If you have a question that is not answered below, contact Jeff Melia at firstname.lastname@example.org or 301-916-0200 ext. 102.
For questions relating to program registration, please visit the Program Registration Frequently Asked Questions Page.
Choose a general topic from the list below:
Access to Log System
Resident Training Log Statuses
Log Entry Recommendations
Activity Weeks and Cases
Specialty Service Cases and Rotations
Change in Program Director or Resident Advisor
Change in Program Location
Phase I Examination
Q: How can I get or change my login name or password?
A: Users can retrieve their login information by visiting the forgotten login page. To change your existing login name and password, visit the update your login info page.
Q: I have submitted my Program Directors Statement, Statement of Compliance and matriculation fee. Why can't I access the resident log system?
A: Access to the resident logs will be available once all paperwork processing has been completed and setup in the online log system is done. You will receive an automated email notification once your access has been set up. If you are unable to access the logs and more than 30 days has passed since submitting all required materials, please contact email@example.com for assistance.
NOTE: For residents starting in July 2018, we are finalizing a number of changes to the log system to accommodate updates to the requirements for new residents. Once these changes are in place and your information has been processed, you will receive a confirmation email with relevant information on how to get started. If you have any questions, please contact Jeff Melia at 301-916-0200 ext. 102 or firstname.lastname@example.org.
Q: What deadlines do I need to be aware of throughout the course of my residency?
A: A list of residency-related deadlines is below.
Submit abstract for scientific presentation at the Annual Surgery Summit
approximately May 1 (online submission)
Submit Residency Documentation via online Resident Training Log
by February 1 and August 1 (must be completed by resident, approved by Resident Advisor, Specialty Service Supervisor and Program Director for each six-month period of residency program)
|Phase I Examination eligibility||on or before August 1 (residents should submit their year 1 training for determination by November for the following year's Phase I Examination)|
Submit Credentials Application
arrival at ACVS on or before August 1 (upon completion of all requirements)
Submit petition to RCC to add journal to Approved Journals List
arrival at ACVS on or before August 1
Submit petition to Board of Regents for extension of Credentials Application Deadline
arrival at ACVS on or before August 1 of 2nd year
Submit request to RCC for early manuscript approval
updload publication at www.acvs.org/apply on or before August 1 of 2nd year
Apply for ACVS research grants
online submission on or before November 1
Q: My log entries are classified as "New." What does this mean?
A: Log items with a status of "New" have been saved, but not submitted for RA review. Log items in this status can still be changed by the resident. Once the log items are submitted, they move to the status of "Awaiting RA" (or Awaiting Supervisor for Specialty Service rotations).
Q: My log entries are classified as "Awaiting RA." What does this mean?
A: Log items with a status of "Awaiting RA" are pending review by the Resident Advisor. Once reviewed, if declined, these items will move to the the declined status and can be revised and resubmitted or deleted. Items approved by the RA move to the Awaiting "Semi-Annual Review" status.
Q: My Resident Advisor is unable to approve items which are in the "Awaiting RA" status. Why?
A: Resident Advisors can only approve log items dated during their time as RA for the resident. If there was a change in Resident Advisor, it is likely that the entries are dated during the timeframe of a different Resident Advisor. The Program History tab at the top of the logs will show the dates for the resident, Residents Advisor(s) and Program Director(s).
Q: My log entries are classified as "Awaiting Semi-Annual Review." What does this mean?
A: Log items approved by the Resident Advisor will remain in this status until the Resident Advisor has submitted a Semi-Annual Review covering the timeframe for those items. Once the Program Director has approved the Semi-Annual Review and the resident has acknowledged viewing that review, the log items will move to "Awaiting RCC."
Q: My Semi-Annual Review says that it is "Awaiting PD." What does this mean?
A: Once a Semi-Annual Review has been submitted by the Resident Advisor, the Program Director must approve it. For cases where the Resident Advisor and the Program Director are the same person, the RA/PD must submit the review (as RA) and then go back in and approve the review (as PD).
Q: My Semi-Annual Review says that it is "Awaiting Resident." What does this mean?
