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Assessment, Promotion, & Appeals Policy
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Assessment, Promotion, & Appeals Policy Postgraduate Medical Education
School of Medicine Faculty of Health Sciences
Queen's University I. INTRODUCTION........................................................................................................................................................................2II. THEPURPOSEOFTHISDOCUMENTISTO:........................................................................................................................3III. DEFINITIONOFTERMS...........................................................................................................................................................3IV. RESIDENTASSESSMENTPROCESSATQUEEN’SUNIVERSITY.......................................................................................71.0OVERVIEWOFASSESSMENTPROCESS.............................................................................................................................................................72.0DOCUMENTATIONOFASSESSMENT..................................................................................................................................................................93.0DETERMININGLEARNERSTATUS/PERFORMANCEREVIEWPROCESS..........................................................................................................94.0CONFIDENTIALITY..........................................................................................................................................................................................105.0SHARINGOFPERFORMANCEINFORMATION–‘EDUCATIONALHANDOVER’..............................................................................................116.0ANNUALPROMOTIONPROCESSFORTRADITIONALCURRICULUMSTREAMSONLY...................................................................................117.0RESIDENTSALARYLEVEL..............................................................................................................................................................................128.0INCOMPLETEROTATIONS...............................................................................................................................................................................129.0REMEDIATION.................................................................................................................................................................................................1210.0PROBATION...................................................................................................................................................................................................1311.0SUSPENSION..................................................................................................................................................................................................1412.0REQUIREMENTTOWITHDRAW...................................................................................................................................................................1513.0APPEALSPROCESS.......................................................................................................................................................................................1614.0NOTICEOFAPPEAL......................................................................................................................................................................................1615.0APPEALPROCESSATLEVEL1.....................................................................................................................................................................1716.0APPEALPROCESSATLEVEL2.....................................................................................................................................................................1717.0APPEALSPROCESSATLEVEL3...................................................................................................................................................................1718.0ACCESSTODOCUMENTS..............................................................................................................................................................................1719.0POLICYAPPROVALANDRENEWAL.............................................................................................................................................................18
Schedules&Forms PageScheduleA:RemediationTemplate 19ScheduleB:Remediation/Probationflowchart 23ScheduleC:ProbationTemplate 24ScheduleD:EducationAdvisoryBoard:TermsofReference 28ScheduleE:Level1Appeals–ProceduralGuidelines 33ScheduleF:Level2Appeals–AcademicReviewBoardTermsofReferenceandRulesofProcedure 34ScheduleG:Level3Appeals–PostgraduateTribunalTermsofReferenceandRulesofProcedure 37FormA:NoticeofAppeal:PostgraduateTribunal 44FormB:Response:PostgraduateTribunal 45FormC:ConfidentialityAgreement 46
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I. Introduction AllresidentswhoareenrolledinprogramsleadingtocertificationwitheithertheCollegeofFamilyPhysiciansofCanada(CFPC)ortheRoyalCollegeofPhysiciansandSurgeonsofCanada(RCPSC)areregisteredaspostgraduatestudentsintheSchoolofMedicine,FacultyofHealthSciencesatQueen'sUniversity.Residentscarryouttheirtrainingresponsibilitieswithinahospital,orotherclinicaleducationsite,attheappropriateleveloftrainingandinaccordancewiththerelevantprofessionalrequirementsandsubjecttouniversityregulationsandthoseofthehospitalorotherclinicaleducationsites.TheconditionsgoverningtheresidententeringandremainingintheresidencyprogramaredelineatedintheSchoolofMedicine,Queen’sUniversityletterofappointmentthatisalegallybindingcontract.Residencyprogramswilluseavarietyofassessmentstrategies(e.g.,writtenexaminations,OSCEs,directobservations,etc.)thatalignwiththefocusofassessmenttogeneratedatatoinformdecisionsaboutresidentprogressandpromotion.Frequentassessmentensuresperformancestrengthsareacknowledgedandweaknessesareidentifiedinatimelymannertoenableresidentstoadjusttheirlearningstrategiesandsuccessfullyamelioratethem.Ultimately,itistheresponsibilityoftheprogramdirectorordelegatewiththeResidencyProgramCommitteeorCompetenceCommittee(RCPSCprograms)ortheResidentAssessmentCommittee(CFPCprograms)tocollectandinterpretassessmentdataabouteachresidentenrolledintheprogram.ResidencyprogramsmustalsoprovidetherespectiveCollegewithrelevantdocumentationforresidentsenrolledintheirresidencyprogram.
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II. The purpose of this document is to: • DescribetheassessmentprocessinplaceforallresidencyprogramsintheSchoolof
Medicine,FacultyofHealthSciencesatQueen'sUniversity.
• Definetheprinciplesandguidelinesofpromotion,remediation,probation,suspension,withdrawalandappeals.
• Ensurethatassessmentpracticesareconsistentwithprogramgoalsandobjectivesof
PostgraduateMedicalEducationatQueen'sUniversityandmeettherequirementsoftheRoyalCollegeofPhysiciansandSurgeonsofCanadaandtheCollegeofFamilyPhysiciansofCanada.
III. Definition of Terms AcademicAdvisor(AA)AcademicAdvisors(AA)arefacultymemberswhoaredirectlyresponsibleforsupportingresidentsandsupervisingtheirprogressionthroughresidencytrainingincluding:meetingwithassignedresidentsatregularintervalstoconductcomprehensivereviewsofperformanceinformation;co-createlearningplanswithresidentswhichshouldbesharedbyresidentswithsupervisorsinupcomingrotationsoralternativelearningexperiences(EducationalHandover);participateintheprocessofdevelopingremediationandprobationplansforresidentsindifficulty;and,inthecaseofRoyalCollegeofPhysiciansandSurgeonsofCanadaprograms,generatereportsaboutresidentprogressandrecommendationsforpromotionfortheCompetenceCommittee.AcademicReviewBoard(ARB)TheARBisaspecialcommitteeresponsibleforhearingLevel2appealsandconductsinvestigationundersection11.Membership,includingthedesignationofchairstatusisrecommendedbytheAssociateDean,PostgraduateMedicalEducationandapprovedbytheVice-DeanEducation.TheARBisresponsibleformakingformalrecommendationstotheAssociateDean,PostgraduateMedicalEducation.(SeeScheduleEforRulesofProcedure.)AcademicYearTheacademicyearcommencesJuly1andfinishesJune30.AresidentmaybeoutofphaseandhaveastartingdateotherthanJuly1.AssociateDean,PostgraduateMedicalEducationAppointedbythePrincipalofQueen'sUniversity,isthefacultymemberresponsiblefortheoverallconductandsupervisionofpostgraduatemedicaleducationwithintheFaculty.TheAssociateDean,PostgraduateMedicalEducationreportstotheDeanofFacultyofHealthSciences.
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ClinicalSupervisorTheclinicalsupervisoristhemostresponsiblephysiciantowhomaresidentreportsclinicalissuesduringagivenperiodoftime(includingthephysicianoncallforaservice,whenaresidentisoncall).CollegeofFamilyPhysiciansofCanada(CFPC)Thebodyresponsibleforprogramaccreditation,residentcredentialingandcertificationforFamilyMedicineeducationprograms.CompetenceCommittee(allRCPSCprograms)CompetenceCommittees(CC)aredecision-makingsubcommitteesofRoyalCollegeResidencyProgramCommitteesresponsiblefordeterminingresidentprogressandpromotion.DeanofFacultyofHealthSciencesAppointedbythePrincipalofQueen'sUniversity,responsibleforallactivitiesofalltheschoolsintheFacultyofHealthSciences.DirectorofResidentWellnessTheDirectorofResidentWellnessprovidesassistanceforresidentswhoencounterpersonalandacademicdifficultiesintheirprogramandoffersand/orarrangescounsellinginaconfidentialenvironment.Director,SchoolofMedicineAppointedbythePrincipalofQueen'sUniversity,responsibleforallactivitiesoftheSchoolofMedicine.EducationAdvisoryBoard(EAB)TheEABisaspecialcommitteethatreviewsremediationandprobationplans.SeeScheduleDforTermsofReferenceExtenuatingCircumstance(s)Extenuatingcircumstance(s)meansasignificantphysicalorpsychologicaleventthatisbeyondaresident’scontrol,whichhadanimpactontheresident’sacademicperformance.Thesekindsofextraordinarysituationsmustbesupportedbydocumentationfromanappropriateprofessional.Extenuatingcircumstancesdonotincludethingssuchas:takingonadditionalworkshifts;runningfororservingonaresidentcommittee/association;experiencingabriefand/ormildillness,adisabilityforwhichappropriateaccommodationshavebeenprovided.Notethattheactualdetailedpersonalcircumstancesarenotasimportantastheeffectsoftheseeventsonaresident’sacademicperformance.Therefore,residentsneedtobeabletodemonstrateadirectconnectionbetweentheextenuatingcircumstance(s)theyidentifyandtheeffectontheiracademicperformance.Residents’supportingdocumentationmustclearlyarticulatewhentheparticularevent(s)occurred,howlongandhowtheresidentwasaffectedbythecircumstance(s),andhow/whyacademicperformancewasaffected(i.e.whatfunctional
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limitation(s)didthecircumstance(s)createandhowdidthoselimitationsnegativelyimpactacademicperformance?).Residentsalsoneedtooutlinewhatstepstheytooktodealwiththeextenuatingcircumstance(s)duringoraftertheoccurrence(forexample,consultationwithahealth-careprofessional,personalcounsellor,academicadvisororothersimilarsupportresource).Anappealneedstoincludetheresident’splanforachievingacademicsuccessinthefuture.FacultyMembersReferstomembersoftheSchoolofMedicineintheFacultyofHealthSciences.FamilyMedicinePostgraduateEducationCommittee(PGEC)ThePGECoverseestheplanningandoveralloperationsforallCFPCresidencyprogramstoensurethatallrequirementsasdefinedbyCFPCaremetandhearsLevel1appealsforResidentAssessmentCommitteedecisions.MedicalCouncilofCanadaQualifyingExaminationPartII(MCCQE–PARTII)TheMedicalCouncilofCanadaQualifyingExaminationPartIIisanexaminationthatassessesthecompetenceofcandidates,specificallytheknowledge,skills,andattitudesessentialformedicallicensureinCanadapriortoentryintoindependentclinicalpractice.Asthisexaminationisanassessmentofbasicmedicalcompetence,residentsenrolledinPGY1programsatQueen’sSchoolofMedicinemustprovideevidenceofsuccessfullycompletingtheexamascriteriaforpromotiontopostgraduateyearfour.PostgraduateMedicalEducationCommittee(PGMEC)ThePGMECisthecommitteeresponsiblefortheconductofpostgraduatemedicaleducation.PostgraduateTribunalThePostgraduateTribunalisaspecialcommitteeresponsibleforhearingLevel3appeals.DesignatedanddeputychairsareappointedbytheSchoolofMedicineAcademicCouncil.(SeeScheduleFforRulesofProcedure)ProgramAnaccreditedresidencytrainingprogramintheSchoolofMedicine,FacultyofHealthSciencesatQueen'sUniversity.ProgramDirector(PD)DefinedbytheRCandCFPCastheuniversityfacultymembermostresponsiblefortheoverallconductoftheresidencyprograminagivendisciplineandresponsibletotheHeadoftheDepartmentandtotheAssociateDeanforPostgraduateMedicalEducationatQueen'sUniversity.ProgramDirectorsmaydelegateresponsibilityforresidentactivitiesastheydeemappropriate.ResidentAssessmentCommittee(RAC)TheRACistheFamilyMedicinecommitteeresponsibleforresidentassessment.
