Prevention of learner mistreatment

Prevention of learner mistreatment GUIDELINES - Rady Faculty of Health Sciences

Guideline name Prevention of learner mistreatment
Application and scope Faculty, staff and learners of the Rady Faculty of Health Sciences and its Colleges

1. PURPOSE

The purpose of these Guidelines is to:

(a) Acknowledge the importance of a safe learning environment for all. Mistreatment of learners has negative consequences for learner well-being and functioning of teams. Learner Mistreatment truncates learning and impacts patient safety. These Guidelines strive to create an environment free of mistreatment where learners feel safe to report.

(b) Define Learner Mistreatment in any learning environment, including without limitation academic learning environments and clinical learning environments.

(c) To set out clear mechanisms and procedures for learners to report mistreatment against them, or mistreatment that learners observe against others, without fear of retaliation.

(d) Ensure compliance with relevant accreditation standards applicable to the educational programs offered by the Rady Faculty of Health Sciences (“RFHS”) and its Colleges.

(e) Be aligned with existing policies at the University of Manitoba. These Guidelines are meant to be consistent and compliant with existing University of Manitoba policies and bylaws. Where any portion of these Guidelines conflict with these University policies/bylaws, the latter will govern.


2. DEFINITIONS

2.1 The terms in this Definition section are defined for the purposes of these Guidelines.

“Academic Staff” refers to all individuals whose primary assignment is instruction, research, and/or service/academic administration. This includes employees who hold an academic rank such as professor, associate professor, assistant professor, instructor, lecturer, librarian, or the equivalent of any of those academic ranks. The category also includes a dean, director, associate dean, assistant dean, chair or head of department, visiting scholars, senior scholars, and those holding unpaid academic appointments, insofar as they perform instructional, research, and/or service/academic administrative duties. This includes non-unionized academic staff of the Colleges or the Rady Faculty of Health Sciences, visiting professors, clinicians with academic appointments and including academic staff whose salary or stipend may be paid, in whole or in part, by another organization.

“Colleges” mean the Dr. Gerald Niznick College of Dentistry, the School of Dental Hygiene (SDH), the Max Rady College of Medicine, the College of Nursing, the College of Pharmacy and the College of Rehabilitation Sciences.

“IHP” means the Interdisciplinary Health Program (IHP) of the Rady Faculty of Health Sciences, offered in partnership with the Faculties of Arts and Science, offering two four-year degree programs: the Bachelor of Health Sciences and the Bachelor of Health Studies.

“Learner” means an individual registered, enrolled, or classified as a student, resident, trainee or fellow within or with the University of Manitoba, participating in any of the College programs or Rady Faculty of Health Sciences programs, including the IHP.

“Confidential” means the University’s obligation to handle personal information and personal health information in accordance to The Freedom of Information and Protection of Privacy Act and The Personal Health Information Act.

“Complainant” means the individual or individuals bringing forward a report of mistreatment.

"Respondent" means an individual or individuals accused of having caused or contributed to mistreatment.

“Learner Mistreatment” means an intentional, or unintentional, disrespectful treatment occurring by any individual against a learner or colleague that has or may have the effect of creating an intimidating, humiliating, hostile or offensive work or learning environment for learners in that circumstance. It entails behavior that shows disrespect for the dignity of others and can take the form of physical or psychological punishment, harassment or discrimination.

Examples of mistreatment include, but are not limited to:

(a) Actions or criticism conducted in public that can be interpreted as embarrassing or humiliating.

(b) Verbally abusing, belittling, ridiculing or yelling at a learner in public or private.

(c) Speaking to a learner in a sarcastic or insulting manner.

(d) Subjecting the learner to racially or ethnically offensive remarks or names.

(e) Requiring a learner to perform personal services (i.e. babysitting, shopping).

(f) Pressuring learners to exceed established restrictions on work or duty hours.

(g) Not providing learners with clear learning/work expectations yet holding them responsible for the expectations.

(h) Directing learners to perform an unreasonable number of routine hospital or clinical procedures where performing those activities interferes with a learner’s attendance at educational activities, (e.g. rounds, classes).

(i) Disparaging the learner’s choice of residency, profession, or other career aspirations.

(j) Intentional physical contact such as pushing, shoving, slapping, hitting, tripping.

(k) Subjecting the learner to threatening gestures.

(l) Excluding a learner from reasonable learning opportunities.

(m) Using grades as punishment rather than as an objective evaluation of performance.

(n) Assigning duties as punishment rather than education.

(o) Threatening to fail, give lower grades, or give a poor evaluation for anything other than documented performance issues.

(p) Intentionally neglecting or excluding the learner from communications.

(q) Intentionally singling out a learner for arbitrary treatment that could be perceived as punitive.

Learner Mistreatment is not:

• A supervisor or manager to engage in the legitimate evaluation of the performance of an employee or contractor, or otherwise overseeing their work;

• Academic staff to engage in the academic evaluation of a learner’s work;

• A good faith and formal evaluation of an academic staff member or supervisor to be conducted;

• A legitimate peer review or other critique of research or academic work to be conducted;

• A unit head to take actions intended to address or deter violent, threatening, or intimidating behaviour, or behaviour which significantly disrupts the University and members of the University community.

"RFHS Community" means all Rady Faculty of Health Sciences members including Faculty/College/School Councils, employees, anyone holding an appointment with the Rady Faculty of Health Sciences, learners, volunteers, external parties conducting business within the RFHS, contractors and suppliers within the RFHS.

"RFHS Matter" means any activity, event, or undertaking in which a member of the RFHS community participates, which has a substantial connection to the RFHS, such as:

a) RFHS-related activities or events, including but not limited to:

• Any activity or event on property owned or controlled by the RFHS;

• Learner placements, practical, or clinical training;

• RFHS research activities, whether on or off campus;

• Learner and/or employee exchanges arranged in connection with the RFHS;

• Social events or networking, where matters regarding the RFHS or members of the RFHS community are a significant focus of the activity;

• Experiential Learning activities such as RFHS field trips, travel-study tours and service-learning;

b) Activities or events involving members of the RFHS community, where the actions of those members of the RFHS community may reasonably reflect upon or affect the RFHS, including but not limited to:

• Any aspect of the employment or engagement of employees and contractors for roles and projects substantially connected to the RFHS;

• Writings, photographs, artwork, audio or video recordings, and/or electronic communications, including communications through social media, where matters regarding the RFHS community are a significant focus of the communication;

• Matters related to The University of Manitoba Students’ Union, the Graduate Students’ Association, and their affiliated learner groups to the extent that it affects the proper functioning of the RFHS or the rights of a member of the RFHS community to use and enjoy the RFHS’s learning and working environments; or

• Matters of off-campus conduct that have, or might reasonably be seen to have an adverse effect on the proper functioning of the RFHS or the rights of a member of the RFHS community to use and enjoy the RFHS’s learning and working environments.

“Reviewer” means that if the determination means that if the determination is to proceed with the matter, the College/IHP/SDH lead, with the Office of Professionalism, will determine the appropriate individual to review the matter (the “Reviewer”). There may be more than one Reviewer (depending on the nature of the complaint, see Section 3.9 below). The Reviewer(s) may be the supervisor of the Respondent (such as the department head, section head, director, residency director, an associate/assistant dean, director, College/IHP/SDH lead, etc.). In cases where the Respondent is not a member of the RFHS, the matter will be referred to the immediate supervisor of the Respondent for attention, the health professional leader of the unit will also be notified e.g. if a site employee is the Respondent, their supervisor will be notified of the complaint.

“Staff Member” means administrative or support staff employed by the Colleges or the Rady Faculty of Health Sciences that are not academic staff.


3. Guidelines / PROCEDURE STATEMENTS

3.1 The Rady Faculty of Health Sciences and its Colleges and are committed to ensuring safe, respectful and supportive working and learning environments in which all of the RFHS community are enabled and encouraged to excel. This is an environment free of discrimination, harassment and Learner Mistreatment and one in which feedback regarding performance can be shared openly without concern for ridicule or reprisal. All members of our diverse community share responsibility for maintaining a positive learning environment and for taking appropriate steps to seek advice and/or address Learner Mistreatment when it occurs, as defined in the Procedures section.

3.2 Keep It Up Button

The Rady Faculty of Health Sciences would like to acknowledge members of its Faculty making a difference in learners’ education in a positive way, and those who are improving the learner environment and the quality of teaching. Learners are encouraged to use the Keep It Up Button, an electronic anonymous vehicle to acknowledge excellence in teaching.

Informal Procedure to Report Mistreatment

3.3 Learners can report concerns about Learner Mistreatment in their learning environment to any of their teachers, instructors, preceptors, course/rotation directors, administrative staff members, department heads, associate deans within their program, director IHP, Student Advocacy office and the Office of Human Rights and Conflict Management, according to their own personal comfort and preference. Learners should recognize that not all teachers, leaders, or staff members are equally well placed to provide assistance or other support in response to Learner Mistreatment behavior, nor are they all equally capable of acting on the report to effectively address the particular incident.

3.4 Learners may also make reports via learner representatives. A learner representative may be a support person (e.g. friend or family member), student advocate or other individual appointed by the learner as their representative. Learner representatives can discuss reports of Learner Mistreatment with the relevant course/rotation director, department head, director IHP, or an associate dean while maintaining the anonymity of the Complainant.

3.5 Individuals to whom an informal report is made shall make the learner aware of these Guidelines and are encouraged to suggest to learners to also complete a mistreatment report form (Speak Up Button) or to another appropriate forum (see Appendix A) to ensure that appropriate follow-up takes place. Alternatively or additionally, the individual receiving an informal report of Learner Mistreatment may themselves complete a Learner Mistreatment report form anonymously on the reporting learner’s behalf.

Speak Up Button: Formal Procedure to Report Learner Mistreatment

3.6 Learner Mistreatment Report Form: Speak Up Button

The Speak Up Button, an electronic mistreatment report form, provides learners with a convenient, effective, and confidential means to make a report of Learner Mistreatment; it is available online at [provide link once available at RFHS level]. The Speak Up Button is a conduit for learners to report, whether or not the matter falls within the jurisdiction of these Guidelines.

3.7 Anonymous Reporting

Although there is an option for anonymous reporting of Learner Mistreatment, the Rady Faculty of Health Sciences’ response to anonymous reports may be limited when it cannot follow up with the person making the report. Individuals are encouraged to make reports that are not anonymous, but the RFHS acknowledges the imperative of anonymous reporting in some circumstances.

3.8 Receipt of Learner Mistreatment Reports

The Confidential Intake Officer (CIO) in the Office of Professionalism receives all Learner Mistreatment Reports via the Speak Up Button. The Mistreatment Report Forms will be reviewed by the CIO within 10 working days or as soon thereafter as is reasonably possible. The CIO will acknowledge receipt of the complaint as soon as it has been reviewed by the CIO, and will arrange for a brief telephone discussion to obtain any further relevant information, and to arrange for a subsequent meetings (with either the Associate and/or Assistant Deans of Professionalism in the case of Max Rady College, or with the College/IHP/SDH lead, see below 3.9). In the initial call to the Complainant, the Complainant will be reassured that where possible all discussions are confidential and that the Complainant has the right, at any stage, to withdraw the complaint (note that not all disclosures can remain confidential or be withdrawn, see sections 3.14 and 3.17)

3.9 Jurisdiction and referrals

Each College/IHP has jurisdiction to consider Learner Mistreatment matters not covered by other jurisdictions (please see Appendix A - Jurisdiction: Referrals and Review). Matters considered of a serious nature or involving alleged egregious behavior, are referred to the appropriate forum/body. For clarity, the Office of Professionalism will refer all reports respecting harassment, discrimination, or sexual violence, as covered by the University’s Respectful Work and Learning Environment Policy and Sexual Violence Policy, to the Office of Human Rights and Conflict Management. Cases involving sexual violence can also be referred to the Sexual Violence Resource Centre. If a referral is to be made to another body by the Office of Professionalism, the Complainant will first be notified.

3.10 College/IHP/SDH Lead

Each College/IHP/SDH will appoint one (or more) person(s) to be an initial point of contact (College/IHP/SDH lead) for the Office of Professionalism for reports within that College/IHP/SDH. This individual(s) may be a dean, associate dean, similar position, or designate. Should a College/IHP/SDH lead be in a conflict of interest (as defined in the Conflict of Interest Policy) respecting a particular matter, the College/IHP/SDH will appoint another individual as the College/IHP/SDH lead for that matter.

3.11 Preliminary Assessment/Decision to Proceed

The Associate/Assistant Deans of Professionalism (for Max Rady College complaints), and the College/IHP/SDH leads (for all others), with the CIO, will speak to the Complainant as outlined above. If the Complainant agrees to proceed, the Associate/Assistant Deans of Professionalism (for Max Rady College complaints), or the College/IHP/SDH leads, with the CIO, will determine the most appropriate Reviewer(s)(see section 2.1) e.g. a minor complaint about a resident physician, will usually be referred to the residency director as the Reviewer; a minor complaint about academic staff will usually be referred to the section or department head as the Reviewer; in those deemed more serious, the Reviewer(s) may be the department head and the Associate/Assistant Deans Professionalism (Max Rady College) or the College/IHP/SDH lead. The Reviewer(s) will then inform the Respondent of the complaint and will arrange to discuss the complaint with the Respondent and to obtain any relevant preliminary information. The Reviewer(s), when informing the Respondent of the complaint (for preliminary assessment purposes), will ensure that they follow the principles of procedural fairness; ensuring the Respondent is advised in advance why they are being contacted, and of their right to advocacy support. After the Reviewer(s) have had a preliminary discussion with the Respondent, a decision will be made by the Associate/Assistant Deans of Professionalism (for Max Rady College complaints), and the College/IHP/SDH leads, together with the CIO, whether to proceed or not. When it is determined not to proceed, the Complainant will be notified either by phone or in writing.

3.12 Informal Resolution

Where both parties agree, the Reviewer(s) may assist with informally resolving the matter. This would entail reaching an agreeable solution for both parties by means of either a face-to-face meeting or done verbally with the Reviewer acting as a go- between. Should this informal process not result in a resolution, the review will continue. Depending on the nature of the complaint, most matters can be resolved with the Reviewer(s) acting as a facilitator. Communication can be either face-to-face with both parties, or most often with the Reviewer(s) as a go between. Once the matter has been resolved, the Complainant is notified in writing by the College/IHP/SDH lead that the complaint is closed.

3.13 Review

The Reviewer(s) will conduct a review in accordance with the principles of procedural fairness and natural justice, including interviewing the Complainant, informing the Respondent about the complaint, interviewing the Respondent and providing the Respondent with a reasonable opportunity to respond, and interviewing any other persons who might have insight into the situation, such as witnesses and individuals in relevant positions. The Reviewer(s) may also examine any physical evidence such as documents and records that may be available. The Reviewer(s) may also conduct a joint review, including without limitation, with an affiliated clinical learning site, the Faculty of Graduate Studies, another Faculty, or the Office of Human Rights and Conflict Management. All such individuals will be bound to strict confidentiality regarding all aspects of the review. The Reviewer(s) will then make a decision on the corrective/remedial action to be taken, inform the parties of findings, and ensure any corrective action is taken. Before meeting with an UMFA member, the Reviewer(s) will notify the dean of the College and seek the advice of Staff Relations.

3.14 Withdrawal of Complaint

The Complainant has a right to withdraw the complaint at any stage. However, the Reviewer(s)s and the College/IHP/SDH lead may elect to elect continue the review in compliance with obligations to ensure an environment free from Learner Mistreatment.

3.15 Appeals

In cases where either the Complainant or the Respondent are dissatisfied with the Reviewer’s decision, that person must initate their appeal in writing to RFHS Dean or designate within 10 working days of the report and refer to the applicable University Policy, Procedure or Bylaw or collective agreement.

3.16 Special Note regarding Post Graduate Medical Learners

Residents may report incidents of mistreatment using the formal procedure described in these Guidelines (Speak Up), or they may use the Learner Mistreatment Tool in the Max Rady Entrada Curriculum Management System. In either procedure, the processes outlined in sections 3.9 - 3.15 will apply.

3.17 Confidentiality & Record Keeping

Any communication of information gathered in any case is confidential. All personal and personal health information collected, used, and disclosed will be done so in accordance with the University’s obligations under The Freedom of Information and Protection of Privacy Act and The Personal Health Information Act.

The Rady Faculty of Health Sciences will not disclose the name of a Complainant or Respondent or the circumstances related to a complaint except to the extent that disclosure is necessary to effectively implement these Guidelines, to undertake any remedial action arising from these Guidelines or where there is a perceived risk to the health and safety of a community member. Records will be kept pursuant to any applicable relevant University Policy and/or Procedure.

3.18 Institutional Responsibility

Aggregate and de-identified data on formal and informal reports of mistreatment of learners will be shared by the Office of Professionalism with the dean/director, the Rady Faculty of Health Sciences Dean’s Council and the Department Heads Council, where relevant, on a biannual basis. The College/IHP/SDH leadership are responsible for actively addressing concerning rates of trends of Learner Mistreatment.

3.19 Remedial Measures

Remedial measures, where determined to be appropriate, resulting from a Learner Mistreatment concern related to a RFHS matter will depend on the circumstances, on the seriousness of the behavior, on any mitigating factors and on applicable University policy, bylaw, collective agreement or academic regulation. The following list provides examples of remedial measures and is not meant to be exhaustive nor necessarily represents a progression of measures:

a) A letter of apology;

b) Attendance at educational session(s) on professionalism;

c) Attendance at coaching session(s) to improve communication or conflict resolution skills;

d) Prohibited or restricted access to the learning environment and/or to learners;

e) Academic consequences such as remediation, probation, notation on the performance record, dismissal/expulsion from College, termination of academic appointment.

3.20 Retaliation

A Complainant, Respondent, witness, and/or any other person who has sought advice regarding Learner Mistreatment, who has brought forward allegations, who has made a report or who has cooperated with a review , is entitled to be protected from retaliation. Retaliatory action of any sort during or following the review is prohibited and will not be tolerated. This includes any joint reviews affecting the clinical work and learning environment at U of M affiliated health-care sites.

There are many supports to assist in addressing one’s concerns about retaliation. The Speak Up button [hyperlink when available] can be utilized. Learners may contact their Student Affairs office and Student Services at Bannatyne Campus representatives, including Student Advocacy. All concerns and complaints raised in accordance with applicable policies will be thoroughly reviewed and investigated, and any breaches appropriately addressed. Accusations that retaliation has occurred will be subject to investigation and may result in disciplinary action in accordance with the applicable Policy or Collective Agreement. A learner can challenge a reprisal through an appeal process set out in the Student Discipline Bylaw, the Academic Appeal Policy relating to their program, or other applicable discipline or academic appeal routes within the University.

3.21 False Accusations

A Complainant or witness found to have been dishonest in making allegations with a conscious design to mislead or deceive, or with a malicious or fraudulent intent may be subject to disciplinary action in accordance with the applicable Policy or Collective Agreement.

3.22 Communication and Education

These Guidelines will be included in learner handbooks and posted on the Rady Faculty of Health Sciences’ website; the topic will be addressed at orientations at matriculation and in the year that the learner’s clinical/fieldwork education component commences.

Mandatory educational sessions for academic staff and leadership will be held at least once a year under the direction of the Office of Professionalism, Rady Faculty of Health Sciences.

A letter will be sent each year from the dean of each College and the College/ IHP Lead to all Faculty (including voluntary Faculty) reminding them of the Rady Faculty of Health Sciences statement on supporting a Learner Mistreatment-free environment, of these Guidelines on the Prevention Learner Mistreatment and on resources available for resolution. Further communication mechanisms or modules may be developed.

A letter will be sent each year from the Dean of the Rady Faculty of Health Sciences to the Chief Executive Officer at affiliated institutions to explain these Guidelines and to request its distribution to all staff interacting with learners from the Rady Faculty of Health Sciences.


4. SUPPORTS

The RFHS recognizes that although most matters of Learner Mistreatment are addressed in a restorative, non punitive manner, the process can be stressful for all parties involved. Complainants and Respondents are encouraged to obtain support through UGME Student Affairs https://umanitoba.ca/medicine/student-experience and PGME Student Affairs https://umanitoba.ca/medicine/student-experience , Services for Students at Bannatyne https://umanitoba.ca/student-supports/student-services- bannatyne-campus and the Student Advoacy Office https://umanitoba.ca/student- supports/academic-supports/student-advocacy

In addition to the above supports, both Complainants and Respondents may wish to connect with the Ombudsperson, a neutral resource who can act as a resource through the process (contact through the Office of Professionalism).


5. GUIDELINES CONTACT

Please contact the Office of Professionalism, Rady Faculty of Health Sciences, with questions respecting these Guidelines.


6. REFERENCES

6.1 Keep It Up

6.2 Speak Up

6.3 The University of Manitoba Respectful Work and Learning Environment (RWLE) Policy

6.4 The University of Manitoba Sexual Violence Policy

6.5 The University of Manitoba Disclosures and Complaints Procedur

6.6 The University of Manitoba Student Discipline Bylaw and Procedures

6.7 The University of Manitoba Violent or Threatening Behaviour Policy and Procedure

6.8 The University of Manitoba Responsibilities of Academic Staff with Regard to Students Policy and Procedure

6.9 The Human Rights Code, C.C.S.M. c. H175 

6.10 Rady Faculty of Health Sciences Disruption of all Forms of Racism Policy

6.11 Conflict of Interest Policy


APPENDIX

Appendix A - Jurisdiction Referrals and Review.pdf

Prevention of learner mistreatment POLICY - Max Rady College of Medicine

Policy name Prevention of learner mistreatment
Application and scope Faculty, staff and learners of the Max Rady College of Medicine
Approved date June 5, 2018
Review date Five (5) years from the revised date
Revised date May 3, 2022
Approved by Dean’s Council, Max Rady College of Medicine March 22, 2022; Max Rady College of Medicine College Executive Council May 3, 2022

1. PURPOSE

The purpose of this Policy is to:

(a) Acknowledge the importance of a safe learning environment for all. Mistreatment of learners has negative consequences for learner well-being and functioning of teams. Learner Mistreatment truncates learning and impacts patient safety. This Policy strives to create an environment free of mistreatment where learners feel safe to report.

(b) Define Learner Mistreatment in any learning environment, including without limitation academic learning environments and clinical learning environments.

(c) To set out clear mechanisms and procedures for learners to report mistreatment against them, or mistreatment that learners observe against others, without fear of retaliation.

(d) Ensure compliance with relevant accreditation standards applicable to the educational programs offered by the Max Rady College of Medicine.

(e) Be aligned with existing policies at the University of Manitoba. This Policy is meant to be consistent and compliant with existing University of Manitoba policies and bylaws. Where any portion of this Policy conflicts with these University policies/bylaws, the latter will govern.


2. DEFINITIONS

2.1 The terms in this Definition section are defined for the purposes of this Policy.

“Academic Staff” refers to all individuals whose primary assignment is instruction, research, and/or service/academic administration. This includes employees who hold an academic rank such as professor, associate professor, assistant professor, instructor, lecturer, librarian, or the equivalent of any of those academic ranks. The category also includes a dean, director, associate dean, assistant dean, chair or head of department, visiting scholars, senior scholars, and those holding unpaid academic appointments, insofar as they perform instructional, research, and/or service/academic administrative duties. This includes non-unionized academic staff of the Max Rady College of Medicine, visiting professors, clinicians with academic appointments and including academic staff whose salary or stipend may be paid, in whole or in part, by another organization.

“Learner” means an individual registered, enrolled, or classified as a student, resident, trainee or fellow within or with the University of Manitoba, Max Rady College of Medicine.

“Confidential” means the University’s obligation to handle personal information and personal health information in accordance to The Freedom of Information and Protection of Privacy Act and The Personal Health Information Act.

“Complainant” means the individual or individuals bringing forward a report of mistreatment.

"Respondent" means an individual or individuals accused of having caused or contributed to mistreatment.

“Learner Mistreatment” means an intentional, or unintentional, disrespectful treatment occurring by any individual against a learner or colleague that has or may have the effect of creating an intimidating, humiliating, hostile or offensive work or learning environment for learners in that circumstance. It entails behavior that shows disrespect for the dignity of others and can take the form of physical or psychological punishment, harassment or discrimination.

Examples of mistreatment include, but are not limited to:

(a) Actions or criticism conducted in public that can be interpreted as embarrassing or humiliating.

(b) Verbally abusing, belittling, ridiculing or yelling at a learner in public or private.

(c) Speaking to a learner in a sarcastic or insulting manner.

(d) Subjecting the learner to racially or ethnically offensive remarks or names.

(e) Requiring a learner to perform personal services (i.e. babysitting, shopping).

(f) Pressuring learners to exceed established restrictions on work or duty hours.

(g) Not providing learners with clear learning/work expectations yet holding them responsible for the expectations.

(h) Directing learners to perform an unreasonable number of routine hospital or clinical procedures where performing those activities interferes with a learner’s attendance at educational activities, (e.g. rounds, classes).

(i) Disparaging the learner’s choice of residency, profession, or other career aspirations.

(j) Intentional physical contact such as pushing, shoving, slapping, hitting, tripping.

(k) Subjecting the learner to threatening gestures.

(l) Excluding a learner from reasonable learning opportunities.

(m) Using grades as punishment rather than as an objective evaluation of performance.

(n) Assigning duties as punishment rather than education.

(o) Threatening to fail, give lower grades, or give a poor evaluation for anything other than documented performance issues.

(p) Intentionally neglecting or excluding the learner from communications.

(q) Intentionally singling out a learner for arbitrary treatment that could be perceived as punitive.

Learner Mistreatment is not:

• A supervisor or manager to engage in the legitimate evaluation of the performance of an employee or contractor, or otherwise overseeing their work;

• Academic staff to engage in the academic evaluation of a learner’s work;

• A good faith and formal evaluation of an academic staff member or supervisor to be conducted;

• A legitimate peer review or other critique of research or academic work to be conducted;

• A unit head to take actions intended to address or deter violent, threatening, or intimidating behaviour, or behaviour which significantly disrupts the University and members of the University community.

"Max Rady College of Medicine Community" means all Max Rady College of Medicine (College) members including Faculty/College/School Councils, employees, anyone holding an appointment with the College, learners, volunteers, external parties conducting business within the College, contractors and suppliers within the College.

"Max Rady College of Medicine Matter" means any activity, event, or undertaking in which a member of the College community participates, which has a substantial connection to the College, such as:

a) College-related activities or events, including but not limited to:

• Any activity or event on property owned or controlled by the College;

• Learner placements, practical, or clinical training;

• College research activities, whether on or off campus;

• Learner and/or employee exchanges arranged in connection with the College;

• Social events or networking, where matters regarding the College or members of the College community are a significant focus of the activity;

• Experiential Learning activities such as College field trips, travel-study tours and service-learning;

b) Activities or events involving members of the College community, where the actions of those members of the College community may reasonably reflect upon or affect the College, including but not limited to:

• Any aspect of the employment or engagement of employees and contractors for roles and projects substantially connected to the College;

• Writings, photographs, artwork, audio or video recordings, and/or electronic communications, including communications through social media, where matters regarding the College community are a significant focus of the communication;

• Matters related to The University of Manitoba Students’ Union, the Graduate Students’ Association, and their affiliated learner groups to the extent that it affects the proper functioning of the College or the rights of a member of the College community to use and enjoy the College’s learning and working environments; or

• Matters of off-campus conduct that have, or might reasonably be seen to have an adverse effect on the proper functioning of the College or the rights of a member of the College community to use and enjoy the College’s learning and working environments.

“Reviewer” means that if the determination is to proceed with the matter, the Office of Professionalism will determine the appropriate individual to review the matter (the “Reviewer”). There may be more than one Reviewer (depending on the nature of the complaint, see Section 3.9 below). The Reviewer(s) may be the supervisor of the Respondent (such as the department head, section head, director, residency director, an associate/assistant dean, director, etc.). In cases where the Respondent is not a member of the College, the matter will be referred to the immediate supervisor of the Respondent for attention, the health professional leader of the unit will also be notified e.g. if a site employee is the Respondent, their supervisor will be notified of the complaint.

“Staff Member” means administrative or support staff employed by the College that are not academic staff.


3. POLICY / PROCEDURE STATEMENTS

3.1 The Max Rady College of Medicine is committed to ensuring safe, respectful and supportive working and learning environments in which all of the College community are enabled and encouraged to excel. This is an environment free of discrimination, harassment and Learner Mistreatment and one in which feedback regarding performance can be shared openly without concern for ridicule or reprisal. All members of our diverse community share responsibility for maintaining a positive learning environment and for taking appropriate steps to seek advice and/or address Learner Mistreatment when it occurs, as defined in the Procedures section.

3.2 Keep It Up Button

The Max Rady College of Medicine would like to acknowledge members of its Faculty making a difference in learners’ education in a positive way, and those who are improving the learner environment and the quality of teaching. Learners are encouraged to use the Keep It Up Button, an electronic anonymous vehicle to acknowledge excellence in teaching.

Informal Procedure to Report Mistreatment

3.3 Learners can report concerns about Learner Mistreatment in their learning environment to any of their teachers, instructors, preceptors, course/rotation directors, administrative staff members, department heads, associate deans within their program, Student Advocacy office and the Office of Human Rights and Conflict Management, according to their own personal comfort and preference. Learners should recognize that not all teachers, leaders, or staff members are equally well placed to provide assistance or other support in response to Learner Mistreatment behavior, nor are they all equally capable of acting on the report to effectively address the particular incident.

3.4 Learners may also make reports via learner representatives. A learner representative may be a support person (e.g. friend or family member), student advocate or other individual appointed by the learner as their representative. Learner representatives can discuss reports of Learner Mistreatment with the relevant course/rotation director, department head, or an associate dean while maintaining the anonymity of the Complainant.

3.5 Individuals to whom an informal report is made shall make the learner aware of this Policy and are encouraged to suggest to learners to also complete a mistreatment report form (Speak Up Button) or to another appropriate forum (see Appendix A) to ensure that appropriate follow-up takes place. Alternatively or additionally, the individual receiving an informal report of Learner Mistreatment may themselves complete a Learner Mistreatment report form anonymously on the reporting learner’s behalf.

Speak Up Button: Formal Procedure to Report Learner Mistreatment

3.6 Learner Mistreatment Report Form: Speak Up Button

The Speak Up Button, an electronic mistreatment report form, provides learners with a convenient, effective, and confidential means to make a report of Learner Mistreatment; it is available online at Speak Up. The Speak Up Button is a conduit for learners to report, whether or not the matter falls within the jurisdiction of this Policy.

3.7 Anonymous Reporting

Although there is an option for anonymous reporting of Learner Mistreatment, the College’s response to anonymous reports may be limited when it cannot follow up with the person making the report. Individuals are encouraged to make reports that are not anonymous, but the College acknowledges the imperative of anonymous reporting in some circumstances.

3.8 Receipt of Learner Mistreatment Reports

The Confidential Intake Officer (CIO) in the Office of Professionalism receives all Learner Mistreatment Reports via the Speak Up Button. The Mistreatment Report Forms will be reviewed by the CIO within 10 working days or as soon thereafter as is reasonably possible. The CIO will acknowledge receipt of the complaint, once it has been reviewed by the CIO, will arrange for a brief telephone discussion to obtain any further relevant information, and to arrange a subsequent meeting (with either the Associate and/or Assistant Deans of Professionalism, see below 3.9). In the initial call to the Complainant, the Complainant will be reassured that where possible all discussions are confidential and that the Complainant has the right, at any stage, to withdraw the complaint (note that not all disclosures can remain confidential or be withdrawn, see sections 3.13 and 3.16)

3.9 Jurisdiction and referrals

The College has jurisdiction to consider Learner Mistreatment matters not covered by other jurisdictions (please see Appendix A - Jurisdiction: Referrals and Review). Matters considered of a serious nature or involving alleged egregious behavior are referred to the appropriate forum/body. For clarity, the Office of Professionalism will refer all reports respecting harassment, discrimination, or sexual violence, as covered by the University’s Respectful Work and Learning Environment Policy and Sexual Violence Policy, to the Office of Human Rights and Conflict Management. Cases involving sexual violence can also be referred to the Sexual Violence Resource Centre. If a referral is to be made to another body by the Office of Professionalism, the Complainant will first be notified.

3.10 Preliminary Assessment/Decision to Proceed

The Associate/Assistant Deans of Professionalism with the CIO, will speak to the Complainant as outlined above. If the Complainant agrees to proceed, the Associate/Assistant Deans of Professionalism, with the CIO, will determine the most appropriate Reviewer(s)(see section 2.1) e.g. a minor complaint about a resident physician, will usually be referred to the residency director as the Reviewer; a minor complaint about academic staff will usually be referred to the section or department head as the Reviewer; in those deemed more serious, the Reviewer(s) may be the department head and the Associate/Assistant Deans Professionalism. The Reviewer(s) will then inform the Respondent of the complaint and will arrange to discuss the complaint with the Respondent and to obtain any relevant preliminary information. The Reviewer(s), when informing the Respondent of the complaint (for preliminary assessment purposes), will ensure that they follow the principles of procedural fairness; ensuring the Respondent is advised in advance why they are being contacted, and of their right to advocacy support. After the Reviewer(s) have had a preliminary discussion with the Respondent, a decision will be made by the Associate/Assistant Deans of Professionalism together with the CIO, whether to proceed or not. When it is determined not to proceed, the Complainant will be notified either by phone or in writing.

3.11 Informal Resolution

Where both parties agree, the Reviewer(s) may assist with informally resolving the matter. This would entail reaching an agreeable solution for both parties by means of either a face-to-face meeting or done verbally with the Reviewer acting as a go- between. Should this informal process not result in a resolution, the review will continue. Depending on the nature of the complaint, most matters can be resolved with the Reviewer(s) acting as a facilitator. Communication can be either face-to-face with both parties, or most often with the Reviewer(s) as a go between. Once the matter has been resolved, the Complainant is notified in writing by the College that the complaint is closed.

Review

The Reviewer(s) will conduct a review in accordance with the principles of procedural fairness and natural justice, including interviewing the Complainant, informing the Respondent about the complaint, interviewing the Respondent and providing the Respondent with a reasonable opportunity to respond, and interviewing any other persons who might have insight into the situation, such as witnesses and individuals in relevant positions. The Reviewer(s) may also examine any physical evidence such as documents and records that may be available. The Reviewer(s) may also conduct a joint review, including without limitation, with an affiliated clinical learning site, the Faculty of Graduate Studies, another Faculty, or the Office of Human Rights and Conflict Management. All such individuals will be bound to strict confidentiality regarding all aspects of the review. The Reviewer(s) will then make a decision on the corrective/remedial action to be taken, inform the parties of findings, and ensure any corrective action is taken. Before meeting with an UMFA member, the Reviewer(s) will notify the dean of the College and seek the advice of Staff Relations.

3.13 Withdrawal of Complaint

The Complainant has a right to withdraw the complaint at any stage. However, the Reviewer(s) may elect to elect continue the review in compliance with obligations to ensure an environment free from Learner Mistreatment.

3.14 Appeals

In cases where either the Complainant or the Respondent are dissatisfied with the Reviewer’s decision, that person must initiate their appeal in writing to RFHS Dean or designate within 10 working days of the report and refer to the applicable University Policy, Procedure or Bylaw or collective agreement.

3.15 Special Note regarding Post Graduate Medical Learners

Residents may report incidents of mistreatment using the formal procedure described in this Policy (Speak Up), or they may use the Learner Mistreatment Tool in the Max Rady Entrada Curriculum Management System. In either procedure, the processes outlined in sections 3.9 - 3.14 will apply.

3.16 Confidentiality & Record Keeping

Any communication of information gathered in any case is confidential. All personal and personal health information collected, used, and disclosed will be done so in accordance with the University’s obligations under The Freedom of Information and Protection of Privacy Act and The Personal Health Information Act.

The College will not disclose the name of a Complainant or Respondent or the circumstances related to a complaint except to the extent that disclosure is necessary to effectively implement this Policy, to undertake any remedial action arising from this Policy or where there is a perceived risk to the health and safety of a community member. Records will be kept pursuant to any applicable relevant University Policy and/or Procedure.

3.17 Institutional Responsibility

Aggregate and de-identified data on formal and informal reports of mistreatment of learners will be shared by the Office of Professionalism with the Dean’s Council and Department Heads Council, where relevant, on a biannual basis. The College leadership are responsible for actively addressing concerning rates of trends of Learner Mistreatment.

3.18 Remedial Measures

Remedial measures, where determined to be appropriate, resulting from a Learner Mistreatment concern related to a College Matter will depend on the circumstances, on the seriousness of the behavior, on any mitigating factors and on applicable University policy, bylaw, collective agreement or academic regulation. The following list provides examples of remedial measures and is not meant to be exhaustive nor necessarily represents a progression of measures:

a) A letter of apology;

b) Attendance at educational session(s) on professionalism;

c) Attendance at coaching session(s) to improve communication or conflict resolution skills;

d) Prohibited or restricted access to the learning environment and/or to learners;

e) Academic consequences such as remediation, probation, notation on the performance record, dismissal/expulsion from College, termination of academic appointment.

3.19 Retaliation

A Complainant, Respondent, witness, and/or any other person who has sought advice regarding Learner Mistreatment, who has brought forward allegations, who has made a report or who has cooperated with a review , is entitled to be protected from retaliation. Retaliatory action of any sort during or following the review is prohibited and will not be tolerated. This includes any joint reviews affecting the clinical work and learning environment at U of M affiliated health-care sites.

There are many supports to assist in addressing one’s concerns about retaliation. The Speak Up can be utilized. Learners may contact their Student Affairs office and Student Services at Bannatyne Campus representatives, including Student Advocacy. All

concerns and complaints raised in accordance with applicable policies will be thoroughly reviewed and investigated, and any breaches appropriately addressed. Accusations that retaliation has occurred will be subject to investigation and may result in disciplinary action in accordance with the applicable Policy or Collective Agreement. A learner can challenge a reprisal through an appeal process set out in the Student Discipline Bylaw, the Academic Appeal Policy relating to their program, or other applicable discipline or academic appeal routes within the University.