A: Once a Semi-Annual Review has been approved by the Program Director, the resident must acknowledge that the review has been viewed before log items from that timeframe move to the "Awaiting Deadline" status.
Q: My log entries are classified as "Awaiting Deadline." What does this mean?
A: Log items must be submitted for review by the Resident Credentialing Committee prior to stated deadlines. The deadlines for logs to be ready for review are February 1 and August 1. All log entries must reach the "Awaiting Deadline" status prior to the deadline. Once the deadline passes, log items in the "Awaiting Deadline" status will move to "Awaiting RCC" for committee review. Log items which are not complete prior to the deadline will not be reviewed until the next round of reviews. (Awaiting Deadline was previously titled "Awaiting Acceptance.")
Q: My log entries are classified as "Awaiting RCC." What does this mean?
A: Log items which are “Awaiting RCC” are pending review by one or both of the assigned Resident Credentialing Committee reviewers. Items will remain in this status until both reviewers have reviewed an item and it has been approved or declined.
Q: My Specialty Service rotation/case is classified as "Awaiting Supervisor." What does this mean?
A: Log items with a status of "Awaiting Supervisor" are pending review by the rotation/case supervisor as specified in the Specialty Service entry. The online log system sends automated emails to the supervisor with instructions on how to approve the entry. These emails are sent immediately to the email address showin in your supervisors tab in your logs when the entry is submitted and reminders are sent every 14 days until the it has been approved.
Q: Are there any available resources to help with the completion of my logs?
A: The Resident Credentialing Committee has created a number of resource documents to provide guidance to residents and supervisors in advance of the log review deadlines.
Q: I am short on cases in a particular category and have an opportunity to perform the procedure during an off-clinic specialty rotation or research week. Will this be acceptable?
A: Off-clinic weeks with requirements (Specialty Service rotations, Research/Manuscript Preparation weeks) are intended to be protected time to focus on that activity outside of the surgical suite. The Residency Training Standards and Requirements document states:
- Non-surgical weeks with elective procedures performed will be declined.
- Specialty service weeks will be declined unless performed procedures are “curriculum required” [shortfall cases] or “emergency” procedures. Performance of routine cases will cause declination of the specialty service week. Additionally, residents attending a specialty service will not follow cases they consulted on to the OR when they are referred to the surgical service.
- Emergency surgeries, curriculum essential surgeries, and surgeries performed on “weekends” will not be cause for declination of weeks
Committee members will review submitted training. It is considered standard procedure for the committee to decline activity weeks/specialty service entries with non-emergency cases for explanation/clarification. If entries are declined due to logged cases that you believe are essential for the completion of your requirements, you should resubmit the entry for re-review and provide an appropriate clarification/explanation in the resubmit reason field. The committee is not able to give a definitive approval or confirm acceptability of these entries in advance of completing the actual log reviews after the subsequent deadline since an evaluation of the overall caseload and other logged items are relevant to confirming that the case was "essential" to meeting requirements.
Q: I entered an activity week in my logs and it is showing up as an "Alternate Supervisor" week even though there is no option to specify that. Why is it showing up like this?
A: Residents are required to spend a percentage of their surgical weeks under the supervision of ACVS Diplomates other than their primary supervisor. The resident log system calculates this number automatically by determining which supervisor is listed on the most activity weeks (not necessarily the RA or PD) and considers him/her to be the "primary" supervisor. All remaining surgical weeks under other ACVS Diplomate supervisors get added together and applied toward this alternate-supervision requirement.
Q: Am I required to log educational events?
A: Participation in educational events at least once every two weeks is required for all residents who started in a residency on or after July 1, 2015. Educational events must be logged and reviewed along with all other log items and will be reviewed by the Resident Credentialing Committee following the February 1 and August 1 log deadlines. See the ACVS Residency Training Standards and Requirements document corresponding to your residency start date for details and requirements.
Q: Are seminars loggable as educational events?
A: No. Presenting at or attending a seminar does not count as a loggable educational event.
Q: Where can I find a list of the objectives for Specialty Service rotations?
