Educational Permit FAQs

  1. What is an educational permit, and do I need one?
     
  2. Am I eligible for an educational permit?
     
  3. How can I apply for an educational permit?
  1. Can I apply online?
     
  2. Can I fax or email my application to the Board?
     
  3. When can I apply for an educational permit? 
  1. When does an educational permit expire?
  1. Is there an application fee?   
  1. Can my program pay the application fee for me?
  1. Will my program take care of my educational permit application for me? 
  1. As the applicant’s program director, can I delegate completion of the application to a designee?
  1. Can the program director/authorized designee complete his/her part of the application before the permit applicant completes theirs?
     
  2. I do not know my medical school graduation date.  What do I put on the application?
  1. I will be traveling to the United States for residency training and I do not have a Social Security number yet.  Can I still apply for an educational permit? 
  1. How will I know if my educational permit application has been processed?
  1.  I did not submit my application for an educational permit before July 1, 2019.  Can I participate in training while my application is being processed?
     
  2. What do I do if my address or email address changes after my educational permit is issued?
     
  3. I will be in training for more than one year.  Can my permit be issued for the length of my training program?
     
  4. My training was extended, and I won’t finish my program until August 2019.  Do I need a permit for two months of training?
  1. I finish my last year of residency on June 30, 2019.  Do I need a permit?
     
  2. My residency training starts July 1, 2019.  Do I need an educational permit?
  1. I’m starting my PGY-2 year on July 1, 2019.  I did  not need a permit last year.  Do I need a permit now?
  1. I have a West Virginia medical license.  Do I need an educational permit to participate in residency or fellowship training in West Virginia?
     
  2. I have an unrestricted medical license in another state/country.  Do I need an educational permit to participate in residency/fellowship?
  1.  I have a training permit in another state. Do I need a West Virginia educational permit to complete a rotation in West Virginia?
  1. I’m starting my PGY-3 year on July 1, 2019 and I intend to apply for a West Virginia medical license soon.  Do I need an educational permit while I am in the process of applying for a license? 
  1. Can I use my educational permit to moonlight?
  1. Can I prescribe pursuant to my educational permit?
  1. I am leaving my training program early. Do I need to notify the Board? 
  1. I am changing training programs.  Can I transfer my permit to another program or practice medicine pursuant to my permit until June 30th?
  1. I am in residency in another state and will be doing a rotation in West Virginia as part of my training.  Do I need and educational permit? 
  1. How often can I get a reciprocal educational permit to do rotations in West Virginia?

 

  1. What is an educational permit, and do I need one?

Beginning July 1, 2019 all medical school graduates participating in graduate medical training in West Virginia must have a West Virginia medical license or an educational permit issued by the Board. This applies to medical school graduates participating in residency (including intern year) and fellowship training.It also applies to graduate medical training participants in other states who intend to complete training rotations within West Virginia.

  1. Am I eligible for an educational permit?

You are eligible for an educational permit if you:

  1. Meet the educational eligibility requirements by:
    1. Having graduated from an allopathic medical school approved by the LCME;
    2. Having graduated from a medical college that meets the requirements for ECFMG certification; or
    3. Having completed an alternative pathway for initial entry or transfer requirements by the ACGME;
  1. Are under contract:
    1. As a resident in a program of post-graduate clinical training approved by the ACGME;  or
    2. As a fellow in an approved program of post-graduate clinical training sponsored by an institution that is accredited to provide graduate medical education and, prior to your fellowship you:
      1. completed an ACGME-approved residency program; or
      2. a residency program recognized by the ECFMG;
  1. Provide satisfactory proof of your legal name, identity and date of birth; and
  1. In conjunction with your program, complete the required application and submit the nonrefundable application fee.