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ResidencyProgramCommittee(RPC)TheRPCoverseestheplanningandoveralloperationsforindividualRoyalCollegeofPhysiciansandSurgeonsofCanadaresidencyprogramstoensurethatallrequirementsasdefinedbyRCPSCaremetandhearsLevel1appealsforCompetenceCommitteedecisions.RotationAperiodoftimearesidentisassignedtoaclinicalorresearchservice.Theseperiodsoftimemaybeintheformofblockrotations,normallynotshorterthan1blockandnotlongerthan6blocks.Blocksaredefinedasfour-weekperiodsoftime.ThePGMEacademicyeariscomposedofthirteenblocks,eachofwhichcommencesonaTuesday.Alternatively,aresidentmaybeinvolvedinadifferentcurriculummodelincorporatinghorizontalclinicalorresearchexperiencesintolongitudinalclinicalexperiences(ALE:AlternativeLearningExperience).ThetermrotationincludesALEs.RotationSupervisor(s)Facultymemberswhohavedirectresponsibilityforresidents’clinicalacademicprogramduringarotation.RoyalCollegeofPhysiciansandSurgeonsofCanada(RCPSC)Thebodyresponsibleforprogramaccreditation,residentcredentialing,andresidentcertificationforspecialtyandsubspecialtyeducationprograms.SchoolofMedicineAcademicCouncilTheSchoolofMedicineAcademicCouncilconsidersmattersrelevanttotheSchoolofMedicineandmakesrecommendationtotheFacultyBoard.SurgicalFoundationsExamination(SFE)TheSurgicalFoundationsExaminationisatwo-partmultiple-choiceexamcoveringtopicsoutlinedintheRCPSCObjectivesofSurgicalFoundationsTrainingdocument.Itmaybewritteninthesecondyearofsurgicaltrainingandispartoftheexaminationprocessleadingtocertificationforsomesurgicalspecialties.Thisexaminationisanassessmentofthefoundationalprinciplesofsurgery.SurgicalresidentsatQueen’sSchoolofMedicinerequiringtheSFEmustprovideevidenceofsuccessfullycompletingtheexamascriteriaforpromotiontopostgraduateyearfour.Vice-DeanEducationAppointedbythePrincipalofQueen'sUniversity,isresponsibleforallfacetsofmedicaleducationintheSchoolofMedicine.TheVice-DeanEducationreportstotheDeanoftheFacultyofHealthSciences.
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IV. Resident Assessment Process at Queen’s University
1.0 Overview of Assessment Process 1.1Atthebeginningofeachrotation,therotationsupervisor(s)ordelegatemustensurethe
residenthasaccessto:• Goalsandobjectivesfortherotation• Listofduties,responsibilities,andexpectations• Assessmentrequirements• Adescriptionofthestructureofrelationshipswithinthehealthcareteam• Adescriptionoftheresident’sroleonthathealthcareteam
1.2Regularandtimelyfeedbackmustoccurthroughouttherotation.1.3Residentsmustbemadeawareofanyconcernsastheseemergeoverthecourseoftherotation
toprovideopportunityforcorrection.1.4 Programleadershipisresponsiblefordesigningprogramsofassessmentthatalignwith
programspecificassessmentneedsandstandardssetbytheiraffiliatedCollege(RCPSC/CFPC).1.5Assessmentreviewandreportingrequirementsaredividedintothreecategoriesincluding:
1.5.1TraditionalRCPSCCurricularStream1.5.1aInTrainingEvaluationReports(ITERs)mustbecompletedbytherotation
supervisor(s)ordelegateatregularintervals,atminimumattheendofeachrotationorafter4months/blocksofanALE.
1.5.1bCompletionofITERsmustbebasedondocumentedobservationsofresidentperformance.
1.5.1cITERsmustbediscussedwiththeresident.Thisfeedbackmustbetimelyandshouldoccurwithin1monthofcompletionoftherotation.
1.5.1dDocumentedmid-rotationassessmentsarestronglyrecommendedforallresidents.
1.5.1eResidentswhoseITERs,orotherperformanceinformation,indicateconcernswillbereviewedattheCompetenceCommittee(CC).Thiscommittee,ratherthantheindividualassessor,willdetermine:
• Theoutcomeoftherotation• Readinessforpromotiontothenextstageoftraining• Needformodifiedlearningplan,remediationand/orprobation
periods1.5.1f Residents’academicadvisorsconductregularmeetingswiththeresidentto
reviewprogressthroughouttraining.
1.5.2TheFamilyMedicineprogram(CFPC)1.5.2aInTrainingAssessmentReports(ITARs)mustbecompletedbytherotation
supervisor(s)ordelegateatregularintervals,atminimumattheendofeachrotationorafter4months/blocksofanALE.
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1.5.2bCompletionofITARsmustbebasedondocumentedobservationsofresidentperformance.
1.5.2cITARsmustbediscussedwiththeresident.Thisfeedbackmustbetimelyandshouldoccurwithin1monthofcompletionoftherotation.
1.5.2dDocumentedmid-rotationassessmentsarestronglyrecommendedforallresidents.
1.5.2eResidentswhoseITARs,orotherperformanceinformation,indicateconcernswillbereviewedattheResidentAssessmentCommittee(RAC).Thiscommittee,ratherthantheindividualassessor,willdetermine:
• Theoutcomeoftherotation• Readinessforpromotiontothenextstageoftraining• Needformodifiedlearningplan,remediationand/orprobation
periods1.5.2fResidents’academicadvisorsconductregularmeetingswiththeresidentto
reviewprogressthroughouttraining,additionallytheacademicadvisorswillcompleteresidents’FITAR.
1.5.3RCPSCCBMECurricularStream
1.5.3aAcademicadvisorsconductregularprogressreviewmeetingwithresidentstoreviewprogressandpreparerecommendationsfortheCompetenceCommitteeaboutresidents’:
• AchievementofEntrustableProfessionalActivities(EPAs)• Readinessforpromotiontothenextstageoftraining• Needformodifiedlearningplan,remediationand/orprobation
periods• Readinesstositcertificationexaminations• Readinesstotransitiontoindependentpractice
1.5.3bCompetenceCommitteesdeterminewhenresidents:• HaveachievedEntrustableProfessionalActivities(EPAs)• Havemetrequirementsforastageoftraining• Arereadytoprogresstothenextstageoftraining• Requiremodifiedlearningplans,remediationand/orprobation
periods• Arereadytositcertificationexaminations• Arereadytotransitiontoindependentpractice
1.5.3cCompetenceCommitteejudgmentsandfeedbackaboutresidentprogressandpromotionaredocumented.
1.5.3dProgramdirectorsordelegates(e.g.,academicadvisors)notifyresidentsofoutcomesofcompetencecommitteedeliberations.
1.6 Assessmentsofresidents’on-goingprogressintheprogramarethejointresponsibilityof
programdirectorsordelegates,andtheRPC/CC(RCPSCprograms)orthePGEC/RAC(CFPCprograms).
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2.0 Documentation of Assessment TraditionalRCPSCCurricularStream(ITERs)&FamilyMedicineProgram(ITARs)2.1StandardizedglobalperformanceratingsmustbeusedonallITERs/ITARs.
EndofRotationITER/ITAR1)MeetsExpectations2)Requiresreview*reviewmaybeconductedbyPDordelegateandtheCC(RCPSCprograms)ortheRAC(CFPCprograms).MidRotationITER/ITAR1)Progressingasexpected2)Inconsistentprogress3)NOTprogressingasexpected
2.2CompletionofthenarrativesectionofITERs/ITARsismandatoryincaseswhentheglobal
performanceratingsof‘Requiresreview’isselected.2.3 Completionofthenarrativesectionofmid-rotationITERs/ITARsismandatoryincaseswhen
theglobalperformanceratingsof‘inconsistentprogress’or‘NOTprogressingasexpected’isselected.
2.4 ITERs/ITARsmustincludethesignatureoftheresidentandtherotationsupervisor.Theresident'ssignatureindicatesonlythattheresidenthasreceivedacopyofthereport.
2.5 Theresidentmayappendanoteindicatingthathe/shedisagreeswiththeassessmentdocumentedinanITER/ITAR.
2.6 IftheITER/ITARisnotsigned,anexplanatorynotemustbeappended.2.7 Residentsshareresponsibilitywiththeprogramdirectorordelegateforensuringthat
ITERs/ITARsarecompletedinatimelyfashion,thathe/shehasreceivedfeedbackandhassignedtheITERs/ITARs.
RCPSCCBMECurricularStream2.8 DocumentationofperformanceforresidentsfollowingaRCPSCCBMEcurricularstream
leverageprogrammaticapproachestoassessment.EntrustableProfessionalActivities(EPAs)aredefinedforeachofthefourstagesofdevelopment(TransitiontoDiscipline,FoundationsofDiscipline,CoreofDiscipline,andTransitiontoPractice).AvarietyofassessmenttoolsareusedtocaptureperformanceinformationabouteachEPAandthecompletionofotherprogramrequirements.
3.0 Determining Learner Status/Performance Review Process 3.1 Residentsshouldbeprovidedopportunitytopresentinformationthatmayberelevantin
adversedecision-makingaboutprogressandpromotions.Insuchcases,itistheresponsibilityoftheAcademicAdvisortonotifytheCompetenceCommitteeorResidentAssessmentCommitteeChairofthepossibilityofanadversedecisionwithrespecttoaresident.TheCompetenceCommitteeorResidentAssessmentCommitteeChairwillthenprovidenoticeto
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theresidentoftheopportunitytoattendtheCC/RACmeetingtopresentinformationthatmayberelevant.
TraditionalRCPSCCurricularStream(ITERs)&FamilyMedicineProgram(ITARs)3.2 Documentationof‘RequiresReview’onanEndofrotationITER/ITARwilltriggera
comprehensiveresidentperformancereviewbyPDordelegateandtheCC(RCPSCprograms)ortheRAC(CFPCprogram).
3.3 Determinationofaperformancepatternthatreflectsfailuretoprogressorevidenceofalearningtrajectorythatissuggestiveofafailuretoprogressmayresultin:
(a)theassignmentofadditionalrotations;or (b)completionofaperiodofremediation;or (c)theimpositionofaprobationperiod.RCPSCCBMECurricularStream3.4 CompetenceCommittees(CCs)areresponsiblefordetermininglearnerstatusbasedona
comprehensivereviewofresidentperformance.3.5 Thefollowingperformancereviewcategoriesmustbeusedtodefinethestatusof
residentsfollowingCBMEcurricula:
Performancereviewcategories:1)Moredatarequired2)Progressingasexpected3)Concernsaboutprogressioninstage4)Requiringamodifiedlearningplan5)Requiringremediation6)RequiringprobationPromotionDecisionscategories:1)Promotetonextstage2)Donotpromoteduetoinadequateevidence3)Donotpromoteduetoidentifieddeficiencies
4.0 Confidentiality 4.1 Identifiableresidentassessmentdataareconfidential.AccessisnormallyrestrictedtothePD
ordelegateandtheRPC/CC(RCPSCprograms)orPGEC/RAC(CFPCprogram),theAssociateDean,PGMEordelegate,andtheresidenthim/herself.