A: The lists of objectives can be found in the Residency Training Standards and Requirements document in place at the start of the residency. Listed objectives vary based on the type of rotation, residency type (small animal vs. large animal), and the year the resident started.
Q: Does my specialty rotation supervisor need to check any/all of the "Objectives" checkboxes for my specialty training to count?
A: No. The objectives checkboxes that specialty rotation supervisors complete are not requirements. These objectives, as listed in the ACVS Residency Training Standards and Requirements document corresponding to your residency start date, should be shared with the allied specialty Diplomates who supervise the resident during the required specialty rotations. It is anticipated that many of these objectives might be completed by the end of the residency.
Q: Am I required to log Specialty Service cases?
A: Residents who started in a program on or after July 1, 2015 are required to fulfill Specialty Service case requirements in Anesthesiology and Patholog in addition to the core curriculum case requirements. These requirements are stated in the objectives for the respective Specialty Service rotation details in the ACVS Residency Training Standards and Requirements document.
Q: Can neurosurgery cases count when logged during a neurology special rotation week?
A: No. In order to qualify for the ACVIM-supervised Specialty Service rotation requirement, surgical cases should not be cut. Time spent on these special rotation weeks is meant to gain internal medicine experience outside the surgery suite. If neurosurgery cases are being cut during the rotation, it would be a neurosurgery rotation which would qualify as a surgical week.
Q: I entered my specialty week into the activity weeks section of my logs. Why is it not appearing in the Specialty Services section also?
A: Specialty activity week entries do not automatically populate into the Specialty Services section of your logs. Specialty rotations need to be entered separately from activity weeks.
Q: My specialty rotation/case supervisor did not receive the email to approve the entry in my logs. Can the email get resent?
A: Approval emails for specialty rotations and cases are automatically resent every two weeks to the address associated with the supervisor record. Verify that the email address listed in the Supervisors tab of your logs is correct. There is also a button on each specialty rotation entry that will allow you to immediately resend the email to your supervisor.
Q: What dates should we use when submitting a Semi-Annual Review?
A: Semi-Annual Reviews should span approximately six months and are typically submitted during the month prior to the February 1 and August 1 log review deadlines. If there has been a change in Program Director or Resident Advisor since the last review was submitted, it is necessary to coordinate review end dates with the change dates for these Diplomate Supervisors. This may result in two or more Semi-Annual Reviews within the six-month period between log review deadlines. Please see the Change in Program Director or Resident Advisor section below for details relating to Semi-Annual Reviews when there is a PD or RA change.
Q: Why am I getting an error saying that the review dates overlap with the responsibility dates for the Resident Advisor?
A: Resident Advisors can only submit reviews dated within the range that they are assigned as RA for the resident. If there has been a change in Resident Advisor since the last review, the outgoing Resident Advisor must submit a review ending
Q: My Resident Advisor is also my Program Director and submitted a Semi-Annual Review. Why does it still say “Awaiting PD?”
A: When one ACVS Diplomate serves as both the Resident Advisor and the Program Director for a resident, the online log system requires that the Semi-Annual Review be submitted (as RA) at which time the review will move to the “Awaiting PD” status. The Diplomate will then need to go back into the review and approve it (as PD). Once this has been completed successfully, the review will move to the “Awaiting Resident” status.
Q: My Resident Advisor has reviewed my logs. Why does it still say "Action Required?"
A: Any cases, weeks or seminars that have been entered into the logs need to be individually reviewed by the Resident Advisor when in the "Awaiting RA" status. Any items in the "Awaiting Semi-Annual Review" status are items that will require action on the part of the Resident Advisor (by submitting a Semi-Annual Review) before they proceed to the next status. Unless all entries have been reviewed by the RA and are covered by a submitted Semi-Annual Review, the system will show that there is action required of the Resident Advisor.
Q: There are older items in my logs that are "Awaiting RA" which are dated from the time of a previous Resident Advisor. Why won't the system let my current RA review them?
A: Individual log item reviews are the responsibility of the Resident Advisor who was assigned to the resident at that time. For log items that took place under a previous Resident Advisor, the old RA is responsible for the review of those items.