Even if you meet the other criteria for a permit, you will not be issued a permit if:

  1. You have ever held a West Virginia medical license;
  1. You have pled guilty or nolo contendere (in state or federal court) to any felony involving prescribing, selling, administering, dispensing, mixing or otherwise preparing any prescription drug, including any controlled substance for other than generally accepted therapeutic purposes; or
  1. You have ever had an educational permit or medical license revoked, suspended or surrendered in any jurisdiction, unless the licensure or permit action is no longer in effect and the authorization to practice has been restored.  

 

  1. How can I apply for an educational permit?

The application and instructions for an initial educational permit are available on the Board’s website.

  1. Can I apply online?

No. At this time, the educational permit application is a paper application. 

  1. Can I fax or email my application to the Board?

No. The Board needs your original application, with your original signature and the original signature of your program director/authorized designee.  Additionally, your application contains personally identifiable information, such as your date of birth and Social Security number, and should never be emailed or faxed.

  1. When can I apply for an educational permit? 

You can apply any time in advance of your training commencement date.The Board recommends that you apply at least three weeks in advance of your training start date.For physicians who will be participating in graduate medical training on July 1, 2019, please apply early. June is an extremely busy month for the Board, and last minute applicants should expect a delay in the processing of permit applications.

  1. When does an educational permit expire?

All educational permits expire on June 30th of every year. Current educational permits expire on June 30, 2019.Permits issued for the training period beginning July 1, 2019 will expire June 30, 2020.

  1. Is there an application fee?

Yes.  The non-refundable application fee is $100.Please submit a check or money order with your application. Your application will not be processed until payment is received.   

  1. Can my program pay the application fee for me?

Ultimately, the application fee is your responsibility.If your program intends to pay the application fee on your behalf, please have your program director/authorized designee contact the Board for more information.Your application will not be processed until payment is received.

  1. Will my program take care of my educational permit application for me? 

No.  The educational permit application has two sections.    You must complete Section A yourself.  Section B must be completed by your program director or his or her Board authorized designee after you complete Section A.  The application, including original signatures in both sections, must be submitted to the Board. 

  1. As the applicant’s program director, can I delegate completion of the application to a designee?

Yes.  To make such designation, the Program Director must submit an original signed letter to the Board which identifies the full name and title of the designated individual.  Only one person may be the authorized designee for the program, and that individual will be the point of contact for the Board with respect to all educational permit applications for the program.

  1. Can the program director/authorized designee complete his/her part of the application before the permit applicant completes theirs?

No.  Among other things, the program director/authorized designee is certifying the information provided by the applicant in Section A.  Applications which are completed in the wrong order will be rejected and must be resubmitted after completion in the appropriate order.

  1. I do not know my medical school graduation date.  What do I put on the application?

Your graduation date appears on your medical school diploma.If you are providing an anticipated date of graduation, please verify the anticipated date with your medical school. The Board may require you to submit a copy of your medical school diploma if your medical school graduation date appears incorrect or incomplete.

  1. I will be traveling to the United States for residency training and I do not have a Social Security number yet.  Can I still apply for an educational permit? 

Disclosing your Social Security number is mandatory for the Board to comply with the reporting requirements of the federal National Practitioner Data Bank. However, to facilitate the permitting process, you may submit your application pending receipt of a Social Security number.You must provide your Social Security number to the Board as soon as you receive a number, or no later than 60 days after your training has begun. If you do not have a Social Security number within 60 days, your permit will expire until a Social Security number is provided. Due to privacy concerns, the Board will only accept your Social Security number via mail, preferably certified mail.  Please do not email or call the Board with your Social Security number.

  1. How will I know if my educational permit application has been processed?

The Board will inform you and your program director/authorized designee via email.A copy of your permit will also be provided via email to you and your program director/authorized designee.

  1.  I did not submit my application for an educational permit before July 1, 2019.  Can I participate in training while my application is being processed?

No.  Beginning July 1, 2019, you may not participate in graduate medical training without a permit. You cannot train while your application is being processed.

  1. What do I do if my address or email address changes after my educational permit is issued?

You have an obligation to maintain up to date contact information with the Board.Please contact the Board to update your information.  

