Assessment, Promotion, & Appeals Policy Postgraduate ... APA Policy 2019... · Assessment, Promotion, & Appeals Policy 3 II. The purpose of this document is to: • Describe the assessment

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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• 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


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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


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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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• 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)