3.20 False Accusations

A Complainant or witness found to have been dishonest in making allegations with a conscious design to mislead or deceive, or with a malicious or fraudulent intent may be subject to disciplinary action in accordance with the applicable Policy or Collective Agreement.

3.21 Communication and Education

This Policy will be included in learner handbooks and posted on the Colleges’ website; the topic will be addressed at orientations at matriculation and in the year that the learner’s clinical/fieldwork education component commences.

Mandatory educational sessions for academic staff and leadership will be held at least once a year under the direction of the Office of Professionalism.

A letter will be sent each year from the Dean of the Rady Faculty of Health Sciences to all Faculty (including voluntary Faculty) reminding them of the College’s statement on supporting a Learner Mistreatment-free environment, of this Policy on the Prevention Learner Mistreatment and on resources available for resolution. Further communication mechanisms or modules may be developed.

A letter will be sent each year from the Dean of the Rady Faculty of Health Sciences to the Chief Executive Officer at affiliated institutions to explain this Policy and to request its distribution to all staff interacting with learners from the College.


4. SUPPORTS

The College recognizes that although most matters of Learner Mistreatment are addressed in a restorative, non-punitive manner, the process can be stressful for all parties involved. Complainants and Respondents are encouraged to obtain support through UGME Student Affairs and PGME Student Affairs , Services for Students at Bannatyne and Student Advocacy. In addition to the above supports, both Complainants and Respondents may wish to connect with the Ombudsperson, a neutral resource who can act as a resource through the process (contact through the Office of Professionalism).


5. POLICY CONTACT

Please contact the Office of Professionalism, Max Rady College of Medicine, with questions respecting this Policy.


6. REFERENCES

6.1 Keep It Up Button http://umanitoba.ca/faculties/health_sciences/accreditation/keep-it-up.html

6.2 Speak Up Button http://umanitoba.ca/faculties/health_sciences/medicine/reporting.html

6.3 The University of Manitoba Respectful Work and Learning Environment (RWLE) Policy https://umanitoba.ca/admin/governance/media/Respectful_Work_and_Learning_Environment_RWLE_Policy_-_2020_09_29.pdf

6.4 The University of Manitoba Sexual Violence Policy https://umanitoba.ca/governance/sites/governance/files/2021-6/Sexual%20Violence%20Policy%20-%202020_09_29.pdf

6.5 The University of Manitoba Disclosures and Complaints Procedure https://umanitoba.ca/governance/sites/governance/files/2021-

06/Disclosures%20and%20Complaints%20Procedure%20-%202020_09_29.pdf

6.6 The University of Manitoba Student Discipline Bylaw and Procedures http://umanitoba.ca/admin/governance/governing_documents/students/student_disciplin e.html

6.7 The University of Manitoba Violent or Threatening Behaviour Policy and Procedure http://umanitoba.ca/admin/governance/governing_documents/community/669.html

6.8 The University of Manitoba Responsibilities of Academic Staff with Regard to Students Policy and Procedure http://umanitoba.ca/admin/governance/governing_documents/students/278.html

6.9 The Human Rights Code, C.C.S.M. c. H175 http://web2.gov.mb.ca/laws/statutes/ccsm/h175e.php

6.10 Rady Faculty of Health Sciences Disruption of all Forms of Racism Policy https://umanitoba.ca/faculties/health_sciences/media/Disruption-of-all-Forms-of- Racism_Policy-approved-August-25-2020.pdf

6.11 Conflict of Interest Policy https://umanitoba.ca/governance/sites/governance/files/2021-

06/Conflict%20of%20Interest%20Policy_2009_06_16%20RF.pdf


APPENDIX

Appendix A - Jurisdiction Referrals and Review.pdf

Rady Faculty of Health Sciences

Attire and dress code guidelines

1. PURPOSE

Because of innumerable appropriate dress choices, attire guidelines /dress code can be difficult to concisely define. This guideline is intended to provide general principles to be considered for attire (including personal grooming decisions) for staff, faculty members, and learners within the RFHS and its Colleges, to ensure safe learning and work environments, and is intended to respect equity, diversity and promotion of inclusion.


2. GUIDELINES

2.1 Staff, faculty members and learners have the right to express themselves, including in decisions about attire, along with a shared responsibility to maintain respectful, safe and positive learning and working environments.

2.2 Attire should be respectful of a community that is anti-oppressive, equitable, accepting and inclusive of a diverse range of social and cultural identities. Dress shall not promote offensive, harassing, hostile or intimidating environments.

2.3 Discretion and good judgment should be exercised in attire, taking into consideration:

  • The safe performance of work or learning duties, so that dress does not interfere with health or safety requirements for the intended activity;
  • The specific work or learning environment, ensuring that attire is appropriate to the environment;
  • Interactions with clients, business contacts, learners, faculty members and staff;
  • The importance of reducing the risk of spreading pathogens from person-to-person.

2.4 Scented products should be avoided, recognizing that some individuals have allergies and/or are sensitive to certain chemicals in scented products. Fragrances and other scented hygiene products shall not be used/worn in designated scent free zones. In areas that are not designated scent free zones, fragrances and scented hygiene products shall be used/worn in moderation and shall abide by any directions received in regard to the limitation or use of products with scents and/or fragrances to accommodate those with scent and/or fragrance allergies.

2.5 This guideline is not intended to replace more detailed College or Program-specific policies, such as learner attire in clinical settings. Please reference applicable college- or program-specific policies or guidelines.

2.6 Should there be an issue identified respecting an individual’s attire, please contact the appropriate manager, Human Resources, or learner authority (program director, associate dean, etc.) for consultation and direction. Enforcement of individual attire or dress code requirements should not reinforce or increase marginalization or oppression of any individual or group based on any of the personal characteristics as set out in the Human Rights Code (Manitoba). The Office of Human Rights and Conflict Management may also be consulted.


3 REFERENCES

3.1 The Human Rights code (Manitoba) C.C.S.M. c. H175

3.2 The Respectful Workplace and Learning Environment Policy, University of Manitoba


4. GUIDELINE CONTACT

Please contact the Director, Planning & Priorities, Rady Faculty of Health Sciences, with questions regarding this document.


5. APPROVAL

These guidelines were approved by the RFHS Dean’s Council on April 28, 2020.

Booking Clinical Learning and Simulation Program (CLSP) resources

Policy name Booking Clinical Learning and Simulation Program (CLSP) resources
Policy number SIM - 5001
Application and scope All rooms / resources booked through CLSP
Approved date April 28, 2020
Review date Five (5) years from the approval date
Revised date  
Approved by Dean’s Council, Rady Faculty of Health Sciences

BACKGROUND

The Clinical Learning and Simulation Program (CLSP) is a shared Rady Faculty of Health Sciences (RFHS) and Winnipeg Regional Health Authority resource that provides simulation-based education space, equipment, supplies and expertise to a vast array of learner groups. The CLSP currently manages bookings for simulation space, related staff, equipment and supplies. In addition, the CLSP also manages bookings to support mobile (in-situ) simulations and also provides equipment and supply loans for offsite use. The volume of use in the CLSP often strains the capacity to provide these services. Due to the volume of requests submitted to the CLSP, it is not always possible to provide all users with their first choice of resource bookings.


1. PURPOSE

To ensure fair and equitable booking of CLSP Resources available to User Groups, and to effectively manage the availability of resources including equipment and teaching space in the CLSP.


2. DEFINITIONS

2.1 Booking Coordinator 

Means a staff member from the CLSP responsible for receiving, acknowledging and confirming bookings. 

2.2 CLSP Resources 

Include the simulation staff, faculty, space, supplies and equipment.

2.3  Formative Learning 

Means learning activities/experiences designed to assist participants in obtaining the knowledge, skills and attitudes required for developing intraprofessional and interprofessional healthcare competencies.

2.4 Formative Assessment 

Means assessments conducted during the learning process and prior to summative assessments. These assessments are used to determine whether objectives have been achieved, ascertain if gaps in learning still exist, and assess readiness to provide patient care in the clinical setting. After formative assessments, debrief with feedback should be provided and, if gaps were identified, an action plan developed jointly between the educator and learner.

2.5 Longitudinal Curriculum 

Means curricula made up of multiple elements that must occur in a predetermined sequence within a tightly circumscribed time frame.

2.6 Summative Assessment 

Means assessments conducted that are integrated into curricula at specific times to objectively validate achievement of a preset level of competence.

2.7 User Groups 

Means users identified through CLSP as authorized to access CLSP Resources.


3. POLICY STATEMENTS

3.1 Guiding Principles: The following principles shall guide the allocation of CLSP Resources:

a. Transparency - Every attempt will be made by the CLSP to be as transparent as possible with User Groups regarding how decisions are made with respect to accepting one booking over another and/or declining booking requests;

b. Efficiency - Given the finite resources available and at times high demand, the CLSP will attempt to maximize the use of space and resources including sharing space and/or other resources between User Groups where it makes sense or is feasible;

c. Prioritization - Space and resource allocation will be prioritized based on the type of activity being booked, not the User Group making the booking request. Please see the exception for the space in 204 Brodie as outlined in 3.3.

d. Confirmation - Once a booking is confirmed by the CLSP, User Groups should have a reasonable expectation that their booking(s) will not be cancelled or altered due to another User Group having a higher priority activity;

e. Collaboration - The CLSP will work collaboratively with User Groups to resolve conflicts in booking requests. Session organizers may be asked to provide alternate dates in order to accommodate a request from another session organizer whose priority level may not rank higher, but whose options to provide alternate dates are limited. 

3.2 Annual Booking Cycle - Due to the extensive array of User Groups, and the need to have concrete dates for many curricula well in advance, the CLSP employs an Annual Booking Cycle. The Annual Booking Cycle runs from August 1st through to July 31st.

Upcoming Booking Cycle - The deadline for requests for sessions for the upcoming booking cycle (between August 1st through to July 31st of the upcoming year), is March 1st of the current booking cycle.
All booking requests received prior to the March 1st deadline will be considered based on the prioritization process outlined below. Bookings are prioritized, conflicts identified, resolved, and/or adjudicated and confirmations sent via email on or shortly after April 1st of the current booking cycle.

Requests for sessions in the upcoming booking cycle that missed the March 1st deadline will be accommodated to the best of the CLSP’s ability, but subject to resource availability.

Current Booking Cycle - Requests for sessions to occur between August 1 to July 31 of the current booking cycle will be processed and responded to within 10 business days.

Confirmation of Bookings before the Regular Notification Process - In exceptional circumstances, a User Group may request confirmation of a booking in the upcoming booking cycle ahead of the notification process noted above (i.e. a request for confirmation of a booking in the upcoming booking cycle prior to April 1st of the current booking cycle). Such confirmation will only be considered in exceptional circumstances and requires approval of the CLSP Director. 

3.3 Priority Levels

For conflicts among booking requests, attempts will be made to reach a mutually satisfactory solution. However, in the event of the inability to reach a solution, the following criteria will be used as a guide to determine priority. The list below is arranged in descending order of priority. User Groups higher in the list will be given priority, on the condition that the function has been booked prior to the March 1st deadline during the Annual Booking Cycle. Final decisions regarding booking prioritization will be at the discretion of the CLSP Director.

Note: The College of Pharmacy will be given priority for booking the CLSP space in 204 Brodie as that space was developed to implement and support the PharmD program. The priority of use for other CLSP spaces will be based on the function of the space or type of activity for which the space is being booked, using the following as a guide (in order of priority):

  • Activities such as conferences, courses or national licensing/qualifying exams whose dates are set externally, often well in advance, and whereby the University Manitoba has entered into a formal agreement to support the activity. 
  • University of Manitoba RFHS Exams or Objective Structured Clinical Examination (OSCE) whereby successful completion is required for advancement (i.e. summative assessments), whose dates are limited due to the sequential nature of learning. Justification will be required from the unit head for all such events where alternate dates cannot be provided.
  • Sessions that are part of a RFHS Longitudinal Curriculum whose objectives require use of simulation resources not available outside of the CLSP, whose dates are limited due to the sequential nature of learning. Justification will be required from the unit head for all such events where alternate dates cannot be provided.
  • OSCE used for advancement (i.e.) summative assessments).
  • OSCE not used for advancement (i.e.) Formative Assessments).
  • Sessions that are not part of a Longitudinal Curriculum whose objectives require use of simulation resources not available outside of the CLSP.
  • Setup time for any of the above events.
  • Sessions that potentially could be accommodated in other settings but would be better served in the CLSP.
  • Other uses (tours, etc.).

3.4 Dispute Adjudication: In the event that a conflict arises that is not resolvable within the above process, the matter will be referred to the CLSP Manager and/or CLSP Director. Final decisions regarding booking prioritization will be at the discretion of the CLSP Director.

3.5 Declined Bookings: The CLSP does not commit to running all events requested, and the decision as to whether or not to host an event will be at the discretion of the CLSP Manager and/or CLSP Director. In such circumstances the reasons for declining the booking will be clearly communicated in writing to the requesting User Group.

3.6 After Hours and Weekend Bookings: As the regular operating hours for the CLSP are from 8:00AM to 4:00PM Monday to Friday, bookings within these hours are preferred. The CLSP will be closed according to the schedule of Holiday Closures posted on the Human Resources website, University of Manitoba. After hours and weekend bookings will be considered within the context of budget for overtime, overall staff work hours, and resource availability (both human and physical resources) and ultimately are at the discretion of the CLSP Manager and CLSP Director.


4. PROCEDURE STATEMENTS

4.1 All requests for booking CLSP Resources (including but not limited to simulation-based activities, exams and tours) must be done by completing the online booking request form. 
 
4.2 All reservations must be reserved for the actual time and space needed for experiences.  Misuse of reservations may result in loss of future prioritization of booking requests from that offending User Group.  No-shows or late arrivals (greater than 15 minutes) may lose the requested space for the reservation.


5. REFERENCES

5.1 CLSP Online Booking Request Form  

5.2 University of Manitoba Holiday Closure Dates


6. POLICY CONTACT

Please contact the Director, CLSP with questions respecting this policy.

Child safeguarding and protection policy

Policy name Child safeguarding and protection policy
Application and scope All Faculty members, staff and learners of the Rady Faculty of Health Sciences and its Colleges, University of Manitoba
Approved date August 25, 2020
Review date Five (5) years from approval date
Revised date  
Approved by Dean’s Council, Rady Faculty of Health Sciences: July 7, 2020 Faculty Executive Council, Rady Faculty of Health Sciences: August 25, 2020

1. APPLICATION AND SCOPE

1.1 The Rady Faculty of Health Sciences and its Colleges (“RFHS”) is committed to treating all Children with respect and dignity. It is dedicated to safeguarding and protecting the rights of all Children.

1.2 This policy incorporates the legal requirements for Child safeguarding and protection in Manitoba within the operations of the RFHS. It applies to all faculty, staff and learners of the RFHS and other individuals involved in RFHS activities, regardless of location. It applies most specifically to individuals working on projects, grants or initiatives that directly or indirectly involve Children. This policy is meant to complement, and not detract from, other applicable University policies, contractual agreements, including collective agreements, and other applicable laws.

1.3 In the event an inconsistency or conflict arises between this policy and any other applicable University policy, contractual agreement, collective agreement or law (including the law of another jurisdiction), such inconsistency or conflict shall be resolved in favour of the University policy of higher authority, or in favour of the contractual agreement or collective agreement, in accordance with the laws applicable in the Province of Manitoba, in a manner that affords the highest standards for the safeguarding and protection of Children as possible.


2. PURPOSE

2.1 To guide learners, staff and faculty members in the safeguarding and protection of Children.


3. DEFINITIONS

In addition to certain capitalized words and phrases that may be defined elsewhere in this policy, the following capitalized words and phrases shall have the following meanings:

3.1 Child/Children: is any individual under 18 years of age.

3.2 Abuse: as defined under section one of The CFS Act (including as such definition may be updated from time to time), an act or omission by a person where the act or omission results in:

(a) physical injury to the Child;

(b) emotional disability of a permanent nature in the Child or is likely to result in such a disability;

(c) sexual exploitation of the Child with or without the Child’s consent.

3.3 Child Neglect: is the failure of a Child’s primary caregiver to provide adequate food, clothing, shelter, supervision, and/or medical care. Child neglect involves an act of omission by a parent or guardian, resulting in (or likely to result in) harm or imminent risk of harm to a child.

3.4 CFS Act: The Child and Family Services Act (Manitoba).

3.5 In Need of Protection: Under The CFS Act, a Child is in need of protection where the life, health or emotional well-being of the Child is endangered by the act or omission of a person. Without restricting the generality of the above, a Child is in need of protection where the Child:

(a) is without adequate care, supervision or control;

(b) is in the care, custody, control or charge of a person

(i) who is unable or unwilling to provide adequate care, supervision or control of the child, or

(ii) whose conduct endangers or might endanger the life, health or emotional well-being of the Child, or

(iii) who neglects or refuses to provide or obtain proper medical or other remedial care or treatment necessary for the health or well-being of the Child or who refuses to permit such care or treatment to be provided to the Child when the care or treatment is recommended by a duly qualified medical practitioner;

(c) is abused or is in danger of being abused, including where the Child is likely to suffer harm or injury due to child pornography;

(d) is beyond the control of a person who has the care, custody, control or charge of the child;

(e) is likely to suffer harm or injury due to the behaviour, condition, domestic environment or associations of the child or of a person having care, custody, control or charge of the child;

(f) is subjected to aggression or sexual harassment that endangers the life, health or emotional well-being of the child;

(g) being under the age of 12 years, is left unattended and without reasonable provision being made for the supervision and safety of the child; or

(h) is the subject, or is about to become the subject, of an unlawful adoption under

The Adoption Act or of a sale under section 84 of the CFS Act.


4. POLICY AND PROCEDURE STATEMENTS

Prevention

4.1 All new RFHS learners, staff and faculty members shall be familiarized with this Child Safeguarding and Protection Policy through their new faculty/staff/learner orientations.

4.2 For learners, staff or faculty members whose University of Manitoba work or University of Manitoba learning activities directly involve Children:

  • A Criminal Records Check, Child Abuse Registry Check, and Adult Abuse Registry Check shall be required. For most learners, these Checks are a requirement on admission to, or registration in, the program. Therefore, please consult with the specific applicable program policy or regulation for additional detail;
  • The Code of Conduct – Child Safeguarding and Protection (at Appendix A to this policy) is required to be read and the responsibilities of the individual acknowledged. Examples of activities that may directly involve Children include clinical learning/fieldwork activities, service-learning activities or training Children as standardized patients.

4.3 For research involving Children, please refer to the specific ethics requirements and processes applicable to the research project.

4.4 The requirements set out in section 4.2 are not applicable to group tours or other visits to RFHS facilities or affiliated sites where Children are present (such as “Take Our Kids to Work Day”) or other interactions where Children are present in a group setting (such as learner examination/invigilation where Children standardized patients are present but participating in a group setting; Children brought into a classroom or lab in a group setting).

Reporting

4.5 It is the legal responsibility and duty of anyone who reasonably believes that a Child is, or might be, In Need of Protection or suffering from Child Abuse, to report the information directly to a CFS agency. Reporting to other law enforcement authorities may also be required, if the suspected activity is criminal in nature. While a report of Child Abuse can result in an initial negative experience for the parties involved, reporting is both compulsory and necessary, as a Child’s life or safety may be at risk.

4.6 In addition to the mandatory reporting obligations as above noted, it may be necessary for the Child’s immediate safety to report the concerns to the parent(s) or guardian(s).

4.7 The duty to report supersedes any restrictions respecting the disclosure of information in legislation, including The Personal Health Information Act (Manitoba) or otherwise.

4.8 In addition to the mandatory reporting obligations under The CFS Act, suspicions or concerns about Child Abuse, a Child in Need of Protection, or other behaviour that might be considered inappropriate (refer to the Code of Conduct at Appendix A), require a report within the RFHS. The person making the mandatory CFS Act report shall inform their immediate supervisor (for learners this could be their preceptor, course/rotation/program director, Department Head, Associate Dean), as well as make a written report to the Dean and Vice-Provost of the RFHS, using the report form attached hereto at Appendix B (“Report Form”). If desired, the person’s immediate supervisor may assist in completing the Report Form.

4.9 Should an individual have any questions or require any guidance respecting the requirements to report, they should, in consultation with their immediate supervisor, access resources available to assist in decision making (such as Child and Family Services or RFHS resources) that have trained staff available to assist with decision making and with any parental communication and disclosure required.

4.10 Special Provision for Children’s Investment Fund Foundation (“CIFF”) Grants/Projects

In addition to the above reporting requirements, for CIFF grants or projects, the grantee must advise the local CIFF Designated Safeguarding Officer (“DSO”) or Programme Manager, within three (3) days of knowledge of the concern or disclosure. Grantees are expected to provide regular updates to CIFF as to the status of any investigation and the outcome of the process, to the extent the Grantee is made aware of the status and outcome.

Investigation of a Faculty Member, Staff or Learner of the RFHS

4.11 If the respondent/offender is a faculty member, staff or learner of the RFHS, the Dean and Vice-Provost, RFHS will, upon receipt of a completed Report Form, ensure that an investigator (the “Investigator”) is assigned to review the report (“Report”) and ensure that all other mandatory reporting obligations as above noted are completed.

The Dean and Vice-Provost, RFHS may appoint either an employee of the University or an external consultant to act as the Investigator, provided that the Investigator:

(a) Has relevant skills and/or experience;

(b) Would be able to conduct an investigation in an unbiased manner; and

(c) Would not be placed in a conflict of interest.

4.12 Within 10 working days of being appointed, the Investigator ensures that the investigatory steps described below are completed. This may involve consultation with other units of the University about appropriate investigatory steps in accordance with applicable policies (e.g., Human Resources, Faculty of Graduate Studies). If the matter reported is being investigated by a law enforcement authority (e.g., under the CFS Act or Criminal Code of Canada), the Investigator may defer the University investigation to such other authority while also implementing measures to ensure the safety of work and learning environment in accordance with appropriate policies.

4.13 The Investigator will meet with the appropriate individuals to conduct an investigation and will inform senior leadership as required (e.g. Dean of the College, Associate Dean, Department Head, etc.) of the Report. The Investigator will conduct an investigation by interviewing the reporting individual, informing the respondent about the matter of the Report, interviewing the respondent, and interviewing any other persons who might have insight into the situation, such as witnesses and individuals in relevant positions. The Investigator may also conduct a joint investigation, including without limitation, with an affiliated clinical learning site, the Faculty of Graduate Studies, another Faculty, or the Office of Human Rights and Conflict Management. All such individuals will be bound to strict confidentiality regarding all aspects of the case.

4.14 The Investigator will review all of the information gathered in the course of the investigation and will submit their investigative report to the Dean and Vice-Provost, RFHS and the lead of any other applicable program or College (the “Dean/Director”) that includes the summary of the evidence and facts of the case and recommendations for action. If the matter has been deferred in lieu of investigation by a governmental authority, this should be reflected along with other interim measures that have been put into place. Once the other investigation is completed, this should also be reported, along with all findings. The Dean and Vice-Provost, RFHS will review the report and make a decision on the action to take, in consultation with the Dean/Director.

4.15 Actions resulting from a Report will depend on the circumstances, on the seriousness of the behaviour, whether the Report is determined to be founded or unfounded, on any mitigating factors and on applicable University policy, bylaw, collective agreement or academic regulation. The following list provides examples of measures and is not meant to be exhaustive nor necessarily represents a progression of measures:

a) A letter of apology;

b) Attendance at educational session(s);

c) Attendance at coaching session(s);

d) Prohibited or restricted access to Children;

e) Academic consequences such as remediation, probation, notation on the performance record, dismissal/expulsion from the Program/College/RFHS, termination of academic appointment.

4.16 In cases where the respondent is dissatisfied with the decision, that person must submit his or her appeal in writing to the Dean and Vice-Provost, RFHS within 10 working days of the decision and refer to the applicable University Policy, Procedure or Bylaw or collective agreement.

Retaliation / Reprisal

4.17 A reporting individual, respondent, witness, and/or any other person who has sought advice regarding this Policy, who has brought forward allegations, who has made a report or who has cooperated with an investigation, is entitled to be supported and protected from retaliation and reprisal.

Retaliation or reprisal of any sort during or following the investigation is prohibited and will not be tolerated.

All concerns and complaints raised respecting retaliation or reprisal will be thoroughly reviewed and investigated, and any breaches appropriately addressed.

Accusations that retaliation or reprisal has occurred will be subject to investigation and may result in disciplinary action up to and including termination or expulsion.

4.18 There are many supports to assist in addressing one’s concerns about retaliation or reprisal. The University’s Office of Human Rights and Conflict Management is a resource available to all University members.

Faculty members and staff may contact Human Resources and their union representatives.

Learners may contact Student Affairs and Student Services at Bannatyne Campus representatives, including Student Advocacy.

If the individual is an employee in a certified bargaining unit, he or she may challenge a retaliation or reprisal, through the grievance process or applicable collective agreement.

A non-unionized employee may contact Human Resources.

A learner can challenge a retaliation or reprisal through an appeal process set out in the Student Discipline Bylaw, the academic appeal policy relating to their program, or other applicable discipline or academic appeal routes within the University.

4.19 False Accusations

Any RFHS faculty member, staff or learner found to have been dishonest in making allegations with a conscious design to mislead or deceive, or with a malicious or fraudulent intent may be subject to disciplinary action up to and including termination or expulsion.

Confidentiality and Record Keeping

4.20 Any communication of information gathered in any case is confidential. The RFHS will not disclose the name of the reporting individual, of the respondent, or the circumstances related to a report except to the extent that disclosure is necessary to effectively implement this policy or to undertake any disciplinary or action arising from a decision made under this policy. Records will be kept pursuant to any applicable relevant University policy and/or procedure.


5. REFERENCES

5.1 Academic Regulations for graduate programs within the Rady Faculty of Health Sciences and its Colleges

5.2 Academic Regulations for undergraduate programs within the Rady Faculty of Health Sciences and its Colleges

5.3 Children’s Investment Fund Foundation Child Safeguarding and Protect ion Policy

5.4 Code of Conduct to Protect Children: Children’s Hospital Research Institute of Manitoba (in development)

5.5 Reporting of Child Protection and Child Abuse: Handbook and Protocols for Manitoba Service Providers

5.6 The Child and Family Services Act (Manitoba)

5.7 The Student Discipline Bylaw, University of Manitoba


6. POLICY CONTACT

Please contact the Dean’s Office, Rady Faculty of Health Sciences, with questions regarding this policy.

Confidentiality and conflicts of interest: Guidelines for search committee members

1. PURPOSE

1.1 To provide guidance respecting confidentiality provisions for Search committee members.

1.2 To provide direction respecting Conflicts of Interest for Search committee members and to ensure the Search process is fair, equitable and consistent for all applicants. “Search” means the search process, from beginning to end, to hire for a position within the RFHS or one of its Colleges or Programs, which search process requires a Search committee advisory to a Dean or Director.

1.3 To have a consistent approach across the Rady Faculty of Health Sciences (“RFHS”) respecting confidentiality and Conflicts of Interest in Search processes.

1.4 To provide a complementary process to existing University of Manitoba policies and procedures.


2. GUIDELINES

Confidentiality

2.1 All matters within a Search and all Search committee meetings are confidential. Members should be reminded at the start of each meeting that discussions and materials shall only be retained within the confines of the meetings.

2.2 The Freedom of Information and Protection of Privacy Act (Manitoba) (“FIPPA”) provides that all application materials, including letters of reference will be held in strict confidence. As the end of Search deliberations, members will be required to return all Search materials and they shall be shredded. The Chair is required to keep the original documents for one year after the Board of Governors’ approval and shredded thereafter.

2.3 Following selection of a top-ranked candidate, Search committee members shall maintain strict confidentiality of the decision until the appointment is ratified by the Board of Governors or the announcement is formally made.

2.4 A confidentiality declaration should be completed and signed by each Search committee member, at the start of the Search process. A confidentiality declaration template can be obtained from RFHS Human Resources.

Nepotism

2.5    University of Manitoba Nepotism Policy

All University employees are subject to the University of Manitoba Nepotism Policy. It must be applied in circumstances whereby a University employee may be involved in the hiring and supervision of that employee's immediate family member.

Conflicts of Interest

2.6    University of Manitoba Conflict of Interest Policy

All Faculty, Staff and Students are subject to the University of Manitoba Conflict of Interest Policy. “Conflict of Interest”, as defined by the policy, means a situation in which the private interests (financial interests or personal interests) of a person or related party compromise or have the appearance of compromising the person’s independence and objectivity of judgement in the performance of his or her obligations to the University, including teaching, research and service activities. Conflicts of Interest can be potential, actual or perceived. In section 2.3, the policy provides examples of Conflicts of Interest.

2.7 Conflicts of Interest for Search Committee Members

In addition to the conflicts of interest as described in section 2.6, below are examples of other possible conflicts of interest respecting Search committee members (without limitation):

(a) Having a personal relationship with an applicant (e.g. spouse/partner; parent; child; sibling; grandparent; aunt; uncle or other person living in the same household);

(b) Having recently (within the last five years) been a co-author or co-editor with the applicant on major projects;

(c) Recently (within the last five years) serving as a Co-Principal Investigator on an applicant’s grant;

(d) Owning, having shares in, or otherwise participating in, a business or financial venture with the applicant; 

(e) Having served as an applicant’s thesis advisor;

(f) Providing a reference for an applicant for this Search.

Because some fields of expertise are relatively small, there may be associations through published works, involvement in conferences and professional organizations, as well as knowledge of junior applicants through associations with advisors and graduate programs.

As well, there may be associations through team teaching, co-leading workshops, presenting on panels, or appearing in the same issues of journals or same edited volumes. These types of relationship do not necessarily constitute a Conflict of Interest; however, disclosure
should be made for assessment.

2.8 Process for Disclosure

In accordance with the University of Manitoba policy and procedure and as outlined in section 2.7, upon recognition of a Conflict of Interest, whether real, perceived or potential, Search members shall disclose the Conflict of Interest respecting their participation in the Search process. This disclosure shall be to the Search committee Chair (the “Initial Reviewer”). If the Conflict of Interest involves the Chair, the Chair shall disclose to the Dean of the College or where not related to a specific College, to the Dean & Vice-Provost (Health Sciences), RFHS.

2.9  The disclosure shall be documented in some manner. The disclosure may be in the form of the University of Manitoba Conflict of Interest Disclosure Form, although use of the form is not mandatory.

2.10 The Initial Reviewer will assess the disclosure, in consultation with the Search committee member. The Initial Reviewer will recommend either:

(a) No action is required to address the Conflict of Interest; or

(b) Recommend some action be taken, including without limitation:

a. Withdrawal from the Search committee for all stages of its work;
b. Framing of their review comments in terms of the Conflict of Interest. This may include implementation of bias interrupter strategies (for example, reminding the Search Committee of their relationship with the applicant before providing their comments; providing their review comments last; etc.).

2.11 The Initial Reviewer shall submit its recommendations to the Dean of the College, or where no specific College is involved, to the Dean & Vice-Provost (Health Sciences), RFHS (the “Second Reviewer”). The Second Reviewer shall consider the Initial Reviewer’s recommendation and determine how the Conflict of Interest shall be managed. The Second Reviewer will provide his/her determination to the Initial Reviewer, who shall advise the Search committee member, in writing.


3. REFERENCES

3.1 Confidentiality Declaration for Search Committee Members (please contact RFHS Human Resources for the most recent template)

3.2 University of Manitoba: A Guide to Recruiting the Best: Academic Search Handbook 2016

3.3 University of Manitoba Conflict of Interest Policy

3.4 University of Manitoba Conflict of Interest Procedure

3.5 University of Manitoba Conflict of Interest Disclosure Form

3.6 University of Manitoba Nepotism Policy


4. CONTACT
Please contact the Human Resources Officer, RFHS, with questions regarding this document.


5. APPROVAL
These guidelines were approved by the RFHS Dean’s Council on January 7, 2020.

Disruption of all forms of racism

Policy name Disruption of all forms of racism
Application and scope Staff, faculty members and learners of the Rady Faculty of Health Sciences and its colleges and programs
Approved date August 25, 2020
Review date Five (5) years from revised date 
Revised date November 21, 2023
Approved by

Executive Leadership Team, Rady Faculty of Health Sciences: October 11, 2023
Faculty Council, Rady Faculty of Health Sciences: November 21, 2023

1. Background and purpose

1.1 Senator Murray Sinclair has defined systemic racism as “when the system itself is based upon and founded upon racist beliefs and philosophies and thinking that has put in place policies and practices.”  The 2011 University of Manitoba Statement of Apology and Reconciliation to Indian Residential School Survivors recognizes the participation of the University in systemic racism both through its own structures and in its education and training of a workforce that participates in systems that also have deeply embedded racism.

In January 2022 the University of Manitoba became a signatory to the Scarborough National Charter on Anti-Black Racism and Black Inclusion in Canadian Higher Education. As part of the response to the United Nations’ International Decade for Peoples of African descent (2015–2024) the Charter recalls the distinct history of anti-Black racism on people of African descent in Canada. The University’s endorsement signals a formal commitment to addressing the persistent and pervasive impact of systemic anti-Blackness that remains embedded within Canadian post-secondary institutions. This is not less true today when we think of the pervasive impacts of racism in many systems including health care.

1.2 Existing University of Manitoba policies including the Prevention of Learner Mistreatment Policy (PLM, Max Rady College of Medicine), the Responsibilities of Academic Staff with Regard to Students Policy, the Equity, Diversity, and Inclusion Policy (EDI, Rady Faculty of Health Sciences), the Respectful Work and Learning Environment (RWLE) Policy, the Violent or Threatening Behaviour Policy, the Student Non-Academic Misconduct and Concerning Behaviour Procedure, the Student Discipline Bylaw and the Sexual Violence Policy, do not communicate an adequate understanding of the politics of race and the significance of racism as it pertains to Black, Indigenous, and racialized minority learners, staff and faculty. If a policy does not take race into account in a meaningful way, then racism can remain “invisible” or can be deemed to be nonexistent and therefore allowed to persist and potentially increase. This Policy constitutes a formal recognition of racial harassment, racial discrimination, racial vilification, and racism. It is an affirmation of a) the histories of dispossession, enslavement, genocide, and their legacies; b) ongoing settler colonial projects; and c) the humanity, rights, dignity, and safety of Black, Indigenous, and racialized minority learners, staff, and faculty.

1.3 The purpose of this policy is to:

(a) Define the multiple forms of racism that are present in the Rady Faculty of Health Sciences (“RFHS”) and to set out procedures for the reporting of and disruption of racism.

(b) Affirm the responsibility of the RFHS to implement policies, procedures, education, and training to eliminate expression of racism in its myriad forms.

(c) Describe the commitments and proactive steps of the RFHS to foster learning and work environments that fully respect peoples’ right to freedom from racism, racial discrimination, racial harassment, or racial vilification.

(d) Set out the requirements for all RFHS Community members, especially those in an instructional, supervisory or managerial position, who have a duty to educate those for whom they are responsible regarding expectations for respectful conduct, including this Policy. It is further the duty of such individuals to intervene when observing any form of racism impacting learners, staff, or faculty, and to deal appropriately with allegations regarding violations of this Policy.

(e) Set out a fair and consistent process for responding to Disclosures, and/or Formal Complaints of Racial Harassment, Racial Discrimination, Racial Vilification, Racism or Reprisal that ensures that all RFHS Community Members will be treated with dignity, respect, and compassion.

(f) Complement and build upon related policies including the EDI Policy, RWLE Policy, and PLM Policy by defining the multiple forms of racism present within the RFHS and clarifying expectations for anti-racism behaviour and actions in the RFHS.

1.4 More information on the context and background of this Policy is available on the RFHS Office of Anti-Racism website.


2. Definitions

2.1 The terms in this Definition section are defined for the purposes of this Policy:

(a) “Academic Staff” refers to all individuals whose primary assignment is instruction, research, and/or service/academic administration. This includes employees who hold an academic rank such as professor, associate professor, assistant professor, instructor, lecturer, librarian, or the equivalent of any of those academic ranks. This category also includes a dean, director, associate dean, assistant dean, chair, or head of department, visiting scholars, senior scholars, and those holding unpaid academic appointments, insofar as they perform instructional, research, and/or service/academic administrative duties.

(b) “Breach” means any conduct, behaviour, action, or omission that is prohibited under the Disruption of All Forms of Racism Policy, including but not limited to Racial Harassment, Racial Discrimination, Racial Vilification, Racism, Reprisals, and Retaliation.

(c) “Complainant” means the individual or individuals bringing forward a Formal Complaint of a Breach.

(d) “Disclosure” means telling someone about an instance of racial harassment, racial discrimination, racial vilification, or racism. For the purpose of this Policy and the Procedures, a disclosure means telling someone as outlined in section 3.5 of this Policy. A Disclosure does not initiate an Investigation unless a Formal Complaint is made, or the University initiates an Investigation in accordance with the Procedure.

(e) “Faculty Member” means all unionized and non-unionized academic staff of the RFHS, visiting professors, clinicians with academic appointments and including academic staff whose salary or stipend may be paid, in whole or in part, by another organization.

(f) “Formal Complaint” means a complaint to the Office of Anti-Racism, the Office of Professionalism, or the Office of Human Rights and Conflict Management that is in writing and contains, at minimum, the following: 

  • (i) The name of the Complainant and contact information for the Complainant;
  • (ii) A description of the alleged Breach;
  • (iii) The approximate date of the alleged Breach;
  • (iv) The name of the Respondent;
  • (v) Contact information of the Respondent, if known; and
  • (vi) An indication that the Complainant desires the Formal Complaint to be the subject of an Investigation.

