Away Electives
gme-adm-0003
About This Policy
- Effective Date:
- 02-02-2014
- Date of Last Review/Update:
- 06-11-2025
- Responsible University Office:
- Graduate Medical Education
- Responsible University Administrator:
- Senior Associate Dean for GME
- Policy Contact:
- GME Assistant Director
Emilie Leveque eleveque@iu.edu
- Policy Feedback:
- If you have comments or questions about this policy, let us know with the policy feedback form.
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Scope
This policy applies to all Indiana University School of Medicine (IUSM) GME resident and fellow physicians.Policy Statement
IUSM residents in good standing may, with their program director’s approval, participate in rotations outside of the affiliated hospital system. While it is within the program director’s discretion to allow such electives, there must be appropriate justification, particularly if a similar educational experience exists within the IUSM GME system. Away electives containing observation components are permissible if the program director deems such activities as beneficial to the resident’s training and professional development. Program directors are responsible for ensuring that accreditation standards including supervision, work hours, and safety are followed.
Each program must establish a policy on how to apply for away electives, the amount of permissible away time, and, if applicable, procedures for the completion of any missed core educational sessions.
Programs should consult their ACGME Review Committee (RC) and medical Board for further information on requirements and procedures related to away electives.
Residents on an H-1B visa must consult the Office of International Affairs to determine their eligibility for an away elective as well as any additional costs or restrictions that may apply.
Residents on a J-1 visa are eligible to participate in away electives provided that they submit the ECFMG Required Notification for Off-Site Rotation / Elective (Reference 1) to the Training Program Liaison (TPL) at least 30 days prior to the elective start date.
An Away Elective Request form (Reference 2) must be submitted at least 90 days prior to the elective start date. This request must include a detailed description of the rotation’s goals, objectives, and competency-based curriculum. The GME Office will review and approve or decline all away electives. International away elective requests will also be reviewed by the Associate Director of Education for Global Health and Equity for safety, cross-cultural, and professional impact.
No international away elective shall exceed 60 days, and no resident may participate in international away electives that exceed 60 days in an appointment year.
Funding of salary and all fringe benefits for residents on away electives will remain as fiscally approved by IUSM GME unless explicitly stated otherwise in the Affiliation Agreement. Professional liability coverage should be provided by the host institution if possible. IUSM GME will not subsidize housing, meals, or parking for residents while on away electives. This information must be communicated to the rotating resident by the Division or Department before initiating the away elective request.
Program directors must ensure that appropriate evaluations are completed for residents on away electives to document credit for the time spent away.
Residents completing an international away elective will be required to complete the International Elective Questionnaire (IEQ) within 30 days of their return.
Reason for Policy
The purpose of this policy is to establish policy and procedure to ensure the quality of education and appropriate supervision for off-site elective rotations, formally referred to as away electives.Procedures
The IUSM program coordinator is responsible for initiating a Program Letter of Agreement (PLA) or notifying the GME Office if an Affiliation Agreement is required. The program coordinator serves as the point of contact between the host institution and IUSM.
Upon final GME approval of an away elective request, the program coordinator must update the resident’s MedHub schedule with the appropriate rotation information, removing all previously scheduled activities as applicable (e.g., shifts, call, and clinics) for the elective’s duration.
Definitions
ACGME is the Accreditation Council for Graduate Medical Education.
An away elective is a rotation assignment performed by an IUSM resident with a training program outside IUSM’s major affiliate hospital systems.
A host institution is a sponsoring institution and/or training program outside IUSM’s major affiliate hospital systems where an away elective occurs. An affiliation agreement formalizes the relationship between IUSM and the host institution in the eyes of the ACGME.
A resident is an IUSM resident or fellow.
Implementation
The Designated Institutional Official (DIO) for Graduate Medical Education is responsible for implementation of this policy.Oversight
Policy authority for this document resides with the Graduate Medical Education Committee. The DIO and the Graduate Medical Education Committee are responsible for oversight. This policy will be reviewed every three years or more often if deemed necessary.History
- Policy gme-adm-0003 approved by GMEC on 02 February 2014.
- Policy updated for formatting 06 April 2018.
- Policy updated for formatting 27 June 2018.
- Reviewed by Policies & Procedures on 27 August 2018.
- Revised on 07 November 2019.
- Revised on 12 April 2022.
- Approved by the GMEC 18 May 2022.
- Policy revised 11 June 2025.