  1. I will be in training for more than one year.  Can my permit be issued for the length of my training program?

No.  All educational permits expire on June 30th of each year.  If you will continue training after that date, you will need to apply to renew your permit.

  1. My training was extended, and I won’t finish my program until August 2019.  Do I need a permit for two months of training?

Yes.  Effective July 1, 2019, all participants in graduate medical training must have an educational permit or a West Virginia medical license.

  1. I finish my last year of residency on June 30, 2019.  Do I need a permit?

No.  Permits are not required until July 1, 2019. 

  1. My residency training starts July 1, 2019.  Do I need an educational permit?

Yes.  Beginning July 1, 2019 all medical school graduates participating in graduate medical training in West Virginia must have a West Virginia medical license or an educational permit issued by the Board. 

  1. I’m starting my PGY-2 year on July 1, 2019.  I did  not need a permit last year.  Do I need a permit now?

Yes.  The permit requirement was discretionary prior to July 1, 2019.  Beginning July 1, 2019 all medical school graduates participating in graduate medical training in West Virginia must have a West Virginia medical license or an educational permit issued by the Board. 

  1. I have a West Virginia medical license.  Do I need an educational permit to participate in residency or fellowship training in West Virginia?

No.  If you have a West Virginia medical license, you do not need an educational permit to participate in graduate medical training in this state.

  1. I have an unrestricted medical license in another state/country.  Do I need an educational permit to participate in residency/fellowship?

Yes.  You must have either a West Virginia medical license or an educational permit issued by the Board to participate in residency/fellowship training in West Virginia.

  1.  I have a training permit in another state. Do I need a West Virginia educational permit to complete a rotation in West Virginia?

Yes.  You will need to apply for a reciprocal educational permit.  

  1. I’m starting my PGY-3 year on July 1, 2019 and I intend to apply for a West Virginia medical license soon.  Do I need an educational permit while I am in the process of applying for a license? 

If your application for a West Virginia license is not granted prior to July 1, 2019, you will need an educational permit to participate in graduate medical training as of that date. May 20, 2019 is the last Board meeting prior to July 1, 2019.Applicants who are not licensed on May 20, 2019 will not receive a license prior to July 1, 2019.

  1. Can I use my educational permit to moonlight?

No. An educational permit is not a license to practice medicine and surgery in West Virginia. An educational permit only authorizes you to practice medicine and surgery within the auspices of your training program.

  1. Can I prescribe pursuant to my educational permit?

Your training program establishes the scope of your training.However, if your program permits prescribing, you must successfully complete a minimum of three hours in a Board-approved course on drug diversion training and best practice prescribing of controlled substances training CME before you prescribe any controlled substances.A list of approved courses is available on the Board’s website.

  1. I am leaving my training program early. Do I need to notify the Board? 

Yes.  You must notify the Board within five days of leaving your training program for any reason other than successful completion of the contract term.  Your educational permit becomes invalid when you leave your training program. 

  1. I am changing training programs.  Can I transfer my permit to another program or practice medicine pursuant to my permit until June 30th?

No.   A permit is not transferable between programs.  You will need to apply for a new permit with your new program.  Additionally,  an educational permit is not a license to practice medicine and surgery in West Virginia. An educational permit only authorizes you to practice medicine and surgery within the auspices of your training program.

  1. I am in residency in another state and will be doing a rotation in West Virginia as part of my training.  Do I need and educational permit? 

Yes.  Beginning July 1, 2019, you will need a reciprocal educational permit (or a West Virginia medical license) to complete a training rotation in West Virginia. Reciprocal educational permits are limited to a nonrenewable 60 day period. Please contact the Board for more information on the reciprocal permit process.

  1. How often can I get a reciprocal educational permit to do rotations in West Virginia?

A physician may be granted a 60 day nonrenewable reciprocal educational permit once each academic year.Please contact the Board for more information on the reciprocal permit process.