4.2 Identifiableresidentassessmentdataareforpurposesofprogressandpromotion,aswellascasesofappeal,RCPSCorCFPCproceedingsorappeals,CPSOproceedings,orrequiredpursuanttolegalprocess.
4.3 De-identifiedresidentassessmentdatamaybeusedforprogramevaluationandresearchpurposessubjecttoTri-CouncilpolicyontheEthicalConductforResearchInvolvingHumans.
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5.0 Sharing of Performance Information – ‘Educational Handover’ (Reference: Guidelines for Educational Handover in Competence by Design, RCPSC, 2018) Thesharingofresidentperformanceinformationwhenaresidentbeginsaneweducationalexperienceisaneducationalbestpractice.Itfacilitatesthecontinuedsupportofaresidentthroughasharedawarenessofstrengths,weaknessesandtheresident’slearningtrajectory.5.1 Sharingofresidentperformanceinformationshouldbeguidedbytheprinciplesof
transparency,fairnessandmutualaccountability.5.2 Performanceinformationcanbesharedtomeettheeducationalneedsofresidents.5.3Performanceinformationcanbesharedtoaddresspatientsafetyconcerns.5.4Residentsshouldtakeanactiveroleinsharingtheirperformanceinformationwithclinical
supervisorstoenhancesubsequentlearningopportunitiesand/orfocustheirtrainingtomeetspecificlearningneeds.
5.5 Recipientsofresidentperformanceinformationshouldonlyusethatinformationforeducationalandpatientsafetyreasons.Simplybeinginpossessionofsuchinformationdoesnotmakeapreceptorunabletoassesstheresidentinafairandunbiasedmanner;rather,thesharingofinformationisdesignedtoenhancetheassessmentprocess.
6.0 Annual Promotion Process for Traditional Curriculum Streams only 6.1 ThePDordelegatemustconductanannualprogressreviewwitheachresident.6.2 ThePDordelegateandresidentshouldreviewallrelevantassessmentdataanddiscuss
patternsofstrengthsandweaknessesthatemergeandstrategiesforimprovement.Careercounselingmayalsobediscussed.
6.3 ResidentprogressisreportedtoCC(RCPSC)ortheRAC(CFPC).6.4 TheCC(RCPSC)orRAC(CFPC)mustreviewthefilesofallresidentswhoseperformanceisnot
meetingexpectations.6.5 Promotionofaresidenttothenextacademicleveloccurswhen:
6.5a UponreviewofoverallperformancetheCC(RCPSC)ortheRAC(CFPC)determineresidentdevelopmenttobesatisfactory.
6.5b Additionalcriteriaforpromotionasstipulatedbyindividualprogramshavebeenmetincluding,butnotlimitedto:6.5b.1DocumentationofpassingtheMCCQE–PartIIforpromotiontoPGY4level
(applicabletoincomingPGY1residents).6.5b.2DocumentationofpassingtheSFEforsurgicalresidentsrequiringtheSFEfor
certificationasacriterionforpromotiontoPGY4level(applicabletoincomingPGY1residents).
6.6 ThePDordelegateandCC(RCPSCprograms)ortheRAC(CFPCprogram)havethediscretiontowaivecriteriaforpromotionif,intheiracademicjudgment,itisappropriatetodosoinlightofaspecificresident’sparticularcircumstances.
6.7 ThedecisionNOTtorecommendpromotionofresidentstotheAssociateDean,PGMEwillbemadebythePDordelegateandtheCC(RCPSCprograms)ortheRAC(CFPCprogram)if,intheiracademicjudgment,itisappropriatetodosoinlightofaspecificresident’sparticularcircumstances.
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7.0 Resident Salary Level 7.1 PostgraduateresidentsalarylevelsareestablishedbytheProfessionalAssociationofResidents
ofOntario(PARO).7.2 Itisexpectedthatallresidentson-cyclewillincreaseonanannualbasis.7.3 Salaryincreaseswillbedelayedforanequivalentperiodoftimeforresidentsoff-cycledueto,
butnotlimitedtoleaves,and/orremediationperiods,and/orprobationperiods.
8.0 Incomplete Rotations 8.1 Inordertomeetpedagogicalrequirements,aresidentshouldnotmissmorethan1/4ofa
rotationduetoillness,leave,holidaysetc.8.2 Arotationthatincludeslessthan3/4oftheexpectedtimecommitmentmaybeconsidered
incomplete.8.3 Anincompleterotationshouldbecompleted,thedurationofwhichisdeterminedbythenature
oftheexperienceandtheneedforcontinuityoftheclinicalexperience.8.4 Foranyclinicalrotation,thePDordelegateinconsultationwiththerotationsupervisorwill
determinewhetherornotthedurationofaresident’slearningexperiencewassufficienttosupportmeaningfulassessment.
9.0 Remediation 9.1 Remediationisdesignedtoassisttheresidentinaddressingidentifiedweaknessesand
correctinghis/herdeficiencies.9.2 AremediationplanmustfollowtheRemediationTemplate(seeScheduleA)
9.2a ThedraftremediationplanisdevelopedbythePD,ordelegate,inconsultationwiththeCC(RCPSCprograms)ortheRAC(CFPCprogram),andreviewedwiththeresident.
9.2b ThePGMEOfficemustbeadvisedwhenthereisaplantoplacearesidentonremediationandacopyofthedraftremediationplanandrelevantresidentperformanceinformationmustbeforwardedtothePGMEofficeforreviewandfeedbackbytheEAB.
9.2c TheEABwillreviewtherelevantresidentperformanceinformationandtheremediationplanandforwarditsassessmentrelatedto(a)theprocessbywhichtheneedforremediationwasdetermined,and(b)thequalityoftheproposedremediationplan.
9.2d ThefinalremediationplanmustbesharedwiththeCC(RCPSCprograms)ortheRAC(CFPCprogram)andmustbesignedbythePDordelegateandresident.Theresidentsignatureindicatesonlythattheresidenthasreceivedacopyoftheplan.
9.2e AcopyofthesignedremediationplanmustbeforwardedtothePGMEoffice.9.2f Shouldremediationplansimposepracticerestrictionsduetoprofessional
misconduct,incompetency,orincapacitythePGMEofficeisrequiredtoreporttheremediationtohospitaladministrationandtheCollegeofPhysiciansandSurgeonsofOntario
9.2g ThePDordelegateandtheCC(RCPSC),ortheRAC(CFPC)willreviewallrelevantdocumentationtodeterminetheoutcomeofaremediationperiod(pass/fail).
9.2h ThePGMEOfficemustbeadvisedoftheoutcomeoftheremediation.
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9.2i ThePGMEofficemustadvisehospitaladministrationandtheCollegeofPhysiciansandSurgeonsofOntariooftheoutcomeoftheremediationifpracticerestrictionswereimposed.
9.3 DuringaremediationperiodvacationandotherabsencesfromtrainingarepermittedbutmustbeapprovedinadvancebythePDordelegate.Additionaltimemaybeaddedtotheremediationperiod.
9.4 Uponthesuccessfulcompletionofaremediation,theresidentwillbegivenacademiccreditforthepreviouslyfailedprogramrequirement(e.g.,rotationorAAprogressreport).
9.5Aresidentmayonlybeplacedonremediationtwiceandprobationonceduringtraining.IfidentifiedasinneedofremediationathirdtimetheresidentwillberequiredtowithdrawfromQueen’sSchoolofMedicine.(SeeScheduleB:Remediation/Probationflowchart).9.5.a Uponthesuccessfulcompletionofaperiodofremediation,theresidentwillbegiven
academiccreditforthepreviouslyfailedprogramrequirement(e.g.,rotationorAAprogressreport)andcontinueintheprogramoff-cycle.
9.5.bAresidentwhofailsaremediationperiodshallberequiredtoproceedtoaprobationperiod,unlesstheresidenthasalreadybeenrequiredtocompleteapreviousprobationperiod–inthissituation9.5cbelowwillapplytoafailedremediationperiod.
9.5.cIfaresidentwhohasfailedapriorremediationperiod(andhasthereforebeenrequiredtocompleteaperiodofprobation)failsasecondremediationperiod,theresidentwillberequiredtowithdrawfromQueen’sSchoolofMedicine.
9.5.dAresidentmaybeplacedonremediationonlytwiceduringtheirresidency;iftheresidentisidentifiedasinneedofremediationathirdtimetheyshallbeplaceddirectlyonprobation,unlesstheresidenthasalreadybeenrequiredtocompleteapreviousprobationperiod–inthissituation9.5ebelowwillapplyiftheresidentisidentifiedasinneedofremediationathirdtime.
9.5.e Aresidentwhohasbeenplacedonremediationtwiceandwhohasfailedoneofthoseperiodsofremediation(andhasthereforebeenrequiredtocompleteaperiodofprobation)willberequiredtowithdrawfromQueen’sSchoolofMedicineiftheirperformanceisfurtherassessedasbeinginneedofremediation.
9.6 Aresidentmaybeonremediationforamaximumofoneyearsubsequenttothecommencementoftheremediation.
10.0 Probation 10.1 Aprobationperiodisdesignedtoassessspecificaspectsofresidentperformance.10.2 AResidentwillbeplacedonprobationforanyofthefollowingreasons:
10.2a Afailedremediationperiod.10.2b Identifiedforthethirdtimeasinneedofremediation.
10.3 AprobationplanmustfollowtheProbationTemplate(seeScheduleC)10.3a ThedraftprobationplanisdevelopedbythePDordelegateinconsultationwiththe
CC(RCPSCprograms)ortheRAC(CFPCprogram).10.3b TheAssociateDean,PGMEmustbeadvisedwhenaresidentisplacedonprobation
andacopyofthedraftprobationplanandrelevantresidentperformanceinformationmustbeforwardedtothePGMEofficeforreviewbytheEAB.
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10.3c TheEABwillreviewtherelevantresidentperformanceinformationandtheprobationplanandforwarditsassessmentrelatingto:(a)theprocessbywhichtheneedforprobationwasdetermined,and(b)thequalityoftheproposedprobationplan.ThePDisresponsibleforfinalizingtheprobationplan.
10.3d ThefinalversionofprobationplanmustbesignedbythePDandresident.Theresidentsignatureindicatesonlythattheresidenthasreceivedacopyoftheplan.
10.3e AcopyofthefinalversionofprobationplanmustbeforwardedtothePGMEoffice.10.3f Shouldprobationplansimposepracticerestrictionsduetoprofessionalmisconduct,
incompetency,orincapacitythePGMEofficeisrequiredtoreporttheprobationperiodtohospitaladministrationandtheCollegeofPhysiciansandSurgeonsofOntario.