(g) “Immediate Measures” are non-disciplinary measures that may be imposed where there is reasonable cause to believe that such arrangements are necessary in order to protect the safety of the learning and working environment, discourage or prevent Reprisal, prevent further incidents, or preserve the University’s ability to conduct a fair investigation. Where circumstances are urgent, or expeditious safety measures are required, Immediate Measures may be imposed prior to the submission of a Formal Complaint. Immediate measures are not based on a finding of a Breach of the policy, are not considered sanctions under any University complaint process, and may not be interpreted or used in a complaint as evidence that the person under the allegation committed misconduct. Immediate Measures may be applied in response to a Disclosure or a Formal Complaint.

(h) “Informal Resolution” means the resolution of an alleged Breach to the satisfaction fo the Complainant and the Respondent without an Investigation being completed.

(i) “Intersectionality” refers to the ways that racism, racial discrimination, racial harassment, and racial vilification are frequently linked/shaped/informed by other elements of identity such as sex, gender identity and expression, class, (dis)ability, and sexuality. Intersectionality disrupts either/or frameworks by offering a lens to represent how different forms of inequality work together and aggravate each other by describing how the various elements of our identities result in some people experiencing multiple oppressions and inequalities simultaneously. 

(j) “Investigation” means a formal investigation of an alleged Breach conducted in accordance with the Procedure.

(k) “Learner” means an individual registered at the University, within a program of the RFHS, or one of its Colleges, on a full-time or part-time basis, or as a special student. A Learner can be at the undergraduate, graduate, or postdoctoral level, and includes medical students, non-professional graduate students, residents, and fellows and individuals registered at another institution, but attending the RFHS on a temporary basis as part of an elective or similar program.

(l) “Racialized” refers to the processes in and through which groups are identified as being a member of a particular race, and subsequently subject to distinct and/or disparate treatment. Racialization is the process through which groups are socially constructed as races according to traits such as phenotype, religion, culture, economics, etc. The concept of racialized locates race as a social and historical construct and takes in to account the fact that racial meanings are dynamic, shaped by the political, economic, and social conditions in which they appear. Processes of racialization include everyone in the system of racial categorization, not simply those typically identified as “raced,” or those commonly identified as “non-white.” E.g., individuals and/or groups are also racialized - as white. Recognition of how we are all racialized, engendered, and sexualized (to name some elements of our identities) makes explicit the existence and organization of racial hierarchies. In sum, to only identify members of Black, Indigenous, and racialized minority communities as “raced,” excludes whiteness from the racial order, because it fails to identify the racialization processes assigned to people of European ancestry .

  • (i) “Racia(lized) minority” refers to groups of people that share historical and  cultural experiences of discrimination, stereotyping, and prejudice, and who are marginalized because they may have negligible, or no access to religious, economic, or social power. Hence, the word minority does not refer to a number or percentage, but to experience.
  • (ii) “Racial(ized) majority” refers to processes of racialization assigned to people of European descent.

(m) “Racism” is the differential treatment of various human racial groups by a dominant racial group rooted in the belief of the superiority of one group over the other. Racism takes many forms, some of which include symbolic, embodied, psychological, institutional/systemic, everyday, and interpersonal. Experiences of racial discrimination, harassment and vilification can be affected by its intersection with other elements of identity such as sex-gender, sexuality, disability, faith/spirituality, and age. The following definitions of different forms of racism are illustrative and not exhaustive. Additional definitions can be found on the RFHS Office of Anti-Racism website.

  • (i) “Anti-Indigenous Racism” refers to the unique nature of prejudice, stereotyping, violence, injustice, and discrimination experienced by Indigenous peoples in Canada. It highlights the history of genocide, dispossession, and settler colonial policies and practices in Canadian institutions and their enduring legacies. Systemic manifestations of anti-Indigenous racism(s) are exhibited in Federal and Provincial policies such as the Indian Act, the Residential School System, child welfare, and criminal justice systems. Anti-Indigenous racism is also manifest in inequitable outcomes in health, education, and in the disproportionate rates of violence against Indigenous women, girls and 2SLGBTQQIA+ people.
  • (ii) “Anti-Black Racism” refers to the stereotyping, attitudes, prejudice, and discrimination aimed at people of African descent. It draws attention to the history of enslavement and colonization and their legacies and emphasizes the particular character of systemic racism directed towards Black people that is manifest in policies and practices embedded in Canadian institutions such as health care, education, employment, and the criminal justice system. Incorporating the concept of intersectionality, anti-Black racism also recognizes the diversity and complexity of Black peoples, including Black peoples across the gender spectrum, Black persons with disabilities, and Black peoples in LGBTQQIA+ communities (e.g., anti-Black gendered racism, anti-Black homophobia etc.). 
  • (iii) “Everyday Racism” refers to the “mundane” elements of everyday life that are typically not recognized because these manifestations of racism have become so normalized that they are typically not identified as racism. Everyday racism refers to tone, language, a gaze, forms of surveillance (in public spaces), differential treatment/service (being ignored in the learning/clinical environment, denying the reality of a Black, Indigenous, or racialized minority person, or the expectation that one can speak for all members of a racialized minority group) and actions such as moving when an Indigenous, Black, or racialized minority student is seated beside a person on the bus or in the classroom. Everyday racism is multidimensional, and its impact is cumulative. 
  • (iv) “Gendered Racism” refers to the allocation of resources along racially and ethnically ascribed understandings of masculinity and femininity as well as along gendered forms of race and ethnic discrimination.
  • (v) “Interpersonal Racism” refers to attitudes, ideas, and behaviours that support, and therefore reinforce, racial inequality. It is important to note that interpersonal and institutional racism function both independently and in concert. 
  • (vi) “Systemic/Institutional Racism” refers to the arrangements and practices that maintain racial hierarchies and racial inequality. It comprises policies, behaviours and practices that are part of the social, cultural, or administrative elements of an organization and which produce or maintain positions of disadvantage for racialized minority individuals.
  • (vii) “Racial Discrimination” refers to behavior that impedes and disadvantages people, by withholding benefits, opportunities due to their perceived race, colour, nationality, ethnicity, ethno-religious or national origin. 
  • (viii)    “Racial Harassment” refers to an incident or a series of incidents having the effect of intimidating, offending, or harming an individual or group because of their perceived ethnic origin, race or nationality. This includes verbal and/or physical abuse, insults and name-calling, bullying, threatening behaviour, damage to property, displaying and/or sharing racially offensive material and encouraging others to commit racist acts.
  • (ix)    “Racial Microaggressions” are everyday slights, indignities, put downs and insults that Black, Indigenous, or racialized minority individuals experience in their day-to-day interactions with people. They can consist of racial microassaults (often said privately), racial microinsults (e.g., demeaning of racial identity) and racial microinvalidations (e.g., “I don’t see colour”).
  • (x) “Racial Vilification” refers to a public act that inspires or provokes others to hate, have disrespect, or ruthlessly deride a person or group of people due to their perceived race, colour, nationality, ethnicity or ethno-religious or national origin.

(n) “Reprisal and Retaliation” means any measures taken against a Complainant, Respondent, or any other person because they have asked for advice regarding this Policy or Procedure, brought forward allegations of a Breach or made a Formal Complaint, or cooperated with an Investigation and when learners report patient related incidents of racism. Reprisal and Retaliation measures include, but are not limited to:

  • (i) Discipline; 
  • (ii) Academic Penalties (in the case of learners);
  • (iii) Not working with specific staff (in the context of residency education and medicine);
  • (iv) Demotion;
  • (v) Termination of employment;
  • (vi) Termination of academic employment;
  • (vii) Non-standardized metrics such as reference letters and monthly performance evaluations;
  • (viii) Any other measure which significantly adversely affects working conditions or educational experience; and 
  • (ix) A threat to take any of the measures referred to above. 

(o) “Respondent” means an individual or individuals accused of having caused or contributed to a Breach.

(p) “RFHS Community” means all RFHS members including Faculty/College/School Councils, employees, anyone holding an appointment with the RFHS, Learners, volunteers, external parties, contractors, and suppliers.

(q) “RFHS Matter” means any activity, event, or undertaking in which a member of the RFHS Community participates, which has a substantial connection to the RFHS, such as: 

  • (i) RFHS-related activities or events, including but not limited to:
    • Any activity or event on property owned or controlled by the RFHS;
    • Learner placements, practica, or clinical training; 
    • RFHS research activities, whether on or off campus;
    • Learner and/or employee exchanges arranged in connection with the RFHS;
    • Social events or networking, where matters regarding the RFHS or members of the RFHS Community are a significant focus of the activity;
    • RFHS field trips, travel-study tours, service-learning activities, and similar activities. 
  • (ii) Activities or events involving members of the RFHS Community, where the actions of those members of the RFHS Community may reasonably reflect upon or affect the RFHS, including but not limited to:
    • Any aspect of the employment or engagement of employees and contractors for roles and projects substantially connected to the RFHS;
    • Writings, photographs, artwork, audio or video recordings, and/or electronic communications, including communications through social media, where matters regarding the RFHS Community are a significant focus of the communication;
    • Matters related to The University of Manitoba Students’ Union, the Graduate Students’ Association, and their affiliated Learner groups to the extent that it affects the proper functioning of the RFHS or the rights of a member of the RFHS Community to use and enjoy the RFHS’s learning and working environments; or
    • Matters of off-campus conduct that have, or might reasonably be seen to have, an adverse effect on the proper functioning of the RFHS or the rights of a member of the RFHS Community to use and enjoy the RFHS’s learning and working environments.

(r) “Third Party Reporting” refers to a form of anonymous reporting where someone who has experienced racism can report it through someone else (described further below) who then accesses one of the established reporting mechanisms to report the experience.

(s) “Racial Equity Impact Assessment” (REIA) is a systematic examination of how different racial and ethnic groups will likely be affected by a proposed action or decision. REIAs are used to minimize unanticipated adverse consequences in a variety of contexts, including the analysis of proposed policies, institutional practices, programs, plans and budgetary decisions.

Responsibilities of the Rady Faculty and university community 

Rady Commitments 

2.2 The RFHS is committed to fostering learning and work environments that fully respect peoples’ right to freedom from racism, racial discrimination, racial harassment, or racial vilification. The RFHS is therefore committed to:

(a) Making available and actively promoting materials/resources/activities to support members of the RFHS Community in their efforts to understand and address racism, racial discrimination, racial harassment, or racial vilification;

(b) Encouraging individuals to bring concerns about an alleged Breach to an appropriate authority, and protecting those who bring forward such allegations against Reprisal;

(c) Supporting those impacted by racism, racial discrimination, racial harassment, or racial vilification through academic, nonacademic, workplace, and other supports or accommodations as required;

(d) Ensuring a trauma-informed and Intersectional approach to the implementation of this Policy and the Procedure;

(e) Ensuring barriers to the application of this Policy are reduced, including that individuals will not be asked to repeat their accounts more than is necessary for the implementation of this Policy or the Procedure;

(f) Ensuring that following a Disclosure, or a Formal Complaint of racism, racial discrimination, racial harassment, or racial vilification, all University Community members are treated with compassion, dignity and respect, and provided with support throughout the process;

(g) Responding to racism, racial discrimination, harassment, or vilification in a manner that minimizes traumatization or retraumatization, and promotes recovery, empowerment, and self-determination, subject to the limits of confidentiality and the RFHS’s community safety obligations as set out in this Policy and the Procedure.

(h) Respecting the privacy of those impacted by racism, racial discrimination, racial harassment, or racial  vilification in accordance with the Procedure;

(i) Implementing appropriate immediate measures that ensure fairness;

(j) Monitoring and updating University Policies and protocols to ensure that they remain effective and in line with other existing Policies and best practices; and

(k) Implementing this Policy and the Procedure with transparency and accountability, including applying this Policy to all members of the RFHS Community regardless of a person’s social position, or position with the University structures or hierarchies.

Rady community responsibilities 

2.3 Fostering learning and work environments that fully respect peoples’ right to freedom from racism, racial discrimination, racial harassment, or racial vilification is a responsibility of all members of the RFHS. The Faculty calls for all members of the University community, especially those in instructional, supervisory, or managerial positions to: 

(a) Bring forward evidence of a Breach of which they become aware to the Office of Anti-Racism;

(b) Deal appropriately with allegations regarding Breaches or other violations of this Policy or Procedure;

(c) Provide reasonable cooperation in an Investigation of a Breach;

(d) Be aware of their responsibilities and educate themselves as to the expectations and reporting requirements under this Policy and the Procedure; and;

(e) Educate those for whom they are responsible regarding expectations for safe and respectful conduct, including this Policy and Procedure.

Education, training and support 

2.4 Education is a fundamental aspect of the University’s commitment to preventing and addressing racism, racial discrimination, racial harassment, or racial vilification. The RFHS will provide access to coordinated education and resources pertaining to responding to, and raising awareness about racism, racial discrimination, racial harassment, or racial vilification. Proactive measures that will be taken by the RFHS will be grounded in the Guiding Principles of this Policy, and include implementing and actively promoting education, awareness, and racial literacy, in multiple fully accessible formats and tailored to multiple audiences.

Autonomy in disclosure and/or formal complaints

2.5 A person who has made a Disclosure and/or Formal Complaint of racism, racial discrimination, racial harassment, or racial vilification has autonomy in decision-making, and in particular with respect to whom to disclose, whether to make a Formal Complaint, whether to pursue recourse to the criminal or civil justice systems, and whether to access available supports and accommodations.

2.6 Notwithstanding section 2.5, there are exceptions, as the University also has an obligation to protect the University community from harm. The University reserves the right to initiate a University Instituted Investigation in accordance with the Procedure, and/or to report the incident to local police services, even without the consent of the Complainant, if it is believed that the safety of the University Community is at risk. In cases where actions are taken without the consent of the Complainant, reasonable efforts will be made to preserve the anonymity of the Complainant. In addition, the Complainant will be notified of the actions the University intends to take in order that the Complainant can work with the University to take any additional safety precautions that may be required as a result of the University’s actions.

Annual report

2.7 The Office of Anti-Racism will produce and provide an annual report to the Vice-Dean of Indigenous Health, Social Justice, and Anti-Racism outlining:

(a) Information on activities undertaken to raise awareness and contribute to organizational change, including the type of activity and the number of students and staff who attend;

(b) De-identified data regarding the number and types of Disclosures and Formal Complaints received;

(c) De-identified data on fairness factors such as time to process and the identity of investigators;

(d) Information regarding observable trends and commentary on the implementation and effectiveness of the Policy; and

(e) Other relevant information which may further the implementation of the Policy and its Procedure.

(f) The annual report will be made available to the RFHS University Community.


3. Policy and procedure statements

3.1 The RFHS is committed to taking the necessary steps to ensure that no RFHS Community member is subjected to Racism, Racial Discrimination, Racial Vilification, and Racial Harassment while participating at the RFHS and to interrupt and address Racial Violence when it is identified.

3.2 This Policy applies to members of the RFHS Community in relation to any RFHS Matter.

3.3 Examples of Racism include, but are not limited to the following actions which the person experiencing them believes are based on perceived race, colour, nationality, ethnicity, ethno-religious (e.g. anti-Semitism or Islamophobia) or national origin of an individual or group:

Interpersonal

(1) Racial stereotyping or racial profiling of individuals on campus.

(2) Subjecting an individual to racially or ethnically offensive remarks, names, slurs, racial epithets, or jokes.

(3) Singling out an individual for teasing, comments, or jokes related to race, ancestry, place of origin, or ethnic origin.

(4) Circulating racially offensive jokes, pictures, comments, or cartoons by email/social media.

(5) Comments ridiculing individuals because of race-related characteristics, religious dress, or iconography.

(6) Failing to deal with racial incidents or downplaying the seriousness of such conduct e.g., “that was not their intent,” “they were joking,” “I am not racist,” “I am a good person.”

(7) Characterizing normal communication from Black, Indigenous, and racialized minority learners, staff, and faculty as rude, hostile, or aggressive.

(8) Treating normal differences of opinion as confrontational or insubordinate when involved with Black, Indigenous, and racialized minority persons.

(9) Treating Black, Indigenous, and racialized minority individuals’ responses to racial incidents or bullying as a disciplinary problem without dealing with the underlying incident or considering the underlying incident as a mitigating factor. 

(10) Differential disciplinary action for Black, Indigenous, or racialized minority individuals vs. members of the racial(ized) majority.

(11) Racist graffiti.

(12) Penalizing a person for failing to get along with someone else (e.g., colleague, manager, fellow learner), when one of the reasons for the tension is racially discriminatory attitudes or behaviour.

(13) Using a racial epithet.

(14) Disparaging an individual based on their race.

(15) Attributing the same characteristics to all members of a group, regardless of individual differences.

(16) Failing to hire, train, mentor or promote a racialized minority person. Racialized minority persons may find themselves subjected to excessive performance monitoring and documentation or deviation from written policies or standard practices or may be more seriously blamed for a common mistake.

(17) Normal differences of opinion or failing to get along with a co-worker/colleague/learner may be treated as more serious when a racialized minority person is involved.

(18) Contrasting how a racialized minority person was treated with how others were treated in a comparable situation.

(19) A non-existent contradictory or changing explanation for why a racialized minority person was targeted.

(20) Denial of mentoring or developmental opportunities and training which were made available to others.

(21) Subjecting Black, Indigenous, or racialized minority individuals to threatening gestures. Verbally abusing, belittling, insulting, ridiculing or yelling or speaking in a sarcastic manner in public or private.

(22) Assigning Black, Indigenous, or racialized minority individuals less desirable positions or duties or assigning duties as punishment rather than education.

(23) Disproportionate blame for an incident or singling out a Black, Indigenous, or racialized minority individual for arbitrary treatment that is punitive.

(24) Belief in the inherent superiority of one racial group, over another, through actions or criticism conducted in public that can be interpreted as embarrassing, humiliating, and/or demeaning.

(25) Incident or a series of incidents having the effect of intimidating, offending or harming a Black, Indigenous, or racialized minority individual or group.

(26) Exclusion from formal or informal networks or opportunities. Neglecting or leaving a Black, Indigenous, or racialized minority individual out of the communication thread.

(27) Not providing racialized minority individuals with clear work/learning expectations yet holding them responsible for the expectations.

(28) Committing an act of physical abuse or violence of any kind (e.g., throwing objects, aggressive violation of personal space) against a Black, Indigenous, or racialized minority individual.

(29) Making unwelcome sexual comments, jokes, innuendos, or taunting remarks about sexuality, gender identity, and expression.

(30) Using grades/poor reviews as punishment rather than as an objective evaluation of performance.

(31) Threatening to fail, give lower grades, poor performance review or give a poor evaluation for anything other than documented performance issues.

(32) Looks of contempt/hate.

(33) Subjecting an individual to inappropriate references to racist organizations. 

Systemic/institutional

(34) Not allowing for time off for religious or spiritual practices other than Christian holidays.

(35) Differential career trajectories, opportunities (e.g., time to promotion and/ or tenure) for different Black, Indigenous, or racialized minority populations.

(36) Patterned exclusion from formal or informal networks, thereby providing advantages to the racial(ized) majority while disadvantaging others.

(37) Application of differential practices such as excessive monitoring, documentation, and performance assessments, or deviation from written policies or standard practices to Black, Indigenous, or racialized minority populations.

(38) Differential disciplinary action for Black, Indigenous, or racialized minority populations.

(39) Disproportionate blame for an incident on Black, Indigenous, or racialized minority populations.

(40) Unequal opportunity for employment related to hiring practices, union rules around seniority.

(41) Failing to deal with racial incidents or downplaying the seriousness of such conduct (e.g., “that was not their intent”). 

3.4 All new policies, procedures, and programs, and, at the time of their review, all existing policies, procedures and programs, of the RFHS and its member Colleges will undergo a Racial Equity Impact Assessment (REIA) to identify any potential elements of systemic/institutional racism and propose mitigating measures. These REIAs will be done by the person/committee responsible for the policy, procedure, or program in partnership with the Anti-Racism Expert Working/Advisory Group and submitted with the draft policy, procedure, or program to the appropriate College or Faculty decision-making body.

3.5 “No Wrong Door” disclosing of experiences of Racism. For members of the RFHS, this approach centers the needs of the person(s) who has experienced Racism, and is trauma- and violence-informed in its processes. The procedures for a directly ordered informal review, or formal investigation and remediation/resolution of experiences of racism may rely on existing mechanisms, or may proceed according to procedures set out in the accompanying Anti-Racism Guidelines and Processes for  Disclosure and Reporting Document. This will be enhanced with the participation of individuals with specific anti-racism expertise, for example, the individual can request a Black, Indigenous, or racialized minority person as a support to accompany them throughout the Complaint process. 

3.6 Existing potential mechanisms to report and address experiences of Racism that have procedures detailed in other related or relevant policies and include:

(a) The Speak Up button (anonymous or non-anonymous reporting) and the Max Rady College of Medicine Prevention of Learner Mistreatment Policy and the RFHS Prevention of Learner Mistreatment Guideline.

(b) Report to a manager, supervisor, course leader, Department Head, Dean, or other trusted Academic Staff or Faculty Member who is expected to provide the person(s) with options for formal or informal reporting;

(c) Report to the Office of Human Rights and Conflict Management;

(d) Report to the Office or Associate Dean of Professionalism (currently Medicine only).

3.7 Nothing in this Policy is intended to discourage or prevent a member of the RFHS Community from filing a complaint with the Manitoba Human Rights Commission, professional regulatory bodies, or from exercising any other legal rights pursuant to any other law or policy.

3.8 In addition to the existing potential reporting mechanisms, breaches of this Policy can be reported through a third party(ies). Third Party Reporting can be an important procedure to address under-reporting of racism. Third Party Reporting offers the option of reporting the details of an experience or experiences of racism anonymously when individuals are not ready or willing to participate in an investigation because of the risk of reprisal or further racial violence. Third Party reporting may result in a directly ordered informal review, a Racial Equity Impact Assessment, or remediation/resolution of experiences of racism may rely on existing mechanisms, or may proceed according to procedures set out in the accompanying Anti-Racism Procedure Document.

3.9 Disciplinary options may be limited for breaches of this Policy reported anonymously or using Third Party reporting where that results in the unavailability of sufficient information. This does not preclude remedial action based on the information available or disciplinary action where the information available is sufficient or where a previous pattern of behaviour has been established through previous reporting (anonymous or non-anonymous).

3.10 When any form of Racism occurs and is reported, remedial measures will depend on multiple factors including the input of the person(s) who experienced the Racism (e.g. they have the right to determine the path/course of action, namely whether the complaint is formal or informal, and through what process the complaint is made), the circumstances, the seriousness of the behaviour, the frequency or duration of the behaviour, any mitigating factors and applicable University policy, bylaw, collective agreement or academic regulation. The following list provides examples of remedial measures and is not meant to be exhaustive or necessarily represent a progression of measures:

  • Attendance at educational sessions on antiracism with evidence of reflective learning;
  • A restorative justice-based approach to mediation when all parties are willing;
  • Prohibited or restricted access to the work or learning environment;
  • Academic consequences such as remediation, probation, notation on the performance record, dismissal/expulsion from the program of the RFHS/its College, termination of the academic appointment;
  • Disciplinary consequences according to applicable policies and procedures for Faculty Members and staff;
  • Reporting to legal authorities if the actions represent a potential violation of the Canadian Criminal Code.

3.11 “Protection from Reprisal, Retaliation, or Threats”

  • A Complainant, Respondent, witness, and/or any other person who has sought advice regarding the Disruption of All Forms of Racism Policy, who has brought forward allegations of a Breach, who has made a Formal Complaint, who has cooperated with an Investigation, is entitled to be protected from Reprisal, Retaliation or Threats. An individual may complain about an alleged Reprisal, Retaliation, or Threat to the Investigator, the Office of Professionalism, the Office of Anti-Racism, or to the OHRCM.
  • Upon observing or being notified of an alleged Reprisal, Retaliation, or Threat the Investigator may:  
    • (a) Investigate and include in their Investigation Report information relating to the alleged Reprisal, Retaliation, or Threat; and
    • (b) If the matter is urgent, refer the information regarding an alleged Reprisal, Retaliation, or Threat to the Office overseeing the investigation (which may be the Office of Anti-Racism, the Office of Professionalism, or OHRCM). 
  • Where the Investigator refers an urgent allegation of Reprisal to the Office of Anti-Racism, Office of Professionalism, or OHRCM, the person responsible will advise any such persons as believed necessary to discuss and implement Immediate Measures.
  • Notwithstanding the definition of Reprisal, Retaliation, or Threat at section 2.1(k) of this Policy, it is not a Reprisal or Retaliation for the University to implement discipline or take other measures against an individual if: 
    • (a) The individual has interfered or attempted to interfere with an Investigation;
    • (b) The person made a Formal Complaint or allegations in bad faith;
    • (c) The individual has materially breached the Disruption of All Forms of Racism Policy;
    • (d) Discipline is otherwise warranted against the individual under applicable legislation or common law, or University policies, procedures, or bylaws.

4. Review and effect on previous statements

4.1 The review date this Policy and Procedure is five (5) years from the date it is approved by the approving body.  In the interim, this document may be revised or repealed if: 

(a) The Dean, RFHS & Vice-Provost (Health Sciences), with appropriate approvals, deems it necessary or desirable to do so;

(b) It is no longer legislatively or statutorily compliant; and/or

(c) It comes into conflict with another governing document of the RFHS or the University of Manitoba.

4.2 If this document is revised or repealed, any related RFHS documents shall be reviewed as soon as possible to ensure that they comply with the revised document, or, are in term revised, or repealed.

4.3 This Policy supersedes all previous governing documents dealing with the subject matter addressed in this document.


5. References

This policy should be cross-reference to the following relevant governing documents, legislations and forms:

5.1 The Human Rights Code, C.C.S.M. c. H175;

5.2 The International Convention on the Elimination of all Forms of Racial Discrimination;

5.3 The Max Rady College of Medicine Prevention of Learner Mistreatment Policy;

5.4 The United Nations Declaration on the Rights of Indigenous Peoples;

5.5 The University of Manitoba Respectful Work and Learning Environment (RWLE) Policy;

5.6 The University of Manitoba Disclosures and Complaints Procedure;

5.7 The University of Manitoba Responsibilities of Academic Staff with Regard to Students Policy and Procedure;

5.8 The University of Manitoba Sexual Violence Policy;

5.9 The University of Manitoba Violent or Threatening Behaviour Policy and Procedure;

5.10 The University of Manitoba Student Discipline Bylaw and Procedure.


6. Sources

6.1 Alberta Civil Liberties Research Centre Glossary

6.2 Alexander, C., & Knowles, C. (2005). Introduction. In C. Alexander, & C. Knowles (Eds.), Making race matter: Bodies, space and identity (pp. 1-16). New York, NY: Palgrave Macmillan.

6.3 Andersen, M. L. (2020). Getting smart about race. Lanham, MD: Rowman & Littlefield.

6.4 Black Health Alliance. (2018). 

6.5 Crenshaw, K. W. (1994). Mapping the margins: Intersectionality, identity politics, and violence against women of color. In M. A. Fineman (Ed.), The public nature of private violence: women and the discovery of abuse (pp. 93-120). New York, NY: Routledge.

6.6 Delgado, R., & Stefancic, J. (2017). Critical race theory: An introduction. New York, NY: New York University Press.

6.7 Essed, P. (2002). Everyday racism: A new approach to the study of racism. In P. Essed, & D. T. Goldberg (Eds.), Race critical theories: Text and context (pp. 176-194). Malden, MA: Blackwell.

6.8 Essed, P. (n. d.). Towards a methodology to identify converging forms of everyday discrimination.

6.9 Hall, S. (1996). Race the floating signifier. The Media Education Foundation.

6.10 Kendi, I. (2016). Stamped From the Beginning: the definitive history of racist ideas in America. New York, NY: Nation Books.

6.11 Matsuda, M. J., Lawrence III, C. R., Delgado, R., Words, & Crenshaw, K. W. (1993). Words that wound: Critical race theory, assaultive speech, and the First Amendment. New York, NY: Routledge.

6.12 Ontario Human Rights Commission: Appendix 1: Glossary of human rights terms.

6.13 Reclaiming Power and Place: The Final Report of the National Inquiry into Missing and Murdered Indigenous Women and Girls. (2019). Volume 1 b.

6.14 Scarborough National Charter on Anti-Black Racism and Black Inclusion in Canadian Higher Education: Principles, actions, and accountabilities (2022).

6.15 Steinmetz, K. (February 20, 2020). “She coined the term ‘intersectionality’ over 30 years ago. Here’s what it means to her today.” Time magazine.

6.16 Truth and Reconciliation Commission of Canada: Calls to Action (2015).

6.17 United Nations: International Convention on the Elimination of All Forms of Racial Discrimination (1969).

6.18 United Nations: Declaration on the Rights of Indigenous Peoples (2007).

6.19 United Nations. Report of the Working Group of Experts on People of African Descent on its Mission to Canada (2017).

6.20 University of Alberta Reporting Options for Survivors of Sexual and Gender Based Violence. (2023).

6.21 Wing Sue, D., Capodilupo, C. M., Torino, G. C., Bucceri, J. M., Holder, A. M. B., Nadal, K. L., & Esquilin, M. (2007). Racial microaggressions in everyday life: Implications for clinical practice. American Psychologist, 62(4), 271-286.

6.22 Working Glossary. Addressing Racism: An Independent Investigation into Indigenous-Specific Discrimination in B.C. Health Care (2020).


7. POLICY CONTACT

Please contact The Rady Office of Anti-Racism, RFHS, with questions regarding this document. 

Equity, diversity and inclusion

Policy name Equity, diversity and inclusion
Application and scope Staff, faculty members and learners of the Rady Faculty of Health Sciences and its colleges and programs
Approved date February 4, 2020
Review date Five (5) years from approval date
Revised date  
Approved by Dean’s Council, Rady Faculty of Health Sciences: January 21, 2020 / Faculty Executive Council, Rady Faculty of Health Sciences: February 4, 2020

1. PREAMBLE AND COMMITMENT

1.1 On January 26, 2018 (revised January 21, 2020), the Rady Faculty of Health Sciences (“RFHS”) and its Colleges of Dentistry, Medicine, Nursing, Pharmacy and Rehabilitation Sciences (collectively, the “Colleges”) agreed upon a joint commitment of Equity, Diversity and Inclusion (also referred to herein as “EDI”) which included the commitment of ensuring that its learners, faculty, and staff are reflective of the population served.

1.2 The RFHS wishes to set out its commitment to EDI into policy form, in an effort to promote and support a community that embraces EDI, provides for equality of opportunity and recognizes the dignity of all people.

1.3 The RFHS acknowledges its location on Treaty 1 Territory, acknowledges its obligation to provide service to diverse Indigenous communities and is committed to implementing the Calls to Action and Principles of Reconciliation issued by the Truth and Reconciliation Commission of Canada (“TRC”). In furtherance of this commitment, the RFHS pledges to work with Ongomiizwin, the Indigenous Institute of Health and Healing, in accordance with the RFHS Reconciliation Action Plan, led by Ongomiizwin.

1.4 Equity, Diversity and Inclusion are linked to all five University of Manitoba’s Strategic priorities:

  1. Inspiring Minds through innovating and quality teaching;
  2. Driving Discovery and Insight through excellence in research, scholarly work and other creative activities;
  3. Creating Pathways to Indigenous Achievement;
  4. Building Community that creates an outstanding learning and working environment; and
  5. Forging Connections to foster high impact community engagement that build on the advantages of a diverse and inclusive workplace.

1.5 Equity, Diversity and Inclusion align with the RFHS’ shared set of values in community and collaboration, scholarship and innovation, equity and inclusion, professionalism and social accountability.

1.6 Learners, faculty and staff are to be free from harassment and discrimination, as defined in The Human Rights Code (Manitoba) and in accordance with the University of Manitoba’s Respectful Work and Learning Environment (RWLE) Policy. That is, all Learners, faculty and staff, regardless of race, ethnicity, colour, religious beliefs, national origin, rurality, gender, age, sexual orientation, disability, political beliefs, language, or socio-economic status, are to be valued for their individuality, advanced academic pursuits, and contributions to the diversity and functions of the RFHS and the University of Manitoba. Unacceptable discrimination, including racism, micro aggressions, sexism, ableism, ageism, homophobia and transphobia will not be tolerated. An RFHS Anti-Racism policy is currently in development.

1.7 Learners, faculty and staff are to be free from harassment and discrimination, as defined in The Human Rights Code (Manitoba) and in accordance with the University of Manitoba’s Respectful Work and Learning Environment (RWLE) Policy. That is, all Learners, faculty and staff, regardless of race, ethnicity, colour, religious beliefs, national origin, rurality, gender, age, sexual orientation, disability, political beliefs, language or socio-economic status, are to be valued for their individuality, advanced academic pursuits, and contributions to the diversity and functions of the RFHS and the University of Manitoba. Unacceptable discrimination, including racism, micro aggressions, sexism, ableism, ageism, homophobia and transphobia will not be tolerated. An RFHS Anti-Racism policy is currently in development.

Learners, faculty or staff found to have engaged in such conduct will be counselled, warned or disciplined. Severe or repeated breaches will lead to formal discipline up to and including leave without pay or dismissal.


2. PURPOSE

2.1 To set out the minimum principle-based requirements to be implemented by the RFHS and its member Colleges in accordance with their joint commitment to Equity, Diversity and Inclusion. We, individually and collectively, are committed to ensuring the following:

  1. The RFHS community is a safe and welcoming place for all people.
  2. All Learners, faculty, staff and other individuals in the RFHS community are respected.
  3. The RFHS community is stronger because it recognizes, embraces and values its differences.
  4. The faculty, staff and Learner populations are representative of the populations we serve in Manitoba.
  5. We seek to understand the effects of colonization on Indigenous communities.
  6. We treat each other with unconditional respect.
  7. We are accountable to each other for our behaviour.
  8. We are open, honest and authentic in our dealings with each other.
  9. We will take action and speak up when we believe others are disrespected in our presence.
  10. We will continually grow and learn together to be a strong community of valued people.

3. DEFINITIONS

3.1 “Diversity” includes all the ways in which people differ, and it encompasses all the different characteristics that make one individual or group different from another. It is all-inclusive and recognizes everyone and every group as part of the diversity that should be valued. A broad definition includes not only race, ethnicity, and gender - the groups that most often come to mind when the term “diversity” is used — but also age, national origin, religion, disability, sexual orientation, socioeconomic status, education, marital status, language, and physical appearance. It also involves different ideas, perspectives, and values. 

3.2 “Equity” is the guarantee of fair treatment, access, opportunity, and advancement for all Learners, faculty, and staff, while at the same time striving to identify and eliminate barriers that have prevented the full participation of some groups. The principle of equity acknowledges that there are historically underserved and underrepresented populations and that fairness regarding these unbalanced conditions is needed to assist equality in the provision of effective opportunities to all groups.

3.3 “Historically Under-Represented Groups” means the four designated groups pursuant to the Employment Equity Act: women, Indigenous peoples, persons with disabilities, and members of racialized communities, as well as other historically under-represented groups such as 2STLGBQ+1, refugee and immigrant groups as well as others.

Note: “2STLGBQ+” is an acronym describing sexual and gender minority communities namely the two-spirit, transgender, lesbian, gay, bisexual, queer and questioning community. The “+” recognizes the diversity of identities and represents many more sexual orientations and gender identities not captured within the acronym.

3.4 “Inclusion” is the act of creating environments in which any individual or group can be and feel welcomed, respected, supported, and valued to fully participate. An inclusive and welcoming climate embraces differences and offers respect in words and actions for all people.

3.5 “Indigenous peoples” means First Nations, Metis and Inuit people.
“Learner” means an individual registered, enrolled, or classified as a student within or with the University of Manitoba, participating in any of the College programs or Rady Faculty of Health Sciences programs including the IHP Program.

3.6 “Learner” means an individual registered, enrolled, or classified as a student within or with the University of Manitoba, participating in any of the College programs or Rady Faculty of Health Sciences programs including the IHP Program.

3.7  “Principles of Reconciliation” are as documented by the Truth and Reconciliation Commission of Canada to guide its renewed relationships with First Nations, Metis, and Inuit people. As set out in the RFHS Reconciliation Action Plan, these principles include:

  1. The United Nations Declaration on the Rights of Indigenous Peoples is the framework for reconciliation.
  2. First Nations, Inuit and Metis peoples have Treaty, constitutional and human rights that must be respected.
  3. Reconciliation is a process of healing of relationships that requires truth sharing, apology, and commemoration that acknowledge and redress past harms.
  4. Reconciliation requires constructive action on addressing the ongoing legacies of colonialism that have destructive impacts on Indigenous peoples’ health.
  5. Reconciliation must create a more equitable society and close the gaps in health.
  6. All Canadians share the responsibility.
  7. The perspectives and understandings of Traditional Knowledge Keepers are vital.
  8. Reconciliation requires political will, joint leadership, trust building, accountability, transparency and a substantial investment of resources.

1 “2STLGBQ+” is an acronym describing sexual and gender minority communities namely the two-spirit, transgender, lesbian, gay, bisexual, queer and questioning community. The “+” recognizes the diversity of identities and represents many more sexual orientations and gender identities not captured within the acronym.


4. POLICY STATEMENTS

Equity, Diversity and Inclusion Commitment

 4.1 The RFHS and its Colleges commit to embedding Equity, Diversity and Inclusion throughout every area and level of the RFHS and the Colleges. In that respect, the RFHS Equity, Diversity & Inclusion Committee is established to act as the main discussion and advisory committee to the RFHS Dean & Vice-Provost (Health Sciences) in relation to issues of Equity, Diversity & Inclusion.

