Academic Regulations for Full-time Graduate Medical Education Programs

Glossary of Terms

Academic Standing Academic standing is an indicator of residents’ academic progress.
ACGME-I Accreditation Council of Graduate Medical Education – International
Associate Program Director A Medical Doctor (MD) who is a member of the academic faculty in the College of Health Science who reports to the Program Director and who is responsible for certain components of residency program administration and oversight.
Clinical Faculty Member A Medical Doctor (MD) who is a primarily a practicing clinician and who is responsible for direct supervision of medical trainees or who is an instructor for a specific course.
Clinical Rotation A period of time (usually measured in weeks) that a Resident is assigned to a particular hospital ward or clinic site or faculty mentor. This can be further defined as a Core Rotation, Subspecialty Rotation, or Elective/Research Rotation.
Clinical Training Sites Vinmec International Hospital Times City; Military 108 Hospital; National Children’s Hospital.
College An academic unit where undergraduate residents are registered in academic programs
Conferral The date on which a specialty-specific academic qualification is granted. This date appears on the resident’s official parchment.
Dean Refers to the Head of a College or a Faculty
Full-time Resident A full-time Resident is undertaking at least 80% of a full-time workload for clinical rotations and courses.
Inpatient Setting A hospital ward setting that provides 24 hour care to patients 7 days per week with continual staffing by MDs, nurses, pharmacists, and other ancillary healthcare staff.
MOET Ministry of Education and Training
MOH Ministry of Health
Outpatient Setting An ambulatory setting (clinic or Emergency Department or observation unit) that is only open for certain hours on certain days of the week for patient care consultation and treatment.
PGY Post-Graduate Year. Indicates the level of training based on how many years the resident has been out of medical school. Examples for Internal Medicine: PGY1a, PGY1b, PGY2, PGY3.
Residency Program Post-graduate medical training in a defined area of specialized clinical practice: Internal Medicine, Pediatrics, General Surgery.
Residency Program Director A Medical Doctor (MD) who is member of the academic faculty in the College of Health Science responsible for curriculum Development, faculty development, program management, accreditation compliance, and assurance of learning of residents in a specific clinical residency program program.
Resident A Medical Doctor (MD) who has graduated from a 6 year medical school program and is pursuing specialty-specific training in a multi-year residency training program.
University VinUniversity/VinUni

Chapter I General Provision

Article 1. Governing Scope and Regulated Entities

This document specifies rules and regulations that govern educational arrangements, evaluations, assessment, grading, and graduation requirements based on an academic credit system for full-time Residents at VinUniversity.

Article 2. Medium of Instruction and Assessment

Unless otherwise approved by the University for a specific course or program of study, English is the medium of instruction (including lectures, tutorials, case conferences, and Simulation Center activities) at the University. Individual instruction or consultation may be in any language.

In order to provide safe and effective patient care, communication within Clinical Training Sites may occur in Vietnamese. For example, communication with patients and families, written/spoken communication with other healthcare staff, and written clinical documentation. Whenever able, verbal teaching and discussions between Residents and Clinical Faculty members should occur in English . Examples include Attending Rounds, Outpatient Rotations, Program Director Rounds, etc.

The Residency Program Faculty may teach in Vietnamese and use Vietnamese reading materials for required courses of the Ministry of Health. In such a case, the materials will be provided in English to residents when requested.

Other courses may be offered in other languages with approval of the University Council.

