Northwestern University Feinberg School of Medicine
McGaw Medical Center of Northwestern University McGaw
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Policies & Procedures

Be informed about policies that guide and protect McGaw Medical Center of Northwestern University, trainees and program staff.

 Accommodations for Disabilities

McGaw is committed to an inclusive training environment. Programs will not discriminate against any trainee or applicant because of a physical or mental disability. A trainee or applicant is qualified if they can perform the essential functions of the relevant program, with or without a reasonable accommodation, as determined by the program. FULL POLICY

 At-Home Call

Time spent on patient care activities by trainees on at-home call must count toward the 80-hour maximum weekly limit and logged accordingly in New Innovations. FULL POLICY

 Board Eligibility

It is the responsibility of both the program and trainee to be aware of published specialty board examination requirements for relevant ABMS boards which may be found hereFULL POLICY

 Clinical Experience and Education Compliance Monitoring

Every McGaw program must comply with the current clinical experience and education requirements specified by the Accreditation Council for Graduate Medical Education (ACGME). FULL POLICY

 Conduct, Professionalism, and Performance

Trainees should strive for excellence in all aspects. This includes professional demeanor and conduct at all times. FULL POLICY

 COVID-19 Vaccination

All housestaff members are required to be fully vaccinated against COVID-19 unless they have received approval for an exception, as described below.  Fully vaccinated means that (1) two weeks have passed after receiving the second dose in a two-dose series of a COVID-19 vaccine authorized for emergency use, licensed, or otherwise approved by the U.S. Food and Drug Administration (FDA) or (2) two weeks after receiving a single-dose COVID-19 vaccine authorized for emergency use, licensed, or otherwise approved by the FDA. Additionally, all housestaff members must receive a COVID-19 booster as outlined below.

The deadline for receiving the first dose of a two-dose COVID-19 vaccine series or a single dose vaccine was September 19, 2021, and the deadline for receiving the second dose in a two-dose COVID-19 vaccine series within 30 days after the first dose (no later than October 19, 2021). The deadline for receiving a COVID booster is January 30, 2022 or 30 days after becoming eligible; whichever is laterIt is the trainee’s responsibility to upload their COVID vaccination status into the NMI system by the above deadlines. 

To establish that they are fully vaccinated against COVID-19, housestaff members must provide proof of full vaccination against COVID-19 to McGaw. Proof of COVID-19 vaccination may be met by providing one of the following: (1) a CDC COVID-19 vaccination record card or photograph of the card; (2) documentation of vaccination from a health care provider or electronic health record; or (3) state immunization records.

Beginning on September 20, 2021, any housestaff members who are not yet fully vaccinated or who are eligible for an exception will be required to get tested for COVID-19 on at least a weekly basis.  Such testing must be done using a test that either has Emergency Use Authorization by the FDA or is being operated per the Laboratory Developed Test requirements by the U.S. Centers for Medicare and Medicaid Services. In addition, such testing must be conducted on-site at a relevant training site, if available, or the housestaff member will be responsible for providing proof or confirmation of a negative test result obtained elsewhere.  Housestaff members are required to be tested using a PCR test if available.

Failure to comply with these requirement may result in disciplinary action including possible suspension or termination.


Housestaff members may request an exception to the vaccination requirement due to a documented medical contraindication. These exceptions should be submitted through this request form. Housestaff members requesting an exception are required to provide supporting documentation outlining why their personal health prevents them from obtaining a vaccine. This documentation will require a letter documenting the contraindication from a licensed medical provider as well clarifying if another form of the vaccine might be indicated. Housestaff members who receive a vaccination exception will be required to participate in increased levels of COVID-19 testing (at least weekly) and other protocols as deemed appropriate by McGaw and/or relevant training sites.  Exception requests should be submitted to Nancy Parlapiano via no later than September 24, 2021 to allow time for McGaw to consider the request and render a decision.

Reporting Deadline

Housestaff members not able to meet the requirement prior to arriving at McGaw (such as international housestaff members) will need to apply for an exception, submit to weekly testing, and comply with any other applicable training site policies or requirements in order to be eligible to start their training. Housestaff members who have not submitted proof of full vaccination or been approved for an exception by October 1, 2021 will not be able to participate in training or other activities.

