GME New Affiliation Agreement Request
Type of Affiliation Agreements:
- Letter of Agreement (LOA): Used for one trainee, limited to the dates of the rotation. (typically used for elective rotations for a minimum of two-weeks and maximum of 1year)
- Training Affiliation Agreement (TAA): Used for multiple trainees going to the site for one or multiple rotations. This is used for long term, ongoing, or required rotations your program has at other sites. This is valid for 5 years at a time and can be renewed.
Please read the instructions below and attach the proper documentation before submitting this Smartsheet form. Each required attachment is linked below for you to download.
FOR AN LOA PLEASE SUBMIT:
- The Smartsheet form on the right for an LOA and submit the following attachments:
(One of the following four documents SIGNED by the Other Institution WITH NO CHANGES)
- Outgoing domestic letter of agreement
- Outgoing international letter of agreement
- Incoming domestic letter of agreement
- Incoming international letter of agreement
In addition please also submit:
- A completed Program letter of agreement for the rotation signed by the Site Director.
- Rotation goals and objectives.
If the other institution is requesting changes to our LOA standard language, OR the other institution is requiring us to sign their LOA form your LOA request must go through our contracts office for review and signatures.
This process through contracts can take 4-6 months to be resolved**
FOR A TAA POLEASE SUBMIT
- Smartsheet form on the right for a TAA**
- A completed Program letter of agreement for the rotation signed by the Site Director.
- Rotation goals and objectives
Once this Smartsheet form is submitted, you will receive a confirmation email with the follow-up timeline. All TAA requests should be submitted at least 4-6 months in advance of rotation start date. LOA requests should be submitted no later than 30 days prior to rotation start date.**
**Your program should always have an alternate rotation available for your trainee in case negotiations are not resolved or an agreement cannot be reached between the two sites.
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If you are unsure of which forms to use, please see below for more information on Affiliation Agreements.
When and how to use an LOA:
- An LOA is a set form that has been approved by UCSF risk management, legal and contracts departments
- Only requires the signatures of the other institution and Kathy Julian (UCSF DIO) if changes are not made to the document by the other institution
- If no changes are made to the document, process can be quick and signed by both parties within one week
- If changes are made to the other institution to any of the legal language, the form must then be sent to the UCSF contracts and legal department for review and can take up to three months for approval.
When and how to use a TAA:
- A TAA is an agreement between UCSF and another institution that is sent through our contracts department and is negotiated by both legal teams until the language is agreed upon
- TAA is required for permanent away rotations
- Process for negotiations can take up to six months