Faculty and Staff – Recruitment (Selection and Hiring)

 4.2 The RFHS and its Colleges shall promote and implement inclusive recruitment and hiring practices, including implementing measures for the identification and removal of artificial barriers to the selection and hiring of Historically Under-Represented Groups, and to take steps to improve the employment status of these groups by increasing their participation in all levels of employment. At a minimum:

a) Best practices will be developed for promoting Equity, Diversity and Inclusion at each stage of planning for, recruiting, hiring and retaining diverse faculty and staff, and will actively implement employment equity;

b) Targeted outreach and selection methodologies will be used that avoid biases and barriers to address areas of under-representation of Historically Under-Represented Groups;

c) Training for all search and selection committees will be provided to ensure the recruitment and retention of diverse faculty and staff, avoiding unintended bias and building strategies to build diverse candidate pools.

Faculty and Staff Retention (Training, Development and Mentorship)

 4.3 The RFHS and its Colleges commit to implementing Equity, Diversity and Inclusion efforts in its retention (including training, development and mentorship) of its faculty and staff. In particular, the RFHS and its Colleges shall, at a minimum:

a) Review the RFHS/College’s current orientation process for new staff and faculty to ensure it is effectively welcoming and connecting with new members;

b) Implement systemic ways to ensure women and other Historically Under-Represented Groups achieve leadership positions within the RFHS/College;

c) Review and enhance the career-planning and mentoring system(s) for faculty and staff.

Learners – Recruitment, Admissions and Retention

 4.4 The RFHS and its Colleges commit to:

a) Recruitment and retention of Learners from Historically Under-Represented Groups, to ensure Learners are a reflection of the population the RFHS/Colleges serve. The RFHS/Colleges shall review and revise, as necessary, their admissions policies, procedures and requirements to reflect this commitment.

b) Ensure all Learners receive orientation to Equity, Diversity and Inclusion. 

Learners - Curriculum

4.5 The RFHS and its Colleges commit to provide a diverse educational experience for all Learners through an inclusive curriculum that:

a) Is inclusive, respectful, safe and free from mistreatment;

b) Reflects the perspectives and experiences of a pluralistic society;

c) Reflects the perspective, world views and contributions of Indigenous communities;

d) Promotes understanding of health disparities and inequities;

e) Builds insight about Historically Under-Represented Groups and populations and the capacity to serve them competently;

f) Provides curricular learning experiences that include patient cases that represent diversity within the curriculum, as well as a variety of practice settings (such as First Nations communities; small, remote, northern and rural communities; complex health care facilities; community health agencies);

g) Fosters learner interaction in small group sessions;

h) Develops service-learning experiences with volunteer and community groups.

The RFHS/Colleges shall review and revise, as necessary, their curriculum to reflect this commitment.

Accessibility

4.6 The RFHS and its Colleges commit to cultivate positive dialogue about stereotypes regarding accessibility and accommodation, with a focus on improving the understanding of the needs, the process for accommodation, and how accommodations are beneficial. The RFHS/Colleges shall review their practices and processes to ensure compliance with applicable legislation and complementary policies.

Committees

4.7 The RFHS and its Colleges will strive to achieve diverse membership among their standing and ad hoc committees, working groups, consultants, advisory and community partners, to ensure differing perspectives and experiences with the goal of maintaining objectivity and a balanced skill-set for matters under review and consideration.

Skill-Building Workshops

4.8 The RFHS and its Colleges will initiate skill-building workshops for Learners, faculty and staff aimed at addressing Equity, Diversity and Inclusion goals and challenges.

Research

4.9 The RFHS and its Colleges encourage research that responds to the needs of the population the RFHS and its Colleges serve, and encourages compliance with the Equity, Diversity and Inclusion Action Plan of the Canada Research Chairs as well as other EDI plans that may be applicable.

Outreach

4.10 The RFHS and its Colleges will actively seek out and build partnerships, including supporting outreach programs and initiatives with communities, schools, diverse community organizations and individuals, including Indigenous peoples, in order to create, maintain and enhance career pathing programs and social accountability initiatives, coordinated through the RFHS Office of Community Engagement and other units of the RFHS and member colleges (e.g., Ongomiizwin). 

Communications

 4.11 RFHS External Relations shall ensure the commitment to Equity, Diversity and Inclusion be considered and featured in print ads, website materials and other materials used for Learners, faculty, staff and public promotion.

All Faculty, Staff and Learners

 4.12 All Learners, faculty, and staff of the RFHS and its Colleges are responsible to:

  • Educate themselves on matters relating to Equity, Diversity and Inclusion;
  • Create and maintain a respectful working and learning environment that respects and values the rights and dignities of all individuals;
  • Report any activity that is contrary to the Prevention of Learner Mistreatment Policy or the University of Manitoba Respectful Work and Learning Environment Policy, including use of the “Speak Up” button.

5. PROCEDURE STATEMENTS

Implementation Plan

5.1 The above policy statements are minimum principle-based requirements. Working through the RFHS Director, Equity, Diversity and Inclusion, implementation/action plans will be developed for each policy statement, which may include the establishment of working groups to develop specific action items.

RFHS and College Leads

5.2 At the request of the RFHS Director, Equity, Diversity and Inclusion, each College and RFHS Program (not otherwise associated with a College) shall identify one or more lead(s) respecting the Colleges’/Programs’ efforts in implementing particular policy statements relating to the Equity, Diversity and Inclusion.

Targets

5.3 As part of the implementation/action plans, the RFHS/Colleges, with the RFHS Director, Equity, Diversity and Inclusion shall set specific targets and outcome measures to meet the commitments made in this policy, keeping in mind the RFHS goal to have Learners, faculty, and staff be reflective of the population served by the RFHS and its Colleges, and to achieve greater representation of Historically Under-Represented Groups.

Tracking

5.4 In order to determine whether the RFHS and its Colleges are meeting the set targets and outcome measures, the RFHS/Colleges shall, at minimum, track its Learners, faculty, and staff from Historically Under-Represented Groups through surveys and/or other mechanisms, and adopt mechanisms to address gaps.

Reporting

5.5 The RFHS Director, Equity, Diversity and Inclusion shall coordinate the reporting on the implementation and outcomes in Equity, Diversity and Inclusion. A formal written report shall be provided to the RFHS Equity, Diversity and Inclusion Committee at least once per year. Each College/RFHS Program shall provide the necessary information respecting the College’s implementation of Equity, Diversity and Inclusion, including efforts, outcomes and tracking data, to the RFHS Director, Equity, Diversity and Inclusion.


6. REFERENCES

6.1 Diversity, Inclusion and Equity Guidelines, November 2016, Dalhousie University, Faculty of Medicine 

6.2 Equity, Diversity and Inclusion Action Plan, Canada Research Chairs

6.3 Equity, Diversity and Inclusion: Best Practices for Recruitment, Hiring and Retention, Canada Research Chairs

6.4 The Rady Faculty of Health Sciences Reconciliation Action Plan  

6.5 The Rady Faculty of Health Sciences Strategic Framework 

6.6 Red River College Equity, Diversity and Inclusion Policy

6.7 The Accessibility for Manitobans Act (Manitoba)

6.8 The Employment Equity Act (Canada)

6.9 The Human Rights Code (Manitoba)

6.10 Framework for Research Engagement with First Nation, Metis, and Inuit Peoples

6.11 The Prevention of Learner Mistreatment Policy (Max Rady College of Medicine) (under review)

6.12 University of Manitoba Respectful Work and Learning Environment Policy

6.13 University of Manitoba Accessibility Policy and Procedures  

6.14 The University of Manitoba Strategic Plan 

6.15 Disruption of all Forms of Racism Policy


7. POLICY CONTACT

Please contact the RFHS Director, Equity, Inclusion and Diversity with questions regarding this policy.

Interactions with health-related industries

Policy name Interactions with health-related industries
Application and scope Staff, faculty members and learners of the Rady Faculty of Health Sciences and its colleges and programs
Approved date November 9, 2022
Review date Five (5) years from approval date
Revised date  
Approved by

Dean’s Council, Rady Faculty of Health Sciences – November 9, 2022

1. BACKGROUND and SCOPE

1.1 Members of the Rady Faculty of Health Sciences (“RFHS”) and its Colleges and Programs interact with representatives of Industry. Interactions with Industry occur in a variety of contexts, including marketing of new pharmaceutical or dental products, devices and/or equipment; on‐site training for newly purchased devices; educational support of Learners and practitioners; and in the support of research activities including clinical trials and scholarly publication.

1.2 Interactions with Industry are important and can be beneficial to the University of Manitoba (“University”). For example, they help ensure timely and broad access to healthcare advances and new technologies and to clinical trials that are industry‐initiated. Collaboration with Industry is also essential to the development of new diagnostic and therapeutic products, devices, and technology.

1.3 However, these interactions must avoid any actual, potential, or perceived conflicts of interest that may affect the integrity of the RFHS’s education, training and research programs, or the reputation of either the RFHS Member or the RFHS itself. This policy is not intended to inhibit such interactions, but to ensure transparency in these relationships, the absence of undue influence, and to ensure that real or potential conflicts of interest are managed in the best interests of the RFHS and its members.

1.4 This policy provides a set of requirements that RFHS faculty, staff, students, and trainees will use to ensure that their interactions result in optimal benefit to clinical care, education, and research, and that maintain the public trust.

1.5 This policy is meant to be consistent and compliant with the University of Manitoba policies, such as the Conflict of Interest Policy and the Gifts and Gratuities Offered to University Employees Policy. Where any portion of this policy conflicts with these University policies, the latter will govern. Where this policy is silent on a matter, University policies shall govern the matter.

1.6 More detailed or prescriptive College or Program‐specific policies or guidelines may exist, and shall, at minimum, meet the requirements of this policy. Please reference any applicable College or Program‐specific policies or guidelines.

1.7 This Policy is meant to apply to those RFHS interactions with Industry as detailed herein. The timing and/or location of the RFHS interaction are not means by which to exclude this Policy’s application.


2. DEFINITIONS

The terms in this Definitions section are defined for the purposes of this policy, and are in addition to definitions set forth elsewhere in this policy:

2.1 “Continuing Professional Development (CPD) programs” are those educational events, activities and conferences designed primarily to address the learning needs of practicing health providers.

2.2 “Industry” means the fields of, and representatives in, pharmaceuticals, biotechnology, health‐related devices, health information technology, hospital and research equipment, and health care supply and services including dental labs and dental management companies. For the purposes of this document, it does not include not‐for‐profit health entities or entities in sectors such as financial or insurance institutions.

2.3 “Interactions with Industry” means the following types of interactions with Industry, as more particularly described in this policy:

  • Gifts including food and drink
  • Individual attendance at social events sponsored or hosted by Industry
  • Individual attendance at CPD programs receiving financial support from Industry
  • Industry support for the RFHS, Colleges and Programs;
  • Individuals engaging with Industry as Speakers, Moderators or Consultants
  • Ghostwriting;
  • Meetings with Industry/site access for any of the above purposes.

2.4 “Learner” means an individual registered at the University within a program of the RFHS or one of its Colleges, on a full time or part time basis or as a special student. A Learner can be at the undergraduate, graduate or postdoctoral level, and includes non‐professional graduate students, residents, and fellows and individuals registered at another institution but attending the RFHS on a temporary basis as part of an elective or similar program.

2.5 “RFHS Members” mean all Learners, employees, faculty member/academic staff (individuals with an academic appointment in the RFHS or its Colleges/Departments), as well as any other individuals involved in activity under the auspices of the RFHS (such as volunteers, external parties, contractors and suppliers).

2.6 “Gift” is an item, hospitality, or other benefit given to an individual without the expectation of payment, which would not have been offered if not for a person’s relationship or position at the university or work within the scope of a person’s UM employment. Receipt of a gift may impact or be perceived to impact the ability of the receiver to make decisions with impartiality, integrity and in the best interests of the university.


3. POLICY AND PROCEDURE STATEMENTS

3.1 Gifts to Individuals ‐ A RFHS Member shall not accept a Gift from Industry representatives. Gifts include food or drink. Gifts also include, but are not limited to, textbooks, electronic media, gift certificates, tickets to sports or cultural events, devices, products or services, travel, hotel accommodations, entertainment, research equipment or funding, and payments for attending a meeting. Promotional items without significant value that are distributed routinely, such as pens or note pads, are excluded from this definition of Gifts.

3.2 Individual Attendance at Social Events ‐ A RFHS Member may not accept free admission to receptions, dinners, sporting, or cultural events from Industry. This applies both to stand‐ alone hospitality events and to those associated with a conference or educational program. Attendance is permitted at dinners and social events associated with a conference or other education event when admission is restricted to persons purchasing tickets or paying registration fees for the conference or event.

Social events at educational programs supported by Industry must not compete with nor take precedence over the educational elements. In general, such arrangements should be in keeping with those that would normally be made without such sponsorship.

3.3 Individual Attendance at CPD Programs ‐ RFHS Members are permitted to participate in accredited or unaccredited CPD programs that receive financial support from Industry. Such programs may be held on‐ or off‐campus but must not be held in a restaurant or lounge, including those located in private clubs. Accredited CPD events require a registration fee be charged to registrants to avoid a perceived or real influence on educational content and to cover hospitality costs. RFHS Members may participate in learning activities, programs and conferences that are unaccredited, but must pay the full cost of any food and drink provided. Organizers are expected to offer registration systems that facilitate such payment by attendees

3.4 Meeting with Industry/Site Access ‐ Industry representatives are welcome to meet with RFHS Members in all non‐patient care areas and should be on an appointment basis. All Interactions between Learners and Industry representatives must be mentored and monitored by a faculty member.

There are circumstances in which it is helpful to have Industry representatives present in a clinical care or educational setting, such as an operating suite and a simulation facility, respectively. This access will be governed by relevant site policies and procedures and should ensure that such interaction is focused on education and training for staff and trainees.

3.5 Industry Support for the RFHS, Colleges, Programs ‐ The RFHS, Colleges and Programs benefit from financial and in‐kind support provided by Industry in a variety of forms. Unless with the University that stipulates the intended use of the support, and which is transparent to both parties and, when required, to the public. As well, the University of Manitoba Purchasing Policy and Procedure must be followed. Please contact the Office of Legal Counsel to determine the type of agreement/receive the standard agreement and review the process required. These funds or donated products must be provided to the RFHS, College, to an individual Department, or to an account held by a Regional Health Authority or Shared Health (if permitted pursuant to existing affiliation agreements), and not be held by an individual RFHS Member. Departments or Units must ensure that these monies are held separately from other funds.

3.6 The following additional provisions apply to the following types of support:

3.6.1 Hospitality ‐ Financial and in‐kind support provided by Industry specifically designated for hospitality shall not be accepted.

3.6.2 Research ‐ All RFHS Members who participate in the design, conduct, analysis, or reporting of Industry‐funded research shall ensure that a signed multi‐partner agreement is in place which is satisfactory to the researcher, the head of the College/Department in which the researcher holds his/her primary appointment, the Industry partner, and the institution(s) where the research will be conducted. All research projects must be approved by the Research Ethics Board of the University of Manitoba and comply with university policies that pertain to research such as the Research Agreements Policy and the Institutional Costs of Research Policy: Recover and Distribution, including any approvals as required by the Research Ethics Board of the University of Manitoba. Please contact the Office of Legal Counsel for questions around the required agreement and process required.

Research receiving such financial support must be carried out independently and objectively for the purposes of the advancement of scientific knowledge or clinical efficacy. RFHS Members shall not enter into agreements that limit their right to publish or disclose results of the study or report adverse events that occur during the course of the study.

3.6.3 Education: Undergraduate, Graduate and Postgraduate Programs and Retreats ‐ Support may be accepted from Industry or related entities for Learner academic days, retreats, meetings, career fairs or similar events. However, such support can only be used for educational aspects of the event (speaker fees, printing, learning materials, audiovisual costs etc.) and not for food, drink, lodging, social events, or other hospitality aspects. Student Interactions with Industry representatives must be mentored and monitored by a faculty member. Notwithstanding the foregoing, modest food and drink provision (e.g. muffins, sandwiches or pizza) may be provided with the Industry support should a sponsored session be taking place during commonly accepted meal times.

Support by Industry that is provided for Learner educational programs in the form of funding or a donated product must be free of any actual or perceived conflict of interest. It must be governed by a written agreement that stipulates the intended use of the support. This also applies to support received from educational companies or other entities that act as intermediaries for Industry. Such written agreements must receive prior approval by the Department Head or appropriate Associate Dean, prior to being signed by the Dean. Changes may be required to the terms of such agreements to bring them into compliance with University and/or RFHS policies.

3.6.4 Scholarships/Other Educational Funds for Learners ‐ Industry support for Learners’ participation in education programs and conferences must be free of any actual, potential, or perceived conflict of interest. All financial support for Learners must be specifically for the purposes of education and must comply with the following requirements:

  • The Department, Program or Unit must select the Learners for participation;
  • The funds must be provided to the Department, Program or Unit and not directly to the Learner and be governed by a written agreement;
  • The Department, Program, or Unit determines that the education conference or program has educational merit; and
  • There is no implicit or explicit expectation that the participant must provide something in return for participation in the educational program.

3.6.5 CPD Programs ‐ Industry support for CPD programs must be free of any actual or perceived conflict of interest and must be provided to the RFHS, one of its Colleges, education programs, or to an individual Department, and not to an individual RFHS Member. Grants to fund CPD programs must be governed by written agreements that stipulate the intended use of the support and that are completed prior to the event occurring. Such agreements should be in a format acceptable to the University. Funds that are provided by educational groups or other entities that act as intermediaries for Industry such as health education companies must be managed in the same way. Financial support specifically designated for hospitality is not permitted.

The Office of Continuing Competency and Assessment has defined policies and processes respecting commercial support for accredited and unaccredited CPD programs/events, as well as commercial exhibits and can be referenced at: http://umanitoba.ca/faculties/health_sciences/cca/forms.html.

3.6.6 Regularly Scheduled Series (i.e. Study Clubs, Journal Clubs) ‐ Food and drink provided at regularly scheduled series (Grand and Section Rounds, Quality Assurance Rounds, Study Clubs, Journal Clubs, etc.) must not be purchased with funds provided directly or indirectly by Industry. These events are viewed as part of the academic mission of the University and commonly are key learning events for Learners.

3.6.7 Visiting Professors ‐ Visiting Professor events are organized under the auspices of a Department, Section or Program in the College. The control of content, planning and budget rests with that Unit. Funds may be received from Industry in support of Visiting Professor events that are governed by a written agreement. As part of the hospitality extended to visiting professors, a social event in honour of the visitor may be paid for from such funds for three University faculty members and the visiting professor, similar to the guideline for faculty recruitment visits.

3.6.8 Procurement Contracts ‐ A RFHS Member may accept food, drink, and travel related expenses provided in the context of contracts with Industry for healthcare devices, equipment, and other technologies. Such benefits must be stipulated in the contract and be provided in the context of educational and programs designed to ensure that RFHS Members acquire the skills and knowledge necessary to use such devices or equipment safely and effectively.

3.7 RFHS Members engaging with Industry as Speakers, Moderators or Consultants ‐ When an RFHS Member is engaged by Industry for consulting or speaking services, including service on advisory boards, a contract must be provided that includes specific tasks and deliverables and identifies payments commensurate with the tasks assigned. These agreements must link deliverables and payments to specific scheduled or planned events or projects to be completed within a specified term.

3.7.1 ‐ Contracts between RFHS Members and Industry must be reviewed in a timely fashion by the Department Head or College Dean, as applicable and for matters affecting a Department Head, by the College Dean. The agreement is required to be with Industry and the RFHS Member individually, as the individual is engaging with Industry outside of their relationship with the University of Manitoba (i.e. the University of Manitoba is not a party to this agreement). The Department Head/College Dean may require RFHS Members to request changes to the terms of such contracts to bring them into compliance with University and/or RFHS/College policies before approving them.

3.7.2 ‐ The Department Head/College Dean may decline approval of a RFHS Member’s request for Industry engagement if the proposed conditions including duties and time commitments are deemed likely to interfere with the RFHS Member’s duties and responsibilities to the Department, College and/or RFHS. When RFHS Members are engaged in the commercialization of new technologies through partnership or ownership, more latitude may be allowed to facilitate the RFHS Member’s role in ensuring the success of the venture. In cases where the Department Head/College Dean has declined approval, and the RFHS Member disagrees with the result, the RFHS Member may submit an appeal in accordance with the University’s Conflict of Interest Policy.

3.7.3 ‐ While receiving compensation is acceptable for providing substantial professional services, a RFHS Member may not accept compensation unless the individual has played a substantial role. In particular, RFHS Members engaged by Industry as speakers or moderators of scientific sessions must comply with the following conditions:

  • They must have recognized expertise in the topic area.
  • They must prepare the content of their talks themselves.
  • They must provide a fair and balanced discussion of the current evidence and treatment options.
  • They or the sponsor must disclose the fact of financial support to the participants

3.7.4 ‐ RFHS Members engaged by Industry as consultants, including membership on advisory boards, must have recognized expertise related to the services being purchased. These services may include scientific, medical, technical or methodological advice or the preparation of educational programs. They must comply with the following conditions:

  • Purchased services cannot include deliberations or activities directly related to the marketing of products.
  • RFHS Members asked by government, Shared Health, regional health authorities, hospitals or a College to provide advice or to participate in deliberations relevant to the selection, evaluation and or purchase of drugs or devices must disclose all Industry compensation within the previous two years, or other time period stipulated by the purchasing organization.
  • Compensation must be consistent with applicable College or Program‐specific policy or guideline. Please reference any applicable College or Program‐specific policies or guidelines

3.7.5 ‐ Individuals shall not accept compensation in exchange for listening to a promotional talk, for attending a continuing education event, or for any other activity in which the attendee has no other role except that of a participant.

3.8 Ghostwriting ‐ All RFHS Members are prohibited from publishing or producing articles, presentations, or other forms of media solely under their own name that are written in whole or in part by Industry representatives.

3.9 RFHS Members – Disclosure of Relationships with Industry ‐ Consistent with the University of Manitoba Conflict of Interest Policy and its Procedure, and with any pertinent collective agreements, RFHS Members will formally disclose financial and other relationships with Industry in a confidential manner to their Department Head, Director or Supervisor. This disclosure must occur at the time of their first appointment or hiring and thereafter as soon as they become aware of the existence of an emerging actual, potential, or perceived conflict of interest. A confidential disclosure form may be used.

3.9.1 ‐ As noted above, written agreements are required when RFHS Members are engaged by Industry for consulting, speaking or research services, and the Department Head/College Dean is required to approve all such agreements. This affords the Department Head/College Dean the ongoing opportunity to be aware of such relationships and ensures the interests of the RFHS/College and the member are safeguarded.

3.9.2 ‐ The presence of relationships with Industry must be disclosed in a general manner to undergraduate, graduate, postgraduate and CPD learners by faculty or staff prior to any educational activity such as lectures, seminars or workshops. This includes all relationships over the previous two years, such as:

  • Any direct financial payments including honoraria;
  • Membership on advisory boards or speakers bureaus;
  • Industry‐funded grants or clinical trials;
  • Patents on a drug, product or service;
  • All other investments or relationships that could be seen by a reasonable participant as having the potential to influence the content of the educational activity.

3.9.3 ‐ Information provided in this manner includes the name of the commercial interest and the nature of the relationship the person has with each commercial interest. Information that an individual has no relevant financial relationship must also be disclosed in advance to the learners. Faculty or staff with supervisory responsibilities for learners, trainees, or staff should ensure that any conflict of interest they might hold does not affect or appear to affect his or her supervisory role.

3.10 Reporting and Non‐Compliance with this Policy ‐ Should a concern arise respecting suspected contraventions of this policy, Learners can report concerns to any of their teachers, preceptors, course/rotation directors, administrative staff members, Department Heads, Services at Bannatyne Campus representatives, including Student Advocacy, according to personal comfort and preference. Faculty members and staff may contact their supervisor, director, Department Head, College Dean or RFHS Dean.

Remedial measures resulting from a breach of this policy will depend on the circumstances, on the seriousness of the behaviour, on any mitigating factors and on applicable University policy, bylaw, collective agreement, or academic regulation. The following list provides examples of remedial measures and is not meant to be exhaustive nor necessarily represents a progression of measures:

  • Counselling of the individual involved;
  • Attendance at educational session(s) on conflict of interest;
  • Requiring the individual to return any monies received for the
  • improper relationship with Industry, in contravention of these Policy;
  • Prohibited or restricted access to the learning environment and/or to Learners;
  • Academic consequences such as remediation, probation, notation on the performance record, dismissal/expulsion from the College/Program;
  • Termination of employment or academic appointment.

4. REVIEW AND EFFECT ON PREVIOUS STATEMENTS

4.1 The Review Date for this Policy and Procedure is five (5) years from the date it is approved by the approving body. In the interim, this document may be revised or repealed if:

(a) The Dean, Rady Faculty of Health Sciences & Vice‐Provost (Health Sciences), with appropriate approvals, deems it necessary or desirable to do so;

(b) It is no longer legislatively or statutorily compliant; and/or

(c) It comes into conflict with another governing document of the RFHS or the University of Manitoba.

4.2 If this document is revised or repealed, any related Rady Faculty of Health Sciences documents shall be reviewed as soon as possible to ensure that they comply with the revised document, or are in term revised or repealed.

4.3 This Policy supersedes all previous governing documents dealing with the subject matter addressed in this document.


5. REFERENCES

5.1 Interactions between the Max Rady College of Medicine and Health‐Related Industries Policy

5.2 Conflict of Interest Policy, University of Manitoba

5.3 Gifts and Gratuities Offered to University Employees Policy, University of Manitoba and Pharmaceutical, Biotech, Medical Device, Medical/Dental Supply, and Research Equipment Supplies Industry, Western University


6. PUBLICATIONS

6.1 DeJong C, Aguilar T, Tseng CW, Lin GA, Boscardin WJ, Dudley RA. Pharmaceutical Industry‐ Sponsored Meals and Physician Prescribing Patterns for Medicare Beneficiaries. JAMA Internal Medicine. 2016;176(8):1114‐10

6.2 Austad KE, Avorn J, Kesselheim AS. Medical students’ exposure to and attitudes about the pharmaceutical industry: a systematic review. PLoS Med. 2011;8(5):e1001037

6.3 Brennan TA, Rothman DJ, Blank L, Blumenthal D, Chimonas SC, Cohen JJ, et al. Health Industry Practices That Create Conflicts of Interest: a Policy Proposal for Academic Medical Centers. JAMA. 2006;295(4):429‐33

6.4 Jason Dana and George Loewenstein, "A Social Science Perspective on Gifts to Physicians From Industry," Journal of the American Medical Association 290 (July 9, 2003): 252‐255

6.5 T.S. Caudill et al., "Physicians, Pharmaceutical Sales Representatives, and the Cost of Prescribing," Archives of Family Medicine 5 (April 1996): 201‐206

6.6 Jerry Avorn et al., "Scientific Versus Commercial Sources of Influence on the Prescribing Behavior of Physicians," American Journal of Medicine 73 (July 1982): 4‐8

6.7 Lurie et al., "Pharmaceutical Representatives in Academic Medical Centers: Interaction with Faculty and Housestaff," Journal of General Internal Medicine 5 (May‐June 1990): 240‐243

6.8 James Orlowski and Leon Wateska, "The Effects of Pharmaceutical Firm Enticements on Physician Prescribing Patterns," Chest 102 (July 1992): 270‐273

6.9 Joel Lexchin, "Interactions Between Physicians and the Pharmaceutical Industry: What Does the Literature Say?" Canadian Medical Association Journal 149 (Nov. 15, 1993): 1401‐1406

6.10 Ashley Wazana, "Physicians and the Pharmaceutical Industry: Is a Gift Ever Just a Gift?" Journal of the American Medical Association 283 (Jan. 19, 2000): 373‐380. Brennan et al., 429‐433

6.11 Holden ACL, Spallek H, “Looking Gift‐horses in the Mouth: Gift‐giving, Incentives and Conflict of Interest in the Dental Profession” Journal of Law & Medicine. 25(3):794‐799, 2018 Apr.


7.0 POLICY CONTACT

Please contact the Dean, RFHS & Vice‐Provost (Health Sciences) with questions regarding this document.

Learner immune status requirements

Guideline name Learner immune status requirements
Application and scope Learners of the Rady Faculty of Health Sciences and its Colleges and Programs
Approved date January 11, 2023
Review date Five (5) years from approval date
Revised date  
Approved by Applicable Department Councils - July 27, 2022
College Councils; Pharmacy, Dentistry, Medicine, Rehabilitation Sciences, Nursing
- August 4, 2022
Dean’s Council, Rady Faculty of Health Sciences - August 15, 2023
Faculty Executive Council, Rady Faculty of Health Sciences - August 23, 2022
Faculty Grad Studies Programs and Guidelines Committee - September 20, 2022
Faculty Grad Studies Executive Council - October 14, 2022
Faculty Graduate Studies Council - November 4, 2022
Senate Committee on Instruction and Evaluation - November 17, 2022
Senate Executive - December 14, 2022
Senate - January 11, 2023


1. BACKGROUND AND SCOPE

1.1 The Rady Faculty of Health Sciences is committed to ensuring patient safety as well as a safe work and learning environment for its learners, staff, and faculty. The Learner Immune Status Requirements policy has been developed to protect the wellbeing of our community and is derived from the recommendations found in the Canadian Immunizations Guide, the
Canadian Tuberculosis Standards, Public Health Agency of Canada, National Advisory Committee on Immunization, as well as in consultation with experts in the relevant fields.

1.2 The purpose of this policy is to outline the immunization expectations and requirements of learners in the Rady Faculty of Health Sciences.


2. DEFINITIONS

2.1 Immune Status Requirements – Documented and up-to-date tests and immunizations that are necessary in order to ensure immunity to, or absence of infection from a range of diseases. The current Immune Status Requirements, which may be changed from time to time, include immunizations and/or tests for tetanus, diphtheria, pertussis, polio, measles,
mumps, rubella, varicella, Hepatitis B, and influenza, COVID-19, as well as testing for tuberculosis infection.

2.2 Rady Faculty of Health Sciences Immunization Program (“Immunization Program”) – The Immunization Program provides immunization services to all registered learners of Rady Faculty of Health Sciences pre-licensure health professional programs.

2.3 Student Manual – A document updated annually which describes the Immune Status Requirements for learners enrolled in the Rady Faculty of Health Sciences’ programs. The document also provides information on vaccines, vaccine preventable diseases, privacy legislation, costs of services, and additional health information relevant to learners.

2.4 Immunization Package – A document package consisting of a consent form, personal information and health questionnaires which all learners of Rady Faculty of Health Sciences must complete to ensure continued enrolment in their program of study.

2.5 Learners – Individuals who are registered in pre-licensure health professional programs of the Rady Faculty of Health Sciences that includes:

Dentistry, Dental Hygiene, Genetic Counselling, Medicine, Midwifery, Nurse Practitioner, Nursing, Occupational Therapy, Pathology Assistant, Pharmacy, Physical Therapy, Physician Assistant Studies, and Respiratory Therapy students. Not included are non-health professional program graduate students where there are no clinical rotations or exposures.


3. POLICY AND PROCEDURE STATEMENTS

3.1 All learners must comply with the immunization and testing requirements of the Rady Faculty of Health Sciences, listed in the Student Manual. The Student Manual is required reading for all new learners.

3.2 Learners may request an exemption from the requirements of this policy as an academic accommodation based on The Manitoba Human Rights Code. Requests for exemptions should be directed to the Immunization Program which will approve clinically indicated reasons for exemption that have been determined in consultation with Student Accessibility Services. Other exemptions will be considered on a case-by-case basis consistent with the Rady Faculty of Health Science’s legal obligations, in consideration of applicable essential skill requirements, and in accordance with the Student Accessibility Policy and Student Accessibility Appeal Procedure. If an exemption is approved, different immunization or testing requirements may be indicated for such learners.

3.3 The Immunization Program shall provide an information session regarding Immune Status Requirements for newly registered learners in the Rady Faculty of Health Sciences. This information session is to complement the mandatory Immunization Program Orientation available on UM Learn and shall be scheduled as early as practicable following registration, but must occur before the learner attends any clinical placements.

3.4 The Immune Status Requirements may change from time-to-time. The Immunization Program shall discuss and seek approval from the Faculty. The Immunization Program shall notify learners of the changes in requirements. It is the responsibility of the learners to comply with revised and applicable requirements as soon as practicable following notification.

3.5 Learners who do not comply with the Immune Status Requirements will be subject to disciplinary considerations based on applicable policies and procedures. This may include restriction from participation in and/or completion of components of the academic program including clinical placements or rotations. A learner’s continued non-compliance and subsequent inability to meet the requirements of their program, may result in the learner being required to withdraw from the program in which they are registered.

3.6 The Immunization Program can assist learners in meeting the requirements and assist with required documentation of a specific external teaching site if these are different from the requirements of the Rady Faculty of Health Sciences.

3.7 Learner health records are protected by The Personal Health Information Act (PHIA) of Manitoba. Only the minimal amount of health information required will be collected, used, or disclosed. Personal health information will be used and disclosed in accordance with The Personal Health Information Act (PHIA).

3.8 The Immunization Program will comply with The Workplace Safety and Health Act of Manitoba as amended from time to time.

3.9 The immune status record for every learner will be kept for 10 years after the learner’s expected date of graduation, in accordance with the University’s authorized records retention schedules. The Immunization Program will destroy all immune status records in a secure and confidential manner, consistent with accepted methods of disposal of health records. Learners may request a copy of their record at any time while the program has these records. All learners shall receive a copy on request of their immune status record upon graduation.


RESPONSIBILITIES OF LEARNERS

4.1 All learners must comply with the immunization and testing requirements of the Rady Faculty of Health Sciences and the Immunization Program. Learners seeking an exemption from the requirements of this policy must notify the Immunization Program and Student Accessibility Services and must provide all information required to assess the exemption request. Exemptions may not be possible based on a program’s essential skill requirements.

4.2 Learners must attend the immune status orientation session at the beginning of their first year of studies.

4.3 Learners must notify the Immunization Program if they wish to receive clinical services relating to the Immune Status Requirements from their own healthcare provider or from the Immunization Program.

4.4 Learners who have decided to obtain services from their own healthcare provider will do so at their own expense and must submit documentation of the relevant immunizations and tests by the deadlines provided. Learners who have decided to obtain services from the Immunization Program must attend school clinics or attend for blood testing diligently.

RESPONSIBILITIES OF THE IMMUNIZATION PROGRAM

4.5 The Immunization Program will review and maintain all health documentation in accordance with applicable policies, procedures and standards and follow up on outstanding documentation.

4.6 The Immunization Program will provide immune status orientation sessions for new learners.

4.7 The Immunization Program will provide training sessions for learner immunizers and will supervise immunization and tuberculin skin test clinics for learner clients.

4.8 The Immunization Program is a source of information to learners regarding immunizations and is the first point of contact for learners requesting information or assistance with immunization requirements.

4.9 The Immunization Program will provide immunization records to provincial immunization registry and to learners at graduation as well as upon request.


5. REVIEW AND EFFECT ON PREVIOUS STATEMENTS

5.1 The Review Date for this Policy and Procedure is five (5) years from the date it is approved by the approving body. In the interim, this document may be revised or repealed if:

(a) The Dean, Rady Faculty of Health Sciences & Vice-Provost (Health Sciences), with appropriate approvals, deems it necessary or desirable to do so;

(b) It is no longer legislatively or statutorily compliant; and/or

(c) It comes into conflict with another governing document of the RFHS or the
University of Manitoba.

5.2 If this document is revised or repealed, any related Rady Faculty of Health Sciences documents shall be reviewed as soon as possible to ensure that they comply with the revised document, or are in term revised or repealed.

5.3 This Policy supersedes all previous governing documents dealing with the subject matter addressed in this document.


6. REFERENCES

6.1 Canadian Immunizations Guide

6.2 Canadian Tuberculosis Standards

6.3 Public Health Agency of Canada 

6.4 National Advisory Committee on Immunization (NACI)

6.5 Manitoba Human Rights Code

6.6 Workplace Safety and Health Act of Manitoba


7. POLICY CONTACT

Please contact the immunization program director with questions regarding this policy.

Learner led events guidelines

1. BACKGROUND

Members of the Rady Faculty of Health Sciences community are considered leaders and hold positions of trust; therefore, they are held to a higher standard of behavior.  These expectations extend to all areas of our public and private lives and steps must be taken to ensure professionalism is maintained.  

These guidelines are intended to provide general principles to be considered for learner led events for any participating staff, faculty members, and learners within the RFHS and its colleges, to ensure an acceptable level of professionalism, a safe learning and work environment, and respect for equity, diversity, and inclusion are maintained.


2. PURPOSE

2.1 To provide guidance to learners, faculty members and staff of the Rady Faculty of Health Sciences (“RFHS”), University of Manitoba (“UM”), respecting participating in non-RFHS sanctioned, learner led events; and
        
2.2 While the potential to offend some will always exist, these guidelines have been created to provide guidance in understanding roles and responsibilities as members of the RFHS community, and to help inform what is appropriate behaviour at learner led events.


3. DEFINITIONS

3.1 Learner led Event: a non-sanctioned event organized by learners that may take place on UM campuses or facilities and may include such events as Beer & Skits. 
        
3.2 Non-sanctioned event:  an event, gathering or activity that is neither organized nor endorsed by the RFHS, but may include participation by RFHS community members such as learner, faculty, staff, as well as members of the public. 


4. GUIDELINES

Personal Conduct

4.1 Academic freedom and freedom of expression are fundamental values supported by the University of Manitoba and the RFHS.   

4.2 Learner led events give students a chance to connect with peers, have fun, and explore the idiosyncrasies of pursuing a career as a health professional.   While the participation in learner led events is an individual decision, caution should be exercised when considering and participating in a learner led event; behavior is expected to comply with professional standards, University policy, and legislation.