Q: My Program Director is unable to approve any of the cases/weeks/seminars in my logs. What is happening?
A: Program Directors do not sign off on each individual entry in a resident’s logs. The Program Director is responsible for approving the Semi-Annual Review submitted by the Resident Advisor.
Q: My Program Director or Resident Advisor is on vacation or has taken a leave of absence. Can someone else review my logs?
A: No. Program Directors and Resident Advisors are responsible for fulfilling their respective responsibilities within the program by the stated deadlines. Failure to complete these responsibilities on time could result in negative consequences for the resident(s) including inability to submit credentials upon completion of the requirements.
Q: My Specialty Service case/rotation supervisor has not received the email to approve my entry. Can you resend the email?
A: The Specialty Service approval emails are sent through an automated process from the log system immediately once the rotation/case is submitted. There is a button within each specialty rotation/case entry to immediately resend the review email. Reminder emails are sent automatically every 14 days starting when the entry was submitted. Most often these emails are getting overlooked or spam trapped. You should have your advisor check their spam mail for emails from email@example.com. You should also verify that the email address for the supervisor is correct in the Supervisors tab of your logs. Incorrect email addresses usually result in bounce-back emails which we attempt to follow up on quickly. If the email address is not correct, you may be able to edit the supervisor listing if you had originally created the supervisor record. If you cannot edit the information, please contact the ACVS office (along with the correct information) and we will update the listing. Once the information has been updated, a new approval email will be sent to the updated email address when the next reminder is scheduled to go out.
Q: How long does it take for the status of a log item to update once my supervisor/advisor has completed their reviews?
A: The status of a log item will update in the logs immediately once appropriate action has been taken. If an item is still in a status other than where you expect it to be, consult the Resident Training Log Statuses section above to find out what action is needed.
Q: My advisor/supervisor says that they approved an entry in my logs. However, the log system still shows it as "Awaiting RA" or "Awaiting Supervisor."
A: If the log system shows an entry in a status indicating supervisor review is needed, then the review has not been recorded in the training log system.
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 indicating the date the change became effective. This form needs to be sent to the ACVS office within the first calendar quarter of the residency or within 15 days of the effective date of a change in Resident Advisor.
Q: What does my Resident Advisor need to do in the online logs to prepare for a Resident Advisor change?
A: Resident Advisors are responsible for review of all items dated from their time as RA for the resident even if their end date has passed. The outgoing Resident Advisor must submit a Semi-Annual Review with an end date of the last day as RA to close out their time. Review of all individual log entries up through that date are the responsibility of the outgoing RA. Entries dated after the change date are the responsibility of the new Resident Advisor. Please refer to the Program History screen in your logs for the dates of any applicable changes.
Q: My Program Director has changed. What paperwork do I need to submit?
A: Your new Program Director must submit a Change in Program Director form indicating the date the change became effective for each resident in your program. this form must be filed with the ACVS office within 15 days of the effective date of the change.
Q: What do Resident Advisors and Program Directors need to do in the online logs to prepare for a Program Director change?
A: Before the new Program Director can be set up in the online system, all log items must be completed for all residents in the program location. Residents need to submit all of their weeks, cases and seminars for RA approval. Resident Advisors need to approve all of the log items from the timeframe of the outgoing Program Director. A final Semi-Annual Review needs to be submitted by the Resident Advisor with and end date exactly matching the final day of the outgoing PD. Once all RA's in the program have submitted Semi-Annual Reviews for each of their residents, the PD has approved all reviews and the residents have acknowledged viewing them, the PD role can be assigned to the incoming Program Director in the online system.
Q: I am moving to another location to continue my residency. What paperwork do I need to submit?
A: Your new Program Director must submit a Program Director's Statement 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. Your new Resident Advisor needs to submit a Registration of Resident Advisor 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. All residents whose programs started on or after July 1, 2010 must pay a Residency Program Transfer Fee. All log items and reviews must be complete at the previous residency location before the resident can be set up at the new location.