 Evaluation (Trainee, Faculty, and Program Evaluation)

Evaluation and feedback are critical to trainees’ development and continuous improvement in the educational process.  FULL POLICY

 Examination Requirements

Passing USMLE Step 1 and USMLE Step 2 (Clinical Knowledge) exams – or Canadian/osteopathic equivalent – are prerequisites for McGaw residency programs. Fellows must pass USMLE Step 3 (or equivalent) before starting their training. FULL POLICY

 Extension of Training Due to Leaves of Absence

Any of the permissible leaves listed in the Leaves of Absence policy, if excessive, may lead to the necessity to extend training beyond the final year in order to make up training time.  FULL POLICY

 H1-B Visas and Exceptional Candidates

Any candidate requesting an H-1B visa must be reviewed by our DIO and the GMEC for approval prior to ranking or offering placement. FULL POLICY

 Hospital Policies

Each McGaw member hospital maintains its own individual policies. These policies include such topics as HIPAA, infection control, professionalism, discrimination and harassment, and impairment. Housestaff members are responsible for complying with any applicable hospital policies and procedures and should review them from time to time, as they may be subject to change. Failure to comply with hospital policies, including those in place at the hospital at which a housestaff member is based and at any hospital at which the housestaff member rotates may result in disciplinary action from McGaw. Please note that web links to some hospital-specific policies and procedures are provided below.


Trainees must remain fit for duty at all times, which means that they must be able to perform their duties in a safe, appropriate, and effective manner. FULL POLICY

 Intellectual Property

Trainees may be involved in intellectual property (IP) development while appointed through McGaw. Any IP created as a result must be reviewed by the McGaw IP Committee. FULL POLICY

 Interactions between Vendor Representatives/Corporations (Industry) and Trainees

Trainees must adhere to policies regarding interactions between vendor/industry representatives/corporations and trainees. FULL POLICY

 Lactation and Milk Expression

McGaw supports all trainees who provide breast milk for their children. Lactation rooms available at each base hospital are located here.  FULL POLICY


Each trainee must have a valid Illinois medical license.  FULL POLICY

 McGaw Social Media

Trainees must be cautious using social media such as Facebook, Twitter, Instagram, etc. FULL POLICY

 Moonlighting/Extra Call for Pay

The term "moonlighting" refers to clinical work outside of the activities of the training program. Some training programs may offer pay for taking additional call (extra call for pay). Neither can interfere with a resident or fellow’s training. FULL POLICY

 Non-Harassment and Non-Discrimination

McGaw strictly prohibits discrimination or harassment because of race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy, unfavorable discharge from military service, or any other Protected Categories. FULL POLICY

 Non-Retaliation or Intimidation

McGaw is committed to providing a supportive educational environment. An important part of that commitment is to maintain a culture that fosters learning. FULL POLICY

 Probation, Suspension, Non-Renewal, Non-Promotion, and Dismissal (Separation)

The purpose of this policy is to establish uniform expectations and procedures regarding trainee probation, suspension, non-renewal, non-promotion, and dismissal. FULL POLICY

 Reporting and Addressing Housestaff Concerns and Grievances

McGaw is committed to providing a safe and healthy learning environment. Trainees who have any concerns regarding their environment may raise them without fear of intimidation or retaliation. FULL POLICY

 Responding to Training Verification and Other Requests from Third Parties

Programs are encouraged to consult with McGaw with questions regarding third party requests for verification and/or adjudication of training; especially regarding an individual subject to corrective or disciplinary action. FULL POLICY 

 Safe and Healthy Learning

The McGaw Medical Center of Northwestern University is committed to the principle that educational relationships should be one of mutual respect between teacher and learner. FULL POLICY

 Safety Awareness

Trainees should be aware of several safety precautions one should employ while living and commuting in Chicago. FULL OVERVIEW

 Sleep, Fatigue and Fitness

Adequate sleep and rest is needed in order for trainees to appropriately care for patients.  FULL POLICY


All trainees will be paid the published stipend rate appropriate to postgraduate year level for the clinical training program to which they are appointed. FULL POLICY


The progressively graduated conditional independence of a trainee should be determined by each program and individualized to be commensurate with the clinical circumstances and ability of the trainee. FULL POLICY

 Timely Completion of Assigned Tasks

McGaw residents and fellows are responsible for completing all training and other hospital compliance tasks in a timely manner as required. FULL POLICY

 Training Certification

Eligibility to receive a training certificate requires 12 months of satisfactory performance as determined by the Program Director. FULL POLICY

 Transitions of Care

A responsibility of the Institution is to ensure and monitor effective, structured hand-over processes to facilitate both continuity of care and patient safety.  FULL POLICY

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