4.3 It is important to be aware that, even with non-sanctioned events, the person’s RFHS affiliation may still be identified, known, or presumed.  A “University Matter” is broadly defined, as provided in the Disclosures and Complaints Procedure.

4.4 In Manitoba, the Human Rights Code prohibits discrimination and harassment of any individual or group based on any of the personal characteristics as set out in the Human Rights Code (Manitoba). The Criminal Code of Canada contains provisions respecting hate speech.  Any interactions shall be free of harassment, discrimination, as well as public incitement, and wilful promotion, of hatred. 

Professional Standards

4.5 Professional Standards:  Each profession has its own governing body that may have statements or guidelines relevant to personal conduct that provide responsibilities for its members.  The following list is provided for reference and may not be exhaustive:

University of Manitoba Policies and Values

4.6 Several University of Manitoba policies and values are relevant and applicable to personal conduct.  They include:

  • Access and Privacy Policy and Procedures:  University members are required to comply with PHIA, FIPPA, and this policy to ensure the University meets its obligations under access and privacy legislation.
  • Use of Computer Facilities Policy and Procedures:  University members, including learners, agree to abide by this policy when they claim a user ID.  The policy outlines clear user responsibilities.
  • Respectful Work and Learning Environment Policy and Procedure: This policy, in part provides: “Members of the University Community, including every student and employee, are entitled to a respectful work and learning environment that is: (a) Free from Discrimination and provides for Reasonable Accommodation; (b) Free from Harassment; and (c) Collegial and conducive to early resolution of conflict between members of the University Community.”  It provides a process for complaint and resolution should there be a concern respecting a respectful work or learning environment.
  • Prevention of Learner Mistreatment Policy, Max Rady College of Medicine and the Prevention of Learner Mistreatment Guidelines, RFHS: Provides a commitment “to assuring safe, respectful and supportive working and learning environments in which all of its members are enabled and encouraged to excel.  This is an environment free of discrimination, harassment and mistreatment and one in which feedback regarding performance can be shared openly without concern for ridicule or reprisal.”  It provides a process for complaint and resolution should there be a concern respecting learner mistreatment.
  • Discipline avenues for unprofessional conduct. For learners, unprofessional conduct can result in discipline pursuant to the Student Discipline Bylaw; a program’s Professional Unsuitability Bylaw or a program’s essential/requisite skills and abilities document.  For faculty members or staff, unprofessional conduct can result in discipline pursuant to an applicable collective agreement, human resources policy or employment standards law.
  • The University’s commitment to six fundamental values: honesty, trust, fairness, respect, responsibility and courage, defining Academic Integrity, should be kept in mind at all times, as well as the University’s values set out in its Strategic Plan:  academic freedom, accountability, collegiality, equity and inclusion, excellence, innovation, integrity, respect, and sustainability.

4.7 This Guideline is not intended to replace University-level policies or procedures, or more detailed College or Program-specific policies or guidelines.  

4.8 Should a concern arise respecting individual conduct as it relates to the Rady Faculty of Health Sciences community, learners can report concerns to any of their teachers, preceptors, course/rotation directors, administrative staff members, Department Heads, Associate Deans within their program, Student Affairs or Student Services at Bannatyne Campus representatives, including Student Advocacy, according to personal comfort and preference. The “Speak Up” button can be utilized by RFHS learners.  Faculty members and staff may contact Human Resources or their union representatives. The University’s Office of Human Rights and Conflict Management is a resource available to all University members.  If the matter involves a potential privacy breach, the Access and Privacy Office shall be notified in accordance with the Access and Privacy Policy.

4.9 In the unlikely event that a complaint is filed following a learner led event, the consequences may be dependent upon the applicable University policy, bylaw, collective agreement, professional standard, or legislation that may have been breached, as well as on the circumstances, on the seriousness of the breach, and any mitigating factors.  

The applicable policy or other governing document should be referenced; however, the following list provides examples of measures and is not meant to be exhaustive nor necessarily represents a progression of measures:

a)    A letter of apology;
b)    Attendance at educational session(s);
c)    Attendance at coaching session(s);
d)    Academic consequences such as remediation, probation, notation on the performance record, dismissal/expulsion from the Program/College/RFHS;
e)    Termination of employment or academic appointment.        


5. GUIDELINE CONTACT
 Please contact your respective dean with questions regarding this document.


6. APPROVAL
These guidelines were approved by the RFHS Faculty Executive Leadership Team on April 19, 2023.

Mobile/wireless device policy

Policy name Mobile/wireless device policy
Application and scope  
Approved date May 15, 2018
Review date March 31, 2023
Revised date  
Approved by Council of Deans, Rady Faculty of Health Sciences

PURPOSE

To provide a consistent process for the eligibility, approval and tracking of mobile/ wireless devices or portable electronic devices and their respective charges on operating funds. Any exceptions to this policy require written approval of the Director of Finance, RFHS.


DEFINITIONS

Mobile/ Wireless Devices - includes cellular/ smartphones, laptops, tablets, and other similar devices.

Examples of devices:

Cellular/ Smartphones, such as iPhone, blackberries, Samsung, Sony, Nokia, etc.

Laptops such as MacBook, Samsung, IBM, Asus, etc. Tablets – iPad, Samsung, Asus, etc.


STATEMENT OF POLICY

1. Device Approvals

Purchase of cellular devices/smartphones may be approved by the individuals one-over-one and Director of Finance using U of M operating funds, prior to submission to IST, for those staff or faculty who meet all the following criteria:

a. They hold a position at the level of Dean, Vice Dean, Associate Dean, Department Head, Director or Manager;

b. The majority of their annual income is derived from the position in (a) above;

c. There is an essential business need/ justification specific to the individual’s role in the

College or Faculty including:

i. Significant amount of time is spent out of the office for various work related reasons.

ii. Due to the nature of their position they are required by the respective Dean to respond to urgent email or phone messages.

2. UMFA Approvals

Cellular/ smartphone contracts for UMFA members must follow Article 27 of the Collective Agreement and there must be sufficient budget in the respective Travel and Expense fund to cover the expenses. Purchase approval for both the phone/upgrades & monthly plan will follow the same process of one-over-one approver & the Director of Finance, prior to submission of the request to IST.

3. Research Funds

Cellular/ smartphone contracts are typically not an approved expense on research funds unless it is necessary for conduct of the research project, required for personnel safety reasons and appropriate justification is documented and kept on file.

4. Upgrades & Replacement

a. Upgrades to mobile/ wireless devices may be approved by the Director of Finance when the respective contract is expiring and the device is not in good working condition. Any requests for upgrades/replacements prior to contract expiry will require the original device be submitted to the RFHS Finance Office.

b. All smartphone contracts are to be held with the U of M approved supplier (ie Rogers) via a U of M approved contract. Personally held contracts will not be reimbursed, and Purchasing cards (Pcards) should not be used for monthly device charges.

c. For further information on the process, please see below:

i. Mobile device purchase and activation (standard data plans range between 5 and 6 GBs per month depending on the device)

ii. Laptop or tablet purchase

iii. Upgrade a mobile device

iv. Cancelling mobile device contract

v. Transfer of ownership (personal device to University)

vi. Transfer of ownership (University to personal device)

vii. Lost or stolen devices

viii. Repairs to devices

5. Travel Packages

For individuals holding a position of Dean, Vice Dean, Associate Dean, Department Head or Director, the appropriate travel package may be purchased prior to travelling to prevent the incursion of roaming charges. Roaming charges occur when you enter another country other than Canada, and use cellular services (telephone, texting and data). A notification is usually received on your device alerting you that you need to add a roaming travel plan.

a. For positions not mentioned above the request to purchase travel packages must be sent to the Director of Finance for review and approval prior to each trip. Decisions will be made on a case-by-case basis and where a justifiable business need exists.

b. Travel plans

c. Tips for reducing mobile/ wireless costs while travelling:

i. Turn data roaming off when you don’t need to check email/ internet.

ii. WiFi services should be used as often as possible to reduce these costs and manage the data plan for the mobile device. Most hotels offer WiFi free of charge or for a nominal fee, which allows the individual to check emails and download files or information.

iii. Turn off applications that leverage GPS, such as Maps, Weather, etc.

6. Overages

Wireless devices with a monthly invoice based on usage will be monitored by RFHS Finance Office. Individuals whose monthly charges exceed the normal monthly charge by $10 or more will be responsible for reimbursing the University for the entire overage. Individuals who exceed their travel packages may be personally responsible for the overages.

7. Inventory

An inventory of mobile/ wireless devices with monthly charges must be kept by the respective College Senior Financial Officer and reviewed annually.


POLICY CONTACT

Director of Finance, Rady Faculty of Health Sciences


CROSS REFERENCES

This policy should be cross-referenced to the following relevant Governing Documents:

Mobile/ Wireless Devices

Use of Computer Facilities Policy and Procedures – November 2013

Travel and Business Expense Claims Policy and Procedures – December 2017

Custody and Control of Electronic Devices and Media Policy and Procedures – June 2015

Rural and remote Manitoba learner travel policy

Policy name Rural and remote Manitoba learner travel policy
Application and scope Learners of the Rady Faculty of Health Sciences and its Colleges, University of Manitoba
Approved date September 7, 2022
Review date Five (5) years from revised date
Revised date February 28, 2024
Approved by Executive Team, Rady Faculty of Health Sciences: February 28, 2024
Dean’s Council, Rady Faculty of Health Sciences: September 7, 2022

 

PURPOSE

The purpose of this policy is to identify what is considered out-of-town rotation (placements), and to outline the parameters surrounding travel, accommodations, and reimbursement for expenses during those learner placements.


DEFINITIONS

2.1 Primary Location: The primary location is the city or town where the learner is based and spends most of their academic time.  For example, a learner with a primary location in Selkirk may choose not to reside in Selkirk for several reasons and instead chooses to reside in Winnipeg.  A learner who chooses not to reside in their primary location will not be eligible for reimbursement of any expenses related to attending their primary location.

2.2 Out-of-Town: A location that is outside of the city limits of the learner’s primary location.

2.3 Out-of-Town Rotation (Placement): A location within Rural and Northern Manitoba, for which the learner has been assigned and/or approved to travel in relation to Rady Faculty of Health Sciences (RFHS) and its Colleges’ academic education.

2.4. College/Program Directed: A location scheduled by RFHS and its Colleges as part of the academic schedule.

2.5. Learner Directed: A location selected and/or requested by the learner.

2.6. Block: Is 28 days in duration.

2.7. Block (post grad) or placement: Is one of thirteen (13) time intervals within each academic year. With the exception of Block one (1), Block seven (7) [Holiday Season break] and Block thirteen (13), all blocks consist of four (4) week intervals of training and are considered equivalent for the purpose of scheduling educational activities for trainees in the hybrid competency-based medical education model. 

Block (other than post grad) or placement: A practicum placement in a program in Rady Faculty of Health Sciences that is a requirement for completion of the program. Length and requirements vary per program.

2.8 Designated accommodations: Accommodations arranged and booked through the Office of Rural & Remote Learner Experiences. 


ACCOMMODATIONS

3.1. Learners are expected to stay at designated accommodations locations when on out-of-town rotation (placements) unless these are confirmed to be unavailable at that time. Learners will not be reimbursed for accommodations booked on their own without pre-approval from the Office of Rural & Remote Learner Experiences. 

3.2. Learners with specific commitments or obligations, such as family, children, pets may qualify for reimbursement.  Pre-approval is required. Learner must contact the Office of Rural & Remote Learner Experiences for reimbursable amount and pre-approval prior to being eligible for reimbursement. Reimbursement amount is subject to review and change on an annual basis. Accommodations reimbursed only for commercial accommodations (e.g., hotel, motel, AirBnB). 

3.3. Learners who decline designated accommodations in a given out-of-town location will be responsible for their own accommodation expense unless pre-approved.

3.4. Learners who choose to maintain an ongoing second residence within a community other than their primary location, will do so at their own expense, and reimbursement will not be provided in these instances.

3.5. If a learner chooses to stay with friends or relatives (non-commercial) instead of designated accommodations, the learner will be reimbursed for a daily amount of $7.14 per day, maximum of $200.00 per block (28 days) to cover a reasonable gift for the host family. Confirmation email from the host gift recipient and receipts required.

3.6. If a placement/rotation is longer than 12 consecutive weeks, pre-approval for accommodations is required.


AIRFARE

4.1. Flights will be booked directly through the Office of Rural & Remote Learner Experiences and will coordinate with the learner’s placement.

4.2. Any changes to flights will be done through the Office of Rural & Remote Learner Experiences. In instances where that is not possible (such as after business hours and on weekends):

4.2.1. Change fees, incurred at the request of the College/Program, will be reimbursed as incurred.

4.2.2. Costs incurred as a result of flight cancellations due to weather will be reimbursed as incurred.

4.2.3. Additionally, mandatory courses or attendance back to Winnipeg will be reimbursed when approved by college (Education or Program Director).


MILEAGE

5.1. Mileage to and from out-of-town rotation (placements), will be reimbursed at University of Manitoba (UM) approved rates as per the UM Travel Policy.

If a learner is not scheduled to work during a statutory holiday additional mileage is covered. Commute to nearby communities relating to the out-of-town rotation (placement) is eligible for reimbursement. Trips to visit family/friends mid-placement are not eligible for reimbursement.

If a learner decides to commute to the out-of-town rotation (placement) rather than accept accommodations it is considered self-directed, and mileage will not be reimbursed.

5.2. Only incremental kilometers driven above 40km one way from personal residence or teaching site (which ever is less) to placement may be claimed.

For example, if the one-way distance from the teaching site to placement is 80km and is 50 km from learners home the learner would be reimbursed 10 km.

5.3. Any additional mileage not representing the most direct route to the placement, and corresponding return to the primary location or home residence will not be reimbursed.

5.4. For northern or remote placement, mileage is reimbursed up to a maximum of the cost of a flight.

5.5. An additional round trip is covered if attending a mandatory academic activity.

5.6. Kilometers within the community of the placement are not reimbursable without pre-approval.


TAXIS/SHUTTLES

6.1. Taxi and shuttle services while in community to get to and from accommodations and practice sites need pre-approval. To claim – receipts and proof of pre-approval is required.

6.2. If learner is claiming mileage, then they should be driving to and from the practice site and claim mileage (section 5).


MEALS PER DIEM

7.1 Learners on rotations/placements above the 53rd parallel are eligible for a $200.00 per week for meals per diem. Learners who are in communities that qualify for this benefit will be notified by the Office of Rural & Remote Learner Experiences (effective April 1, 2024).


NON-REIMBURSABLE EXPENSES

8.1. Return travel during vacation or mid-placement (except as outlined in 5.5).

8.2. Costs of car rentals, taxis, parking, or other transportation costs incurred (except as noted in 6.1).

8.3. Costs related to individuals other than the approved learner, including family and pet travel or accommodations (expect as noted in 3.2 with pre-approval).

8.4. Change fees for missed flights or made at the request of the learner.

8.5. Additional local travel costs incurred while in placement (except as outlined in 5.6).


OTHER FACTORS

9.1. If at any time the learner feels either air travel or road travel is unsafe due to weather factors, they may decide to decline boarding an aircraft or engaging in road travel on a particular day.

In such cases the learner is to contact the Office of Rural & Remote Learner Experiences immediately to inform them of this decision. Alternate arrangements may then be made between the Office of Rural & Remote Learner Experiences and learner at that time.


CLAIM SUBMISSION

10.1. To be eligible for reimbursement, an expense claim must be submitted following the University of Manitoba procedure within 30 days of the end of the out-of-town rotation (placement).

Any extension of this deadline will only be considered in the event of extraordinary circumstances and requires express written approval from their Program Coordinator/Administrator.

10.2. Submissions need to include:

10.2.1. RFHS Expense Claim Form (fully completed) 

10.2.2. RFHS Travel Log (number of trips/distances can be used on log) 

10.2.3. All receipts

10.2.4. Pre-Approval Form – if claiming taxi’s/shuttles, accommodations

10.2.5. Email confirmation from the recipient that the host gift was received must be included.

10.3. Claims are to be submitted via email to rady.ruralremoteplacements@umanitoba.ca


REFERENCES

11.1. RFHS Expense Claim Form

11.2. RFHS Travel Log

11.3. Pre-Approval Form

11.4. UM Travel Policy and Procedures documents


POLICY CONTACT

12.1 Contact the Office of Rural & Remote Learner Experiences by email rady.ruralremoteplacements@umanitoba.ca with questions regarding this policy.

Social media guidelines

1. BACKGROUND

Social media plays an important role in communication with, and among, learners, faculty, staff, patients, community stakeholders and others. Inappropriate or offensive behaviors, use or interactions on social media can impact employment, training, or learner status.


2. PURPOSE

2.1 To provide guidance to learners, faculty members and staff of the Rady Faculty of Health Sciences (“RFHS”), University of Manitoba, respecting existing resources and requirements relating to social media; and

2.2 To provide guidance in understanding their roles and responsibilities as a member of the RFHS when using social media.


3. DEFINITIONS

3.1 RFHS-Hosted Social Media

a social media account that is created, branded and utilized by a program, Department or unit of the RFHS or a College(s) of the RFHS, and represents the RFHS.

3.2 Personal Social Media

social media used for personal purposes, such as communicating with family, friends, other learners, faculty, staff. This includes learner or student groups.

3.3 Social Media

a term used to describe websites and/or applications that enable users to create and share content or to participate in social networking including without limitation popular platforms such as Facebook, Twitter, Instagram, SnapChat, TikTok, LinkedIn and YouTube.


4. GUIDELINES

RFHS-Hosted Social Media

4.1 RFHS-Hosted Social Media shall follow the Guidelines and best practices at the University of Manitoba including:

Social Media Guidelines and Best Practices – Marketing Communications Office;

Social Media at the University of Manitoba – Access and Privacy Office.

Personal Social Media

4.2 Academic freedom and freedom of expression are fundamental values supported by the University of Manitoba and the RFHS.

4.3 While use of Personal Social Media for educational, personal or professional development is permitted and the principles of academic freedom and freedom of expression are supported, individuals assume personal responsibility for information they post online or send electronically. Personal Social Media must comply with professional standards, University policy, and legislation.

4.4 It is important to be aware that, even with Personal Social Media use, the person’s RFHS affiliation may still be identified, known or presumed. A “University Matter” is broadly defined, as provided in the RWLE and Sexual Assault Policy and Procedure.

4.5 For Personal Social Media, if a person identifies their affiliation with RFHS or the University of Manitoba, then they should visibly include a disclaimer such as: “The views expressed here are my own and do not reflect the views of the Rady Faculty of Health Sciences, University of Manitoba” or “these views are my own”. Even with this disclaimer, the matter may be considered a University Matter and, in either case, must comply with professional standards, University policy, and legislation.

4.6 Although any item posted on Social Media will continue to exist in some form, here are select articles that may be helpful to “clean up” one’s Personal Social Media:

Legislation

4.7 The Personal Health Information Act (Manitoba) (“PHIA”) outlines responsibilities that anyone who collects personal health information must abide by. All health care providers, including learners, take a PHIA pledge and are considered trustees under PHIA. The Freedom of Information and Protection of Privacy Act (Manitoba) (“FIPPA”) contains privacy responsibilities that are applicable. There are many forms of online or electronic communications that may undermine these obligations, for example, blogging about specific patient encounters, or posting patient information on a social networking site.

4.8 In Manitoba, the Human Rights Code prohibits discrimination and harassment of any individual or group based on any of the personal characteristics as set out in the Human Rights Code (Manitoba). The Criminal Code of Canada contains provisions respecting hate speech. Any Social Media shall be free of harassment, discrimination, as well as public incitement, and wilful promotion, of hatred.

Professional Standards

4.9 Professional Standards: Each profession has its own governing body that may have statements or guidelines relevant to Social Media that provide responsibilities for its members. The following list is provided for reference and may not be exhaustive:

Code of Ethics for Registered Nurses

Code of Ethics and Standards of Psychiatric Nursing Practice

College of Occupational Therapists of Manitoba: Code of Ethics

College of Pharmacists of Manitoba: Code of Ethics

College of Physicians and Surgeons of Manitoba – adoption of Canadian Medical

Association Code of Ethics and Professionalism

College of Physicians and Surgeons of Manitoba: Standards of Practice of Medicine

College of Physiotherapists of Manitoba: Use of Social Media

College of Registered Nurses of Manitoba and College of Registered Psychiatric Nurses of Manitoba: Social Media and Social Networking

Manitoba Association of Registered Respiratory Therapists: Code of Ethics

Manitoba Association of Registered Respiratory Therapists: Standards of Practice

Manitoba Dental Association: Code of Ethics

Practice Expectations for RNs

University of Manitoba Policies and Values

4.10 A number of University of Manitoba policies and values are relevant and applicable to online communication, electronic activities and work/learning environments. They include:

Access and Privacy Policy and Procedures:

University members are required to comply with PHIA, FIPPA, and this policy to ensure the University meets its obligations under access and privacy legislation.

Use of Computer Facilities Policy and Procedures:

University members, including learners, agree to abide by this policy when they claim a user ID. The policy outlines clear user responsibilities.

Respectful Work and Learning Environment Policy and Procedure (currently under review):

This policy, in part provides: “Members of the University Community, including every student and employee, are entitled to a respectful work and learning environment that is:

  • Free from Discrimination and provides for Reasonable Accommodation
  • Free from Harassment
  • Collegial and conducive to early resolution of conflict between members of the University Community.

It provides a process for complaint and resolution should there be a concern respecting a respectful work or learning environment.

Prevention of Learner Mistreatment Policy, Max Rady College of Medicine:

This policy provides a commitment “to assuring safe, respectful and supportive working and learning environments in which all of its members are enabled and encouraged to excel. This is an environment free of discrimination, harassment and mistreatment and one in which feedback regarding performance can be shared openly without concern for ridicule or reprisal.” It provides a process for complaint and resolution should there be a concern respecting learner mistreatment. It is currently under review to be applicable across all of the RFHS.

Discipline avenues for unprofessional conduct.

For learners, unprofessional conduct can result in discipline pursuant to the Student Discipline Bylaw; a program’s Professional Unsuitability Bylaw or a program’s essential/requisite skills and abilities document.

For faculty members or staff, unprofessional conduct can result in discipline pursuant to an applicable collective agreement, human resources policy or employment standards law.

The University’s commitment to six fundamental values defining Academic Integrity

Should be kept in mind at all times:

  • honesty
  • trust
  • fairness
  • respect
  • responsibility
  • courage

As well as the University’s values set out in its Strategic Plan:

  • academic freedom
  • accountability
  • collegiality
  • equity and inclusion
  • excellence
  • innovation
  • integrity
  • respect
  • sustainability
Social Media Orientation/Training

4.11 It is recommended that each College/Program consider the following to be provided for review or orientation (or other similar orientations/modules) for learners, faculty members and staff:

4.12 It is recommended that learners receive social media orientation/training at admissions/orientation, as well as refresher training prior to commencement of clinical field work/clinical practice/clerkship/clinical learning, as determined to be appropriate by the program.

4.13 It is recommended that staff and faculty members receive social media orientation such as review of the above Social Media Module and this Guideline as part of their new staff on- boarding or College/RFHS-level new faculty orientation process.

4.14 This Guideline is not intended to replace University-level policies or procedures, or more detailed College or Program-specific policies or guidelines. Please reference any applicable College or Program-specific policies or guidelines.

4.15 Should a concern arise respecting Social Media use as it relates to the Rady Faculty of Health Sciences community, learners can report concerns to any of their teachers, preceptors, course/rotation directors, administrative staff members, Department Heads, Associate Deans within their program, Student Affairs or Student Services at Bannatyne Campus representatives, including Student Advocacy, according to personal comfort and preference.

The “Speak Up” button can be utilized by Medical learners (currently under review for expansion to all Rady Faculty learners).

Faculty members and staff may contact Human Resources or their union representatives.

The University’s Office of Human Rights and Conflict Management is a resource available to all University members.

If the matter involves a potential privacy breach, the Access and Privacy Office shall be notified in accordance with the Access and Privacy Policy.

4.16 The consequences of posting concerning Social Media is dependent upon the applicable University policy, bylaw, collective agreement, professional standard or legislation that may have been breached, as well as on the circumstances, on the seriousness of the breach, and any mitigating factors. The applicable policy or other governing document should be referenced, however the following list provides examples of measures and is not meant to be exhaustive nor necessarily represents a progression of measures:

a) A letter of apology;

b) Attendance at educational session(s);

c) Attendance at coaching session(s);

d) Academic consequences such as remediation, probation, notation on the performance record, dismissal/expulsion from the Program/College/RFHS;

e) Termination of employment or academic appointment.


5. GUIDELINE CONTACT

Please contact the Director, Planning and Priorities or the Director, External Relations, Rady Faculty of Health Sciences, with questions regarding this document.


6. APPROVAL

These guidelines were approved by the RFHS Dean’s Council on September 1, 2020.

Travel and business expense guideline

Guideline name Travel and business expense guideline
Application and scope  
Approved date May 1, 2018
Review date March 31, 2023
Revised date  
Approved by Rady Faculty of Health Sciences Council of Deans


PURPOSE

To provide guidance or more restrictive constraints over specific business and/or travel expenditures Travel and Business Expense Claims Procedure below for the Rady Faculty of Health Sciences. In each instance the section in the Procedure in which guidance is being provided or to which the constraint applies will be indicated. The following guideline applies regardless of ultimate source of funding.


DEFINITIONS

Hospitality – Food and/or beverages for events where there is more than one person. An individual travelling on University business and claiming their individual meal is not considered hospitality.

The University has an exclusive agreement with Aramark with respect to providing catering services within U of M space. Therefore, Aramark must be used for all Hospitality or Special Events held within U of M space unless a Catering Waiver has been approved by Dining Services.

Special Events – Hospitality that involves meeting with potential donors or alumni as well as milestone events such as College Anniversaries where there may be dignitaries present. Additional events maybe approved by the Senior Financial Officer of each representative College.


GUIDELINE

1. Meals while traveling (Section 2.20)

a. Actual costs (meals with receipts) will have the following caps:

Region of travel Breakfast Lunch Supper Per diem
Canada

$15

$15

$30

$60

USA/Africa

$20

$20

$40

$80

Asia/Latin America/Oceania

$20

$20

$50

$90

Europe/Caribbean

$25

$25

$60

$110

b. To avoid the requirement to submit receipts the daily per diem allowance can be claimed, and would be considered the daily maximum. If you plan a mix of actual receipts and per diem within a given day, the daily per diem will remain the maximum total claim for that day.

2. Travel Exceptions to the Travel and Business Expense Policy (Section 2.3)

a. For exceptions to the U of M Travel and Business Expense Claims Procedure; airfare using personal cards & expenses 12+ months old, all supporting documentation must accompany the exception request form provided by U of M Travel Services. These should be submitted to the Director of Finance for review and RHFS Dean signature. It will be the submitters responsibility to obtain VP approval following College signoff.

b. Exceptions to this guideline can be requested via email from the Director of Finance, Rady Faculty of Health Sciences. A special exception form is not required.

3. Hospitality/staff events (Section 2.21)

a. All hospitality is to be pre-approved at the following levels via the RFHS Hospitality approval form (note the meal max per person of $75) attached:

i. Senior Financial Officer (SFO) – up to $40 per person (including tax and gratuity)

ii. College Dean – over $40 and up to $75 per person (including tax and gratuity) following initial review and approval by the SFO

b. CPD events where the individual registrant fees cover the entire cost of the event including the meal do not require pre-approval via the Hospitality form, and can be approved by the one-over-one within the College/Department.

c. Research related hospitality/staff events must be approved by the respective FOP Grant Accountant (email will suffice), and included in the submission to the SFO.

d. Approval will not be granted for internal Faculty/Staff/Student meetings, Journal Clubs or Grand Rounds. An exception may be granted by the SFO in specific cases where funding is provided by external partners specifically for this purpose.

e. Recruitment & Visiting Professors dinners are limited to a maximum of 4 people in attendance (3 U of M Faculty plus the guest). A reasonable amount of alcohol may be considered for these events, as discussed with your SFO. Exceptions for number of attendees may be considered for a Dean recruitment.

f. Meals with students during Recruitment & Visiting Professors visits are not considered an acceptable hospitality, and any exceptions will need to be approved by the SFO.

g. Faculty/Staff/Resident planning retreats & events are limited to one event per year for each College or Department. Holiday parties are not considered an acceptable event, as these are provided on a Faculty and/or College level for all Faculty/Staff.

h. Formal graduation dinners must be student funded. Colleges or departments are permitted to make a monetary contribution to these events if their budget allows. Refreshments and snacks may be permitted following College convocation ceremonies when they are not included in the University convocation ceremony.

i. Retirements – a small cake and coffee party is permitted, any larger event requires ticket sales or personal/private funding.

j. CaRMS Interviews – the maximum University approved funding per person will be communicated annually from the Deans office, Max Rady College of Medicine.
 
k. Alcohol may be permitted at Special Events, as pre-approved by the SFO & College Dean. Total expenses are to remain within $100 per person (inclusive of food, beverages, taxes, tip, etc.).

l. Alcoholic beverages are not an allowable expense except as noted in (e) and (k) above and under no circumstance is alcohol to be charged to research funds. Use of a cash bar is acceptable and recommended for events not otherwise approved.

4. Conferences (Section 2.3)
Limited to one (1) per person, per fiscal year, for management and other senior administrative staffing. In situations were other staff are the most appropriate attendees, this would be considered appropriate when requested by a one-over-one with management agreement. Conferences are not to be used to address personal professional development. All attempts are to be made to send the minimum number of individuals to any conference, with the expectation of information gained being disseminated to additional staff at a later date.

5. Parking (Section 2.45)
Airport parking charges while traveling on University business will be permitted up to a maximum of $100/trip. Any amounts exceeding the maximum should be approved by the SFO with justification provided regarding the most economical travel vs taxi transportation to and from the airport.

6. Caregivers (Section 2.49)
Claimants requiring an accompanying caregiver while traveling may be considered following approval of the one-over-one in conjunction with the Director of Finance.


GUIDELINE CONTACT:

Director of Finance, Rady Faculty of Health Sciences


CROSS REFERENCES

This guideline should be cross referenced to the following relevant Governing Documents:

Travel and Business Expense Claims Policy and Procedures – December 2017

Please provide a completed Hospitality Event Pre‐Approval Form to Rady FHS Finance, who will submit for final approval and return via email.

Utilization of standardized patients resources, bookings, cancellations

Policy name Utilization of standardized patients resources, bookings, cancellations
Policy number SP-1
Application and scope All units or users utilizing standardized patients
Approved date September 2022
Review date Five (5) years from approval date
Revised date  
Approved by CLSP Steering Committee August 2022 and RFHS Deans Council September 2022

BACKGROUND

The incorporation of Standardized Patients (SPs) supports a variety of clinical educational activities across RFHS and other users.

Incorporation of Standardized Patients (SPs) into clinical learning requires consideration of additional responsibilities for all program users, such as – but not limited to - reasonable scheduling timeframes, deadlines for submitting case files, and providing meals where SPs cannot leave the scenario environment, etc.


1. PURPOSE

To standardize the process by which SP resources within CLSP are requested and utilized. To ensure fair and equitable recruitment and treatment of SPs and to balance the fiscal responsibilities thereby incurred.


2. DEFINITIONS

Staff of the Standardized Patient Program can fulfill many roles and scopes to meet user needs, including:

Physical Exam Models (PEMs)

PEMs do not reproduce histories or findings, but allow their own bodies to be used for clinical examination / demonstration, not including genital and / or breast exams (see SETA for sensitive exams)

Standardized Patient (SP) 

SPs simulate a set of symptoms and medical conditions accurately for specific scenarios for both formative events as well as in summative events to assess learners’ clinical and communication/interpersonal skills.

Standardized Client (SC) 

Healthcare professions / educators that use the term "client" rather than "patient" typically use this designation rather than “SP.”

Standardized Health Professionals (SHPs)

We recruit SHPs from the same, similar, or adjacent healthcare professions represented by the event to draw upon their professional training for the purposes of simulation.

Sensitive Exam Teaching Associates (SETAs) 

SETAs teach the clinical and communication skills necessary to conduct:

  • pelvic and/or breast exams for female anatomy (CTAs)
  • genital / rectal exams for male anatomy (MUTAs)
SPares 

SPares (or back-ups) are trained to the same degree as any other SC, SETA, SHP, or SP in the same competencies, they agree to wait on site in case scenario/SP backup is required.

Event Staff 

SPs recruited as staff contribute to the administration of events as timekeepers, hall monitors, or invigilators, or other duties as required.

Cancellation 

A request from the requesting user group to not proceed with a planned event before event start

Core Competencies

Standardized Patients (SPs) typically operate within three (3) core competencies:

  • Facts, wherein an SP learns and accurately reproduces the details of a particular role
  • Findings, wherein an SP learns and accurately reproduces emotional, psychological, and / or physical symptoms
  • Feedback, wherein an SP provides well-considered, constructive written and / or verbal feedback regarding candidates’ performances

3. POLICY STATEMENTS

Adequate notice

Please submit requests for SP service no less than six (6) working weeks prior to any event exclusive of any university closures.

Requests submitted after the six-working week deadline receive case-by-case consideration, however support cannot be guaranteed.

Please provide case information (if required) as close as possible to the date the service request is submitted. To support quality SP training and event planning, final drafts must be approved no less than 10 business days before first event date.

For requests received with six weeks of notice, the SP program will strive to deliver recruitment completed by the four-week mark, or two weeks from event date.

For requests received with less than six weeks’ notice and accepted for support, best efforts will be made to complete recruitment before the event date.

If the information in the request form is complete, you will receive confirmation within 48 hours of submission.

If we are unable to fulfill a request, we will provide notice within five (5) working days.

All requests received six weeks + before the first event date receive first consideration. Preparation and planning will proceed chronologically by date of event. Should there be a conflict, we will prioritize events in accordance with the list of prioritizations set out in the CLSP Booking Policy.

Cancellation

Users must inform the SP department of intent to cancel an event with as much notice as possible.

Users must provide notice of cancellation of events or shifts no less than three business days prior to avoid cancellation costs. Notice of event cancellation provided with less than three business days will require that confirmed SPs be paid three-hour minimums at the applicable rate (per the Rate of Pay procedure).

We will accommodate cancellations with less than three business days’ notice only in legitimate emergencies, or unforeseen and uncontrollable circumstances at the discretion of the CLSP Manager and/or Director.

Rates of Pay, Breaks

SP payrates and break entitlements will be determined by the RFHS and maintained in a separate procedure document. These items will be maintained in accordance with UM policies, and Manitoba Labour law.


4.0 SP MEALS

Events requiring sequestration or that restrict the movement of SPs during an event will require event requestors to provide appropriate meals, namely:

Events less than four hours in duration – one 20-minute break with light refreshments

Events greater than four hours in duration – two 20-minute breaks with light refreshments and a 30-minute meal period with a provided substantial mid event meal.


5.0 SUBMITTING A REQUEST AND PROVIDING SCENARIO DOCUMENTATION

5.1 All requests for booking SPs must be completed with the online request form.


6.0 SAFETY

6.1 In keeping with University of Manitoba’s Respectful Workplace Policies, we reserve and recognize the right of SPs to recuse themselves from participating in activities that make them feel unsafe and / or uncomfortable at any point. Please refer to the SP Safety policy for further information. The SP Educator managing your event will discuss this caveat and discuss possible spare SPs on hand to reduce any chance of session interruption.


7.0 REFERENCES

7.1 Online SP Request Form 

7.2 University of Manitoba Holiday Closure Dates


8.0 POLICY CONTACT

Please contact the Director, CLSP with questions respecting this policy.

Avenues to address professionalism

Individuals outside university jurisdiction

Prevention of Learner Mistreatment Policy (Professionalism Office, Max Rady College of Medicine, possible expansion to RFHS)

The Professionalism Office may receive a complaint through the policy that involves an individual outside of University jurisdiction (such as at a clinical learning site). The Associate Dean, Professionalism, will work with the CEO or delegate of that site to address the matter. In some cases, joint investigations occur.


Agreements with Individuals/Sites (e.g. Learner Placement Agreement; Independent Contractor Agreement; GFT Agreement)

Certain agreements may place professionalism responsibilities on individuals or entities. For example, the template learner placement agreement states that learners will be placed in a professional and safe work and learning environment. It also allows learners to be removed from a site. A professionalism issue could be addressed through this avenue.


Shared Health Joint Council / College Subcommittees

The Joint Council and its College Subcommittees are intended to be an avenue to address any professionalism issues against learners. This might involve members of a clinical learning site.

Professionalism issues - Faculty or staff

Collective Agreement Process (Labour Relations/Human Resources)

Jurisdiction: Faculty or staff that are part of a bargaining unit if there is a breach of their collective agreement. A breach is dependent on the specific wording in the collective agreement.

Application: To faculty or staff part of the collective agreement. Responsibility: Labour Relations/Human Resources, University of Manitoba.
Appeal: An appeal proceeds in accordance with the appropriate grievance process defined by the applicable collective agreement.

Human Resources Policy/Employment Standards (Human Resources)

Jurisdiction: Faculty or staff excluded from a bargaining unit, if there is a breach an employment agreement, human resources policy or employment standards law. A breach is dependent on the specific wording in the policy/employment law. Application: To faculty or staff of the University of Manitoba, excluded from a bargaining unit. Responsibility: Human Resources, University of Manitoba.

Appeal: An appeal mechanism is set out in The Appeals by Academic or Support Staff excluded from Bargaining Units Policy.

Responsibilities of Academic Staff with regard to Students Policy (UM)

Jurisdiction: To set out the responsibilities, and discharge of responsibilities, of Academic Staff with respect to students, including in their interactions with students.

Application: It applies to Academic Staff and Academic Administrators.

Responsibility: The Vice-Provost (Academic Affairs) is responsible for implementation of the policy. Appeal: It does not state what process applies should non-compliance occur.