All log information from the old residency location must be completed before the resident can be set up at a new location. The resident will need to enter all necessary cases, weeks, etc. and the Resident Advisor will need to review the logs up through the last day of the program. The Resident Advisor must submit a Semi-Annual Review up to the last day the resident was in the program and the Program Director must approve it before the resident can be set up at the new location in the online log system.
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 for review in the fall. This policy is outlined in the Residency Program Guidelines, Optional Early Review of Publication Accepted in an Approved Journal.
Q: How do I submit my manuscript for early review?
A: Starting in 2016, all residents wishing to submit a publication for early review by the Resident Credentialing Committee should upload their manuscript into the new online application system (www.acvs.org/apply) prior to the August 1 deadline.
Q: Are retrospective case series acceptable for the publication requirement?
A: Retrospective studies are acceptable. Cases and case-series are reports, not studies, and therefore are not acceptable. The key is adherence to the scientific method.
Q: What are the requirements to be eligible to take the Phase I Examination?
A: Eligible residents may take Phase I during the spring of their second year of training. In order to be eligible to take the Phase I examination a resident must submit all components of their training for review by the Resident Credentialing Committee for each review cycle, and document the following:
- two satisfactory Semi-Annual Reviews,
- a minimum of 50 activity weeks completed and approved by the Resident Credentialing Committee, and
- a minimum of two seminars completed and approved by the RCC.
Q: How do I log off-clinic activity weeks dedicated to studying for the Phase I examination?
A: Weeks spent studying for the Phase I examination should be logged with the assignment type of "Independent Study" and the activity type of "CE/Vacation/Other."
Q: I have completed my requirements, how does my Program Director close out my logs?
A: Once the online system recognizes that all of the requirements have been logged in the online system, the Program Director will see a link at the bottom of the resident summary screen to "Initiate Program Completion." Residents will also see "Program Completion is ready to initiate." noted at the bottom of the summary screen immediately below the Semi-Annual Reviews. If this link is not visible, the system does not recognize all minimum requirements as having been submitted. Confirm that all minimum requirements including number of weeks, special rotations/cases, seminars and cases in the core curriculum categories have all been met. View the steps for finalizing the logs.
Q: Why have I not received the program completion email that I need for my credentials application?
A: The program completion email is automatically sent once the Program Director has completed the program completion step by clicking the "Initiate Program Completion" link at the bottom of the resident summary screen. Once this has been done, you will see "Program Time Complete" at the top of the summary screen next to the resident's name. If the logs instead indicate the year of the program (i.e. "Year 4"), then the program completion step has not yet been done.
Q: I am 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. NOTE: The Statement of Compliance is required for residents who started on July 1, 2011 or later. Residents who started prior to that date would not have submitted it at the beginning of their program. NOTE: The Program Director's Statement and Registration of Resident Advisor forms (and forms for any changes in Diplomate supervisors) do not need to be included in your credentials application.
Q: Do I need to wait until my 3rd year logs are reviewed by the Resident Credentialing Committee before submitting my credentials application?
A: No. Credentials applications must be submitted by the August 1 deadline. 3rd year logs will be reviewed along with credentials applications.
Q: Can I get an extension for the credentials application deadline?
A: For residency programs that start after July 25, you may submit a petition to Board of Regents for extension of the Credentials Application deadline from August 1 to August 10. Petitions must be submitted in advance of the third year. Petitions must be made in writing and sent to the Board in care of the ACVS office. Extensions are for receipt of credentials application packets only. All program and publication requirements must still be met prior to August 1.
Q: How do I know if the letter of acceptance I received from the journal for my publication is sufficient?
A: Publication acceptance letters must indicate that the manuscript has been accepted without the need to changes to the substance of the content. Acceptance pending editorial changes (such as grammar, formatting, etc.) is acceptable. Publications must be accepted prior to August 1 in the year credentials are submitted.
Q: What is the proper terminology to use to designate my status as a surgery resident?
A: Active residents may use terms such as: "resident in veterinary surgery" or "veterinary surgery resident." Individuals who have completed residency training, but are not board certified by ACVS may indicate only that their practice is “limited to the practice of surgery. For more detailed information please see the Board-Certified Status Terminology page.