Definition: The program letter of agreement (PLA) is a written document that addresses graduate medical education responsibilities between a program and a site other than the Sponsoring Institution.
When to list in ADS: “Sites routinely providing an educational experience, required for all residents/fellows, of one month full time equivalent (FTE) or more.”
Duration: Must be renewed every 10 years (sooner if change in PD or site director).
Instructions for Submitting PLAs
Create your PLA
Draft your PLA in the original Word (.doc) or Excel (.xls) template version.
Upload to OneDrive
Use the designated OneDrive folder for all new PLAs: Program Letter of Agreements (PLA)
If you do not have access to the one drive folder listed above please contact Alessandra for access.
Only upload documents in their original template format (.doc or .xls).
Review & Approval
Once uploaded, the GME office will review the submission directly from OneDrive.
Programs will receive updates or feedback through the shared folder or by direct communication.
Programs continue to maintain autonomy over collecting required signatures.
Questions/Support
For assistance, please contact Alessandra via Teams or email.
For a detailed overview of the process—including PLA turnaround times, one drive folder designations, and storage of PLAs within MedHub—please review the PLA submission guide linked here.
PLAs when BIDMC is the SPONSOR
PLA Financial AY-25-26– use when sending BI residents/fellows to outside site
PLA Non Financial AY25-26 – use when sending BI residents/fellows to outside site
PLA Addendum 25-26 – use this if you have a fully executed active agreement (5 or 10 year) that needs updating (example: to accompany updated financials)
Financial Attachments *** MUST be renewed annually***
Financial Attachment AY25-26 – use when sending BI residents/fellows to outside site with a financial agreement in place (generally all ACGME accredited programs)
Children’s Financial Attachment AY 25-26 – for use when BIDMC resident/fellows rotate at Boston Children’s Hospital (ONLY)
2025-2026 CRICO Rates (needed to complete financial addendums)
Housestaff Salaries 2025-2025
Financial Agreements are due annually on May 15 prior to the start of each new academic year. When filling out the templates only edit the grey boxes, # trainees, # months, and CRICO rates. Be sure to obtain PD signature and fill in affiliate contact info., then send to the GME Office (Alessandra Alvarez Hinojosa and Diana Wang) for review.
Rotator Agreements (BIDMC as the PARTICIPATING site)
Program Agreement for Elective Residents to Rotate at BIDMC AY 25-26
Rotator Onboarding Timeline and Instruction Guide
BIDMC Rotator Occupational Health Clearance Guidelines 2025