Prevention of Learner Mistreatment Policy (Professionalism Office, Max Rady College of Medicine, possible expansion to RFHS)
Jurisdiction: To consider any intentional or unintentional, disrespectful treatment of a learner, trainee, or colleague that has or may have the effect of creating an intimidating, humiliating, hostile or offensive work or learning environment for learners in that circumstance.

Application: It currently applies across the Max Rady College of Medicine, however, the Director, Equity, Diversity and Inclusion is leading a Faculty-wide Learner Mistreatment working group to review Faculty-wide application.

Responsibility: The Associate Dean, Professionalism, Max Rady College of Medicine. Should Faculty-wide application of the policy occur, the query is whether this position/office should be made Faculty-wide to address matters under the policy.

Appeal: The avenue of appeal is dependent on the action taken under the policy.


Respectful Work and Learning Environment Policy (Office of Human Rights and Conflict Management, UM)

Jurisdiction: To address complaints respecting discrimination, human-rights based harassment, personal harassment and sexual harassment.

Application: It applies to the University community, meaning all Board of Governors members, Senate members, Faculty/College/School Councils, employees, anyone holding an appointment with the University, students, volunteers, external parties, contractors and suppliers.

Responsibility: Office of Human Rights and Conflict Management, University of Manitoba.

Appeal: If the respondent is a member of a bargaining unit, an appeal proceeds in accordance with the appropriate grievance process defined by any applicable collective agreement. If the respondent is not a member of a bargaining unit, an appeal would proceed in accordance with The Appeals by Academic or Support Staff excluded from Bargaining Units Policy.


Sexual Assault Policy (Office of Human Rights and Conflict Management, UM)

Jurisdiction: To address complaints respecting sexual assault/violence.

Application: It applies to the University community, meaning all Board of Governors members, Senate members, Faculty/College/School Councils, employees, anyone holding an appointment with the University, students, volunteers, external parties, contractors and suppliers.

Responsibility: Office of Human Rights and Conflict Management, University of Manitoba. There is a recently-opened Sexual Violence Resource Centre, but this is a resource/support centre.

Appeal: If the respondent is a member of a bargaining unit, an appeal proceeds in accordance with the appropriate grievance process defined by any applicable collective agreement. If the respondent is not a member of a bargaining unit, an appeal would proceed in accordance with The Appeals by Academic or Support Staff excluded from Bargaining Units Policy.


Violent or Threatening Behaviour Policy (UM)

Jurisdiction: To establish a protocol for reporting and responding to issues of violence that occur with respect to University matters.

Application: It applies to the University community, meaning all Board of Governors members, Senate members, Faculty/College/School Councils, employees, anyone holding an appointment with the University, students, volunteers, external parties, contractors and suppliers.

Responsibility: University Security Services and Student/Staff Threat Assessment Triage Intervention Support team (STATIS), with review from the Vice-President (Administration).

Appeal: Where the individual is an employee, the discipline would be implemented pursuant to and in accordance with applicable legislation, common law, collective agreements, and University policies, procedures and bylaws. An appeal would be pursuant to that mechanism.

Referral to Regulatory Body (if Faculty/Staff is a Member)
Although not within University of Manitoba jurisdiction, a referral to the applicable professional regulatory authority may be advisable or required, depending on the status of faculty/staff as members of a regulatory authority, and the particular reporting obligations of the regulatory authority.

Professionalism issues - Learners

Professional Unsuitability Bylaw (Program/College)

Jurisdiction: A program’s Professional Unsuitability Committee reviews and makes recommendations regarding the suitability of a learner for the program, and may require the learner to withdraw from the program. Please note: Not all programs have professional unsuitability bylaws, and therefore this avenue is not open to all programs.

Application: The following programs within the RFHS have a Professional Unsuitability Bylaw/Committee:

  • Bachelor of Nursing Program
  • Undergraduate Programs of the Dr. Gerald Niznick College of Dentistry and School of Dental Hygiene
  • Doctor of Pharmacy Program
  • Bachelor of Midwifery Program
  • Masters of Occupational Therapy Program

Responsibility: The Program/College, through the Program’s Professional Unsuitability Committee.

Appeal: To the University of Manitoba’s Senate Appeals Committee.


Essential/Requisite Skills Policy / Bona Fide Academic Requirements (Program/College)

Jurisdiction: The document sets out the requisite skills and abilities for learners in the program, and may require a learner to withdraw from the program, if not meeting the requirements. Often, the requisite skills and abilities document has a requirement to conduct oneself in a professional manner and/or other professionalism requirements.

Application: The following programs have an Essentials/Requisite Skills policy/document or BFARs:

  • Applied Health Sciences
  • Bachelor of Midwifery Program
  • Bachelor of Nursing Program
  • Bachelor of Respiratory Therapy Program
  • Biochemistry and Medical Genetics
  • Community Health Sciences
  • Dental Hygiene Diploma Program
  • Doctor of Dental Medicine Program
  • Doctor of Pharmacy Program
  • Human Anatomy and Cell Science
  • Immunology
  • Masters in Oral and Maxillofacial Surgery
  • Masters of Nursing, Nurse Practitioner Program, PhD in Nursing
  • Masters of Occupational Therapy Program
  • Masters of Physical Therapy Program
  • Masters of Physician Assistants Program
  • Masters of Science Genetic Counselling
  • Masters of Science Pharmacy
  • Masters of Science Prosthodontic Program
  • Masters of Science Rehabilitation Sciences Program
  • Medical Microbiology and Infectious Diseases
  • Oral Biology Program
  • Pathology Program
  • Pharmacology and Therapeutics
  • PhD Pharmacy
  • Physiology and Pathophysiology
  • Postgraduate Medical Education Program
  • Preventative Dental Sciences
  • Prosthodontics
  • Surgery
  • Undergraduate Medical Education Program

Responsibility: The Program is responsible to address any issues with requisite skills and abilities; this usually proceeds through the program to the Associate Dean, Director or Department Head responsible for the Program.

Appeal: Although not usually stated within the document, an appeal related to BFARs or Essential Skills would usually be considered an academic matter, and would go the Student Appeals Committee of the College or the Faculty of Graduate Studies. In some cases, the BFARs or Essential Skills of the program are referenced in matters that proceed through the “non-academic misconduct” route (see the Student Discipline Bylaw process below).


Student Discipline Bylaw (UM)

Jurisdiction: To address academic misconduct and non-academic misconduct of learners. Inappropriate or disruptive behaviour includes unprofessional conduct.

Application: To all learners at the University of Manitoba.

Responsibility: The responsibility for discipline depends on the misconduct, and ranges from academic staff responsibility to the President. Tables 1 and 2 of the Bylaw set out the jurisdiction of the disciplinary authority.

Appeal: Appeals proceed in accordance with the Bylaw Appeal Procedure. Final decisions of a College/Program would proceed to the RFHS Local Disciplinary Committee and then to the University Discipline Committee, which is the final level of appeal within the University.


Prevention of Learner Mistreatment Policy (Max Rady College of Medicine)

Jurisdiction: To consider any intentional or unintentional, disrespectful treatment of a learner, trainee, or colleague that has or may have the effect of creating an intimidating, humiliating, hostile or offensive work or learning environment for learners in that circumstance. In addition to addressing the processes under the Prevention of Learner Mistreatment Policy (complaints via the Speak Up button/process and compliments via the Keep It Up Button), the Associate Dean, Professionalism/Professionalism Office also reviews and addresses learner mistreatment student surveys and end of rotation evaluations, all which feed into the same system (Entrada) for tracking. This allows a centralized system to track all information relating to learner mistreatment, and provides for a denominator in tracking all incidents of learner mistreatment and capturing the data where no mistreatment is reported (i.e. answering “no” to the question). Referrals are made to the OHRCM if the matters falls under the RWLE Policy. Consultations occur with affiliated clinical placement sites, on an as-needed basis.

Application: The policy applies across the Max Rady College of Medicine. 

Responsibility: The Associate Dean, Professionalism, Max Rady College of Medicine.

Appeal: In cases where either the Complainant or the Respondent are dissatisfied with the Reviewer’s decision, that person must initate their appeal in writing to RFHS Dean or designate within 10 working days of the report and refer to the applicable University Policy, Procedure or Bylaw or collective agreement.


Prevention of Learner Mistreatment Guidelines (Faculty of Health of Sciences)

Jurisdiction: Each College/IHP has jurisdiction to consider Learner Mistreatment matters not covered by other jurisdictions (please see Appendix A - Jurisdiction: Referrals and Review). Matters considered of a serious nature or involving alleged egregious behavior, are referred to the appropriate forum/body. For clarity, the Office of Professionalism will refer all reports respecting harassment, discrimination, or sexual violence, as covered by the University’s Respectful Work and Learning Environment Policy and Sexual Violence Policy, to the Office of Human Rights and Conflict Management. Cases involving sexual violence can also be referred to the Sexual Violence Resource Centre. If a referral is to be made to another body by the Office of Professionalism, the Complainant will first be notified.

Application: The guidelines apply to faculty, staff and learners of the Rady Faculty of Health Sciences and its Colleges.

Responsibility: Respective college, program and school leads.

Appeal: In cases where either the Complainant or the Respondent are dissatisfied with the Reviewer’s decision, that person must initate their appeal in writing to RFHS Dean or designate within 10 working days of the report and refer to the applicable University Policy, Procedure or Bylaw or collective agreement.


Respectful Work and Learning Environment Policy (Office of Human Rights and Conflict Management, UM)

Jurisdiction: To address complaints respecting discrimination, human-rights based harassment, personal harassment and sexual harassment.

Application: It applies to the University community, meaning all Board of Governors members, Senate members, Faculty/College/School Councils, employees, anyone holding an appointment with the University, students, volunteers, external parties, contractors and suppliers.

Responsibility: The Office of Human Rights and Conflict Management, University of Manitoba.

Appeal: If the respondent is a learner, the appeal proceeds in accordance with the Student Discipline Bylaw and the Student Discipline Appeal Procedure.


Sexual Assault Policy (Office of Human Rights and Conflict Management, UofM)

Jurisdiction: To address complaints respecting sexual assault/sexual violence.

Application: It applies to the University community, meaning all Board of Governors members, Senate members, Faculty/College/School Councils, employees, anyone holding an appointment with the University, students, volunteers, external parties, contractors and suppliers.

Responsibility: The Office of Human Rights and Conflict Management, University of Manitoba.

Appeal: If the respondent is a learner, the appeal proceeds in accordance with the Student Discipline Bylaw and the Student Discipline Appeal Procedure.


Violent or Threatening Behaviour Policy (UM)

Jurisdiction: To establish a protocol for reporting and responding to issues of violence that occur with respect to University matters.

Application: It applies to the University community, meaning all Board of Governors members, Senate members, Faculty/College/School Councils, employees, anyone holding an appointment with the University, students, volunteers, external parties, contractors and suppliers.

Responsibility: University Security Services and Student/Staff Threat Assessment Triage Intervention Support team (STATIS), with review from the Vice-President (Administration).

Appeal: Where the individual is a student, the discipline will be implemented in accordance with the Student Discipline Bylaw and the Student Non-Academic Misconduct and Concerning Behaviour Procedure. Appeals proceed in accordance with the Bylaw Appeal Procedure. Final decisions of a College/Program would proceed to the RFHS Local Disciplinary Committee and then to the University Discipline Committee, which is the final level of appeal within the University.


Referral to Regulatory Body (if Learner is a Member)

Although not within University of Manitoba jurisdiction, a referral to the professional regulatory authority may be advisable or required, depending on the status of learners as members of the regulatory authority, and the particular reporting obligations of the regulatory authority.

Interdisciplinary health program

Interdisciplinary health program council bylaw - Terms of reference

Program Council

The Interdisciplinary Health Program Council (IHPC) will be responsible for bringing recommendations on the academic content of the Bachelor of Health Sciences (BHSc) and Bachelor of Health Studies (BHSt) degree programs to the Rady Faculty of Health Sciences Faculty Council. The IHPC will deal with matters such as program orientation, course changes, and entrance requirements. All program changes will be approved by the IHPC before submission to the Rady Faculty of Health Sciences Faculty Council and Senate as required.

A. Membership:

1. Chair of the IHPC (Dean, Rady Faculty of Health Sciences or designate)

2. Dean, Faculty of Arts

3. Program Director appointed by the Dean, Rady Faculty of Health Sciences

4. Two representatives from each of the two partner faculties (Faculty of Arts and Rady

Faculty of Health Sciences), chosen using procedures internal to the respective faculties, from among full‐time professors, associate professors, assistant professors, lecturers, instructors I and II and senior instructors holding academic rank in the respective faculties

5. Two students, one each from the BHSc and BHSt degree programs elected by and from among the student body

6. Such others as may be authorized by the Chair of the IHPC, including Student Advisers and staff helping students with their programs (visitors, observers, etc.). These individuals would be non-voting.


B. Powers to Act:

1. To provide for the regulation and conduct of its meetings and proceedings.

2. To appoint such committees as it may deem necessary and to confer on them the power and authority to act for it with respect to such matters as it may deem expedient.


C. Powers to Recommend:

The IHPC shall have the power to make such recommendations as it deems advisable to the appropriate person or bodies and may make recommendations concerning:

1. The administration of the rules and regulations of the Senate as they affect the students registered in the Interdisciplinary Health Program.

2. The preparation and publication of Interdisciplinary Health Program Curriculum timetables.

3. The conditions of entrance to the Interdisciplinary Health Program and the standing to be allowed to students entering the Interdisciplinary Health Program.

4. The rules and conduct of examinations and the results of examinations for students in the Interdisciplinary Health Program.

5. The candidates for degrees to be granted by the University pertaining to study in the Interdisciplinary Health Program.


D. Meetings:

1. The Dean of the Rady Faculty of Health Sciences (or designate) shall be the presiding officer and chair at all meetings of the Council.

2. The Council shall meet at least once yearly.

3. Meetings shall be called at the discretion of the Chair of the Council or at the written request of any three members of the Council.

4. At least five working days’ written notice of any regular Council meeting shall be given and at least 48 hours’ notice of any special Council meeting.

5. Council meetings shall be open, subject to the Council moving into closed session by the vote of a simple majority of those voting members in attendance.

6. The quorum necessary for the transaction of business shall be one third of the total voting membership.


E. Voting Procedures:

1. Voting privileges shall be restricted to members present at the meeting.

2. Motions to provide for other methods of voting require the consent of a majority of the members present and voting.

3. A simple majority is required.


F. Committees:

Program Council shall determine:

1. The number and terms of reference of Committees.

2. Decisions of committees shall be recorded and forwarded to committee members.

3. The Chair is a member ex‐officio of any Council committee to which he/she is not specifically named.

4. Any committee may request a person(s) to sit in an advisory capacity.

5. Sub‐committee structure is left to the discretion of the committee.


G. Rules of Order

1. In the conduct of its meetings, Council shall be guided by whichever authority is adopted by Senate, except in the case where Council adopts other specific procedures.

2. The Council may enact or amend standing rules and procedures for conduct of the affairs of the Council by a majority vote of those members of council present and voting at a meeting of council provided that five working days’ notice of the proposed enactment of amendment, and of the meeting date, is given.

College of Nursing

Professional unsuitability by-law

Bylaw name Professional unsuitability
Application and scope Students of the Bachelor of Nursing Program, College of Nursing
Approved date June 2020
Review date Five (5) years from approval/revised date
Revised date March 2, 2022
Approved by College Council, College of Nursing: April 29, 2020, December 22, 2021
Senate: June 24, 2020, March 2, 2022


 

The purpose of this Bachelor of Nursing Program (“Program”) Professional Unsuitability Bylaw (“Bylaw”) is to set out the jurisdiction of the Program’s Professional Unsuitability Committee and procedures for professional unsuitability hearings. The purpose of the Professional Unsuitability Committee is to review and make recommendations regarding the suitability of a student for the Program.

For the purpose of this Bylaw, the “University” refers to the University of Manitoba.

For the purpose of this Bylaw, the “College” refers to the College of Nursing.


1.00 Jurisdiction

1.01 General
The College of Nursing may require a student to withdraw from the Program pursuant to the procedures set out in this By-Law when the student has been found unsuited, on consideration of competence or professional fitness, for the practice of nursing. A student may be required to withdraw at any time throughout the academic year or following the results of examinations at the end of any academic term. This right to require withdrawal prevails notwithstanding any other provision in the College's Rules or Regulations. The Canadian Nurses' Association Code of Ethics, as the ethical basis for nursing in Canada, will be considered in every situation in which an inquiry is being held into the conduct of a student in the practice of nursing. Furthermore, in accordance with provisions of the Manitoba Human Rights Code, the College’s duty to reasonably accommodate the special needs of its students will be considered.

1.02 Grounds for Required Withdrawal
A student may be required to withdraw from the Program if the student has been found to be unsuitable for the practice of nursing, including without limitation, if the student has:

  • i. been found guilty of such conduct which, if participated in by a practicing registered nurse would result in suspension or expulsion of the practitioner from the practice of nursing or such other disciplinary actions available against a practitioner by the governing body of the profession;
  • ii. practiced incompetently in any clinical setting;
  • iii. jeopardized professional judgment through self-interest or a conflict of interest;
  • iv. demonstrated behaviour with respect to other students, colleagues, faculty or the public which is exploitive, irresponsible or destructive;
  • v. acquired a criminal conviction which according to the established College processes was determined to be of such a nature as to bring disrepute to the profession, or by which in the opinion of the College, the student demonstrated poor judgment, lack of integrity or (other) unsuitability for the profession;
  • vi. any health condition, the occurrence of which impairs essential performance required for the health profession;
  • vii. been under the influence of alcohol, cannabis products, legal or illegal drugs which impair client care, any other professional activity, or any activity related to the practice of the nursing profession;
  • vii. demonstrated unethical behaviour as specified by the Canadian Nurses’ Association Code of Ethics.

2.00 Professional Unsuitability Committee (PUC)

2.01 There shall be established within the College a standing committee known as the Professional Unsuitability Committee (PUC) to hear and determine matters of competence and/or professional fitness for the practice of nursing.

Membership in the PUC shall be as follows:

Chair (non-voting, except in the case of a tie): a tenured faculty member or instructor to be appointed by the Dean, College of Nursing for a five (5) year term, which may be renewable.

Committee Members:

Committee Members:

  • i. three full time academic members of the College, elected by the Council of the College of Nursing, for a five (5) year term, which may be renewable;

  • ii. two students from the Bachelor of Nursing Program, College of Nursing; from either third year or fourth- year undergraduate and one graduate student, appointed by the respective student organizations, for a one
    (1) year term, which may be renewable; and

  • iii. one full time academic member of the University College of the North, appointed by the Dean, College of Nursing; and

  • iv. one registered nurse external to the University of Manitoba, preferably with experience in dealing with disciplinary matters, to be appointed by the Dean, College of Nursing, for a five (5) year term, which may be renewable.


3.00 Procedure

3.01 The Dean (or designate) shall:

i) refer matters, which in her/his opinion, involve conduct or circumstances described in Article 1.01 and 1.02 herein, to the PUC in a written report, setting out the name of the student involved, the alleged facts and the alleged ground(s) warranting withdrawal pursuant to section 1.01 and 1.02. In no circumstances will a referral be based solely on anonymous allegations or materials. Anonymous materials are defined as “authorship that has not been disclosed”.

ii) provide the PUC and student with the information which supports the request to assess, through a hearing, the student’s suitability for the profession of nursing.

3.02 Upon receipt of a request for a hearing into a student’s suitability for the profession of nursing, the PUC shall:

i) send a Notice of Hearing to the named student pursuant to section 4.01 by registered mail to the last known address of the student as found on the College’s records. At the student’s request, additional information may be sent by regular mail, email or facsimile;

ii) consider whether just cause exists to suspend the student while the matter is being determined and if so, to issue an interim suspension to the student;

iii) at all times act expeditiously to complete the hearing;

iv) determine whether any of the grounds requiring withdrawal under section 1.01 and 1.02 exist at hearing of the matter pursuant to this By-Law; and

v) make a disposition in accordance with section 6.00 herein.

3.03 Once a request for a hearing has been made to the PUC, the proceedings may continue notwithstanding that the student has subsequently voluntarily withdrawn from the Program, or has refused to participate in the proceedings.


4.00 Notice to Students

4.01 The Chair of the PUC shall inform the student in writing, within five (5) working days of receipt of the request for a hearing, of the grounds for referral to the PUC, as well as the membership of the PUC and the date, time, and place for the hearing by the PUC of the matters set out in the referral.

4.02 The Notice from the Chair shall include a statement that if the allegations contained in the reference are established to the satisfaction of the PUC the student may be required to withdraw from the Program.

4.03 A faculty member shall not be disqualified from sitting as a member of the PUC hearing the matter by reason only that such faculty member has had previous contact with the student or has prior personal knowledge of the matter.

4.04 The student whose case is to be dealt with shall be permitted to challenge and thereby cause to be disqualified any member of the PUC. In such a case, the Chair would consider the grounds for the challenge and may replace the disqualified members pursuant to section 2.01. An academic member of the Program shall not be disqualified from sitting as a member of the PUC hearing the matter by reason only that such academic member has had previous contact with the student or has prior personal knowledge of the matter.


5.00 Hearing Procedures

5.01 The student may provide a written response to the grounds. Such written response should be provided to the PUC and the Dean (or designate) within five (5) working days of the hearing date, or at the discretion of the Chair.

5.02 In addition to the written information, the Dean (or designate) may provide the PUC and student with additional relevant information and or evidence that supports the grounds for a hearing within five (5) working days of the hearing date, or at the discretion of the Chair.

5.03 The student may appear in person and may choose to be represented by a Student Advocate provided through the University, legal or other counsel. A student may request an additional support person who may accompany him/her to the hearing. This person will be considered an observer and will not be able to participate in the hearing process.

5.04 The Program and student may call relevant witnesses as needed. Written notice to each party of witnesses to be called by the other party shall be provided at least five (5) working days prior to the hearing date, or at the discretion of the Chair.

5.05 The hearing shall be closed to all persons except the members of the PUC, Program Representative, the student, the designated representative of the student, if any, and support person of the student, if any.

5.06 The student or her/his representative shall have the right to hear and to cross examine witnesses, to have access to copies of all documents submitted to the PUC for consideration at least five (5) working days prior to the hearing, to call witnesses and to submit other evidence.

5.07 The student shall not be required to give evidence but if the student elects to do so, then the student may be questioned by members of the PUC.

5.08 A quorum for the PUC shall be 4 members and the Chair as referred to in section 2.02 above.

5.09 A simple majority of the members hearing the matter is required for any finding or for the determination of the appropriate disposition of the matter.

5.10 The Chair of the PUC shall vote only to break a tie.

5.11 Members of the PUC shall be bound by confidentiality in respect of information received in Committee. Information will only be disclosed as is reasonably necessary to implement the investigation, the resolution or the terms of any disposition imposed, or as required by law.

5.12 The results of the hearing and the reasons therefore shall be conveyed in writing to the student, the Student Advocate, and/or the designated representative of the student where applicable, with copies to the Dean of the College of Nursing and the Associate Dean, Undergraduate Programs.

5.13 At the discretion of the Chair, hearings may be conducted in whole or in part via teleconference or other video/electronic means.

5.14 If the student is participating in a hearing via teleconference, the Chair may require the student to confirm that there are not recording devices present and only persons set out in section 5.03 are in attendance.

5.15 At the discretion of the Chair, hearings may be conducted at one of the three delivery sites of the Program (Winnipeg, The Pas, or Thompson) to allow the student to participate in person.


6.00 Disposition of the Matter

6.01 The PUC shall, after hearing all the evidence, meet in closed session with its members only, to:

i) consider the evidence;

ii) make its findings using a balance of probabilities standard;

iii) if the allegations are proven, determine the appropriate disposition of the matter;

iv) if the allegations are not proven, dismiss the matter and/or make any other recommendation the PUC deems appropriate.

6.02 The PUC may make any disposition it deems appropriate in the circumstances. Without limiting the generality of the foregoing the following options, alone or in combination, are available:

i) determine that no further action be taken;

ii) allow the student to remain in the program and attach conditions prescribing future conduct by the student. Such conditions to remain in effect for any period of time the PUC deems appropriate;

iii) reprimand the student in writing;

iv) suspend the student from the Program for a specified period of 

v) require the student to withdraw from the Program, which withdrawal may attach conditions which must be fulfilled before any application for re-admission to the College can be considered;

vi) expel the student from the Program with no right to apply for re-admission to the College.

6.03 In cases in which the disposition of the hearing is one of iv, v, or vi as set out in section 6.02, the results shall be conveyed in writing to the Registration Consultant, College of Nursing who shall make the appropriate notation in the student’s transcript.

6.04 The student may request the PUC to consider removal of the notation from the transcript.


7.00 Appeals

7.01 If the student wishes to appeal a disposition of the PUC, such appeal may be made to the Senate Appeals Committee in accordance with the procedures of that body.

7.02 In the event of an appeal, the implementation of any decision of the PUC may be suspended until the matter has been disposed of by the Senate Appeals Committee.

7.03 Notwithstanding the above, if the President of the University is satisfied that it is in the best interests of the University, the President may at any time make an order, subject to final disposition of the appropriate review authority, suspending the student from participating in any program of the University.


8.00 Records

8.01 A record of any finding of professional unsuitability and/or disposition related thereto shall be kept on the student’s academic file within the Program and as required by the University. All information relating to the hearing before the PUC shall be kept in the office of the Associate Dean, Undergraduate Programs.


9.00 Amendments

9.01This By-Law may be amended by the University’s Senate, or by Senate after approval of such amendment(s) by College Council.
 
Revisions approved by Senate: March 2, 2022
Approved by Senate: April 6, 2011
Revisions Approved by Senate: June 24, 2020

Student assessment

Undergraduate student assessment policy

Academic progression
Effective September 2013 for Bachelor of Nursing program students:

Students are required to obtain a minimum of “C” grade in every letter grade course, a “Pass” in every Pass/Fail course, and a Program GPA of 2.5 to graduate. A final grade of “D” or “F” in a letter grade course or “Fail” in a Pass/Fail course taken to complete the degree requirement is considered a failure.

Academic assessments will be based on student performance in letter grade courses. The Term Grade Point Average (TGPA) will be calculated at the conclusion of each academic term in which the student has completed a minimum of 6 credit hours. Students who do not complete the minimum credit hours in one term will be assessed as “too few credit hours to assess”. These students will be assessed over two terms or more at the end of the term in which they reach the threshold of 6 credit hours.

The final term of the Bachelor of Nursing Program (NURS 4290/NURS 4580) will be excluded from assessment providing the student meets graduation requirements. Students are required to have a minimum Program GPA of 2.5 to be eligible for graduation.

Good academic standing: a student with a TGPA of 2.5 or higher will be assessed "College Minimum Met".

Academic warning: the first time a student’s TGPA drops below 2.5, the student will receive an Academic Warning. Procedures:

  • Students who receive an academic warning will be given the option of remediation, and will be required to meet with a Nursing Student Advisor at least once during the following term of study.

Academic probation: the second time that a student’s TGPA drops below 2.5, the student will be placed on Academic Probation. A formal remediation plan will be mandatory for students on academic probation. Procedures:

  • The remediation plan will be developed by the Associate Dean (Undergraduate Programs) or designate with the active participation of the student.
  • The remediation plan will be based on an assessment of the student’s current academic status and identified learning needs.
  • The student may be required to repeat selected Nursing courses.
  • The student may be required to repeat or register for the first time in selected non-Nursing courses (not elective courses). For example, students may be required or permitted to take or repeat select Statistics, Nutrition, or Native Studies course(s) from years 2 or 3.
  • If any courses are repeated, the student will be subject to all academic regulations related to final grades in repeated courses and the number of failures allowed in any given course or sequence of courses in the Bachelor of Nursing Program.
  • Students will be allowed to register in courses that they are required to repeat after students who are taking the course for the first time have had the opportunity to register and availability of space in the course can be confirmed.
  • The student will be required to meet with a Nursing Student Advisor at least twice during the following term of study.
  • Students on probation will not be permitted to register in any new nursing courses until they are removed from probation.
  • If there are non-academic issues interfering with the student’s academic progress, the student will be required to make every effort to deal with and resolve those issues during the period of academic probation.
  • Where indicated, a student will be referred to the student services unit for information and guidance. Any student subsequently registered with Student Accessibility Services and requiring accommodation by the College of Nursing will be referred to the College of Nursing Accommodation Team.

Academic suspension: The third time that a student’s TGPA drops below 2.5, the student will be placed on Suspension. Students who are suspended shall be ineligible to take any courses at the University of Manitoba or on a letter of permission for a minimum of eight and a maximum of 15 calendar months. Procedures:

  • The time period for the suspension actually served by the student is contingent on the program timetable and course availability.
  • Students who wish to continue their studies in the Bachelor of Nursing Program must submit a written application for reinstatement to the Associate Dean (Undergraduate Programs) by May 1 of each calendar year.
    • The written application must specifically address the academic and non-academic issues that had affected their academic standing prior to their academic suspension and describe how these issues have been addressed and/or resolved. This information should include, at a minimum:
      • An outline of what they have been doing during their time away from Nursing (e.g., developing good study habits, attending counseling, etc.);
      • An explanation of what has changed to make it more likely that they will be successful, and their plan for success if reinstated; and
      • An academic plan for the rest of their program.
  • The College of Nursing will consider each request on a case by case basis and reserves the right to deny a student’s request for reinstatement.
  • Students who are reinstated or who are actively under consideration for reinstatement will be subject to the following procedures with respect to their course registrations:
    • Students who are suspended at the end of Fall Term (January) will:
      • Request reinstatement by May 1 of the same year in which they were suspended;
      • Be given a final decision by May 15;
      • Register for courses during the College’s registration period; and
      • Proceed to course work in Fall term subject to space availability.
    • Students who are suspended at the end of Winter Term (May) will:
      • Request reinstatement by May 1 of the following year;
      • Be given a provisional decision by May 15;
      • Register for Fall term courses during the College’s registration period; and
      • Proceed to course work in Fall term subject to space availability.
    • Students who are suspended at the end of Summer Term will:
      • Request reinstatement by May 1;
      • Be given a provisional decision by May 15
      • Register for summer term, or the subsequent Fall term, courses during the College’s registration periods; and
      • Proceed to course work in summer term subject to course/space availability.
    • Students who do not apply for reinstatement by this deadline will be considered as having withdrawn from the College of Nursing and will not be permitted to return.
    • Students who are permitted to return from suspension will be required to meet with a Nursing Student Advisor to plan their program.

Required to withdraw: students who have been permitted to return from Suspension and whose TGPA drops below 2.5 a fourth time will be Required to Withdraw. Students who are Required to Withdraw are ineligible for re-admission to the College of Nursing.

College of Rehabilitation Sciences

Professional unsuitability by-law - Master of Occupational Therapy (MOT)

Bylaw name Professional unsuitability
Effective date September 1, 2021
Scheduled review date 10 years from Effective Date
Approving body University Senate
Authority The University of Manitoba Act
Responsible executive officer Executive Officer: President
Contact Department head, Department of Occupational Therapy, College of Rehabilitation Sciences
Delegate Dean, Faculty of Graduate Studies
Application Students in the Master of Occupational Therapy Program

Preamble

The Faculty of Graduate Studies at the University of Manitoba has established a Master of Occupational Therapy Program (the “Program”) administered by the Department of Occupational Therapy within the College of Rehabilitation Sciences, Rady Faculty of Health Sciences. The purpose of this Master of Occupational Therapy Program Bylaw is to set out the authority of the Program’s Professional Unsuitability Committee (“PUC”) and to set out its procedures for professional unsuitability hearings.


1.0 Reason for Bylaw

1.1 The Program has a social mandate to ensure that students become caring, skilled occupational therapists who are competent to practice. In fulfilling this mandate, the  Department of Occupational Therapy has developed a comprehensive program of academic  and fieldwork courses to ensure that graduates meet these expectations. The Program  requires students to uphold the high standards of professional practice expected of all  occupational therapists in action, word, intent, and spirit. The Program also has the obligation  to maintain the safety of students, colleagues, faculty and clients with whom its students have contact.


2.0 Rule/Principle

2.1 As members of the University community, students are obligated to act with integrity and diligence in carrying out their professional responsibilities, and their behaviour and conduct in relation to others ought to be characterized by consideration, respect, and integrity. 

2.2 Grounds under which a student may be reviewed under this Professional Unsuitability Bylaw include, but are not limited to, instances where the student:

a) engaged in behaviour or conduct that if engaged in by a practicing registered occupational therapist could result in suspension, expulsion or other serious disciplinary action by the regulatory body of the profession for occupational therapy;

b) jeopardized client-centred care through self-interest or a conflict of interest;

c) demonstrated unsafe practice or poor professional judgment in any clinical setting which resulted or could have resulted in harm to others;

d) demonstrated behaviour with respect to other students, colleagues, faculty or the public which is exploitive, irresponsible or destructive;

e) acquired, while in the Program, a criminal conviction which according to the Program was determined to be of such a nature as to bring disrepute to the profession, or by which in the opinion of the Program, the student demonstrated poor judgment, lack of integrity or other unsuitability for the profession; 2 January 30, 2020

f) has been placed on the Child Abuse Registry and/or Adult Abuse Registry in any jurisdiction while in the Program;

g) exhibited a health condition, the occurrence of which impairs essential performance required for the occupational therapy profession, recognizing that reasonable accommodation of the special needs of students is required by the Manitoba Human Rights Code;

h) practiced or provided client care while impaired, including being under the influence of alcohol or drugs while participating in client care, a professional activity, or any activity related to the practice of the occupational therapy profession;

i) demonstrated behaviour that violated the Code of Ethics of the College of Occupational Therapists of Manitoba. 


3.0 Jurisdiction and Authority

3.1 This By-Law applies to students enrolled in the Master of Occupational Therapy Program in the Department of Occupational Therapy, College of Rehabilitation Sciences and has been developed under the authority granted to the Program by the Faculty of Graduate Studies.

3.2 The Program may require a student to withdraw from all Program courses pursuant to the procedures set out in this By-Law if the student has been found unsuited, on consideration of competence, conduct or professional fitness, for the practice of occupational therapy. Upon a finding of professional unsuitability, the Program may require a student to withdraw from Program courses at any time throughout the academic year or following the results of examinations at the end of any academic term. The Program’s right to require withdrawal prevails notwithstanding any other provision in the Program's Rules or Regulations. The Code of Ethics of the College of Occupational Therapists of Manitoba, as the ethical basis for occupational therapy in Manitoba, will be considered in every situation in which an inquiry is being held pursuant to this By-law into the conduct of a student in the practice of occupational therapy.

3.3 Conflict of Jurisdiction: If a question arises as to whether a matter falls within the academic regulations of the Department or this By-Law, or as to whether a matter is within the jurisdiction of the Student Discipline By-Law of the University or this By-Law, as the case may be, the question shall be referred to the President of the University (or delegate) for final decision. 


4.0 Professional Unsuitability Committee (PUC)

4.1 There shall be established within the Department of Occupational Therapy a standing committee known as the Professional Unsuitability Committee (PUC) to hear and determine matters of competence or professional suitability for Program students with respect to professional conduct and practice.

4.2 Membership in the PUC shall be as follows:

a) Chair (non-voting, except in the case of tie): tenured faculty member or instructor in a continuing appointment to be appointed by the Head, Department of Occupational Therapy for a five (5) year term, which may be renewable.

b) two (2) registered occupational therapists who are academic members of the Program, elected by the Occupational Therapy Departmental Council, for a five (5) year term, which may be renewable;

c) one (1) student from the Program, preferably from Year 2; appointed by the College of Rehabilitation Sciences Students’ Association for a one (1) year term, which may be renewable if the student is from Year 1 of the program; and 3 January 30, 2020

d) one (1) representative from the College of Occupational Therapists of Manitoba appointed for a two (2) year term, which may be renewable.

4.3 A quorum of the PUC shall be four (4) members, comprised of the Chair and three (3) members of the Committee, as set out in section 4.2. The Chair will endeavour to arrange meetings in a manner that facilitates the attendance of representatives from all constituencies.

4.4 In the event of a perceived conflict of interest, replacement Committee Members will be appointed/elected by the appropriate constituencies, as defined in 4.2. 


5.0 Referral

5.1 Anyone affiliated with the Department of Occupational Therapy or associated fieldwork sites and/or institutions, who has a concern about the professional conduct of any student from the Program, shall complete the Professional Unsuitability Referral Form (see attached) documenting the alleged incident(s). The form shall be submitted to the Head, Department of Occupational Therapy who will review with the Academic Fieldwork Coordinator or designate and, if the matter is deemed appropriate, will refer it to the Dean of the Faculty of Graduate Studies (or designate).

5.2 In no circumstances will a referral related to this Bylaw involving a Program student be based on anonymous allegations or materials. The Department Head may, however, inquire or investigate into matters raised by anonymous material. Anonymous materials are defined as “materials in which the authorship has not been disclosed to the student and the PUC.”

5.3 If, in the opinion of the Dean of the Faculty of Graduate Studies (or designate), the matter involves conduct or circumstances as defined in 2.2 and 3.2 herein, the matter, including all supporting documentation, shall be referred to the Chair of the PUC within five (5) working days.

5.4 On receipt of a referral from the Dean of the Faculty of Graduate Studies (or designate), the PUC shall:

a) consider whether just cause exists to suspend the student while the matter is being determined and if so, to issue an interim suspension to the student;

b) send a Notice of Hearing with a copy of the submitted Professional Unsuitability Referral Form, the attached report signed by the individual who has filed the complaint, and any commentary from the Dean or Department Head to the student named pursuant to Article 6.1;

c) at all times act expeditiously to complete the hearing;

d) determine whether any of the grounds requiring withdrawal under Article 2.2 and 3.2 exist after hearing the matter pursuant to this Bylaw; and

e) make a disposition in accordance with Article 8.0 herein.