Article 3. Residency Training Academic Program and Syllabi

  1. A Residency Program involves a hierarchy of PGY levels; educational objectives and learning outcomes; required credits; an academic plan associated with the time to obtain a Residency Training Certificate; a teaching methodology and a mode of delivery; a mode to assess academic performance and clinical competency milestones; a supportive clinical training environment; and other conditions for its implementation. Each Residency Program needs to comply with the current requirements by the MOH, the current university approval process, and accreditation requirements in the future (ACGME-I).
  2. Each Residency Program shall incorporate a competency-based training model that meets both MOH and ACGME-I requirements for mastery of a clinical These curricula involve a minimum number of defined clinical rotations (Core Rotations/ Subspecialty/ Elective), demonstrated competency of specified medical/surgical procedures, and progressive achievement of defined milestones for 6 core competencies (Medical Knowledge, Patient Care, Interpersonal & Communication Skills, Professionalism, Practice-Based Learning and Improvement, Systems-Based Practice). Each Residency Program comprises courses and clinical rotations that are offered in each academic year.
  3. The course syllabus for Clinical Rotations includes the number of credit hours, prerequisites (if any), theoretical and practical contents, methods of assessment, coursebooks, list of reference materials and requirements for laboratory/ practical/ clinical practice, and similar exercises.

Chapter II Educational Arrangements

Article 4. VinUniveristy Statement of Academic Integrity

  1. Academic integrity is a significant component of a higher education for residents to learn, experience, and adopt the highest ethical standards. At VinUniversity, residents misconduct in academic matters is not tolerated.
  2. Residents of VinUniversity agree to abide by pledge of academic integrity statement, whereby residents agree individually and collectively that they will not violate academic integrity in any activity that is associated with grading, such as exams, take-home exams, or reports. In doing so, residents will actively discourage others from violating the Pledge.
  3. During their Clinical Rotations, residents must continue to uphold these standards as guided by their Hospital Leaders, Program Directors, and Clinical Faculty Members, and other Healthcare Professionals. Additionally, each medical resident has the privilege of learning and working in the healthcare environment directly with patients, their families, and professional colleagues. Residents are expected to adhere to the principles of bioethics, the highest standards of professional behavior, and to treat all patients and colleagues with dignity and respect regardless of their gender, race, ethnicity, nationality, sexual orientation or religious beliefs.
  4. Academic Misconduct Procedures:
  • For Academic Misconduct, VinUniversity Residents will abide by official VinUniversity Student Code of Conduct and Disciplinary Policy and Procedures.
  • Professional Misconduct Procedures will be described in detail in Chapters 3 and 4 of the GME Handbook.

Article 5. Residency Program Enrollment

  1. Admitted residents must provide a full enrollment document package as provided in the University Regulations for Graduate Medical Education Admissions.
  2. The Provost shall sign the decision recognizing the full-time Resident list.
  3. All enrollment registration procedures must be completed within the required period as provided in the University Regulations for Graduate Medical Education Admissions.
  4. Upon entry to the University, residents will be admitted to a specific Residency Training Program. Each resident will be granted a University identity card and relevant Clinical Training Site identity cards upon their registration into their program of study.
  5. Unless otherwise approved by the University, residents who are admitted for full-time studies are expected to study full-time in the designated Program and are not permitted to enroll in full-time or part-time study for any other award qualification either at the University itself or any other institution.

Article 6. Clinical Rotations, Courses and Academic Credit

  1. Clinical Rotations vary in length (typically 1-week, 2-weeks, or 4-weeks) and involve a combination of direct patient-care activities and educational teaching and learning opportunities. The primary responsibility of a resident during a clinical rotation is to provide patient care under supervision of a clinical faculty member. Clinical rotations for each Residency Program are scheduled with consideration of hospital staffing needs for inpatient core rotations as well as adequate time for subspecialty/elective outpatient rotations based on ACGME-I guidelines and individual professional interests. One unique aspect of Clinical Rotations is that the same Core Rotations will be completed at least once/year for each resident. For instance, an Internal Medicine resident will spend 4-8 weeks working on the General Medicine Ward rotation each year. With each increasing PGY level, the Internal Medicine resident will have more responsibility for team management, teaching, and supervision of more junior trainees and medical students.
  2. A course is a relatively complete amount of knowledge or skill that facilitates residents’ accumulation of knowledge or skills during their learning process. Each course is assigned a fixed number of credits based on contents of its instruction. The number of credits earned by the resident reflects the effort expended to acquire knowledge or skills.
  3. Each course or clinical rotation shall have a title and a code. The course code shall consist of alphanumerics with the number indicating the education level of the course as specified by the University course numbering policy.
  4. Types of courses are listed as follows:
Description
Required Course Also known as Core Rotation. Contains the main learning outcomes of a section of the curriculum which residents are required to pass to be eligible for promotion and graduation.
Elective Course or Subspecialty Course Also known as Elective Rotation or Subspecialty Rotation. Contains the necessary learning outcomes that residents are allowed to select for themselves (conditionally or freely) according to the guidelines of the MOH or ACGME-I to diversify their specialization or choose at their discretion to accumulate a specified number of courses needed to complete their curriculum.
  1. Clinical Rotation and Course Credits

