Closing Out a Resident Who Did NOT Complete the Program

Use this process for residents who were dismissed or withdrew from the program. This task can be completed by the RPD or Designee.

Before You Begin:

Once a Resident is Closed Out of PharmAcademic:

RPDs and Designees will still be able to view the resident’s information. This information can be accessed by going to the Residents tab and clicking on the View Closed out Residents button.
Residents can access their PharmAcademic portfolios, but they will no longer have access to the residency program.
The resident's program Information (i.e., resident closeout date) can be updated until the Annual Residency Accreditation Report is submitted.
Evaluations can no longer be completed where the resident is the subject or evaluator. however, cosign tasks will still be active for Preceptor evaluations that were completed by the resident but have not yet been cosigned.
Resident files can be added after the resident is closed out; there is no deadline for adding files.
The process cannot be reversed.

Instructions

1. Access the Resident Close out Function

RPDs can access via the Close Out task on their home page or RPDs/Designees can navigate directly to the Residents tab (ManageProgram button > Residents tab.)
Click on the Resident Closeout link next to the resident’s name.

2. Complete Outstanding Tasks

Resident Survey

You will not be able to close out the resident if they have not submitted their ASHP Annual Resident Survey. Please ask the resident to go to their Global Task List and complete the survey. Once the survey is submitted, you will be able to advance in the close out process.

Outstanding Electronic Resident Development Plans

You will not be able to close out the resident if there are unsubmitted Electronic Resident Development Plans. Please exit the close out process, navigate to the resident's Devleopment Plan tab, and either remove or finalize the plans.

Resident Schedule

If you are closing out the resident before the resident's program end date, any current or upcoming learning experiences will be listed.

If the resident has current or future learning experiences on their schedule, you will be asked to exit the close out process, go to the resident’s schedule, and remove the learning experience or update the end date for the learning experience OR return to the close out process after all learning experiences are complete.

Remaining Tasks

If there are un-submitted evaluations by or about the resident, they will be listed on the Remaining Tasks grid. If you continue to close out the resident, tasks for the listed evaluations will be removed. However, outstanding cosignature tasks for evaluations completed by the residents are still required and will remain active. The removed evaluations can be viewed on the resident’s Evaluation tab after clicking “Show Deleted Evaluations.”

3. Select the Reason for Closing Out the Resident

Select “Resident did NOT complete the program” as the reason for close out. Click the Next button.

4. Complete Resident Close Out Information

Select if the resident was dismissed or withdrew from the program.
Select a reason from the drop-down list.
Enter the date the resident left the program.
Enter any Close-Out Comments.
Click the Next button.

5. Residency Close out Documents

Upload any final documents pertaining to the resident being closed out from the program. Once added, this file will be available on the closed out resident’s Files tab (not in the resident's portfolio). You can continue to upload additional files to this tab after the resident is closed out. Note: File size is limited to 25MB per file. Accepted file formats are Microsoft Word (.doc/.docx), Excel (.xls/.xlsx) and Powerpoint (.ppt/.pptx), Zip files (.zip), and Adobe Acrobat (.pdf) files.

6. Close out Confirmation

Click the Complete Resident Close Out button. Note: Closed-out resident information can be accessed by going to the Residents tab and clicking on the View Closed out Residents button.