5.5 Once a referral has been made to the PUC, its proceedings may continue notwithstanding that the student has subsequently voluntarily withdrawn from the program or has refused to participate in the proceedings.


6.0 Notice and Due Process

6.1 Within ten (10) working days after receipt of the referral, the Chair of the PUC shall inform the student in writing of the grounds for referral to the PUC, as well as the membership of the PUC and the date, time, and place for the hearing by the PUC of the matters set out in the referral. Students should be notified of the opportunity to seek advice and representation from Student Advocacy or the University of Manitoba Graduate Student Association (“GSA”). Such a hearing will be held no sooner than ten (10) working days from the date the student is 4 January 30, 2020 notified of the referral, and the notice of the hearing shall be sent by registered mail to the last known address of the student as found on the Faculty’s records and the student’s University of Manitoba e-mail address. The notice from the Chair shall include a statement to the effect that if the allegations contained in the referral are established to the satisfaction of the PUC, the student may be required to withdraw from the Program. The notice should also include a statement indicating that if the student wishes to request a deferral of the hearing in order to adequately prepare, they may do so, and such request will be considered in accordance with the principles of fairness and reasonability.

6.2 The student may provide a written response to the alleged grounds. Such written response shall be provided to the chair of the PUC no later than five (5) working days before the hearing date.

6.3 The student also has the right no later than five (5) working days before the hearing date to raise concerns to the Chair in writing about any member on the PUC whom the student believes will not be able to be objective in the consideration of their case. Where the Chair of the PUC receives such concerns, they shall, before the hearing, convey the concerns to every member of the PUC and inform any member identified by the student that they have the right to respond to the concerns in writing. The Chair shall convene the PUC, excluding any Committee member identified by the student, to determine whether or not a change in the membership of the PUC shall be made. In the event that the quorum specified in 4.3 is not achieved for this determination, the remaining Committee membership may decide this matter and, if circumstances dictate, the Chair may make this determination alone. Where the PUC or its Chair decide that a change in membership is required, a replacement or replacements will be made in accordance with 4.2 unless the quorum specified in 4.3 exists.

6.4 A member of the PUC shall not be disqualified from sitting as a member of the PUC hearing the matter by reason only that such member has had previous contact with the student or has prior personal knowledge of the matter.

6.5 If the student fails to respond to reasonable attempts by the Chair of the PUC to proceed with the hearing, the hearing may proceed in absentia.


7.0 Hearing Procedures

7.1 The student may appear in-person and may choose to be represented or accompanied by a Student Advocate, a GSA representative, legal or other counsel. Should the student choose to be represented or accompanied by a Student Advocate, legal or other counsel, written notification must be provided to the Chair no later than five (5) working days prior to the hearing date. In cases where legal counsel is involved, they shall act solely in an advisory capacity.

7.2 The Program may also choose to have legal counsel present to act in an advisory capacity during the proceedings and where it does so, the Chair of the PUC shall advise the student of this fact no later than five (5) working days prior to the hearing date. For the purposes of certainty, the PUC’s decision, based on its application of this bylaw to the facts considered during the hearing, is its own decision made independently, and not that of legal counsel.

7.3 The student and the Program, and/or their respective representatives (excluding legal counsel) shall have the right to call, hear and cross-examine witnesses, to submit other evidence, and to have access to all documents submitted to the PUC for consideration. Written notice to call any witness shall be given to the other party prior to the hearing. All documentary evidence submitted for consideration by the PUC must be supplied with notice to the other party prior to the hearing. 5 January 30, 2020

7.4 The hearing shall be closed to all persons except the members of the PUC, the student, the designated representatives of the student and/or Program, and any witness as they are called.

7.5 The student, who is the subject of the hearing, shall not be required to give evidence but if the student elects to do so, then members of the PUC may question the student.

7.6 A simple majority of Committee members hearing the matter is required for any finding or for the determination of the appropriate disposition of the matter. 7.7 The Chair of the PUC shall vote only to break a tie.

7.8 Members of the PUC shall be bound by confidentiality in respect of information received in Committee. Information will be disclosed only as is reasonably necessary to implement the investigation, the resolution or the terms of any disposition imposed, or as required by law.


8.0 Disposition of the Matter

8.1 After hearing all the evidence, the PUC shall meet in closed session to:

a) consider the evidence;

b) make its findings using a balance of probabilities standard (i.e. the claim against the student is more likely to be true than not true based on the evidence presented);

c) determine the appropriate disposition of the matter if the allegations are established to the satisfaction of the PUC;

d) dismiss the matter if the allegations are not established to the satisfaction of the PUC; and

e) make any other recommendations that the PUC deems appropriate based on the hearing process.

8.2 The PUC may make any disposition it deems appropriate in the circumstances. Without limiting the generality of the foregoing, the following options, alone or in combination, are available to the PUC:

a) determine that no further action be taken;

b) allow the student to remain in the Program and attach conditions prescribing future conduct by the student. Such conditions to remain in effect for any period of time the PUC deems appropriate;

c) reprimand the student in writing;

d) recommend to the Faculty of Graduate Studies that the student be suspended from the program and attach conditions that must be fulfilled before resuming the program;

e) recommend to the Faculty of Graduate Studies that the student be Required to Withdraw from the Program with no right to apply for re-admission to the program.

f) require notation regarding the disposition of the matter to be placed on the student’s transcript, to include the period of time before which the student can request the removal of such notation (but not to exceed more than 5 years).

8.3 The Chair of the PUC shall, within five (5) working days, convey in writing the disposition to both parties with a copy to the Dean of the Faculty of Graduate Studies (or designate) and Head, Department of Occupational Therapy, College of Rehabilitation Sciences.


9.0 Appeals

9.1 If the student wishes to appeal the disposition of the PUC, such appeal may be made to the Senate Committee on Academic Appeals, Office of the University Secretary, 312 Administration Building, in accordance with the appeal policy and procedures of that body.

9.2 In the event of an appeal, the implementation of any decision of the PUC may be suspended until the matter has been disposed of by the Senate Appeals Committee. 6 January 30, 2020

9.3 Notwithstanding the above, if the President of the University (or designate) is satisfied that just cause exists to suspend the student while the matter is being determined, the student may be suspended from participating in any program of the University while the matter is under review and appeal.


10.0 Records

10.1 A record of any finding of professional unsuitability and/or disposition related thereto shall be kept on the student’s academic file. All information relating to the case shall be retained confidentially in the office of the Dean of the Faculty of Graduate Studies accordingly to the University’s Common Records Schedule.


11.0 Amendments

11.1 This By-Law may be amended by Senate alone, or by Senate after approval of such amendment(s) by Occupational Therapy Departmental Council.


12.0 Review

12.1 A formal review of this By-Law will be conducted every ten (10) years.

Approved by MOT Program Committee on December 12, 2019
Approved by CoRS Executive Council on January 30, 2020
Approved by Senate on November 4, 2020 

Dr. Gerald Niznick College of Dentistry

Attendance

This Policy is intended to govern and guide decisions regarding Student Attendance in the Dr. Gerald Niznick College of Dentistry, University of Manitoba.


1.0 Background

The University of Manitoba Dr. Gerald Niznick College of Dentistry has a social mandate to ensure that graduating dentists are caring, skilled healthcare providers who are worthy of the public trust endowed upon them.

To fulfill this mandate, the Dr. Gerald Niznick College of Dentistry has developed comprehensive programs of education and experience.

Collectively, we refer to these programs as Dental School.

Unlike non-professional education programs, where students can pick and choose their education and experiences based on personal preferences, Dental School requires students to attend and participate actively in all components of the program.

While students are required to complete assignments and pass examinations, these are not considered to be equivalent to attending Dental School.

When the University confers the DMD degree, it attests to society not only that the student has shown successful examination performance, but that the student has participated in the entire educational experience defined by the Dr. Gerald Niznick College of Dentistry and has thereby demonstrated an appropriate level of professional learning and responsibility.


2.0 Statement of Policy

Students at the University of Manitoba, Dr. Gerald Niznick College of Dentistry, are required to attend, and be on time for, all scheduled classes, seminars, examinations, small group sessions, laboratories, pre-clinical labs, and clinics.

Students arriving more than 10-minutes late will be recorded as absent.

Students who do not comply with the Student Attendance Policy will face academic consequences, including, but not limited to:

  • Reduced course grades
  • Debarment from class, pre-clinical lab, clinic, and/or from final examination(s)
  • Debarment from receiving academic credit for the course
  • Requirement to repeat a course or year in the program.

3.0 Statement of Procedures

3.1       Attendance

While student attendance in all scheduled educational experiences is mandatory, monitoring of student attendance in classes and pre-clinical labs is optional and left to the discretion of each Course Coordinator.

Academic consequences for non-attendance may apply in those courses that track student attendance, as detailed in the respective Course Outline.

Tracking of student attendance in scheduled clinics will be performed by the Dean’s Office through use of Axium ‘swipes.’ Information about student attendance in clinic will be communicated regularly with Course Coordinators, who are responsible for following-up with individual students.

Tracking of student attendance in classes and preclinical labs will be performed by the Course Coordinator in each course.

Tracking mechanisms may include I-clicker questions, D2L attendance questions, and/or paper sign-in sheets.

The University of Manitoba welcomes all faiths and beliefs.

As such, the decision regarding absence from class/labs/clinics on religious holidays is left to the individual.

Absences due to religious observance will not contribute to any academic consequence for the student.

Each student is responsible for notifying the College of religious observance dates.

Failure to provide notice will result in the student being classified as absent.

Similarly, special consideration will be given for situations of longer-term student absence due to illness, medical care, or other unavoidable circumstances (see 3.3 below).

3.2       Consequences of Non-attendance

3.2.1    Ideal Attendance:

The target for all students is 100% attendance; the College will consider all students who have achieved this target to have demonstrated an ideal level of professional commitment and responsibility within the dentistry program, and within each course of the program.

3.2.2    Expected Attendance:

Students are allowed a few days absence, up to 5% of the scheduled course sessions, for illness or other non-avoidable reasons, without incurring academic penalty.

The College considers this level of non-attendance to fully meet professional commitments and responsibility within the dentistry program.

For comparison, Manitoba Employment Standards allow 6 unpaid days (3% of available work days) each year for illness, bereavement, and attending to family responsibilities.

3.2.3    Below Expected Attendance:

Student absenteeism beyond 5% of the scheduled course sessions represents what the College will consider to be below expected levels of professional commitment and responsibility with regard to attendance.

Progressive academic consequences, in the form of reduced course grades, will be applied to reflect the degree of non-attendance.

Clinic Attendance:

Students will lose 1% of the course mark for every 1% decrease in clinic attendance; to a maximum of 10% of the course grade (see Table 1 below).

Class/Lab Attendance:

Monitoring of student attendance in class/lab is optional, and left to the discretion of the Course Coordinator.

For courses opting to monitor student attendance, the course-specific academic consequences for non-attendance will be detailed in the Course Outline.

The maximum academic penalty for non-attendance is 10%.

3.2.4    Unacceptable Attendance:

The minimum acceptable level of attendance is 85% for each course in the dentistry program.

Course Coordinators or the Associate Dean (Academic) can initiate procedures to debar a student from attending class, pre-clinical labs, clinics, or from final examinations, when the absences for that student exceed 15% of the available academic time in a course.

When notified of a course attendance problem, the Associate Dean (Academic) will call, and give notice to the student, of a Disciplinary Hearing to investigate the issue under the U of M Student Discipline Bylaw.

If it is determined that the student is in breach of this Student Attendance Policy, then debarment from class, pre-clinical lab, clinic, and/or from final examination(s) is possible.

In addition to the above ‘course-level’ academic consequences, students found to be in breach of this Student Attendance Policy, with absenteeism exceeding 15% of the available academic time in a course, may be debarred from receiving academic credit for the course and be required to repeat the course or year in the program.

Table 1: Academic consequences for clinical non-attendance

Attendance (of scheduled clinics)

Academic Consequences

95-100%

No penalty

94%

1% penalty

93%

2% penalty

92%

3% penalty

91%

4% penalty

90%

5% penalty

89%

6% penalty

88%

7% penalty

87%

8% penalty

86%

9% penalty

85%

10% penalty

<85%

Debarment

3.3       Special consideration for extended illness/medical care

Students are allowed a reasonable number of absences due to illness or for compassionate reasons before incurring academic consequences (see 3.2 above).

In cases of longer-term (greater than 3 days) illness, or other extended or recurring absence, students can submit a formal written request to the Associate Dean (Academic) detailing the reasons why special consideration should be given for the student’s attendance.

The Associate Dean (Academic) will decide whether or not normal academic consequences should apply.

These requests will normally require a signed physician's certificate or other external documentation of the reason for non-attendance.

Academic consequences will normally be waived for extended absence for unavoidable, documented illness, healthcare, and compassionate reasons.

3.4       Absence from Clinics with Booked Patients

The Dentistry Program includes some clinics where students book their own patients, and some clinics where College staff book patients for the students.

The latter includes the Pediatric Dentistry, Orthodontic, 4th year General Practice, Urgent Care, Oral Surgery, Oral Sleep Medicine, TMD, and Community Externship rotation clinics.

The convenience of having patients booked by College staff brings an additional professional responsibility regarding absence on these clinic days.

Absence without notification on these dates would result in harm to the patient (abandonment, lost time from work), inconvenience to staff and fellow students, and harm to the reputation of the College and University.

On days when a student will be absent from a clinic with booked patients, including days of unexpected illness in the morning, the student is required to report the absence to the Faculty prior to the scheduled patient appointment time.

For student convenience, all contact regarding absence should be directed to the Student Services Office at 204-480-1355 or by email to absent@umanitoba.ca.

When notified that a student is absent without notice from a clinic with booked patients, the Associate Dean (Academic) will call, and give notice to the student, of a Disciplinary Hearing to investigate the issue under the Student Discipline Bylaw, or the Professional Unsuitability Bylaw for repeated offenses.

If it is determined that the student is in breach of this Student Attendance Policy, then more serious academic consequences, including suspension or expulsion is possible.

For details of possible consequences see http://umanitoba.ca/admin/governance/media/Student_Discipline_Bylaw_-_Table_2.pdf and http://umanitoba.ca/faculties/dentistry/media/Dentistry_Professional_Unsuitability_Bylaw.pdf .

3.5       Examinations

Students are required to attend all scheduled examinations.

A student who is prevented from attending any regular examination, by reason of illness or other cause beyond his or her control, must at once notify the College prior to the start of the examination, and give satisfactory evidence of the cause of absence.

Students failing to provide prior notice and satisfactory evidence will receive a mark of zero (“0”) on the missed examination.

If the absence was necessary by reason of illness, then the student MUST provide a physician’s certificate to avoid a mark of zero (“0”).

The College reserves the right to require the physician’s note to be from a University of Manitoba Health Service Clinic, and to confirm the validity of any submitted physician’s certificate.

3.5       Communication of the Policy

The Policy will be reviewed with students each year during the orientation period.


4.0 University and College Expectations

The above stated Policy and Procedures are designed to govern and guide decisions regarding student attendance in the DMD program at the Dr. Gerald Niznick College of Dentistry , and are complementary and supportive to the following University of Manitoba Policy on Attendance and Withdrawal excerpted from the Undergraduate Calendar.

Attendance and Withdrawal

1. Attendance at Class and Debarment

Regular attendance is expected of all students in all courses.

An instructor may initiate procedures to debar a student from attending classes and from final examinations and/or from receiving credit where unexcused absences exceed those permitted by the faculty or school regulations.

A student may be debarred from class, laboratories, and examinations by action of the dean/director for persistent non-attendance, failure to produce assignments to the satisfaction of the instructor, and/or unsafe clinical practice or practicum.

Students so debarred will have failed that course.

Essential skills and abilities

All matters concerning ‘professionalism’ are governed by the Dr. Gerald Niznick College of Dentistry Professional Unsuitability Bylaw, and those concerning other listed skills and abilities are governed by the Dr. Gerald Niznick College of Dentistry Essential Student Abilities Bylaw.


Preamble

As an accredited Canadian dental program, the Dr. Gerald Niznick College of Dentistry at the University of Manitoba is responsible for providing a program of study that ensures graduates have the necessary qualifications (academic knowledge, clinical skills, and professional behaviors and attitudes) to enter the regulated profession of Dentistry in Canada. Becoming and being a dentist requires a wide range of highly specialized skills and abilities. Some of these are taught in dental school, while others must be brought by the individual as an innate set of essential skills and abilities. The criteria for becoming registered/ licensed as a dentist in Canada requires a level of motor skills and other attributes that are not necessary in other professional occupations. Similarly, the ability to provide reasonable accommodation for special learning needs in dentistry may not be the same as it is for other academic programs. For example, patient safety concerns with restorative and surgical procedures preclude the ability to accommodate additional time to complete, and assess, student clinical procedures. This document describes the skills and abilities required for success in completing the dental program. Students interested in becoming a dentist must review this document.

It is important to note that an offer of admission to the Dr. Gerald Niznick College of Dentistry is not evidence that the dental program has verified that an applicant has the prerequisite skills and abilities for success in the program. However, these skills and abilities are essential if students are to be successful in achieving the competency standards of the profession. Further, in order to be registered/licensed as a dentist in Canada, individuals must successfully complete the National Dental Examining Board of Canada (NDEB) examination. As such, the skills and abilities required to successfully complete the NDEB examination are included as skills required in the program.

For progression in, and graduation from the dental program, all students must conduct themselves in a professional manner, and must have the Essential Skills and Abilities (Technical Standards) discussed under the following five broad areas:

  • observation/perception
  • communication
  • motor/tactile function
  • cognition
  • emotional functioning

All applicants to the undergraduate program of the Dr. Gerald Niznick College of Dentistry are expected to review this document to assess their ability to meet these standards; all applicants offered admission will be required to acknowledge such review and assessment. Any candidate for the DMD degree who cannot demonstrate the required skills and abilities throughout their course of study may be requested to withdraw from the program.


Essential Skills and Abilities

An applicant to the DMD program and a candidate for the DMD degree must reasonably expect that while enrolled in the undergraduate dental program they will be able to demonstrate an appropriate degree of professionalism, and will be able to demonstrate the following skills and abilities:

Professionalism
Students are obligated to act with integrity and diligence in carrying out their professional responsibilities, and their behavior and conduct in relation to others must be characterized by consideration, respect and good faith.

Technical Standards

(1) Observation/Perception
A student must be able to participate in learning situations and acquire information through observation and perception by the use of senses and mental abilities. In particular, a student must participate progressively in patient encounters and acquire information through acute visual and tactile sensation.

(2) Communication
A student must be able to speak, hear and write proficiently in the English language, and to observe individuals and groups of individuals in order to effectively and efficiently elicit and clarify information. The student must be able to progressively create rapport and develop therapeutic relationships with patients, and establish effective communication with all members of the dental school community and other healthcare teams. A student must be able to coherently summarize and effectively communicate a patient’s condition and management plan verbally, and in written and electronic forms.

(3) Motor/Tactile Function
A student must possess sufficient motor function to develop the skills required to safely perform fine diagnostic, preventive, restorative (e.g. fillings) and surgical procedures on a patient. These procedures must be done independently and competently in a timely fashion to minimize the risk to patient safety. A student must possess fine motor function and sensory function in order to be able to use common dental instrumentation including for example, an explorer, syringe, dental handpiece (drill) and surgical scalpel.

(4) Cognition
A student must demonstrate higher-level cognitive abilities necessary to measure, to calculate, and to reason in order to conceptualize, analyze, integrate and synthesize information. The student must be able to comprehend dimensional and visual-spatial relationships. All of these problem-solving activities must be achieved progressively in a timely fashion and must contribute to sound judgment based upon clinical and ethical reasoning.

(5) Emotional Functioning
A student must be able to tolerate the physical, emotional, and mental demands of the program and function effectively under stress. It is necessary to be able to adapt to changing environments, and to function in the face of uncertainties that are inherent in the care of patients. Decisions and procedures must be completed in a timely manner in order to maximize patient outcomes and minimize risks to patient safety.

Student academic appeals policy

Policy: Student academic appeals
Effective date: January 25, 2016
Revised date:   May 1, 2023
Review date:  
Approving body:  Dental College Council
Authority:   Dental College Council
Responsible executive officer: Dean – Dr. Gerald Niznick College of Dentistry
Delegate: Associate dean – Dr. Gerald Niznick  College of Dentistry
Contact:    Chair, Student Academic Appeals Committee
Application:  College/school council; students; academic staff

Part I: Reason for Policy

1.1    The Student Academic Appeals Policy (the “Policy) and related Procedures (the “Procedures”) provide guidance to Dr. Gerald Niznick College of Dentistry/School of Dental Hygiene members charged with determining appeals of an academic nature upon application by the Appellant. These include: appeals of term work; final grades; and decisions of Dental College Council including decisions related to the Professional Unsuitability Committee and the Academic Award Selection Committee. This policy does not pertain to those decisions related to admission, tuition, disciplinary matters, or human rights issues.

1.2    The Policy, and related Procedures, also provides guidance to Appellants and their right of appeal to the Student Academic Appeals Committee (the “Committee”).


Part II: Policy content

2.1    Definitions:

The following terms have the following defined meanings for the purpose of this Policy and its Procedures:

  1. Appellant – the student appealing a decision affecting the student’s own academic standing within the College of Dentistry/School of Dental Hygiene
  2. Chair – the Chair of the Student Academic Appeals Committee
  3. Committee – the Student Academic Appeals Committee
  4. Members – members of the Student Academic Appeals Committee convened for the purpose of:
    1. Determining its jurisdiction
    2. Determining the Appellant’s standing and whether there are grounds of appeal; or
    3. Hearing appeals
  5. Respondent – a representative or representatives of the College/School designated by the Dean/Designate or Director to represent the College/School in relation to an appeal.

2.2    There shall be a Student Academic Appeals Committee:

  1. that shall make decisions on appealable matters that shall be final and binding within the College.

  2. That shall review the Student Academic Appeals Policy and related Procedures periodically and if necessary, recommend changes to Dental College Council.
  3. That shall hear academic appeals from decisions of Department Heads/Director regarding marks assigned to term work, final grades and/or decisions of Dental College Council upon request by students.
  4. That shall inform the Dean/Designate of the results of all appeals submitted to it.
  5. That shall prepare and submit an annual report for presentation to Dental College Council.

2.3    The grounds for an appeal to be heard by the Committee shall include:

  1. Failure of the College/School or Dean/Director to follow procedures

  2. Failure of the College/School or Dean/Director to follow the rules of natural justice
  3. Failure of the College/School or Dean/Director to reasonably consider all factors relevant to the decision being appealed
  4. That a College/School/Faculty/Senate governing document has become inapplicable through lapse of time or was unfairly applied
  5. That there is an apparent conflict between a Senate governing document and a College/School/Faculty governing document
  6. Failure of Senate, the College/School/Faculty, or Dean/Director to comply with applicable legislation

2.4    Composition of Committee:

  1. One (1) faculty member appointed by the Dental College Council Executive as Chair

  2. Two (2) faculty members from the College of Dentistry (One basic scientist and one clinician) and one (1) faculty member from the School of Dental Hygiene elected by Dental College Council 
  3. One (1) dental student and one (1) dental hygiene student appointed annually by their respective Students’ Association and ratified by Dental College Council. A student member shall serve at appeal hearings only if the appellant is from their constituency.
    document and a College/School/Faculty governing document
  4. Where possible the composition of the Committee shall maintain an equitable gender balance.
  5. A list of alternate membership will be established to act in reserve, pending availability and/or suitability (i.e., conflict of interest situations) of original committee membership. Members of this alternate list will be called upon to serve as necessary and in a manner which maintains the composition of the committee as detailed above.

2.5    A quorum for a meeting of the Committee shall be three (3) members including the Chair; except for appeal hearings where the quorum is four (4) members, including the Chair.

2.6    The Chair of the Committee shall be appointed by Dental College Council Executive.

2.7    Committee Members shall serve three (3) years unless otherwise specified.

2.8    Vacancies on the Committee shall be filled by the original bodies that made the appointment or conducted the election.


Part III: Accountability

3.1    The Dean of the Dr. Gerald Niznick College of Dentistry is responsible for advising the Chair of the Student Academic Appeals Committee that a formal review of this Policy is required.

3.2    The Dean or Designate is responsible for the implementation, administration, and review of this policy.

3.3    Dental College Council, Academic Staff and Students are responsible for complying with this Policy.


Part IV: Authority to approve procedures

4.1    The Approving Body may approve Procedures, if applicable, which are secondary to and comply with this Policy.


Part V: Review

5.1    Governing Document reviews shall be conducted every five (5) years. The next scheduled review date for this Policy is May 2028.

5.2    In the interim, this Policy may be revised or repealed if:

  1. Senate or Approving Body deem necessary or desirable to do so; or

  2. The relevant Governing Documents are revised or rescinded.

5.3    If this Policy is revised or repealed, all Secondary Documents will be reviewed as soon as reasonably possible to ensure that they:

  1. comply with the revised Policy; or

  2. are in turn repealed.

Part VI: Effect on previous statements

6.1    This Policy supersedes all of the following:

  1. Student Appeals Committee (approved October 5, 1981); and

  2. All previous Governing Documents on the subject matter contained herein

Part VII: Cross references

7.1    This policy should be cross referenced to the following relevant Governing Documents, legislation and/or forms:

  1. Student Academic Appeals Procedures

Student academic appeals procedure

Procedure: Student academic appeals
Parent policy:  Student academic appeals policy
Effective date: January 25, 2016
Revised date:   May 1, 2023
Review date:  
Approving body:  Dental College Council
Authority:   Dental College Council
Responsible executive officer: Dean – Dr. Gerald Niznick College of Dentistry
Delegate: Associate dean – Dr. Gerald Niznick  College of Dentistry
Contact:    Chair, Student Academic Appeals Committee
Application:  College/school council; students; academic staff

Part I: Reason for procedure

1.1 To set out Procedures secondary to the Policy entitled “Student Academic Appeals” in order to establish a process for appeals to be heard, and to provide guidance to the members of the Student Academic Appeals Committee, the Appellant and the College/School representatives in relation to appeal hearings.


Part II: Procedural content general

2.1 Dental College Council, in approving these Procedures, wishes to impress upon the parties appearing before the Committee that the appeal hearing is intended to be a review of the facts which bear on the issues before the Committee. Questions by the Committee members to the Appellant and to the Respondent during the appeal hearing should be expected. Nothing in these Procedures should be taken, however, as relieving the Appellant of the responsibility of making a submission and presenting evidence in support of their appeal.

2.2 Prior to submitting an appeal to the Committee, the Appellant must have exhausted all procedures and appeal processes available to them at the Department/School/College level and/or the Registrar’s Office (grade appeal).

  1. Processes for the review of Term Work (to include Term Exams)
    1. Students desiring to discuss matters relating to marks assigned to term work should discuss the matter with the Course Coordinator/ Instructor.
    2. Requests by students to review term work are to occur within ten working days of the notification of marks for the term work.
    3. Term work is to be retained by the department/course coordinator where possible and should be kept until six months after the expiration of the appeal period.
    4. If term work is not able to be retained by the course coordinator/instructor for future reassessment, marks in the D/F range shall, in so far as possible, be reassessed by an independent consulting instructor in a blinded fashion prior to returning the term work to the students. The reassessments should be signed and dated by the consulting instructor and kept for a period of six months after the expiration of the appeal period.
    5. Term work marks subject to review/reassessment may not be lowered.
  2. Processes for the Appeal of Term Work including Term Exams
    1. If the review process for term work has been completed and the student wishes to file a formal appeal at the departmental level, they may do so within 10 working days of receiving the mark.
    2. The procedure and fees associated with each term work appeal will follow the University of Manitoba Term Work Appeal Form available online.
  3. Processes for the Appeal of Final Grades
    1. In the first instance, if it is believed that an error was made, the matter should be discussed with the Course Coordinator/Instructor. If appropriate, a Change of Grade form may be submitted through the Department.
    2. A student may enter an appeal through the Registrar’s Office for assessment of one or more Final Grades following procedures and timelines as outlined in the University of Manitoba Final Examination and Final Grades Procedures Document. Application must be made to the Registrar’s Office in accordance with the regulations and deadlines to file an appeal as posted on the Registrar’s Office website. On payment of the prescribed fee, such appeals will be forwarded to the Head of the Department in which the course is offered.
    3. Normally, the re-evaluation of a grade shall be undertaken by the course coordinator and instructor(s) responsible for the particular course in consultation with at least one other instructor – who shall, and as far as is possible, independently assess the final examination script and/or other relevant materials, in a blinded fashion.
    4. With respect to the reassessment of the final grades:
      • In the event that the appealed grade has been awarded on the basis of a final examination only, the entire final examination script will be re- read.
      • Except as noted below, where the grade has been awarded on the basis of a final examination in combination with term work, the final examination script willbe re-read, and the term mark calculation reviewed.
      • In the case of grades awarded solely on the basis of term work except as noted below, the calculation only will be reviewed.
      • In instances where term work has been retained by the course coordinator/instructor that term work shall also be re-read.
    5. An appealed grade may not be lowered.
    6. Final examination scripts are to be held by the teaching unit responsible for the course until six months after the expiration of the appeal period. In individual cases where appeals have been initiated, the holding period will be extended accordingly.
    7. Teaching units shall be responsible for destroying examination scripts held by them in accordance with these procedures, ensuring in the process of confidentiality of the documents.
    8. Students whose grades are reassessed as the result of an appeal initiated through the Registrar’s Office may subsequently appeal to the Student Academic Appeals Committee.

Filing an Appeal with the Student Academic Appeals Committee

2.3 A Student may file an appeal, along with all relevant documentation, with the Dean of the College of Dentistry within 10 working days following notification of:

  1. a College Council decision of an academic nature that directly affects them; or
  2. a College Council decision of an academic nature that directly affects them; or
  3. a decision by a Department Head/Director regarding an appeal of one or more marks assigned to term work.

2.4    If an Appellant files an appeal beyond the ten (10) working days period, the Appellant must provide written reasons for the delay. The Chair shall have the discretion to extend the deadline for filing an appeal if it is determined that there are special circumstances which justify or excuse the delay. The Chair’s decision is final and not appealable.

2.5    The Appellant must submit all documentation that will be relied on for the appeal and must include the following:

  1. A completed and signed Student Appeals Form (PDF) which is also available at the Dean’s/Director’s Office..
  2. A letter to the Chair clearly explaining the nature and grounds for the appeal, with specific reference to sections 2.3 of the Student Academic Appeals Policy and Procedure documents
  3. A copy of the letter of decision from the last appeal level
  4. A copy of all documentation submitted to the last appeal level
  5. The remedy sought of the Committee; note that this should not differ from that requested at the last appeal level unless extraordinary circumstances are presented
  6. The names and contact information of any witnesses who will accompany and assist the Appellant at the hearing. Relevance of the witnesses must be demonstrated in the submitted documentation. Their attendance at the hearing is at the discretion of the Chair
  7. The name and contact information of any spokesperson
  8. The name and contact information of any lawyer who may be present as an observer
  9. Additional information/documents submitted after the filing of the appeal will be considered new information. It will be assessed for admissibility by the Chair and will only be allowed with the consent of the opposing party.

All submitted documents are considered confidential and will be subject to the provisions of The Freedom of Information and the Protection of Privacy Act and The Personal Health Information Act.

2.6    The Appellant shall have the right to be accompanied by a spokesperson:

  1. This spokesperson may be an advocate from the Student Advocacy Office or a representative of the University of Manitoba Students’ Union, or other full-time member of the University community not receiving payment for appearing or a member of the Appellant’s immediate family.
  2. In addition, a lawyer may be present, but as an observer only, who does not participate.
  3. It is the Appellant’s sole responsibility to ensure:
    1. That their spokesperson is familiar with the College of Dentistry Student Academic Appeals Policy and Procedures
    2. The adequacy of their representation

2.7    The Dean shall forward copies of the written appeal to the Chair of the Student Academic Appeals Committee, the Dean’s designated Respondent(s) if applicable and the Head of the appropriate Department/or the Director of the School of Dental Hygiene.

2.8    The Chair of the Student Academic Appeals Committee shall inform the members of the Committee of the nature of the appeal, and call a meeting to determine jurisdiction; whether the Appellant has standing; and whether there are sufficient grounds for the appeal to be heard. The Chair, at their discretion, may invite the parties to make submissions on the question of jurisdiction or standing. The Chair shall direct the Committee that, in its consideration of holding a hearing, the benefit of the doubt will always be given to the Appellant.

2.9    If the Committee determines that there is no jurisdiction to hear the appeal, and/or the Appellant has no standing, and/or there are insufficient grounds to consider an appeal, the appeal will be deemed dismissed and the Chair will inform the Appellant and the Dean by letter.

2.10    If the Committee determines that there is jurisdiction to hear the appeal, the Appellant has standing, and there are sufficient grounds, the Chair shall:

  1. inform the Appellant, the Dean, the designated Respondent(s) and the Department Head/Director in writing that a hearing will be held and the reason for the hearing.
  2. inform the Appellant, the Dean, the designated Respondent(s) and the Department Head/Director of Committee Membership, along with a deadline to submit concerns regarding perceived conflicts.
  3. Request that the Dean or designated Respondent(s) provide a written response to the appeal. At least ten (10) working days must be allowed in which to provide this written response back to the chair.
  4. Establish a date for the hearing based upon availability of the Appellant, Respondent(s) and any resource person(s) as identified in their documentation.

2.11    If the Respondent(s) request an extension beyond the ten (10) working days, they must provide written reasons for the delay. The Chair shall have the discretion to extend the deadline for filing a response if it is determined that there are special circumstances which justify or excuse the delay. The Chair’s decision is final and not appealable.

2.12    The Respondent(s) must submit all documents that will be relied on for the appeal and must include the following:

  1. A letter to the Chair clearly outlining the response to the appeal
  2. The names and contact information of any witnesses who will accompany and assist the Respondent at the hearing. Relevance of the witnesses must be demonstrated in the submitted documentation. Their attendance at the hearing is at the discretion of the Chair.
  3. The name and contact information of any lawyer who may be present as an observer.
  4. Additional information/documents submitted after the filing of the response will be considered new information. It will be assessed for admissibility by the Chair and will only be allowed with the consent of the opposing party.

All submitted documents are considered confidential and will be subject to the provisions of The Freedom of Information and the Protection of Privacy Act and The Personal Health Information Act.

2.13    The Chair shall provide the Appellant with copies of the written response by the Respondent(s) prior to the date of the hearing.

2.14    All members of the Student Academic Appeals Committee will be provided with the Student Academic Appeals Policy and Procedures documents.

2.15    In the cases of absence of members or possible conflicts of interest relative to any members of the Student Academic Appeals Committee, the Chair shall appoint an alternate for the duration of the appeal (see section 2.3 of the Student Academic Appeals Policy).

2.16    In the event that the Chair appoints an alternate to the committee it should be assured that the resultant committee composition does not give rise to perceived gender bias and follows, where possible, the membership composition (section 2.3 Student Academic Appeals Policy).

2.17    All appeal hearings shall be held in closed session(s). No taping or recording of the proceedings will be allowed.

2.18    Each Appellant and each Respondent shall have the right to appear and have standing before the Committee.

2.19    The Committee may request the Appellant or any other party to appear and/or provide information.

2.20    The parts of the meetings required for deliberation shall be held in camera.

2.21    The Committee shall be prepared to meet as quickly as reasonable in those cases that require prompt action and, in general, shall attempt to handle all appeals with due dispatch.

2.22    If quorum is compromised on the day of the appeal hearing, the Chair will offer both the Appellant and the Respondent the opportunity either to waive quorum and continue with the hearing or have it rescheduled as soon as possible. The appeal hearing will be rescheduled if either party so requests.

2.23    The evidence before the Committee will be weighed on the balance of probabilities.

2.24    The determination of all matters before the Committee will be decided by a simple majority.

2.25    The Chair will vote only in the event of a tie.

2.26    A staff member from the Dean’s Office, College of Dentistry will serve as a resource person and recording secretary for the meetings and appeal hearings. The recording secretary shall not have a vote.

2.27    The Appellant may withdraw their appeal by informing the Chair of the Student Academic Appeals Committee in writing prior to the start of the scheduled appeal hearing.

2.28    An Appellant who fails to attend a scheduled appeal hearing may have the appeal considered on the basis of the Appellant’s written submission, the presentation of the Appellant’s spokesperson, if any, and the verbal and written submissions made by the Respondent.

2.29    After the Committee reaches a decision, the Chair will then inform the Appellant, the Respondent(s) and the Dean of its decision. The Dean will inform the appropriate Department Head/Director of the decision.

2.30    The decision of the Committee in respect of each appeal shall be binding on the College Council and involved Department/School.

2.31    If the Student Academic Appeals Committee denies an appeal, a student may appeal to the Senate Appeals Committee.

2.32    All files on completed cases shall be kept in the Dean’s Office and shall remain confidential.

At the Appeal Hearing:

2.33    The Chair will invite both parties to enter the hearing room and announce the appeal hearing is to be in closed session and that taping/recording of the proceedings is not allowed.

2.34    The Chair shall introduce all parties and outline the appeal hearing process, including the identification of all individuals with standing. The Chair shall ask both parties if they have any questions about the process involved in the appeal hearing and/or the guidelines under which the Committee operates. The Chair shall also confirm that all matters of conflict of interest regarding Committee Membership have been addressed and that both parties have no further concerns regarding these matters.

2.35    During the appeal hearing, the Chair:

  1. may limit oral evidence or oral submissions based on relevance, repetition or privacy;
  2. determines all questions on admissibility of evidence and the appeal hearing process;
  3. may allow the submission of new information by the Appellant or the Respondent(s) only with the consent of the opposing party;
  4. may seek legal advice. However, the Committee will consider all matters relating to the interpretation of Senate, College/School/Department governing documents.