5.1. A credit is a unit that is used to determine the amount of academic work of a resident.
5.2. 1 credit is equivalent to 15 contact hours for lectures; 45 – 90 contact hours for fieldwork (in industry, communities or hospitals); 45 – 60 contact hours for essays, coursework, thesis or internship. For VinUni residency programs, 1 credit in rotation is equivalent to 60 contact hours in hospitals
5.3. For a theoretical course, residents are advised to spend at least 30 self-study hours to acquire the required knowledge to achieve a credit.

  1. Non-credit bearing courses: some courses like experiential learning courses and service-learning courses are non-credit bearing, which refers to learning activities which residents are encouraged to do as part of their curriculum but which do not carry any credit.

Article 7. GME Rotation/Course Grade and GPA Calculation

1.       Clinical Rotation Grades:

  • Assessment (Quiz/Exam/Mini-CEX/Simulation) : 90%
  • Engagement as assessed by Attendance and participation: 10%

2.       PGY1 Clinical Skills Course Grades: vary slightly by subject area

  • Assessment (Quiz/Written Exam/Mini-CEX) : 25-60%
  • Final OSCE : 20-40%
  • Attendance/Participation : 10-20%
  • Faculty Evaluations for Clinic Preceptorship: 0-20%

3.       Grading System:

This will need to be aligned with VinUni Policies, Grading Scale, and Vietnam MOH Policies. GME will follow the University Grading System like undergraduate programs (with letter grades and 4-point scale). Passing grades range from A to D–; F is a fail.

Letter Grade 4-point scale

GME

From            To

A 4.0 93% 100%
A- 3.7 90% <93%
B+ 3.3 87% <90%
B 3.0 83% <87%
B- 2.7 80% <83%
C+ 2.3 77% <80%
C 2.0 73% <77%
C- 1.7 70% <73%
D+ 1.3 67% <70%
D 1.0 63% <67%
D- 0.7 60% <63%
F 0.0 0% <60%

Article 8. Resident Academic Performance Evaluation and Promotion

1.       General VinUni GME Residency Policies: The academic performance of residents is evaluated in 6-month increments for each PGY level based on the following criteria:

1.1. The number of credits of the courses/rotations that residents are assigned to complete at the beginning of each semester (referred to as “attempted credits”).

1.2. Semester Grade Point Average (SGPA) is a numerical average of grades based on all courses taken in a single semester. SGPA is calculated by dividing total grade points earned by total attempted credits in a given semester.

1.3. Cumulative academic load is the total credits attempted with letter grades earned since the beginning of the program.

1.4. Cumulative Grade Point Average (CGPA) is a numerical average of grades based on all courses taken within a particular level of study. CGPA is calculated by dividing total grade points earned by total attempted credits up to a certain time point.

A comprehensive Assessment and Evaluation tool is under development for all 3 residency programs in collaboration with UPenn assessment experts with a proposed implementation date in Quarter 1, 2021 prior to start of clinical rotations in March 2021.

