Compliance Updates

The Biosafety and Occupational Health Department has reported that the system used to record information about respirator mask model types are not saving properly in the occupational health portal. As a result, residents/fellows may still be getting auto-generated email reminders to complete the requirement. If you have recently reported your fit test clearance information to BOHD, you can disregard this reminders. Once the system glitch has been fixed, your record will be updated.

We regret any inconvenience and confusion this will cause. Thank you for your understanding as BOHD works with their technical team to get this fixed.

Residents and fellows who have a VA Pre-Onboarding Checklist and have all steps completed except the "UMN-GME-26/27 UMN Immunization Requirements Complete" have been added to the TQCVL list of eligible residents/fellows rotating to the VA to initiate the onboarding process at the VA which can take a considerable length of time.

In recognition of the fact that many residents/fellows are in the process of onboarding and updating the necessary immunizations, some of which cannot be done until arrival to Minnesota, the step has been updated to an "Attestation" step. New trainees can mark the step to attest they will submit all required immunizations to Boynton before clinical rotations begin and changing or current program trainees can mark that step to attest they will maintain immunization compliance as required by Boynton Health.

Please don't hesitate to reach out to gme@umn.edu with any questions or concerns. Urgent requests can be sent by Google chat to leque@umn.edu and virtual appointments are available at z.umn.edu/gmecomplianceofficehours.

During a recent monthly medical license renewal audit, OGME waived the GME Permit/License Upload requirement for trainees who are changing from one UMN program to another UMN program and have a valid medical license uploaded to New Innovations that expires in June 2026 or later.

Residents and fellows that completed the Data Exchange by February 20 or a few days following after will be receiving welcome emails on March 13 from the Office of Graduate Medical Education. The welcome email will include the trainees 7-digit University of Minnesota ID number, their internet ID and email along with the following instruction sheets:

• Activate your UMN email account | Required to access important communications and onboarding instructions sent by the GME Office (activation not required for current UMN account holders)

• Activate your SmartSheet account | Required to access your Residency/Fellowship Training Agreement which must be signed and returned

• Instructions: How to Find, Sign and Return your Agreement | Can also use the Z Link z.umn.edu/gmetrainingagreement

• Instructions: How to Navigate RMS Checklists - New Residents/Fellows | Instructions for accessing New Innovations and navigating checklist for new residents and fellows; review this document for information about getting your New innovations username and password

Residents and fellows who did not receive their welcome email today will receive their information on a rolling basis beginning next week. View this timeline for a general overview of important dates and deadlines for resident/fellow onboarding.

The GME Data Exchange will be open for use beginning Monday, February 2. All new and changing program residents and fellows in accredited and non-accredited University of Minnesota-sponsored programs must complete the GME Data Exchange “Mandatory Information Acquisition Form.”

Step-by-guide instructions: Data Exchange Guide | Residents/Fellows (z.umn.edu/dataexchangeguiderf)

Early Deadline: Friday, February 20 - Fellows, Changing or Transferring Program Residents/Fellows, Hennepin TY Residents who have not received a University of Minnesota Training Agreement

Final Deadline: Monday, April 6 - All incoming Residents/Fellows, Main Residency Match Residents

New Innovations RMS made a system change in December that will now generate automated emails with a temporary password when a new record is created.

Residents/Fellows, if you receive the following email to your personal email account and no other details, please disregard it. An official welcome email will be sent from the Office of Graduate Medical Education with your University of Minnesota credentials, your correct New Innovations RMS username and full instructions on how to log in. After the welcome email is sent, your password will be generated in New Innovations and emailed directly to you (this may take up to 24 hours after the welcome email as this will be a manual process).

From: New Innovations <support@new-innov.com>
Subject: Your New Innovations RMS Password

Please do not reply to this message. This message is being sent at your request for a new password. If you did not request a new password, you should contact your program coordinator or GME office immediately.

Your temporary NI password is: _________

Your username and password are case sensitive. If a password policy is set up for you, you may be prompted to create a permanent password after you log in to New Innovations. To help safeguard your NI login information, you should not give your password out to anyone, and you should delete this message as soon as possible.

Also note that if you are copying/pasting the password from this email message instead of typing it in, then a space may be tacked on to the end (Outlook does this) so please be careful that only the password itself is selected when you copy and paste it.

A few residents have reported their NPI numbers have been deactivated. Residents and fellows who are notified that their NPI has been deactivated should contact the NPI Enumerator at customerservice@npienumerator.com or (800) 465-3203 from 9 AM–5 PM Eastern Time.