Structured Feedback. Consistent with Section 3.7 of these Standard Terms & Conditions, Resident should be provided structured feedback that is consistent with the Residency Program and that informs Resident of any deficiencies and recommended actions for correcting or curing them. Such feedback techniques include but are not limited to verbal feedback, rotational evaluations, and written formative or summative evaluations. If Resident is identified as having a deficiency that has not been corrected or if Resident has not shown satisfactory improvement through the less formal structured feedback identified above or the formal evaluation process and/or if the Residency Program determines that the deficiency is significant enough to warrant something more than the feedback identified above, the Residency Program may elect to issue a “Letter of Deficiency”. This letter will provide Resident with (a) reasonable notice of the deficiency and (b) recommended steps that should be taken to cure the deficiency. Letters of Deficiency must be signed by the Residency Program Director (or his or her designee). The Residency Program Director will provide Resident with feedback consistent with the Letter of Deficiency. If Resident satisfactorily resolves the deficiency and continues to perform acceptably thereafter, the period of unacceptable academic performance will not affect Resident’s status in the Residency Program. UCMC, College and the Residency Programs deem a Letter of Deficiency to be an educational tool and not a disciplinary action. As such, a Letter of Deficiency is not a Reportable Action as described in Section 4.1.3. The issuance of a Letter of Deficiency does not trigger an automatic report to any outside agencies. However, the fact that a Letter of Deficiency was issued may be disclosed in response to direct inquiries from licensing agencies or other entities that request information for credentialing or employment purposes. A Letter of Deficiency is not subject to the review processes outlined in 4.1.4 and 4.1.5 or any other review or appeal process. The Residency Program is not required to issue a Letter of Deficiency before initiating a Reportable Action as described in Section 4.1.3.
