Frequently Asked Questions

If you have a question that is not answered below, contact the ACVS office (acvs@acvs.org, or ksoehnlein@acvs.org).

Excel file - Residency Training Documentation

Q: I've entered cases into Form 7, but nothing appears in the Year column, what am I doing wrong?
A: You must first enter the dates for the current year on Form 3. Once you do that, the "Year" column should automatically calculate on Form 7.

Q: I tried to make changes to Form 7, but I'm getting an alert saying the file is password protected. How can I get the password?
A: You cannot obtain the password. The ACVS has protected the files to maintain the integrity of the formulas throughout.

Q: How do I delete cases or other data from Form 7?
A: The best way to remove data is to copy all of the data that you've entered below that case and paste it on top the line you want to delete. Do not select column A when you select the data (see Note below). For example, if you want to delete a case on line 71 and you've entered data through line 105, select the cells from B72 - K105, choose Copy and then move the cursor to cell B71 and choose Paste. Then, go to row 105 and select cells B105 - K105 and choose delete.

Note: Never try to delete an entire row (highlighting the entire row and choosing Delete or Cut) - some computers will not let you do this, but on other systems, the formulas in the Year column will be thrown off and will not accurately reflect your data.

Q: The Year column on Form 7 is not calculating correctly. When I type in my data, ### signs appear in the Year column. How do I fix this problem?
A: You cannot fix it on your own. This form is protected and you will need to contact the ACVS office for further help. You can e-mail your entire Excel file to acvs@acvs.org, explain the problem and ask that the file be repaired. This problem seems to occur when a resident has tried to delete a row of data (see Note above).

Q:I received my evaluation form from the Resident Credentialing Committee and made the changes they requested. My numbers don't match the total verified numbers. How can I fix the problem?
A: Chances are that there is a particular code that isn't being counted by the workbook. The best way to fix this problem is to reapply the code to the cases or weeks that are affected. For example, if your file is calculating 41 "C" weeks for the year, but your evaluation has 42, then one of the "C" weeks is not being calculated. Go to Form 8 and use the drop down menu to relabel all of the C weeks. The system does not always recognize codes when they are typed in, rather than chosen from the menu. Use this method to double check core curriculum codes or D/N codes on Form 7.


Manuscript Submission

Q: Can I have my manuscript reviewed prior to submitting my credentials?
A: Yes, each year residents may submit their manuscript for early review to the Resident Credentialing Committee. Manuscripts will be accepted only for the August 1 deadline (coinciding with the annual Residency Training Documentation review). This policy is outlined in the 2003 Information Brochure, p. 10, item c, and on p. 23, item II.


Annual Residency Documentation Submission

Q: I missing one of my forms and need it for my credentials application. My resident advisor/program director does not have a copy. How can I obtain this form?
A: The ACVS office keeps copies of all documentation submitted by the residents. Copies of files can be ordered from the office at a minimal charge. Download and complete this form, then mail or fax to the ACVS office.

Q: I received my evaluation and I have been asked to resubmit this year. Should I just correct the problem and resubmit the corrected forms or do I need to resubmit the entire log?
A: You should correct the forms affected by the changes and get new signatures on those forms. You should resubmit the entire packet again. If there are forms that were not affected by the changes, you can submit photocopies of the forms that were sent in your initial packet. The packets should be assembled in the proper order and bound as indicated in the Information Brochure.

Q: I have been asked to resubmit this year; do I have to get the signatures from all of the individuals again?
A: You will need to get signatures only on the forms that have changed from your first submission. In the case of Form 8, Resident Activity Log, if you need to change just a few weeks, or have them signed by a different individual, you can print out an amended copy of the log and have just those few weeks signed, as well as have your resident advisor (and yourself) sign the bottom of the form. You should also resubmit a copy of the original Form 8 with all of the signatures as in your original submission and just cross out the weeks that were incorrect.

Q: On Form 7, I've been asked to clarify the use of "D" and "N", please explain the difference.
A: "D" should indicate Directly supervised surgeries. This means surgeries where a Diplomate (DACVS, DACVIM-Neurology, DACVO, DAVDC) was at the table or in the room. "N" indicates Not Directly Supervised surgeries. This should be used for surgeries that were not supervised, were supervised by a non-Diploamte or were not directly supervised by a Diplomate (a Diplomate may have been in the facility for consultation, but was not in the operating suite).

Q: Which supervisors do I need to list on Form 5?
A: This form should include all clinicians who supervised you throughout your program (not just for the current year) -- all ACVS Diplomates, all Diplomates from other specialty boards and all non-Diplomate supervisors.


Change in Program Director or Resident Advisor

Q: My Program Director has changed. What paperwork do I need to submit?
A: Your new Program Director must submit a Program Director's Statement (Form 1a) indicating the date the change became effective for each resident in your program. this form must be filed with the ACVS office within 30 days of the effective date of the change.

Q: My Resident Advisor has changed. What paperwork do I need to submit?
A: Your new Resident Advisor needs to submit a Registration of Resident Advisor (Form 1b) indicating the date the change became effective. This form needs to be sent to the ACVS office within the first calendar quarter of the effective date of change.