10.3g ThePDordelegateandtheCC(RCPSCprograms)ortheRAC(CFPCprogram),willreviewallrelevantdocumentationtodeterminetheoutcomeofaprobationperiod(pass/fail).
10.3h ThePD,ordelegatemustadvisetheAssociateDean,PGMEoftheoutcomeoftheprobation.
10.3i ThePGMEofficemustadvisehospitaladministrationandtheCollegeofPhysiciansandSurgeonsofOntariooftheoutcomeoftheprobationifpracticerestrictionswereimposed.
10.4 Durationandprogressintraining10.4a Aresidentmaybeonprobationforamaximumperiodofsixmonthssubsequentto
thecommencementoftheprobation.10.4b Subjectto10.5b,theprobationperiodmayormaynotcounttowardsthedurationof
trainingrequiredforcertificationbytherelevantcredentialingCollege.10.5 ProbationPeriod
10.5a DuringaprobationperiodholidaysandabsencesfromtrainingarepermittedbutmustbeapprovedinadvancebythePDordelegate.Additionaltimemaybeaddedtotheprobationperiod.
10.5b ThePD,andtheCC(RCPSCprograms)orRAC(CFPCprogram),may,whereitdeemsappropriate,recommendthatacademiccreditbeawardedforasuccessfulprobationperiod.ThisrecommendationissubjecttoapprovalbytheAssociateDean,PGME.
10.5c AfailedprobationperiodshallrequiretheresidenttowithdrawfromQueen’sSchoolofMedicine.
10.6 FurtherProbationduringaresidency10.6a Aresidentmaybeplacedonprobationononlyoneoccasionduringhis/her
residency.10.6b Therequirementtowithdrawappliesevenwhenaresidentchangesfromone
programtoanotherProgram.
11.0 Suspension 11.1 TheAssociateDean,PGMEmaysuspendaresidentwhenconcernregardinganyofthe
followingisbroughttohis/herattention:
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15
• Patientcareand/orsafetymaybejeopardized,• Substanceabuse,• Inappropriatepatient/physicianinteractions,• Unethicalbehaviour,• Unprofessionalconduct,or• Chargedwithacriminaloffence
11.2 Incaseswherecriminalchargeshavebeenlaid,thematterwillbereferredtotheSpecialReviewCommitteefordeterminationpursuanttotheFacultyofHealthSciencesPolicy.
11.3 IftheAssociateDean,PGMEisoftheopinionthatthecircumstancessorequire,theAssociateDean,PGMEwillnotifytheresidentthathe/sheissuspendedwithpay,pendinganinvestigation.11.3a ThePGMEofficemustadvisehospitaladministrationandtheCollegeofPhysicians
andSurgeonsofOntariowhenaresidentissuspended.11.3b TheAssociateDean,PGMEconvenestheAcademicReviewBoard(ARB)toconductan
investigationwhichwillincludeareviewoftheresident'sacademicrecord,interviewswithanyonewithinformationrelevanttotheinvestigation,meetingswiththePDandresidenttodiscusstheconcerns.
11.3c TheARBreportsthefindingofitsinvestigationanditsrecommendation(s)regardingtheresident'son-goingstatusintheprogramtotheAssociateDean,PGME.
11.3d TheResidentwillbenotifiedoftheoutcomeoftheinvestigationinwriting,bytheAssociateDean,PGME.
11.3e ThePGMEofficemustadvisehospitaladministrationandTheCollegeofPhysiciansandSurgeonsofOntariooftheoutcomeoftheinvestigation.
11.4 TheAssociateDean,PGMEwilldecidewhetherto:• removethesuspensionwithorwithoutconditions• continuethesuspensionforaperiodoftimewithorwithoutconditions• recommendtotheDeanthattheresidentberequiredtowithdraw
11.5 TheresidentmayappealthedecisionoftheAssociateDean,PGMEtothePostgraduateTribunalasaLevel3appeal.
12.0 Requirement to Withdraw 12.1 A‘RequirementtoWithdraw’willbeissuedforreasonsthatincludebutarenotlimitedto:
12.1a Afailedprobationperiod12.1b Afailedremediationafterapreviousprobationperiod(See9.5c)12.1c Failuretomeetprogramrequirementsafter2periodsofremediationifeitherperiod
ofremediationwasfailed,requiringaperiodofprobation(See9.5e)12.1d FailedAVP
12.2 A‘RequirementtoWithdraw’maybeissuedforreasonsthatincludebutarenotlimitedto:12.2a FindingsbytheSpecialReviewCommittee,andacceptedbytheAssociateDean,
PGMEthat:• aletterofappointmentberevokedoraresidentberequiredtowithdraw.
12.2b FindingsbytheAcademicReviewBoard,andacceptedbytheAssociateDeanPGMEthat:
• Patientcareand/orsafetyhasbeenjeopardized
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• Thereissubstanceabuse• Therehasbeeninappropriatepatient/physicianinteraction• Therehasbeenunethicalbehaviour• Therehasbeenunprofessionalconduct
12.3 ThePGMEofficemustadvisehospitaladministrationandTheCollegeofPhysiciansandSurgeonsofOntario,andeithertheRoyalCollegeofPhysiciansandSurgeonsofCanadaortheCollegeofFamilyPhysiciansofCanadawhenaresidentisrequiredtowithdraw.
13.0 Appeals Process 13.1 AppealsconcerningtheservicecomponentandotherareasasoutlinedinthePARO-CAHO
contractshouldbedirectedthroughtheProfessionalAssociationofResidentsofOntario.13.2 Avenuesofappealaboutacademicdecisionsregardingthefollowingsituations:
• Unsatisfactoryacademicprogress• Remediation• Repeatrotation• Probation• Annualpromotion• Suspension• Requirementtowithdraw
13.3 Academicjudgmentsarenotsubjecttoappeal.13.4 ThegroundsforanappealtotheRPC(RCPSCprograms)orPGEC(CFPCprogram)andthe
ARBareextenuatingcircumstancesorabreachofproceduralfairness.13.5 ThegroundsforappealtoPostgraduateTribunalareabreachofproceduralfairnessbythe
ARBorthedecisionoftheAssociateDean,PGME.13.6 RouteforAcademicAppeal
13.6a Therewillbeanemphasisoninformalresolution.13.6bTherouteofappealistotheentityabovethedecisionmaker.13.6c Thefollowingaretheentitiestowhichappealsmaybetakendependingonthe
circumstances:
Level1 ResidentProgramCommittee(RCPSCprograms)orPostgraduateEducationCommittee(CFPCprogram)
Level2 AcademicReviewBoardLevel3 PostgraduateTribunal
14.0 Notice of Appeal 14.1 Inproceedingwithanyroutesofappeal,noticeofappealmustbegiventotheappropriate
personorgroupinwritingwithin15businessdaysofthedecisionthatisbeingappealed.14.2 Therespondentmustrespondinwritingwithin15businessdaysofthereceiptofthenotice
ofappeal.
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15.0 Appeal Process at Level 1 15.1 Appealsfromarequirementtorepeatarotation,followamodifiedlearningplan,completea
remediationorprobationperiodwillbedirectedtoRPC(RCPSCprograms)orPGEC(CFPCprogram).
15.2 TheLevel1appealprocesswillfollowtheguidelinesattachedasScheduleE.15.3 TheappealwillbeheardbytheRPC(RCPSCprograms)orPGEC(CFPCprogram).15.4Theresidentmaybeaccompaniedbyanadvisorand/orsupportperson.15.5TheRPC(RCPSCprograms)orPGEC(CFPCprogram)maydenytheappeal,orgranttheappeal
withorwithoutconditions.
16.0 Appeal Process at Level 2 16.1 TheAssociateDean,PGME,willconvenetheAcademicReviewBoard(ARB): (a)uponreceiptofawrittenappealfromaresidentfromadecisionoftheCC(RCPSC
programs)ortheRAC(CFPCprogram);or, (b)whenaresidentissuspended.16.2 TheLevel2appealprocesswillfollowtheRulesofProcedureattachedasScheduleF.16.3 TheappealwillbeheardbytheARB.16.4 Theresidentmaybeaccompaniedbyanadvisorand/orsupportperson.16.5 TheARBmakesarecommendationtotheAssociateDean,PGMEaboutwhethertodenythe
appeal,ortogranttheappealwithorwithoutconditions.TheAssociateDeanmakesthefinaldecision.
17.0 Appeals Process at Level 3 17.1AresidentmaysubmitaLevel3appealtotheDean,FacultyofHealthSciences,fromalevel2
appealdecisionorfromadecisionoftheAssociateDeanPGMEtosuspendaresidentorrequirearesidenttowithdrawfromQueen’sSchoolofMedicine.Theresidentmustsubmittheappealwithin15businessdaysafterbeingadvisedoftheLevel2decisionorthedecisionoftheAssociateDean,PGME.
17.2TheDeanshallarrangeforafinalhearingtobeheldinaccordancewiththeTermsofReferencesandRulesofProcedureforthePostgraduateTribunal(SeeScheduleG).
17.3 ThePostgraduateTribunalshallmakeoneofthefollowingdecisions:• Togranttheappealinwholeorinpart,withorwithoutconditions;• Todenytheappeal.
18.0 Access to Documents 18.1Atalllevelsofappeal,thedecisionmakerswillhaveaccesstotheresident’sentirefile,
performanceinformation,andotherrelevantdocumentsandreportsincludingwithoutlimitation:
• TheCollegeofPhysiciansandSurgeonsofOntario-LicensingStandards• TheRoyalCollegeofPhysiciansandSurgeonsofCanada-Standardsof
Accreditation• TheCollegeofFamilyPhysiciansofCanada–StandardsofAccreditation
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19.0 Policy Approval and Renewal 19.1 Thisdocumentwillbereviewedasrequiredandproposedrevisionspresentedtothe
followingbodiesforapproval:• PostgraduateMedicalEducationCommittee• TheSchoolofMedicineAcademicCouncil• FacultyBoardfortheFacultyofHealthSciences
Assessment, Promotion, & Appeals Policy
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SCHEDULEA:REMEDIATIONTEMPLATE
Remediation Plan School of Medicine, Queen’s University
ThisremediationplanshallbecompletedbytheProgramDirectorinconsultationwithResidencyProgramCommitteeforresidentsidentifiedasinneedofremediation.ItisrecommendedthatDr.________________________________,aPGY_______,residentin_______________________________(nameofprogram)followaprogramofremediationforaperiodof_______________(length),tobegin____________________andend______________________(dates).Theneedforremediationwasidentifiedduringthe________________________rotation(s)beginningon________________andendingon______________________(dates)at____________________(location).ThisisaninterimplanuntilreviewedbytheEducationAdvisoryBoard(EAB).Further
revisionsofthisplanmayberequiredbasedonEABrecommendations. AdditionalBackground:(domainspecific,independentremediationneed)DefinedNeeds:Thefollowingspecificareasofweaknesseshavebeenidentified:
Identifiedareasofweaknesses1)
2)
3)(Addmoreasrequired)DefineObjectives:Thefollowingobjectiveshavebeendefinedforthepurposeofremediation:1) _____________________________________________________________________________
2) _____________________________________________________________________________
3) ___________________________________________________________________________(Addmoreasrequired)
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Methodsofintervention:Duringtheremediationperiod,Dr._____________________must:(indicateallthatapply)1) Followastructuredreadingprogramintheareaof__________________________,payingparticular
attentiontothefollowing(Checkallthatapply.)
