates. GME will compensate residents/fellows for GME orientation, EHR training and LMS modules that are completed prior to appointment start dates.

Orientation Compensation

• AY25 Orientation Daily Rates (updated 6/10/24; for reference only)
• AY26 Daily Rates – (Rates pending until contract negotiations conclude. AY25 rates will remain in place until otherwise communicated)

See guidance for entering compensation in Workday in the Workday Guidelines section above.

Hospital Badges and Husky Card

• HMC Hospital Badge Request Form (requires amc login)
• Template: HMC Bulk Badge Access Request
• UWMC-Montlake Hospital Badge Request Form (requires amc login)
• Template: UWMC-Montlake Bulk Badge Access Request
• Husky Card ID Center Locations

Pagers

• Template: UW School of Medicine GME Resident and Fellow Pager Request Form
• Spok FAQs and Paging User Guides

UWMC-NW will continue to have separate provisioning requirements through the UWMC-NW Medical Director’s Office, including:

• Notifying the Medical Director’s office, four to six weeks in advance when a resident or fellow will be rotating at UWMC-NW
• Facility access and parking
• Network access

Questions regarding the provisioning process at UWMC-NW, please contact:

UWMC-NW Medical Director’s Office
nw-medstaffoffice@uw.edu

Questions regarding onboarding and credentialing at Seattle Children’s Hospital, please contact:

Seattle Children’s Graduate Medical Education
Office: 206-987-5093
gmetrainingandcredentialing@seattlechildrens.org (updated 8/1/23)

Resource: Seattle Children’s Onboarding (updated 2/6/2024)

Onboarding Resources

• VA Points of Contact – For Internal Use Only (updated 11/24/25)

VA Badging Information (for residents and fellows with a current VA badge)

• Remote Certificate Renewal (updated 5/14/21)
  • Note: Eligible residents and fellows holding a valid VA badge, may keep their badge for use at the Seattle VA

AY26 VA Onboarding Updates

• AY26 VA Onboarding Changes Recording
• AY 26 Onboarding Changes