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AAMD Education & Research Foundation/ AAPM Medical Dosimetry Accreditation Grant Program

Criteria and APPLICATION for the AAPM/ AAMD Education & Research Foundation Medical Dosimetry Accreditation Grant Program - 2011

The American Association of Physicists in Medicine (AAPM) supports the American Association of Medical Dosimetrists Education & Research Foundation’s (AAMD Foundation) efforts in the valuable task of formalizing and accrediting Medical Dosimetry Educational Programs. In 2011 AAPM is sponsoring a grant to offset the costs of a new Medical Dosimetry education Program that is seeking JRCERT (Joint Review Committee on Education in Radiologic Technology) programmatic accreditation.

The American Association of Medical Dosimetrists Education & Research Foundation (AAMD Foundation) was incorporated in 2007 and received its 501 (c) (3) status from the IRS in 2009.  The vision of the AAMD Foundation is to improve cancer-care and quality of life for patients receiving radiation therapy through education and research in the field of medical dosimetry. Their mission is to promote and support education and research for medical dosimetrists. Keeping in line with their vision and mission is the AAMD Foundation’s goal of supporting development of medical dosimetry educational programs seeking programmatic accreditation through the Joint Review Committee on Education in Radiologic Technology (JRCERT). The AAPM is the premier organization in medical physics, a broadly-based scientific and professional discipline encompassing physics principles and applications in biology and medicine. The mission of AAPM is to advance the science, education and professional practice of medical physics. The fifth goal of AAPM is to support the medical physics education of physicians and other medical professionals.

The medical dosimetrist is a member of the radiation oncology team who has knowledge of the overall characteristics and clinical relevance of radiation oncology treatment machines and equipment, is cognizant of procedures commonly used in brachytherapy and has the education and expertise necessary to generate dose distributions and dose calculations with the medical physicist and the radiation oncologist.1 The medical dosimetrist is a medical professional that is certified by the Medical Dosimetry Certification Board.

Career opportunities for medical dosimetrists are excellent. There continues to be a nation-wide shortage of medical dosimetrists. The latest workforce data estimated 3,460 medical dosimetrists working in the United States and that three-quarters of those medical dosimetrists were certified by the Medical Dosimetry Certification Board (MDCB).1 This study indicates that medical dosimetrists typically handle between 150 and 300 radiation patients per year. Medical dosimetrists that work at understaffed facilities cover approximately 20% more patients per medical dosimetrist than medical dosimetrists that work at facilities that are adequately staffed. Since 2006 the percentage of facilities that are understaffed have remained a constant 39%.2

In January 2004, the JRCERT began offering programmatic accreditation for medical dosimetry educational programs. Prior to this the AAMD Education Committee developed a curriculum and clinical guidelines that were used as standard quality criteria to recognize educational programs. At the time there were eight (8) AAMD recognized educational programs in the United States, this process was discontinued when JRCERT accreditation became available.3 In January 2010 there were 15 medical dosimetry educational programs that are accredited by JRCERT. In 2010 these 15 programs had a student capacity of 130 students, with about 30% of those students being in distance learning programs.4 The competition for student acceptance into JRCERT accredited medical dosimetry programs is high. In 2009 one program reported 99 applicants for 16 possible positions.

The 2009 AAMD Salary Report indicates that of the 1032 CMD respondents, 226 had participated in a formal program, with 64% having a bachelor’s degree or more. In that same survey 743 of the respondents were RTT’s with on the job training (OTJ), with 52% having less than a bachelor’s degree. Sixty three (63) of the respondents had only OJT, of which 81% had a bachelor’s degree or more.5

The MDCB examination statistics consistently demonstrate a 50% to 60% overall examination pass rate.6 Statistics from the MDCB also show that graduates from formal medical dosimetry educational programs demonstrate greater than a 90% pass rate.7 This clearly indicates the unpreparedness of the examination candidates that do not receive formal education. The MDCB has changed the exam eligibility routes to support this finding. The first route of eligibility for the MDCB examination are graduates from a JRCERT accredited medical Dosimetry educational program.6 In 2007 the AAMD defined a qualified medical dosimetrist. This definition states that an individual will be considered competent to practice if he/she is certified by the MDCB and has earned the minimum of a baccalaureate degree.8

The opening of more formal medical dosimetry educational programs in the United States would lead directly to more graduates that are better prepared to enter the profession. However, the hospitals, colleges, and universities that could potentially house medical dosimetry programs are under severe stress due to cuts in state and federal funding. Medical dosimetry programs are expensive to create and operate. A study conducted by the AAMD Education Committee found that the start up expenses for medical dosimetry educational programs can cost up to $219,875.7 Because of these expenses schools are not likely to open and maintain programs without financial support.

The AAMD Education & Research Foundation is offering a grant, funded by AAPM, for a new medical dosimetry educational program that is seeking programmatic accreditation from the JRCERT. The applicants will be reviewed and approved by the AAMD Foundation and members of the AAPM subcommittee on the Training and Practice of Medical Dosimetry.

References:

  1. American Association of Medical Dosimetrists
  2. 2008 AAMD Workforce Report
  3. ASTRO/AAMD Medical Dosimetry Accreditation Grant Program – 2008
  4. JRCERT website
  5. 2009 AAMD Salary Report
  6. Medical Dosimetry Certification Board
  7. Resolving the Medical Dosimetry Shortage Through Program Development Grants – 2008
  8. Definition of a Qualified medical Dosimetrist, AAMD – 2007

Award Amount

  1. A single award of $5000.
  2. Disbursement of funds is provided by the AAMD Education & Research Foundation upon program approval from the AAMD Foundation and the AAPM subcommittee on the Training and Practice of Medical Dosimetry.