Basicscience Clinicalpresentation
Pathophysiology Therapeutics
Managementandapproach Evidencebasedmedicine
Other:(e.g.increasedprotectedtime)___________________________________________
Readingshouldbedonefromthefollowingsources:__________________________________________ 2) Improveclinicalperformanceby:(e.g.increasedtimeonrotation,individualizedobservationand
feedback,simulations,additionalclinics,standardizedpatients),pleasespecify:___________________________________________________________________________
3) Followremedialprogram(e.g.communicationskills,skillstraining),pleasespecify:
___________________________________________________________________________4) Counselingrecommended(e.g.AcommitmenttomeetwiththeDirectorofResidentWellnessand
toparticipateinanyrecommendedassessmentsortreatmentstotrytoaddresstheseconcerns)___________________________________________________________________________5) Other:(e.g.leaveofabsence,suspension,pleasespecify)___________________________________
_________________________________________________________________________Monitoringschedule:
1)Mentor/AcademicAdvisor(notinvolvedinassessingresident’sperformance)Dr.___________________(resident)willmeetwithDr.________________atintervalsof___________(specify:weekly,biweekly,monthly)duringtheremediationperiodtodiscussprogressandongoingobjectives.2)SupervisorDr.___________________(resident)willmeetwithDr.________________atintervalsof___________(specify:weekly,biweekly,monthly)duringtheremediationperiodtodiscussprogressandongoingobjectives.3)ProgramDirectorDr.___________________(resident)willmeetwithDr.________________atintervalsof___________ (specify: weekly,biweekly,monthly)duringtheremediationperiodtodiscussprogressandongoing
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objectives. DocumentationofMonitoringMeetingsThefollowingmeetingtemplate(orreasonableequivalent)willbeusedtodocumentallmeetings:(a)Date:(b)Recordedby(circleone):Resident,Mentor,Supervisor/AcademicAdvisor,ProgramDirector(c)Other,Pleasespecify______________________________(d)Inattendance:(e)Focusofdiscussion:(f)Outcomes/plan:
• Residentsshouldbeencouragedtodocumentallmeetings,andthisrecordshouldsubsequentlybereviewedwith,andapprovedby,allmeetingattendee(s)
• ThepresenceofathirdpartyisrecommendedDocumentedOutcomes:SuccessfulremediationwillrequireDr.______________________________(resident)tomeetlistedobjectivestothedefinedlevelofperformance:
Expectedlevelofperformance SourcesofEvidence(Assessmentstrategies)
Objectives:aslistedaboveDefinedexpectationsinkeepingwithresident’syearinprogram.(Describewhatthatlookslike)
e.g.Documenteddirectobservations,Multisourcefeedbackdata,Practiceexamination,OSCEs,etc.
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TheResidencyProgramCommitteewillreviewallrelevantdocumentationtodeterminetheoutcomeoftheremediationperiod. Iunderstandthefollowingabouttheremediationprogram:Theidentifiedareastoberemediated TheexpectedlevelofperformanceonremediationobjectivesThenatureoftheremedialprogramThetimeframeoftheremedialprogramTheassessmenttechniquestobeusedTheconsequencesofasuccessful/failedremediationperiodIhavebeengiventhechancetoclarifyallcomponentsofthisremediationplan.IhaveaccesstoanindependentmentorandIknowhowtoreachhim/her
ThedocumentAssessment,PromotionandAppealsisontheQueen’sUniversitySchoolofMedicinePostgraduateWebsiteandavailableasareferencehttp://meds.queensu.ca/education/postgraduate/policies/apa/assessment Ofnote,Section9oftheAssessment,PromotionandAppealspolicydetailstheprocessforasuccessfulornotsuccessfulremediationperiod.LinkstoResidentHealthandWellnessResourcesareavailablehere:http://meds.queensu.ca/education/postgraduate/wellness/resourcesIhavebeenmadeawareofthisdocument
IhavebeenmadeawarethatfurtherrevisionsofthisplanmayberequiredbasedonEAB
recommendations.__________________________________ ________________________________
Resident/date ProgramDirector/date
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SCHEDULEB:REMEDIATION/PROBATIONFLOWCHART
Assessment, Promotion, & Appeals Policy
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SCHEDULEC:PROBATIONTEMPLATE
Probation Plan School of Medicine, Queen’s University
ThisprobationplanshallbepreparedbytheProgramDirectorinconsultationwithResidencyProgramCommittee(RPC).ItisrecommendedthatDr._________________________________________,aPGY__________,aresidentin________________________________(nameofprogram)participateinaprobationperiodforaperiodof_______________________(length),tobegin_________________andend____________________(dates).Theneedforprobationwasidentifiedduringthe________________________rotation(s)beginningon__________andendingon_________(dates)at____________________(location).
ThisisaninterimplanuntilreviewedbytheEducationAdvisoryBoard(EAB).Further
revisionsofthisplanmayberequiredbasedonEABrecommendations.
Rationale:Thisprobationplanhasbeenestablishedwiththeunderstandingthatitisnotinkeepingwiththeroleofa__________________________(nameofprogram)residentto:Eventsleadingtoprobation:1)
2)
3)
DefineObjectives:Thefollowingobjectiveshavebeendefinedforthepurposeofthisprobationperiod:1)
2)
3)
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Methodsofintervention:Duringtheprobationperiod,Dr.___________must:(indicateallthatapply)1) Followastructuredreadingprogramintheareaof__________________________,payingparticular
attentiontothefollowing(Checkallthatapply.)
Basicscience Clinicalpresentation
Pathophysiology Therapeutics
Managementandapproach Evidencebasedmedicine
Other:(e.g.increasedprotectedtime)___________________________________________
Readingshouldbedonefromthefollowingsources:__________________________________________2)Improveclinicalperformanceby:(e.g.increasedtimeonrotation,individualizedobservationand
feedback,simulations,additionalclinics,standardizedpatients),pleasespecify:__________________________________________________________________________________________________________
3)Followremedialprogram(e.g.communicationskills,skillstraining),pleasespecify:
__________________________________________________________________________________________________________4)Counselingrecommended
__________________________________________________________________________________________________________5)Other:(e.g.leaveofabsence,suspension,pleasespecify)________________________________________
__________________________________________________________________________________________________________
Monitoringschedule:
1)Mentor/AcademicAdvisor(notinvolvedinassessingresident’sperformance)Dr.___________________(resident)willmeetwithDr.________________atintervalsof___________(specify:weekly,biweekly,monthly)duringtheprobationperiodtodiscussprogressandongoingobjectives.2)SupervisorDr.___________________(resident)willmeetwithDr.________________atintervalsof___________(specify:weekly,biweekly,monthly)duringtheprobationperiodtodiscussprogressandongoingobjectives.3)ProgramDirectorDr.___________________(resident)willmeetwithDr.________________atintervalsof___________(specify:weekly,biweekly,monthly)duringtheprobationperiodtodiscussprogressandongoingobjectives.
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DocumentationofMonitoringMeetingsThefollowingmeetingtemplate(orreasonableequivalent)willbeusedtodocumentallmeetings:(a)Date:(b)Recordedby(circleone):Resident,Mentor,Supervisor/AcademicAdvisor,Program
Director(c)Other,Pleasespecify______________________________(d)Inattendance:(e)Focusofdiscussion:(f)Outcomes/plan:
•Residentsshouldbeencouragedtodocumentallmeetings,andthisrecordshouldsubsequentlybereviewedwith,andapprovedby,allmeetingattendee(s)•Thepresenceofathirdpartyisrecommended
DocumentedOutcomes:SuccessfulprobationwillrequireDr.______________________________tomeetlistedobjectivestothedefinedlevelofperformance:
Expectedlevelofperformance SourcesofEvidence(Assessmentstrategies)
Objectives:aslistedaboveDefinedexpectationsinkeepingwithresident’syearinprogram.(Describewhatthatlookslike)
e.g.Documenteddirectobservations,Multisourcefeedbackdata,Examinationresults,etc.
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TheResidencyProgramCommitteewillreviewallrelevantdocumentationtodeterminetheoutcomeoftheprobationperiod.Iunderstandthefollowingabouttheprobationprogram:Theidentifiedweaknesses TheexpectedlevelofperformanceonprobationobjectivesThenatureoftheprobationprogramThetimeframeoftheprobationprogramTheevaluationtechniquestobeusedTheconsequencesofasuccessful/failedprobationperiodIhavebeengiventhechancetoclarifyallcomponentsofthisprobationplan.IhaveaccesstoanindependentmentorandIknowhowtoreachhim/her
ThedocumentAssessment,PromotionandAppealsisontheQueen’sUniversitySchoolofMedicinePostgraduateWebsiteandavailableasareferencehttp://meds.queensu.ca/education/postgraduate/policies/apa/assessmentOfnote,Section10oftheAssessment,PromotionandAppealspolicydetailstheprocessesforsuccessfulandunsuccessfulprobationperiod.LinkstoResidentHealthandWellnessResourcesareavailablehere:http://meds.queensu.ca/education/postgraduate/wellness/resourcesIhavebeenmadeawareofthisdocument
IhavebeenmadeawarethatfurtherrevisionsofthisplanmayberequiredbasedonEABrecommendations.
___________________________________________ _______________________________________
Resident/date ProgramDirector/date
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SCHEDULED:EDUCATIONADVISORYBOARD:TERMSOFREFERENCESchool of Medicine
Postgraduate Medical Education Education Advisory Board: Terms of Reference
A. Mandate:
TheEducationAdvisoryBoard(EAB)isaspecialcommitteeconvenedbytheAssociateDean,PostgraduateMedicalEducation(PGME),responsibleforassistingprogramswithacademicplanningforresidentsinneed.
B. PolicyReferences:
Queen’sPostgraduateResidencyProgram“Assessment,PromotionandAppealsPolicy”.
C. MajorResponsibilities:
TheEAB:• isadvisorytoResidencyProgramsandtheAssociateDean,PGMEinaddressingresidents
inacademicdifficulty.• mustreviewallremediationandprobationplansforresidentsinacademicdifficulty.• willreviewandproviderecommendationsrelatingto:
(a)theprocessbywhichtheneedforremediationorprobationwasdetermined,and (b)thequalityoftheproposedremediationorprobationplan.
D. AccesstoInformation:
Inallcases,membersofEABwillhaveaccesstoresidents’files,includingallperformanceinformation,otherrelevantdocumentsandreportsincludingwithoutlimitationassessments/recommendationsofanindependentprocessorboard,suchastheAcademicReviewBoard(ARB).AlldocumentswillbeuploadedintothepasswordprotectedEABElentracommunity.