2.       Evaluation Policy for Clinical Rotations

2.1. For all 3 residency programs, the Program Management Suite One45 will be used to generate and store comprehensive electronic evaluation forms for residents, teaching faculty, and other ancillary evaluators as needed.This is a component of Portfolio Management for residents which is required for Evaluation, Assessment, and Promotion to the next PGY level of training as well as graduation.

2.2. Following the completion of each clinical rotation, a resident will receive an electronic, rotation-specific evaluation form completed by the primary faculty member(s) who provided clinical supervision. The content of these forms will be based on ACGME-I standards and best practices for graduate medical education.

2.3. The data generated from these forms will be aggregated and reviewed regularly, and compared to residency specific milestones that map to the ACGME I core competencies.

2.4. Each resident will evaluate the primary faculty member(s) who provided supervision for the rotation. The content of these forms will be based on best practices for graduate medical education and best practices for clinical faculty development and continuous improvement.

3.      Assessment Policy for GME Clinical Rotations and Courses

3.1. Each residency program will have formative and summative assessment tools.

3.2. Summative assessment tools will be used to determine an individual residents progress towards independent practice using a Milestones framework.

3.3. Sumative assessment tools will also be used to help generate grades/GPA for residents to comply with Vietnam MOH regulations and oversight.

4.     Promotion

See Article 20 for Clinical Competency Committee details.

Article 9. Duration of Residency Training

1. Academic and Clinical Rotation planning shall be arranged by each Residency Program and based on ACGME-I guidelines, and PGY level.

1.1. A program of study is designed for residents to complete a specific curriculum in a certain period of time.

1.2. Planned duration of training programs:

  • Internal Medicine: 4 years (PGY1a, PGY1b, PGY2, PGY3)
  • Pediatrics: 4 years (PGY1a, PGY1b, PGY2, PGY3)
  • General Surgery: 6 years (PGY1a, PGY1b, PGY2, PGY3, PGY4, PGY5)

1.3. An academic year has approximately 48 weeks of clinical education activities which can be a combination of courses and scheduled clinical rotations. There are 4 weeks of vacation annually for each resident who is enrolled in a Residency Program.

2. The Dean, upon the Program Director’s recommendation, can extend the duration of study for residents facing unusual circumstances (e.g. sickness, maternity, civil service etc.) upon petition of the resident on a case-by-case basis.

Article 10. Completion of Residency Training and Final Verification

All VinUniversity GME trainees will receive summative performance evaluations that will include a review of the trainee’s performance during the final period of training, at the time of completion of their training programs. The summative evaluation will certify whether the trainee has demonstrated sufficient professional ability to practice competently and independently. The final evaluation will be part of the trainee’s permanent record maintained by VinUniversity.

All Program Directors will complete a VinUniversity verification of training form for each trainee leaving their training program regardless of reason.

The purpose of the verification of final evaluation and completion of training is to enable compliance with the ACGME-I Institutional Requirements, Common Program Requirements and requirements of similar accreditation organizations.

Procedure

  1. Each Program Director will ensure that the following is completed at the time of separation from training from VinUniversity:
    1. A final, summative evaluation that includes a performance assessment that clearly details the trainee’s ability to practice competently and independently
    2. A VinUniversity verification of training form to be used for future requests for verification of training.
  2. Summative evaluations will become a permanent part of the trainee’s record maintained by the program’s department.
  3. Verification of training forms will become a permanent part of the trainee’s record maintained by the program’s department and the Office of GME.
  4. All requests for verification of credentials must be accompanied by a signed release from the former trainee.

Status and Details

This document specifies rules and regulations that govern educational arrangements, evaluations, assessment, grading, and graduation requirements based on an academic credit system for full-time Residents at VinUniversity.

Reference Number:

VUNI.24​​​​​​​

Document Type:

Guideline

Issuing By:

GME Program

Issuing Date:

Apr 24, 2021

Applying for:

Students of VinUniversity College of Health Sciences

Security Classification:

Public