Eligibility Requirements

Applicants will be accepted from educational programs of all types of institutions (certificate, associate, baccalaureate, and master’s). Eligible educational programs must show proof of an accepted self-study and application to the JRCERT for programmatic accreditation.

Method of Application/ Format

All requested information must be provided in a clear and succinct manner. The application must be typed in 12 point font, double space, with all page numbers consecutively. When complete please send one (1) electronic copy of the required material to MDAGP@aapm.org. All submitted applications and materials will become property of the AAMD Foundation and will not be returned.

The grant application must contain the following information, in the following order:

  1. Application form (Attachment I)
    1. Fully completed application form. (Do not leave any section unanswered; if a section does not apply, please enter “N/A”.)
    2. The application form must be signed by both the applicant (program director) and an appropriate administrator (dean, division chair).
  2. Program narrative (not to exceed four typed pages).
    1. Forecast for the scope of the medical dosimetry educational program plan
    2. Forecast for the length of the curriculum including both academic and clinical training
    3. Availability for qualified faculty
    4. Plan for student recruitment
    5. Planned mechanism(s) for program delivery
    6. Identification of terminal award
    7. How long the educational program has been in existence
    8. Projected student enrollment
  3. Planning timeline (Attachment II)
    1. Plan for program development
      1. Anticipated starting date for program development
      2. Anticipated completion date of planning process
    2. Identification of significant milestones during program development
      1. Approval by hospital and /or university for program
      2. 1st Student beginning program
      3. 2nd Student beginning program
      4. 1st Student completing program
      5. JRCERT accreditation
    3. Anticipated date for program accreditation
  4. Pre-accreditation Budget (Attachment III)
    1. Pre-accreditation Budget: A proposed budget for the expenditure of grant funds is required. The pre-accreditation budget can include line items such as; Program Director’s time, clerical time, accreditation application fees, travel to other programs, office space and equipment, including computers, and recruitment costs.
  5. Program Budget (Attachment IV)
    1. This should include salaries and benefits along with details of support (tuition, donations, etc.)

» Download the Attachments needed for Grant Application «

Grant Applications Review and Award Process

Applications will be reviewed by the AAMD Education & Research Foundation board of directors and members of the AAPM subcommittee on the Training and Practice of Medical Dosimetry. Applications will be evaluated and grants will be awarded based upon the following criteria:

  1. Evidence of JRCERT application acceptance
  2. Narrative Statement
  3. Establishment of current viable educational program
    1. Plan for course work, curriculum, and course descriptions
    2. Faculty qualifications/experience
  4. Forecast for program development
    1. Budgets
    2. Significant Milestone Timeline
  5. Good faith commitment for program implementation

When complete, please send one (1) electronic copy of the required materials to the AAMD Education & Research Foundation via the following email address MDAGP@aapm.org. Please assure that these applications are emailed to be received no later than March 31, 2012. If the deadline date falls on a weekend or holiday, the deadline will be extended to the next business day. Applications lacking the required material will be considered ineligible for review. We regret that faxed applications will not be accepted.


Grant Administration


Grant Agreement

All funding decisions by the AAMD Education & Research Foundation and the AAPM subcommittee on the Training and Practice of Medical Dosimetry are final. Following approval of the financial award, the grantee will receive an award Agreement Form, Terms and Conditions, and Procedure and Requirements. These documents, along with the applicant’s Budget and Program Description, will comprise the Award Agreement. Award Agreements must be signed and returned within 30 days from the date of mailing of the agreement package. Failure to return the executed agreement within 30 days may result in revocation of the financial award. The Award Agreement will be for a term of 18 months beginning on the funding approval date. The grantee will be required to comply with all applicable terms and conditions of the Award Agreement. Failure to comply with the terms and conditions may render the applicant ineligible for further award funds from the AAMD Education & Research Foundation and the AAPM subcommittee on the Training and Practice of Medical Dosimetry.  Until such time that terms and conditions are met.

Payment of Funds

Once the grant Agreement package is reviewed and finalized, the Program Administrator must submit an invoice to the AAMD Education & Research Foundation Headquarters prior to funds being released.

Audit Requirements

The grantee agrees that the AAMD Education & Research Foundation and the AAPM subcommittee on the Training and Practice of Medical Dosimetry, or its designated representatives, for the purposes of reviewing and conducting audit(s), shall have an absolute right of access to review and copy all of the grantee’s records pertaining to the Award Agreement. Grantee agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. These records pertaining to the Award Agreement, or any part thereof requested, shall be made available to the designated auditor(s) upon request for the indicated reviews and/or audits. Such records shall be retained for at least three (3) fiscal years after the fiscal years in which the funds were expended, or until completion of the action and resolution of all issues which may arise as a result of any litigation, claim, negotiation or audit, whichever is later.

End-of- the Year Report

At the end of the award funding year, all participating programs must send an itemized list of the use of funds to the AAMD Education & Research Foundation for review.

Penalties for Non-Compliance and Failure to proceed with the JRCERT Accreditation Process

If a program fails to comply with the award funding guidelines set forth in this document, that program shall return all funds awarded to the AAMD Education & Research Foundation and will relinquish all eligibility rights to future award funding offered by the AAMD Education & Research Foundation.

If a program fails to open during the fiscal year in which they have been awarded funding or decides to not continue with the required accreditation process, the program shall return all funds to the AAMD Education & Research Foundation upon recommendation for funding in future years, the program must submit a letter of justification explaining why the program failed to open in the year projected and compelling reasons for why the program should be awarded funding for a second time.