E. Membership:
Chair:DirectorofAssessmentandEvaluation,PGME(ExOfficiomember) DirectorofResidentWellness(ExOfficiomember) FacultyPanel(minimumofsixfacultymembers) PostgraduateResidents(Five)
• Thecommitteeshouldstrivetoincludefacultyandresidentrepresentationfromabroadselectionofspecialties.
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• ProgramrecommendationsforfacultyandresidentmembershipwillbesoughtbytheChairinconsultationwiththeAssociateDeanPGME.
• Membershipwillbereviewed,andmembersappointed,bytheAssociateDean,PGMEinconsultationwiththeVice-DeanEducation.
F.Functions:
AnnualReviewandOrientationProcess
Anannualmeetingwillbeheldeachyear.Thefocusoftheannualmeetingwillbetoprovideopportunityto:• ReviewEABoverallfunctionalityandTermsofReference• Sharelessonslearnedduringtheprecedingyear• Orientin-comingmembers
IndividualCaseReviews
• WorkingGroupsfunctionasadistributednetwork.• WorkingGroupswillassumeresponsibilityforreviewingindividualcases.• WorkingGroupmemberswillreviewcasedocumentation,complete,andsubmitcase
reviewtemplates.• TheChairassumesresponsibilityforwritingcasereports.• CasereportsareadvisorytotheAssociateDean,PGMEandResidencyPrograms.• TheChairmayapproveanamendedremediation/probationplansubmittedbyaprogram
orsenditbackforfurtherreview. WorkingGroupcomposition
• Chair-DirectorofAssessmentandEvaluation,PGME• DirectorofResidentWellness• 2membersoftheFacultypanel• 1postgraduateresident
G.Responsibilities:Chair:
• Chairannualmeeting• Prepareindividualcasereports• SubmitanannualreporttotheAssociateDean,PGME
DirectorofResidentWellness:AttendannualcommitteemeetingReadpre-circulatedmaterialParticipateinallworkinggroups,including:
• Reviewingcasedocumentation
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• Providingfeedbackonproposedremediation/probationplans,includingafocusonhowtheplanrelatestopotentialhealthissuesandresidentwellnesssupports
ResponsibilitiesofMembers:
AttendannualcommitteemeetingReadpre-circulatedmaterialParticipateinworkinggroupsasrequired,including:
• Reviewingcasedocumentation• Providingfeedbackonproposedremediation/probationplans
TermofMembership:
1)Facultymembership
• Allfacultymemberswillnormallycommittoafullthree-yearterm,renewable.• Membershipshouldbestaggeredtoensurearegularturnover.
2)Residentmembership• Postgraduateresidentswillcommittoaone-yearterm,renewableforadditional
terms.3)ExOfficiomembership:Permanentmembersofthecommittee
H.FrequencyandDurationofMeetings:
Annually,andatthecalloftheChair.
I.Quorum: Amajorityofmembers
J.Decision-Making:
• AsanadvisorycommitteetotheAssociateDean,theEABmaysubmitrecommendationsforconsiderationbytheAssociateDean,PGME.
• ThecommitteeisencouragedtoreachconsensusonrecommendationsmadetotheAssociateDean,butmayvoteshouldconsensusnotbereached.
• CasereportsareadvisorytotheAssociateDean,PGMEandResidencyPrograms.
K.ConflictofInterest:
AnEABmembermustdeclareapotentialconflictofinterestwithanycasepresentedforhis/herreview.FacultypanelandresidentmembersconcernsmustbedisclosedtotheChair,whowilldetermineanappropriatecourseofaction.
Potentialconflictsofinterestcouldinclude,butarenotlimitedto:
• AnyEABmember’sclosepersonalrelationshipswitharesidentunderreview,
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31
• Clinicalteacherorresidentdirectlyinvolvedinarotation/learningexperienceofconcern.
L.Confidentiality: AlldocumentsandfilesreviewedandpreparedbytheEABareconfidential.
M.AdministrativeSupport:
Administrativesupport(secretarial)willbeprovidedbythePGMEOffice.Taskswillincludebutarenotlimitedto:
• UploadingallrelevantdocumentsforindividualcasesintotheEABElentracommunity.• Documentingminutesofannualmeetings.• TrackingresponsibilityofEABmembersbycaseandtypesofremediation/probation
issues.
N.Agendas&Minutes:
• AgendasandmeetingminuteswillbeuploadedintotheEABElentracommunitybytherecordingsecretary.
• AgendaandminuteswillbestoredintheEABpasswordprotectedElentracommunitywithaccessrestrictedtoBoardmembers.
O.ReportingRelationship:
CaseReports:• SubmittedtotheAssociateDean,PGME,andindividualResidencyProgramsanduploaded
totheEABElentracommunity.
AnnualReporttotheAssociateDean,PGME:• Outliningthenumberandnatureofcasesreviewedandtypesofrecommendationsmade.• Recommendationsforenhancedcommitteefunctionalityasnecessary.
P.Evaluation:TermsofreferencewillbeformallyreviewedbytheEABonanannualbasis,normally
duringtheAnnualmeetingasrequired.Recommendedchangeswillbesubmittedtothe AssociateDean,PGMEforreview.
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APPENDIX A: CONSENSUS-BASED DECISION MAKING
RulesforBuildingaConsensus
Aconsensusrequiresthateveryoneinvolvedinthedecisionmustagreeontheindividualpointsdiscussedbeforetheybecomepartofthedecision.Noteverypointwillmeetwitheveryone’scompleteapproval.Unanimityisnotthegoal,althoughitmaybereachedunintentionally.Itisnotnecessarythateveryoneissatisfied,buteveryone’sideasshouldbethoroughlyreviewed.Thegoalisforindividualstounderstandtherelevantdata,andifneedbe,acceptthelogicofdifferingpointsofview.Thefollowingrulesarehelpfulinreachingaconsensus:• Avoidarguingoverindividualrankingorposition.Presentapositionaslucidlyaspossible,but
seriouslyconsiderwhattheothergroupmembersarepresenting.• Avoid“win-lose”stalemates.Discardthenotionthatsomeonemustwinandthussomeoneelse
mustlose.Whenanimpasseoccurs,lookforthenextmostacceptablealternativeforbothparties.
• Avoidtryingtochangemindsonlyinordertoavoidconflictandachieveharmony.Withstandthepressuretoyieldtoviewsthathavenobasisinlogicorsupportingdata.
• Avoidmajorityvoting,averaging,bargaining,orcoinflipping.Thesetechniquesdonotleadtoaconsensus.Treatdifferencesofopinionasindicativeofanincompletesharingofinformation,andsokeepprobing.
• Keeptheattitudethattheholdingofdifferentviewsbygroupmembersisbothnaturalandhealthy.Diversityisanormalstate;continuousagreementisnot.
• Viewinitialagreementassuspect.Explorethereasonsunderlyingapparentagreementonadecisionandmakesurethatallmembersunderstandtheimplicationofthedecisionandwillinglysupportit.
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SCHEDULEE:LEVEL1APPEALS–PROCEDURALGUIDELINES
School of Medicine Postgraduate Medical Education
Level 1 Appeals - Procedural Guidelines
1. AResidentappealingtotheResidentProgramCommittee(RCPSCprograms)orPostgraduateEducationCommittee(CFPCprogram)mustfiletheappealinwritingexplainingthereasonsfortheappealandtheremedysought15businessdaysafterthedecisionbeingappealed.ThegroundsforanappealtotheRPC(RCPSCprograms)orPGEC(CFPCprogram)areextenuatingcircumstancesorabreachofproceduralfairness.Academicjudgmentsarenotsubjecttoappeal.
2. Inadvanceofthehearing,theResidentmayfilewiththeRPC(RCPSCprograms)orPGEC(CFPCprogram)documentsthatarerelevanttotheappeal.
3. TheRPC(RCPSCprograms)orPGEC(CFPCprogram)willgivetheindividualwhosedecisionisbeingappealed(thedecisionmaker)noticeoftheappealandforwardanydocumentsreceivedfromtheResidenttothedecisionmaker.Thedecisionmakerwillbeaskedtoprovidearesponseandallrelevantdocumentation.
4. TheRPC(RCPSCprograms)orPGEC(CFPCprogram)willsetadateforthehearingassoonasreasonablypossible.AnyRPC(RCPSCprograms)orPGEC(CFPCprogram)committeememberwhoisunabletobepresentfortheentirehearingmaynotparticipateinthefinaldecision.
5. TheResidentandthedecisionmakerwillbeinvitedtoappearbeforetheRPC(RCPSCprograms)orPGEC(CFPCprogram)tomakesubmissions.TheResidentmaybeaccompaniedbyanadvisorand/orsupportperson;howeveritisexpectedthattheResidentwillpresentherorhiscaseandbepreparedtorespondtoquestionsfromthemembersoftheRPC(RCPSCprograms)orPGEC(CFPCprogram).
6. AfterhearingfirstfromtheResident,theRPC(RCPSCprograms)orPGEC(CFPCprogram)willaskthedecisionmakertomakesubmissionsinresponse.TheResidentwillthenbegiventheopportunitytoreplytoanynewissuesraisedbythedecisionmaker.
7. ThemembersoftheRPC(RCPSCprograms)orPGEC(CFPCprogram)mayaskquestionsoftheResidentandthedecisionmakerandmayaskforadditionalinformationtoassistinunderstandingalltheissues.
8. Afterthehearing,theRPC(RCPSCprograms)orPGEC(CFPCprogram)willmeetincameraandrenderadecision.ThedecisionandthereasonsforthedecisionwillbedeliveredtotheResidentandthedecisionmaker.
9. TheRPC(RCPSCprograms)orPGEC(CFPCprogram)mustadvisetheAssociateDean,PostgraduateMedicalEducationoftheoutcomeoftheappeal.
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Schedule F: Level 2 Appeals Academic Review Board: Terms of Reference and Rules of Procedure
School of Medicine Postgraduate Medical Education: Level 2 Appeals
Academic Review Board: Terms of Reference and Rules of Procedure
AcademicReviewBoardfunctionTheAcademicReviewBoard(ARB)isaspecialcommitteeconvenedbytheAssociateDean,PostgraduateMedicalEducation(PGME)tohearLevel2appealsfromapostgraduatemedicalstudentoranInternationalMedicalGraduateintheAssessmentVerificationPeriod(hereafterreferredtoas“residents”or“appellants”)fromthedecisionofaRPC(RCPSCprograms)orPGEC(CFPCprogram)orarequirementtowithdrawforacademicreasons.TheARBmakesaformalrecommendationtotheAssociateDean,PostgraduateMedicalEducationaboutwhethertodenyorgranttheappealwithorwithoutconditions.TheARBalsoconductsinvestigationsundersection11.AcademicReviewBoardMembership
MembershipoftheARB,includingthedesignationofchairstatusisrecommendedbytheAssociateDean,PostgraduateMedicalEducationandapprovedbytheVice-DeanEducationonacase-by-casebasis.Allproposedmembersmustbefromoutsidetheresidencyprogramoftheappellant.TheARBwillnormallyconsistofnolessthanthreemembersincluding:
• ADesignatedChair• Onefacultymember• Oneresident
Note:ThisnumbermaybeexpandedatthediscretionoftheAssociateDean,PGMEinconsultationwiththeVice-DeanEducationshouldcircumstanceswarrant.
Administrativesupport(secretarial)willbeprovidedbythePostgraduateMedicalEducationOffice.ProcedureforanInvestigation
1. Intheeventofaninvestigation,pursuanttosection11.3b,theAssociateDean,PGME,convenestheAcademicReviewBoard(ARB)toconductaninvestigation,whichwillincludeareviewoftheResident’sacademicfile,interviewswithanyonewithinformationrelevanttotheinvestigation,meetingswiththeProgramDirectorsandResidenttodiscusstheconcerns.
2. AllmaterialbeforetheARBinaninvestigationwillbemadeavailabletotheProgramDirectorandtheResidentinadvanceoftheirmeetingtimewiththeARB.
3. TheARBwillcommencetheinvestigationassoonasreasonablypossible.
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4. TheResidentmayhaveanadvisoryand/orsupportperson(e.g.,PAROrepresentative,orlegalcounsel)present,buttheResidentisexpectedtoaddressthequestionsoftheARB.
5. TheARBwillmakearecommendationtotheAssociateDeanabouttheongoingstatusofthetraineeintheprogram,whichmayinclude:
(a)maintainingthesuspensionwithorwithoutconditions; (b)removingthesuspensionwithorwithoutconditions;or, (c)recommendingthattheResidentberequiredtowithdraw.
ProcedureforanAppeal
1. AResidentappealingtotheARBmustfiletheappealinwritingexplainingthereasonsfortheappealandtheremedysought15businessdaysafterthedecisionbeingappealed.Thegroundsforappealareextenuatingcircumstancesorabreachofproceduralfairness.Academicjudgmentsarenotsubjecttoappeal.
2. Inadvanceofthehearing,theResidentmayfilewiththeARBdocumentsthatarerelevantto
theappeal.
3. TheARBwillgivetheindividualwhosedecisionisbeingappealed(thedecisionmaker)noticeoftheappealandforwardanydocumentsreceivedfromtheResidenttothedecisionmaker.Thedecisionmakerwillbeaskedtoprovidearesponseandallrelevantdocumentation.
4. TheARBwillsetadateforthehearingassoonasreasonablypossible.AnyARBmemberwho
isunabletobepresentfortheentirehearingmaynotparticipateinthefinaldecision.
5. TheResident,thedecisionmaker,andotherrelevantwitnesseswillbeinvitedtoappearbeforetheARBtomakesubmissions.TheResidentmaybeaccompaniedbyarepresentativeand/orsupportperson;however,itisexpectedthattheResidentwillbepreparedtorespondtoquestionsfrommembersoftheARB.
6. AfterhearingfirstfromtheResident,theARBwillaskthedecisionmakertomake
submissionsinresponse.TheResidentwillthenbegiventheopportunitytoreplytoanynewissuesraisedbythedecisionmaker.
7. ThemembersoftheARBmayaskquestionsoftheResident,thedecisionmaker,and
witnessesandmayaskforadditionalinformationtoassistinunderstandingalltheissues.
8. Afterthehearing,theARBwillmeetincameraandrenderaformalrecommendation.TherecommendationandthereasonsfortherecommendationwillbedeliveredtotheAssociateDean,PGME.
9. TheAssociateDean,PGMEwillrenderafinaldecisionandnotifytheResidentanddecision
makeroftheoutcome.IntheeventthattheAssociateDean,PGME,hasconcernsaboutthe
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recommendationoftheARBandisconsideringnotadoptingtherecommendation(s),theAssociateDean,PGME,willadvisetheResidentoftheconcerns(inwriting)andprovidetheResidentwithanopportunitytorespond(inwriting,within10businessdays)priortothefinaldecisionbeingrendered.
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SCHEDULEG:LEVEL3APPEALSPOSTGRADUATETRIBUNAL:TERMSOFREFERENCEANDRULESOFPROCEDURE
School of Medicine Postgraduate Medical Education: Level 3 Appeals
Postgraduate Tribunal: Terms of Reference and Rules of Procedure
1. PostgraduateTribunalFunction:
TohearappealsfromapostgraduatemedicalstudentoranInternationalMedicalGraduateintheAssessmentVerificationPeriod(hereafterreferredtoas“residents”or“appellants”)fromalevel2appealdecisionorfromadecisionoftheAssociateDean,PostgraduateMedicalEducation(PGME),tosuspendaresidentorrequirearesidenttowithdrawfromQueen’sSchoolofMedicine.Theresidentmustsubmittheappealwithin15businessdaysafterbeingadvisedoftheLevel2decisionorthedecisionoftheAssociateDean,PGME.ThePostgraduateTribunal(theTribunal)hasnojurisdictionoveracademicjudgments.ThedecisionoftheTribunalisfinal.AresidentdoesnothaveaccesstotheUniversityStudentAppealBoardoftheUniversitySenate.
2. TribunalMembership
(a) TheTribunalmembershipshallconsistof:
AChair: TobeappointedforaoneyearrenewabletermbytheSchoolofMedicineAcademicCouncilfromamongtheFacultyPanel.
AFacultyPanel: Sevenfacultymemberswhoareexperiencedinthetrainingofpostgraduatemedicalresident,appointedbySchoolofMedicineAcademicCouncilforstaggeredthree-yearterms.ThefacultymembersmayormaynotbeProgramDirectors.NoresidencyprogramshallhavemorethantworepresentativesonthePanel.
AResidentPanel: Threepostgraduatemedicalresidents,appointedbySchoolofMedicineAcademicCouncilforone-yearterms,renewable.NoresidencyprogramshallhavemorethanonepostgraduateresidentrepresentativeonthePanel.
TheTribunalwillbeassistedbylegalcounselandasecretary.
(b) ForeachhearingtheTribunalshallconsistofthreemembers;theChair,onefacultymemberfromthemembershipoftheFacultyPanel(fromoutsideofthedisciplineoftheappellant)andonepostgraduatemedicalresidentfromthemembershipoftheStudentPanel(alsofromoutsidetheresidencyprogramoftheappellant)selectedbytheDeanoftheSchoolofMedicine.
(c) Membersmustrecusethemselvesandwillbereplacediftheyhavebeeninvolvedinsupervisingorevaluatingtheappellantorarefromtheappellant’sresidencyprogram.
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3. StartinganAppeal–TimeLimits
(a) Aresidentmay,within15businessdaysofthedecisioncomplainedof,appealtotheTribunal.Failuretoadheretothetimelimitsmaypreventtheresidentfrompursuingthematterfurther.
(b) TheChairmayextendorabridgethisandothertimelimitsestablishedintheserulesif,uponawrittenapplicationbytherequestingparty,asatisfactoryreasonisprovidedforthedelayandthereisnoundueprejudicetotheotherparty.Normallytimelimitswillbeextendedduringholidayperiods.
4. Parties
Partiestoeveryresidentappealshallinclude:(a)Theresidentwhoisappealing(theappellant);and(b)Arespondent,whoshallbetheAssociateDean,PGME.
5. RighttoRepresentationandAssistance
Anappellantisencouragedtoseektheassistanceofanadvisororanyotherperson,includinglegalcounsel.
6. Procedure
(a) AnappealtotheTribunaliscommencedbyfilingaNoticeofAppeal(FormA)withtheTribunalSecretary(theSecretary),withallsupportingdocumentation,includingacopyofthedecisionbeingappealed,theunderlyingfacts,theprecisegroundsoftheappeal,thespecificremedysought,alldocumentsuponwhichtheappellantintendstorely(e.g.,caselaw),alistofwitnessesthattheappellantintendstocall,thenameofappellant’scounsel,ifany,andtheappellant’scurrentcontactinformation.
(b) TherespondentshallbeprovidedwithacopyoftheNoticeofAppealbytheSecretaryandshallhave15businessdaysfromthedateofreceipttofileaResponse(FormB)whichwillincludealldocumentsuponwhichtherespondentintendstorely(e.g.,caselaw),alistofwitnessestobecalled,andthenameofrespondent’scounselifany.
(c) Anysubmissionsaboutpreliminarymatterssuchasjurisdictionorsummarydismissalshallberaisedatthistime.
(d) TheSecretaryshallprovidetheappellantwithacopyoftheResponse.(e) NomattershallbeplacedbeforetheTribunalunlesstheappellanthasfiled,tothe
satisfactionoftheSecretary,theappealdocumentsdescribedabove.TheSecretaryshallnotifytheappellantofanydeficienciesintheappealdocuments,andifthesedeficienciesarenotcorrectedwithinthetimeframespecifiedbytheSecretary,theappealmaybedisallowedforlackofcompletenessorfornon-compliancewithprocedures.IntheeventthattheSecretaryisunabletocontacttheappellantatthelastknownaddress,theappealshallbeconsideredwithdrawn.
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7. ConveningtheTribunalTheChairshallconvenetheTribunalwithin5businessdaysafterthefilingoftheResponse,orassoonthereafterasispossible,toexaminethedocumentsandtodeterminewhetheranyadditionalinformationmayberequired.IftheTribunalrequiresadditionalinformation,itmayrequestthatthepartiessupplementtheirsubmissionsorprovideadditionaldocuments.TheTribunalshallhaveaccesstotheresident’sfile,containingwrittenevaluationreports,ITERs,relevantSchoolofMedicinedocumentsandothermaterial,includingwithoutlimitation,
§ CollegeofPhysiciansandSurgeonsofOntario-LicensingStandards.§ RoyalCollegeofPhysiciansandSurgeonsofCanada-StandardsofAccreditation.§ CollegeofFamilyPhysiciansofCanada-StandardsofAccreditation.§ ObjectivesofTrainingandtrainingrequirementsforindividualprograms.§ CMACodeofEthics.§ RegulatedHealthProfessionsAct.§ TheMedicineAct.§ ThePARO-CAHOcontract.
8. DisclosureTheSecretarywillforwardtoallpartieseverydocumentthatisbeforetheTribunal.9. DeliveryofDocuments
a) Documentsreferredtointhisdocumentmaybedeliveredpersonallyorbymail,fax,or
email.b) AnappellantshallprovidetheSecretarywiththefollowinginformation:
(i)afullresidentialandmailingaddress;(ii)anemailaddress;and(iii)ahometelephonenumber.
c) Theappellantshallensurethattheinformationprovidediscurrentandaccurateatalltimesuntiltheappealisfinallydisposedof.TheappellantshallimmediatelynotifytheSecretaryinwritingofanychangeinthisinformation.
d) Ifthedocumentissentbyregularmail,itshallbesenttothelatestmailingaddressprovidedbytheappellantandshallbedeemedtobereceivedbythepartyonthefifthbusinessdayafteritwasmailed.
e) Ifthedocumentissentbyfaxoremail,itshallbedeemedtobereceivedonthedayafteritwassent,unlessthatdayisaholiday,inwhichcaseitshallbedeemedtobereceivedonthenextdaythatisnotaholiday.
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10. NoticeofHearing
TheSecretary,onbehalfoftheTribunal,shallgivethepartiesreasonablenoticeofthehearing.ANoticeofHearingshallinclude:
astatementofthetime,placeandpurposeofthehearing;andastatementthatifthepartynotifieddoesnotattendatthehearing,theTribunalmayproceedintheparty’sabsenceandthepartywillnotbeentitledtoanyfurthernoticeintheproceeding.
11.AlternateDisputeResolution
a) TheChairmayatanystageoftheproceedingsbeforeadecisionisrendered,recommendthatthepartiesparticipateinanalternatedisputeresolutionprocessforthepurposeofresolvingtheproceedingoranissuearisingintheproceeding.
b) Ifthepartiesagreetoparticipateinanalternatedisputeresolutionprocess,theyandtheChairmustestablishtimelinesforresolvingthedispute,normallynolongerthan20businessdays.Atanytimeduringthedisputeresolutionprocess,orattheconclusionoftheestablishedtimelineifthedisputeremainsunresolved,eitherpartymayrequestthatthehearingresume.
c) NopersoncalleduponasamediatororotherwiseappointedtofacilitatetheresolutionofadisputeunderthissectionshallberequiredtogivetestimonyorproducedocumentsinaproceedingbeforetheTribunalorinacivilproceedingwithrespecttomattersthathavecomebeforeherorhiminthecourseofcarryingoutsuchduties.
d) Nomediationnotesordocument,whichisproducedforthepurposesofresolvingthedispute,willbedisclosedinaproceedingbeforetheTribunalorinacivilmatter.
e) Bothpartiesshallsignaconfidentialityagreementintheformattached(FormC)
12. DismissalofAppealWithoutHearing
a) TheTribunalmay,onitsownmotion,dismissacaseafterareviewofthedocumentsfiledandwithouthearingfromthepartiesif:
(i) TheChairdeterminesthattheTribunaldoesnothavejurisdiction;(ii) TheTribunaldeterminesthattheappealisclearlywithoutmeritorwas
commencedinbadfaith;or(iii) Theappellanthasnotcompliedwiththetimelinesorhasfailedtorectifya
deficiencydescribedin6(e).
b) TheTribunalshallnotifythepartiesinwritingthatitisconsideringdismissingtheappealwithoutahearingforanyofthereasonsdescribedin12(a),anditshallsetadatetohearsubmissionsfromthepartiesontheissue.
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c) IfapartyfilesamotionwithsupportingdocumentationrequestingthattheTribunaldismisstheappealwithoutahearing,theTribunalwillprovidetheotherpartywith10businessdayswithinwhichtofilearesponsetothemotionandwillscheduleahearingtohearthemotion.
(d) Ifadecisionismadetodismissanappealwithouthearing,theChairshallinformthepartiesinwritingoftheTribunal’sdecisionwithreasons.
13. AttendanceofWitnesses
(a)Witnessesarenotexpectedtobeswornoraffirmed.(b)TheTribunalhasnopowertocompelanypersontoattendahearing.
14. HearingsToBePrivateTribunalhearingsaretobeconductedinprivate.TheChairmaydirectwhomayormaynotbepresentatanystageofahearing.
15.ExaminationofWitnesses
(a) Apartytoaproceedingortheirrepresentativemay,
(i) Callandexaminewitnessesandpresentevidenceandsubmissions;and(ii) Conductcross-examinationsofwitnessesreasonablyrequiredforafullandfair
disclosureofallmattersrelevanttotheissuesintheproceeding.
(b) TheChairmayreasonablylimitexaminationorcross-examinationofawitnesswhensatisfiedthattheexaminationhasbeensufficienttodisclosefullyandfairlyallmattersrelevanttotheappeal,orthatthequestioningisirrelevantorabusive.
16. Adjournments
(a) Ifduringthecourseofanyhearing,theTribunaldecidesthatadditionalinformationisrequiredinordertoresolvethematter,theChairmayadjournthehearingtopermitthepartiestobringforwardsuchadditionalinformationorfactsortopermittheTribunaltoobtainsuchadditionalinformation.
(b) TheTribunalmaydecidetoadjournthehearingattherequestofapartywhenitissatisfiedthatnopartywillbeundulyprejudicedbythedelayorthataninjusticewouldoccurifthehearingweretoproceed.
17. IncapacityofBoardMemberIfamemberofaTribunalwhohasparticipatedinahearingbecomesunable,foranyreason,tocompletethehearingortoparticipateinthedecision,theremainingmembersmaycompletethe
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hearingandgiveadecision.Inthisevent,ifthedecisionoftheTribunalisnotunanimous,anewTribunalmustbestruckandthehearingre-commenced.
18. PowersoftheTribunal
(a) TheTribunalhasthefollowingpowers:(i) Tomakepreliminaryorinterimdirectionsandproceduralrulingsconcerningthe
conductofthehearing,disclosureofdocumentsandattendanceofwitnesses.(ii) Todirectanypartytoprovideparticularsorproducedocumentsbeforeorduringa
hearing.(iii) Tofixdatesforthecommencementandcontinuationofhearings.(iv) Toadmit,intheinterestsofafairandexpeditioushearing,onlyevidencethatis
relevant.(v) Toadmitevidencethatwouldnotbeadmissibleinacourtoflawifitis
determinedthattheevidenceisrelevant,reliableanditsprobativevalueoutweighsanyprejudicewhichitsadmissionmightproduce.
(vi) Toexcludeevidenceonthegroundthatitisundulyrepetitious,irrelevant,orotherwiseinadmissible,forexamplebecauseofconfidentialityorprivacyconcerns.
(vii) Todeterminerulesofprocedurewhatarejustandequitableandintendedtoprovideafairandexpeditioushearing
(viii) Toupholdtheappealandgranttheremedysoughtbytheappellantinwholeorinpart,includingre-instatementinthePostgraduateProgram,andfashionanyremedydeemedjustandreasonableinthecircumstances;
(ix) GranttheappealinpartandrequiretheappellanttocompletearemediationplandevelopedbythePostgraduateProgrampriortobeingpermittedtocontinueinthePostgraduateProgram
(x) Todenytheappealandrequiretheappellanttowithdraw(b) TheTribunalmaynotawardfinancialcompensationorcoststoanappellantexceptfor
compensationforout-of-pocket(non-legalandnon-medical)expensesthatwereincurredbytheappellantasadirectresultofthedecisionthatwasreversedonappeal.
19.TribunalDecisionTheTribunalshallrenderadecisionwithreasonsassoonasreasonablypossiblefollowingtheconclusionofthehearing.Thedecisionandthereasonsshallbedeliveredtotheappellantandtherespondent(s).20. RecordofProceeding
(a) TheSecretaryshallkeeparecordofallproceedingsbeforetheTribunalwhichshallinclude:
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(i)Anywrittendocumentsfiledbytheparties;(ii) AnyinterimordersmadebytheTribunal;(iii) ThedecisionoftheTribunalandthereasonstherefore.
(b) TheSecretarymaymakeataperecordingoftheproceedingsforthepurposesofaiding
theTribunalinitsdeliberations.IfdirectedbytheChair,atranscriptofthehearingmaybeprepared.OrdinarilyanytapethatismadeshallbeerasedordestroyedoneyearafterthedecisionoftheTribunalisrendered.
(c) UnlessthepreparationofatranscriptisdirectedbytheChair,anypartytoaproceedingmay,withinoneyearfromthedateofthedecision,makeawrittenrequisitionoftheSecretaryforatranscriptofallorpartoftheproceeding.Undernocircumstancescanthistimelimitationbeextended.
(d) Apartyrequisitioningatranscriptpursuanttosubsection(c)shallbeliableforthecostofitspreparationcalculatedatanhourlyrateonastrictcost-recoverybasis.Therequisitionmustbeaccompaniedbyadepositintheamountof$250.00,payableto“Queen’sUniversity”,tobecreditedtowardthefinalpreparationcost.
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FORMA:NOTICEOFAPPEAL:POSTGRADUATETRIBUNAL
Notice of Appeal: Postgraduate Tribunal
Lastname Firstname StudentnumberAppellant: Lastname FirstnameRespondent:
Nameofthedecision-makerorchairofdecision-makingbody
Nameofthedecision-maker’sboardoroffice Dateofdecision
DecisionunderAppeal:
Appellant’sMailingAddress:
Appellant’sResidentialAddress:(Ifdifferent):
Appellant’sPrincipalPhone#:
Appellant’sAlternatePhone#:
Appellant’sEmail:
Appellant’sFax#:
IndicatewithaÖthatthefollowingREQUIREDdocumentsareattached:StatementoftheGroundsofAppeal,theUnderlyingFactsandtheRemedySoughtListofRelevantDocuments(copiesofalldocumentsmustalsobeattached)ListoftheAppellant’sPotentialWitnessesNameofAppellant’sCounsel(ifany)
Indicatewhichofthes.18power(s)listedheretheAppellantREQUESTStheBoardexerciseinthisappeal:
s.18(a)viii s.18(a)ix s.18(a)x
Date: Signature:
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FORMB:RESPONSE:POSTGRADUATETRIBUNAL
Response: Postgraduate Tribunal
Lastname FirstnameAppellant:
Lastname FirstnameRespondent:
Respondent’sDepartment:
Respondent’sBuildingandRoom#:
Respondent’sPrincipalPhone#:
Respondent’sAlternatePhone#:
Respondent’sEmail:
Respondent’sFax#:
IndicatewithaÖthatthefollowingREQUIREDdocumentsareattached:StatementoftheUnderlyingFactsandtheRemedySoughtListofRelevantDocuments(copiesofalldocumentsmustalsobeattached)ListoftheRespondent’sPotentialWitnessesNameofRespondent’sCounsel(ifany)
Indicatewhichofthes.18power(s)listedheretheRespondentOBJECTStotheBoardexercisinginthisappeal:
s.18(a)viii s.18(a)ix s.18(a)x
Date: Signature:
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FORMC:CONFIDENTIALITYAGREEMENT
Confidentiality Agreement
Inthematterofthemediationbetween_________________________and________________________________
________________________(theappellant)and_______________________(therespondent)haveagreed
toenterintomediationwiththeassistanceof__________________________(theMediator)with
theintentofresolvingallissuesraisedintheLevel3appealandagreetothefollowing:
1. TheMediatorisanimpartialintermediarywhoseroleistoassistthepartiesinreachingasettlementandresolvingtheissuesbetweenthem.
2. Itisunderstoodthatanypartymaywithdrawfromthemediationatanytimeforanyreason.3. Itisunderstoodthatthemediationwillbestrictlyconfidential.Mediationdiscussions,
documentssubmittedduringmediation,anydraftresolutionsorunsignedmediatedagreementsarewithoutprejudiceandshallnotbeadmissibleinanycourt,administrativeorothercontestedhearings.ThepartiesfurtheracknowledgethattheMediatorcannotbecalledtotestifyconcerningthemediationnortoprovideanymaterialsfromthemediationinanycourtorothercontestedproceedingbetweentheparties.
SignedattheCityofKingston,Ontarioonthe______________of__________________________________________________________ ______________________________________ (Theappellant) (Therespondent)