2.36    The appeal hearing must recess if any Committee member or individual with standing leaves the room temporarily. Either party may request a recess at any point in the appeal hearing. Such a request shall not be unreasonably denied.

2.37    The Committee may, on its own initiative, decide to call, during the appeal hearing, additional resource individuals for further clarification on any issue raised in the appeal.

2.38    The appeal hearing shall proceed as follows:

  1. the Chair shall ask the Appellant, or their spokesperson, if any, to make an oral statement to the Committee. If the Appellant wishes to make such a statement it may be used to summarize, elaborate upon, or explain the Appellant's written submission;
  2. the Chair shall invite members of the Committee to ask questions arising from the Appellant’s oral statement and submitted documentation. Cross examination will not be permitted;
    The Respondent(s) are allowed to ask questions for clarification pertaining to the statement through the Chair;
  3. the Chair shall ask the Respondent(s), or their spokesperson, if any, to make an oral statement summarizing or elaborating their response;
  4. the Chair shall invite members of the Committee to ask questions arising from the Respondent(s)’s oral statement and submitted documentation. Cross examination will not be permitted. The Appellant is allowed to ask questions for clarification pertaining to the statement through the Chair;
  5. after both parties have presented their statements, Committee members may ask further questions of either party seeking clarification or additional information;
  6. when the Committee is satisfied that it has acquired all of the necessary information, the Chair shall ask each party to make a closing statement;
  7. after both parties have presented their closing statements, the Chair shall temporarily dismiss both parties, and the Committee shall commence its deliberations, in camera;
  8. once the Committee enters its deliberations, it shall be polled by the Chair to determine if they have sufficient information to arrive at a decision or if additional information is required;
  9. if the Committee determines that it has received all of the necessary information to come to a decision, the Chair shall release both parties;
  10. if the Committee determines that more information is required, the Chair will recall the parties into the hearing room. Normally, the Committee will receive the additional information through further questions posed to either the Appellant or the Respondent(s). However, if more detailed information is required, the Committee may reconvene at a later date at which time both parties have the right to be present;
  11. the Committee shall complete its deliberations and voting in camera.

2.39    The Chair of the Committee shall, after a decision has been made, report the results of that decision in writing to the Appellant and the Respondent(s), and/or their spokespersons, if any. The letter shall include either:

  1. that there is no jurisdiction to hear the appeal, the Appellant has no standing, and/or that there are insufficient grounds to proceed to an appeal hearing; or
  2. a brief summary of the following:
    1. the facts of the appeal;
    2. the issues of the appeal; and
    3. brief reasons for the decision of the Committee with specific reference to section 2.3 of the Student Academic Appeals Policy.

2.40    All members of the Committee will keep all materials and information used for the appeal in strict confidence and, following the appeal hearing, surrender such materials to the recording secretary who will arrange to have the materials destroyed in a confidential manner.


Part III: Accountability

3.1    The Dean of the College of Dentistry is responsible for advising the Chair of the Student Academic Appeals Committee that a formal review of this Policy is required.

3.2    The Dean or Designate is responsible for the implementation, administration and review of this policy.

3.3    Dental College Council, Academic Staff and Students are responsible for complying with this Procedure.


Part IV: Review

4.1    Governing Document reviews shall be conducted every five (5) years. The next scheduled review date for this Procedure is May 2028.

4.2    In the interim, this Procedure may be revised or repealed if:

  1. Senate or Approving Body deem necessary or desirable to do so; or 
  2. The Parent Policy is revised or repealed.

Part V: Effect on previous statements

5.1    This Procedure supersedes all of the following:

  1. Student Appeals Committee (approved October 5, 1981; Revised March 28, 1994; January 25, 2016); and

  2. all previous Administration Governing Documents on the subject matter contained herein.


Part VI: Cross references

6.1    This Procedure should be cross referenced to the following relevant Governing Documents, legislation and/or forms:

  1. Student Academic Appeals Policy

  2. Student Appeals Form (PDF)

Max Rady College of Medicine

academic records

Adult criminal records and child abuse registry

Policy name Adult criminal records , child abuse registry, adult abuse registry and Basic Life Support (BLS) for Health Care Providers (HCP) information specific to the time of admission and annual re-registration
Policy number  
Application and scope Applicants to the MD Degree Program, undergraduate medical education students and to the MPAS Program
Approved date April, 2017
Review date January 2021
Revised date January 2017
Approved by College Executive Council

1. POLICY STATEMENTS

The Max Rady College of Medicine requires that all applicants accepted to the College’s medical education programs:

1.1 Must submit and be cleared on a formal Criminal Records Check (including vulnerable sector screening) by the time of their initial registration and prior to each subsequent annual re-registration.

  • The original documents must be verified by UGME Enrolment
  • Services after which they will be returned to the learner.

1.2 Must submit and be cleared on a formal Child Abuse Registry Check by the time of their initial registration and prior to each subsequent annual re-registration.

  • Child Abuse Registry Checks can be completed at the Educational Programs Office, 260 Brodie Centre during regular business hours. Students must bring two pieces of government-issued identification to complete the application.
  • UGME Enrolment Services will receive the original documents directly from the respective government offices.

1.3 Must submit and be cleared on a formal Adult Abuse Registry Check by the time of their initial registration and prior to each subsequent annual re-registration.

  • Adult Abuse Registry Checks can be completed at the Educational Programs Office, 260 Brodie Centre during regular business hours. Students must bring two pieces of government-issued identification to complete the application.
  • UGME Enrolment Services will receive the original documents directly from the respective government offices.

1.4 Must complete a recent Basic Life Support (BLS) for Health Care Providers (HCP) course and submit proof of course completion by the time of their initial registration and prior to each subsequent annual re-registration.

  • Session information for University of Manitoba course offerings can be found online. Sessions conducted outside of the University of Manitoba will be accepted as long as it is a Basic Life Support (BLS) for Health Care Providers (HCP) Course acceptable to the Heart & Stroke Foundation.

1.5 Must immediately advise the Associate Dean, UGME and Director MPAS if charged with or convicted of any offence under the Criminal Code, Controlled Drugs and Substances Act or Food and Drugs Act at any time during the learner’s registration in the Max Rady College of Medicine’s educational programs. If the learner is charged with or convicted of such an offence while not actively registered, the Associate Dean, UGME or Director of MPAS must be advised at the time of annual re-registration. W here a charge or conviction is disclosed, the Associate Dean may refer the matter to Faculty’s Professionalism Subcommittee on Admissions and Progression, which will determine the appropriate course of action. Failure to disclose a criminal charge or conviction in a timely manner, or at all, may lead to citation for breach of professionalism and ramifications may include expulsion from the educational program.

Please be advised of the following pertinent information.

1.6 Adult criminal convictions or pending charges will not necessarily preclude admission or re-registration. If a conviction is disclosed, the decision on how that will affect the candidate will be made by the Faculty’s Professionalism Subcommittee on Admissions and Progression. This Committee will consist of the following: the Associate Dean, Professionalism and Diversity as Chairperson; the Associate Dean, Postgraduate Medical Education; the Executive Director of the Joint Operating Division or designate; the Registrar of the College of Physicians and Surgeons of Manitoba or designate; and a student representative. The Committee may determine that a candidate is eligible for admission, eligible for admission under specified conditions, or ineligible for admission; the Committee may similarly determine the parameters for continued registration or dismissal. However, applicants to a medical education program, or those currently enrolled who have adult criminal convictions which indicate they may pose a threat to the safety and well- being of children and others will be denied admission or continued registration.

1.7 Candidates are not required to disclose records under The Youth Criminal Justice Act.

1.8 Candidates for admission who appear on the Child Abuse Registry or Adult Abuse Registry as an offender will be denied admission, and registered learners who subsequently are added will be withdrawn from the medical education program

1.9 The formal checks are the property of the learner and will be returned to the learner.

2.0 The College of Physicians and Surgeons of Manitoba has requirements for registration that include a criminal record check suitable to the College; such requirements are independent from the Max Rady College of Medicine. College requirements can be accessed on their website.

The Max Rady College of Medicine, University of Manitoba cannot be held responsible for future changes in legislation which may affect requirements for registration and licensure to practice medicine in Manitoba.

2.1 Notwithstanding requirements identified in A. 3, any changes in a learner’s criminal record status, Child Abuse Registry status or Adult Abuse Registry status as an offender while in the College’s medical education programs must be reported to the Associate Dean, UGME, who will then consult with the Faculty committee described above.


2. POLICY CONTACT

Please contact Administrator, Enrolment with questions respecting this policy.

Criteria for Doctor of Medicine graduand list

Policy name Criteria for doctor of medicine graduand list
Policy number  
Application and scope Undergraduate Medical Education (UGME) students
Approved date August 16, 2022
Review date Five (5) years after revised date (January 2027)
Revised date January 2022
Approved by College Executive Council
1. PURPOSE

To establish the process for preparing and approving the respective Max Rady College of Medicine MD Graduand lists for Spring and Fall Convocation.


2. DEFINITIONS

2.1 Prospective Spring Graduand List - The list of students in the final year of the MD degree program who are expected to meet the graduation requirements by the official dates for Spring Convocation as reflected in the current University Academic Calendar.

2.2 Prospective Fall Graduand List -The list of students in the final year of the MD degree program who are expected to meet the graduation requirements by the official dates for Fall Convocation as reflected in the current University Academic Calendar.

2.3 National Board of Medical Examiners (NBME) Exam – A multiple-choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program.

The NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.

2.4 Deferred Examination – An approved delay in writing a summative examination.

2.5 Supplemental Examination - An opportunity to rewrite an examination that was failed.

2.6 Remediation – The provision to students on Probationary Status by the Undergraduate Medical Education Faculty of reasonable academic supports, educational resources and protected time for studying and review, and additional clinical exposures as may be deemed appropriate following a Remediation Assessment.

2.7 ACLS (Advanced Cardiac Life Support) - A course covering clinical interventions for the urgent treatment of cardiac arrest, stroke, and other life-threatening medical emergencies and knowledge and skills to deploy these interventions.

2.8 Final Spring Graduand List - The list of students who have met all requirements for Spring Convocation.

2.9 Final Fall Graduand List - The list of students who have met all requirements for the Fall Convocation.

2.10 Elective - An opportunity for self-education in the student’s interest area.


3. POLICY STATEMENTS

SPRING CONVOCATION

3.1 A Year IV student’s name is sent forward for Convocation if the student meets the following requirements no later than the College Executive Council session scheduled in early to mid- April of each academic year:

  • Completion of all Remediation;
  • Completion of all NBME Examinations – Deferred and Supplemental;
  • Completion of the Comprehensive Clinical Examination;
  • Completion of all Elective requirements; and
  • Registration in the ACLS course with the ability to participate in the course and receive certification no later than the end of April of the academic year.

3.2 A prospective Spring Graduand List is organized early in the academic year and maintained throughout the academic year to identify the names of students who will be put forward for Convocation. The procedures section of this document outlines the Prospective Spring Graduand List process.

3.3 The Progress Committee and College Executive Council are the responsible governing bodies within the Max Rady College of Medicine which approve the Final Spring Graduand List.

3.4 The Assoc. Dean of the Max Rady College of Medicine is responsible for submitting the Final Spring Graduand List to Senate.

REQUIREMENTS FOR JULY 1 RESIDENCY

3.5 A Year IV student is permitted to begin Residency on July 1 if the student meets the following requirements by the end of the third week of June of each academic year:

  • Completion of all Remediation;
  • Completion of all NBME Examinations – Deferred and Supplemental;
  • Completion of the Comprehensive Clinical Examination;
  • Completion of all Electives requirements, and
  • Registration in the ACLS course with the ability to participate in the course and receive certification before the third week of June of each academic year.

FALL CONVOCATION

3.6 A Year IV student’s name is sent forward for Convocation if the student meets the following requirements by September 15 of the academic year:

  • Completion of all Remediation;
  • Completion of all NBME Examinations – Deferred and Supplemental;
  • Completion of the Comprehensive Clinical Examination;
  • Completion of all Electives requirements, and
  • Registration in the ACLS course with the ability to participate in the course and receive certification by end of April of the academic year.

3.7 A Prospective Fall Graduand List is organized from student names moved from the Prospective Spring Graduand List.

3.8 The Progress Committee and College Executive Council are the governing bodies within the Max Rady College of Medicine that approve the Final Fall Graduand List.

3.9 The Dean of the Max Rady College of Medicine is responsible for submitting the Final Fall Graduand List to Senate.


4. PROCEDURES

RESPONSIBILITIES OF THE STUDENT

4.1 Know and understand the graduation requirements.

4.2 Ensure that all graduation requirements are met by the dates outlined within this policy.

4.3 Declare your intention to graduate using Aurora Student’s “Declarations” function. The deadline date for declaring an intention to graduate is mid-January of the year you intend on graduating. Students will receive an automated notice via their University of Manitoba email address.

SPRING CONVOCATION

UGME/STUDENT AFFAIRS, FACULTY, AND STAFF

4.4 In September of the academic year, the Administrator of Enrolment prepares a list of Year IV students, ensuring all names are organized by legal name. This list becomes the basis for the Prospective Spring Graduand List.

4.5 In October of the academic year, the Administrator of Enrolment organizes a meeting involving the Administrator of Evaluation Clerkship, Administrator of Clerkship, Administrator of Electives, and Business Manager, UGME to review the Prospective Spring Graduand List.

4.6 From October to March, the Administrator of Enrolment maintains and adjusts the Prospective Spring Graduand List and Prospective Fall Graduand List based on information submitted by the Administrator of Clerkship Evaluation, Administrator of Clerkship, Administrator of Electives, and Business Manager, UGME.

4.7 From April 1 to the date of the scheduled College Executive Council session in early to mid-April, identified UGME support staff work with students, departments, and outside agencies to confirm all graduation requirements are met for each student listed on the Prospective Spring Graduand List.

4.8 By the date of the College Executive Council session in early to mid-April of the academic year, the Administrator of Enrolment will organize a meeting involving the Administrator of Evaluations Clerkship, Administrator of Clerkship, Administrator of Electives, Business Manager, UGME, to create the Final Spring Graduand List from the Prospective Spring Graduand List. Student names from the Prospective Spring Graduand List that are not moved to the Final Spring Graduand List will be transferred to the Prospective Fall Graduand List.

4.9 Based on the information gathered from the April meeting, the Administrator of Enrolment will prepare two (2) letters as follows:

  • Letter One - A letter promulgating the Final Spring Graduand List identifying students by legal name(s) and student number; and
  • Letter Two - A letter promulgating the Final Spring Graduand List with student numbers only.

4.10 The Administrator of Enrolment, and Business Manager, UGME will have both letters approved by the Director of Evaluations and then signed by both the Director of Evaluations and Associate Dean of UGME.

4.11 The Director of Evaluations will subsequently present Letter Two, the Final Spring Graduand List with student numbers only to Progress Committee in its regular April session and then to College Executive Council during their scheduled early or mid-April session for approval.

4:12 Once approved by the College Executive Council, the Dea of the Max Rady College of Medicine will sign Letter One containing the Final Spring Graduand List to the Registrar’s Office by the deadline established within the current academic calendar.

4.13 The Administrator of Enrolment will send a copy of the Final Spring Graduand List to the Director of External Relations Faculty of Health Sciences for publication and a copy to the Convocation Coordinator, Registrar’s Office.

FALL CONVOCATION

REQUIREMENTS FOR JULY 1 RESIDENCY UGME/STUDENT AFFAIRS, FACULTY AND STAFF

4.14 From June 15 to June 20, UGME support staff will work with students, departments, and outside agencies to confirm all graduation requirements for each student listed on the Prospective Fall Graduand List who is accepted for a July 1 Residency program are met.

4.15 By June 21 of the academic year, the Administrator of Enrolment will organize a meeting involving the Administrator of Evaluations Clerkship, Administrator of Clerkship, Administrator of Electives, and the Business Manager, UGME to review the Prospective Fall Graduand List.

4.16 The Administrator of Enrolment will send a letter to the respective Residency program confirming that the student has met the graduation requirements for Fall Convocation.

FALL CONVOCATION

4.17 From September 15 to September 21, UGME support staff will work with students, departments, and outside agencies to confirm all graduation requirements are met for each student listed on the Prospective Fall Graduand List.

4.18 By September 22 of the academic year, the Administrator of Enrolment will organize a meeting involving the Administrator of Evaluations Clerkship, Administrator of Clerkship, Administrator of Electives, and Business Manager, UGME to review the Prospective Fall Graduand List

4.19 Based on the information gathered from the September meeting, the Administrator of Enrolment prepares two letters:

  • Letter One - A letter establishing the Final Fall Graduand List identifying students’ legal name(s) and student number; and
  • Letter Two - A letter establishing the Final Fall Graduand List with student numbers only.

4.20 The Administrator of Enrolment, and Business Manager, UGME will have both letters approved by the Director of Evaluations and then signed by both the Director of Evaluations and Associate Dean of UGME.

4.21 The Director of Evaluations presents Letter Two, the Final Fall Graduand List with student numbers only to Progress Committee during the September sitting and then to the College Executive Council during the scheduled September session for approval.

4.22 Once approved by the College Executive Council, the Dean of the Max Rady College of Medicine will sign Letter One containing the Final Fall Graduand List to the Registrar’s Office by the deadline established within the current Academic Calendar.

4.23 The Administrator of Enrolment will send a copy of the Final Fall Graduand List to the Director of External Relations Faculty of Health Sciences for publication and a copy to the Convocation Coordinator, Registrar’s Office.


5. REFERENCES

5.1 UGME Policy and Procedures - Supplemental Assessments

5.2 UGME Policy and Procedures - Promotion and Failure

5.3 UGME Policy and Procedures – Deferred Examinations

5.4 UGME Policy and Procedures – Remediation

5.5 UGME Policy and Procedures – Midpoint In-Training Evaluation and Final In-Training Evaluation preparation, Distribution and Completion, and Essential Clinical Presentation Preparation, Distribution, Audit, and Remediation

5.6 UGME Policy and Procedures – Examination Conduct

5.7 UGME Policy and Procedures – Invigilation of Examinations

5.8 UGME Policy and Procedures – Examination Results


6. POLICY CONTACT

Director, Evaluations

Medical Student Performance Report (MSPR)

Policy name Medical Student Performance Report (MSPR)
Application and scope Year I through Year IV Undergraduate Medical Education Students
Approved date August 16, 2022
Review date March 2022
Revised date March 2027
Approved by College Executive Council
1.0 PURPOSE

The MSPR is a record of a medical student’s assessment which provides a description of the history of the student’s progress throughout the UGME program. It documents the student‘s academic progress and notes any gaps, extensions, and failures.

The MSPR provides an accurate representation of the summative evaluative information for each student and is a comprehensive record of each student’s performance. Adhering to and fulfilling the specific requirements of the Canadian Resident Matching Service (CaRMS) application process, MSPRs are forwarded to CaRMS with a copy being placed in the student’s active file. For future reference and verification, a finalized copy of the MSPR is updated for each student upon graduation and placed within each student’s permanent academic record.


2.0 DEFINITIONS

2.1 CaRMS – Canadian Resident Matching Service

2.2 MSPR – Medical Student Performance Record

2.3 Final In-Training Evaluation Report (FITER) - A comprehensive summary of student performance as a necessary component of their Clerkship training which demonstrates the full range of competencies (knowledge, skills, and attitudes) required of a physician. Electronically distributed at the start of each rotation, FITERs must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance

2.4 National Board of Medical Examiners (NBME) Examination – A multiple-choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program.

2.5 Course - An educational unit, which covers a single topic or a small section of broad topics that are studied for a given period of time, and counts towards the completion of the M.D.

2.6 Objective Structured Clinical Examination (OSCE-type) – an examination used to assess the clinical skills of students.

2.7 Comprehensive Clinical Exam (CCE) – An objective structured clinical-type

2.8 examination used to assess the clinical skills of students in Clerkship.

2.9 UGME – Undergraduate Medical Education.


3.0 POLICY STATEMENTS

3.1 The MSPR for each graduating student will include information on each of the following areas:

  • Student identification
  • Events worthy of particular note
  • Academic history
  • Academic progress
  • Summary
  • Signature of Associate Dean, UGME

3.2 The MSPR will be electronically created, reviewed, and submitted to CaRMS by the stated deadline in each academic year.

3.3 The MSPR will be updated following CaRMS submission to include new information related to academic progress in the final months of the UGME program.

3.4 The MSPR will identify the following information in the Academic History section of the Max Rady College of Medicine’s Promotion and Failure Policy.

3.5 The Associate Dean, UGME maintains the right to change narrative FITER information on individual MSPRs as necessary.

3.6 Support staff has no authority to change the intent of narrative FITER information.

3.7 The MSPR, prepared for submissions to CaRMS, will contain narrative FITER information for early electives completed during summer vacation periods.

3.8 The MSPR, prepared for submissions to CaRMS, will not contain narrative FITER information for electives confirmed from early October to the deadline for CaRMS submission

3.9 The MSPR, as an institutional assessment, is considered a component of a student’s academic record and, thus, will be made available for student review. Students will be permitted to correct factual errors in the MSPR, but not to revise evaluative statements contained within the MSPR. Students are encouraged, when required, to engage Student Affairs in supporting advocacy efforts in addressing perceived MSPR discrepancies.


4.0 PROCEDURES

RESPONSIBILITIES OF STUDENTS

4.1 Track examination results (Pass/Fail) and remediation information to ensure that information matches what is included in the MSPR if applicable.

4.2 Complete required FITER, ECP, and rotation evaluations electronically at the end of each rotation to ensure FITER comments are released for inclusion in the MSPR.

4.3 Review section one, section two and section three of the MSPR information provided by Evaluation personnel to ensure it accurately reflect requisite information.

4.4 Correspond with Evaluation personnel with respect to section one, section two, and section three of MSPR as necessary and within the stated deadlines.

4.5 Arrange and attend meetings with the Max Rady College of Medicine, and Student Affairs staff to review MSPRs as required in the event that advocacy on specific issues of concern is required.

4.6 Advise students of the process to request/order University transcripts to be submitted to the CaRMS Document Centre by the student following promotion to Year 4.

4.7 Advise Evaluation personnel of the decision to decline participation in the CaRMS match for graduation year prior to the CaRMS submission deadline.

RESPONSIBILITIES OF UGME SUPPORT STAFF: November

Administrator, Clerkship Evaluation

4.8 Communicate with Research Office to receive all required information on students who completed the B.Sc. (Med) program in the format outlined for MSPR merging.

4.9 Ensure the generic MSPR communications are working effectively such that MSPR information may be dispatched to students.

MSPR Section 1 - December to mid-January

Administrator, Clerkship Evaluation

4.10 Organize the MSPR Section one template to accommodate:

CaRMS submission date

Merged fields for:

  • Student legal name
  • Identifying information
  • Events worthy of particular note under the headings:
    • Leadership
    • Awards
    • Research
  • Academic History:
    • Date of expected graduation
    • Date of initial registration in UGME
    • Joint degree(s)

4.11 Prepare instructions for student completion of MSPR section one.

4.12 Identify students who have been carried over from the previous year such that they may be included in the listing for the present class for all components of the MSPR.

4.13 Create and electronically file individual student MSPR section one from the merged document.

Late January

Administrator, Clerkship Evaluation

4.14 Email MSPR section one to each Year 3 student with instructions on how to complete the document as well as the expected deadline for return.

February through March

Administrator, Clerkship Evaluation and Administrator, Pre-Clerkship Evaluation & OSCE- Type Examinations

4.15 Review each MSPR section one for errors and/or omissions. Confer with the Associate Dean of UGME on concerns related to “Events Worthy of Particular Note”.

4.16 Communicate with individual students if clarification or further information for MSPR section one is required.

4.17 Confirm that MSPR section one is up-to-date for all Year 3 students.

MSPR Section 1 and 2

April to mid-May

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.18 Ensure all period one (1) to period four (4) FITERs are completed and have been submitted to the curriculum management system.

4.19 Prepare a listing of students who have not completed the student FITER, ECP, and Rotation Evaluation requirements for period one (1) to period four (4).

4.20 Communicate with each student who has not completed the FITER, ECP, and Rotation Evaluation requirements for period one (1) to period four (4) to have these requirements met by the end of April.

4.21 Run the MSPR Report in the curriculum management system (Entrada) for period one (1) to period four (4) and export as an MS Excel file.

4.22 Modify exported MS Excel files to align with required fields for the MSPR.

4.23 Complete a spell check of the modified MS Excel file.

4.24 Communicate with the Administrator, Electives to receive Early Exposure data in the format required for the MSPR section two.

4.25 Incorporate Early Exposure data into the modified MS Excel file.

4.26 Electronically transfer (“merge”) MS Excel file data into the MSPR section two of the MS Word template.

4.27 Create individual electronic student MSPR section two files for each student in MS Word.

4.28 Save each MS Word document as a PDF file to maintain the integrity of the information.

4.29 Prepare instructions for student completion of combined MSPR sections one and two.

Late May

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.30 E-mail MSPR combined sections one and two PDF document to each Year 3 student, who has completed the FITER, ECP, and Rotation Evaluation requirements, with instructions on how to complete the document and the deadline for return.

4.31 Contact each student with outstanding FITER, ECP, and Rotation Evaluation requirements informing the student that the combined sections one and two will be released for review when the requirements are met.

Late June to mid-July

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.32 Make changes to individual MSPR section two files based on student feedback.

4.33 Confirm that section two is up-to-date for all students.

MSPR Section 1 and Section 2 Integration

Late July to mid-August

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.34 Confirm that each student has met the FITER, ECP, and Rotation Evaluation requirements for section two and has reviewed section two of the MSPR.

4.35 Combine MSPR section two and MSPR section one for each student, saving each file in MS Word and PDF format.

4.36 Prepare instructions for student review of MSPR section one and section two.

Late August

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.37 E-mail composite MSPR section one and section two PDF document to each Year

3 student with instructions on how to review the document and the deadline for return.

Early September

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.38 Make changes to composite MSPR section one and section two based on student feedback

4.39 Confirm that composite section one and section two are complete for all students.

Mid-September

Administrator, Clerkship Evaluation

4.40 Email Med 4 students with instructions related to the application for transcripts for submission to CaRMS from the University of Manitoba’s Transcript office.

Mid to late September

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.41 Ensure all period five (5) to period seven (7) FITERs are completed electronically.

4.42 Prepare a listing of students who have not completed the FITER, ECP, and

Rotation Evaluation requirements for period five (5) to period seven (7).

4.43 Communicate with each student who has not completed the FITER, ECP, and Rotation Evaluation requirements for period five (5) to period seven (7) to have these requirements met by a specific deadline.

4.44 Ensure the UGME MS Excel file containing student NBME examination results is up-to-date.

4.45 Communicate with the Administrator, Electives to receive electives data in the format required for MSPR section three.

4.46 Organize PDF files on the s:\drive for viewing by the Max Rady College of Medicine’s Student Affairs personnel in preparation for the student meetings.

4.47 Inform the Max Rady College of Medicine’s Student Affairs personnel of the location of student files.

Mid October

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.48 Communicate with all Year 4 students to complete the FITER, ECP, and Rotation Evaluation requirements for period five (5) to period eight (8) in order to receive composite MSPR sections one, two, and three for review in a timely manner.

4.49 Ensure all period eight (8) FITERs are completed electronically.

4.50 Remind students to complete their FITER, ECP, and Rotation Evaluation requirements for period five (5) to period eight (8) in order to receive the composite sections of the MSPR.

4.51 Run the MSPR Report in the Curriculum Management System (Entrada) for period five (5) to period eight (8) and export it as an MS Excel file.

4.52 Complete a spell check of the cleansed MS Excel file.

4.53 Incorporate the NBME Examination data and Electives data into the cleansed MS Excel file.

4.54 Electronically transfer (“merge”) MS Excel file data into composite MSPR sections one, two, and three MS Word template.

4.55 Create individual electronic student composite MSPRs sections one, two, and three files for each student in MS Word.

4.56 Save each MS Word document as a PDF file to maintain the integrity of the information.

4.57 Prepare instructions for student review of composite MSPR.

End October

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.58 E-mail composite MSPR sections one, two, and three PDF documents to each Year 4 student, with instructions on how to review the document and the deadline for return.

4.59 Contact each student with outstanding FITER, ECP, and Rotation Evaluation requirements informing the student that Section Three will be released for review when the requirements are met.

4.60 Update PDF files on the network drive for viewing by the Max Rady College of Medicine and Student Affairs staff in preparation for student meetings.

4.61 Inform the Max Rady College of Medicine, and Student Affairs personnel of the location of student files.

Early November

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.62 Make changes to composite MSPR sections one, two, and three based on student feedback.

4.63 Insert the following components of Academic History into the final MS Word document for each student:

  • Leaves of absence/gaps in an educational program.
  • Student required to remediate and failures during Year 2, Year 3, or Year 4.
  • Professionalism & disciplinary actions.

4.64 Save each completed MS Word document as a PDF file.

4.65 E-mail the complete MSPR PDF document to each Year 4 student with instructions on how to review the document and advise of the deadline for minor changes.

Mid-November

Administrator, Clerkship Evaluation and Office Assistant, UGME

4.66 Make minor changes to MSPR as identified by students.

4.67 Provide MSPR files to Associate Dean, UGME for review and approval.

4.68 Once approved, insert the Associate Dean’s electronic signature into each completed MSPR.

4.69 Save each MS Word document as a PDF file to maintain the integrity of the information.

4.70 Send the completed MSPR (PDF file) to each student for the student’s personal file.

4.71 Send each completed MSPR electronically to CaRMS on or before the CaRMS deadline.

Associate Dean, UGME

4.72 Resolve issues related to content in individual student MSPRs throughout the completion process.

4.73 Review all finalized MSPRs before the electronic signature is applied to each file.


5.0 REFERENCES

5.1 Association of American Medical Colleges document “A Guide to the Preparation of the Medical Student Performance Evaluation

5.2 UGME – Promotion and Failure Policy and Procedures

5.3 UGME - Midpoint In-Training Evaluation & Final In-Training Evaluation Preparation, Distribution and Completion and Essential Clinical Presentation Preparation, Distribution, Audit, and Remediation


6.0 POLICY CONTACT

Administrator of Clerkship Evaluation

Student records

Policy name Student records
Application and scope Faculty, staff and year I to year IV undergraduate medical education students
Approved date April 2017
Review date January 2021
Revised date  
Approved by College Executive Council

1. PURPOSE

This policy and related procedures pertain to the creation, management and storage of all records for those who apply and/or admitted to the Undergraduate Medical Education program. This policy does not deal with information stored by offices such as the Office of Student Affairs, Medicine and Office of Disability Services, University of Manitoba. Faculty and staff notes and emails to and from applicants and students are not part of Student Records.


2. DEFINITIONS

2.1 Application File – that of a person currently applying or admitted to the Undergraduate Medical Education program. Appendix 1 contains Information on the types of documents included in such a record.

2.2 Active File – that of a student who is currently enrolled in the Undergraduate Medical Education program or on an approved leave of absence. Appendix 2 contains Information on the types of documents included in such a record.

2.3 Permanent File – that of a student who is no longer enrolled in the Undergraduate Medical Education program due to graduation, dismissal, withdrawal, or death. Appendix 1 contains Information on the types of documents included in such a record.


3. POLICY STATEMENTS

3.1 The Administrator, Enrolment is the custodian of all Student Records.

3.2 Student Records are created as follows:

  • Application File – when an applicant submits the first of the required application documents.
  • Active File - when a student is admitted to the Undergraduate Medical Education program.
  • Permanent File – when a student graduates, is dismissed, withdraws, or dies.

3.3 All Student Records are securely stored either within the Educational Programs Office or off-site. See Appendix 1.

3.4 The student can view information in his/her Active File upon request.

3.5 The student cannot view information in the Application File.

3.6 Faculty and staff can view information in the Application and Active Files on a need to know basis.

3.7 The student may request copies of evaluation documents within the Active File for academic purposes.

3.8 Faculty and staff can view information in the Permanent Files stored within the Office of the Dean, on a need to know basis.

3.9 Faculty and staff access to Permanent Files stored off-site requires the approval of the Administrator, Enrolment.

3.10 No documentation from Student Records can be removed from the Educational Programs Office, Max Rady College of Medicine.

3.11 All documentation from the Application and Active Files that is not required for the Permanent File is securely destroyed when the Permanent File is created.

3.12 A student can challenge the contents of the Active File by following the process outlined in the Undergraduate Medical Education Student Appeals Committee Policy and Procedures.

3.13 This policy will be reviewed on the first anniversary of its original passage and every three years thereafter.


4. PROCEDURES

4.1 Admissions personnel create the Application File for each person applying to the Undergraduate Medical Education program upon receipt of the first Application document. See Appendix 2 for Components of the Application File.

4.2 Enrolment Services personnel create the Active Record for each person who accepts an Offer of Admission to the Undergraduate Medical Education program. See Appendix 1 for Components of the Application File.

4.3 A student requesting to view the Active File contacts the Administrator, Enrolment to set an appointment. This request will ordinarily be accommodated within 2 working days.

4.4 Evaluation personnel place the following pieces of information in Active Files in accordance with the timelines stated:

  • All Pre-Clerkship evaluation information i.e. student results, letter of probationary/monitored status and Clerkship NBME information within 10 working days following the distribution of this information to students.
  • Letters related to examination deferral, supplementary examinations, etc. within 3 days of receipt of such information.

4.5 Any UGME support staff member who receives document(s) intended for the Active File must ensure such information is placed in the record within 3 working days of receipt of the document(s).

4.6 Enrolment Services personnel create the Permanent File upon a student's graduation, dismissal, withdrawal, or death. See Appendix 2 for Components of the Permanent File.

4.7 Enrolment Services personnel ensure the Permanent Files are maintained and moved in accordance with this policy. See Appendix 1.


5. REFERENCES

5.1 Guidelines for Maintaining Active and Permanent Individual Student Records, AAMC Group on Student Affairs Committee on Student Records (March 2005)

5.2 Undergraduate Medical Education Appeals Committee Policy and Procedures


6. POLICY CONTACT

Please contact Administrator, Enrolment with questions respecting this policy.

 

Information Related to Secure Storage of Student Records - Appendix 1

Type of Student Record

Length of Time Record is Stored

Secure Location

Educational

Programs

Office

Off- Site

Application Files (Unsuccessful Applicants)

  • If no activity within the 2-year period following initial application, it is destroyed.
  • If activity within the 2-year period following initial application it is maintained until, 2-year period without activity then destroyed.

 

Application Files (Unsuccessful Applicants Presenting with Professionalism Concerns)

Minimum of 20 years

 

Application Files (Successful Applicants)

Until student graduates, withdraws, is dismissed, or dies. The required components are then moved to the Permanent File and remainder of the file is destroyed.

 

Active Files

For the duration of a student’s time as an undergraduate medical student. The required components are then moved to the Permanent File

and remainder of the file is destroyed.

 

Permanent Files for graduates

2 years

 

Permanent Files for graduates

40 years

 

Components of Student Records - Appendix 2

Documentation Related to Student Records

Components of Student Records

Application File

Active File

Permanent File

Yes

No

Yes

No

Yes

No

1.

Max Rady College of Medicine Application including documentation for scoring rurality

   

 

 

2.

Medical College Admission Test (MCAT) Scores

   

 

 

3.

Letters of Reference

       

4.

Transcript from Undergraduate/Pre-Medical coursework which identifies GPA

   

   

5.

Documentation for applicants selected for interviewing including:

 
 

• MMI Statement of Confidentiality

     

 
 

• MMI Scoring

     

 
 

• Adult Child Abuse Registry Self-Declaration Form for Applicants to Admission

   

 

 

6.

Self-Declaration of Academic Discipline

   

 

 

7.

Self-Declaration re. Criminal Record

   

     

8.

Letters of response to Application

   

   

9.

Letter of Admission to Undergraduate Medical Education Program

   

 

 

10.

Confirmation that Child Abuse and Criminal Record are up to date

   

   

11.

Acknowledgement Form related to Technical Standards Document and Accommodation Policy

   

   

12.

Consent and Waiver Form

   

   

13.

Annual confirmation of CPR

   

   

14.

Student Record Update

   

   

15.

Pre-Clerkship Student Evaluation Summary for each Block (Including letters of Probationary/Monitored

Status as required)

   

   

16.

Summary of OSCE-type results (Including letters of Probationary/Monitored Status as required)

   

   

17.

Summary of National Board of Medical Examiners (NBME) results for each required core Clerkship rotation(Including letters of Probationary/Monitored Status as required)

   

   

18.

Notices of awards, research abstracts, publications

   

 

 

19.

Appeal/legal documentation

   

 

 

20.

Documentation related to:

   

 

 

 

 
 

• Academic failure

   

   

 

• Undergraduate Medical Education Policies i.e. Attendance, Immunization, etc.

   

   

 

• Professionalism and conduct

   

 

 
 

• Accommodations in place for student

   

   

 

• Leaves of absence

   

 

 
 

• Appreciation from patients, commendations from faculty

   

   

 

• Examination deferrals, supplementary examinations

   

   

21.

Letters prepared in relation to verification of good standing or enrolment in the program

   

     

22.

Copy of official transcripts

   

 

 

23.

Completed Medical Student Performance Report

   

 

 

24.

Documentation of dismissal or withdrawal

   

 

 

25.

Obituary

     

 

26.

Verification of training to licensing authorities

     

 

admissions

Admissions committee - Terms of reference

1. PURPOSE AND MANDATE

1.1. Purpose/Mandate: The Admissions Committee (“Committee”) of the Max Rady College of Medicine (“College”), Rady Faculty of Health Sciences (“RFHS”) is established to oversee all aspects of, and to recommend policies and procedures respecting, the admission of students to the undergraduate medical education (“UGME”) program, leading to the MD degree, to the College.


2. REPORTING AND ACCOUNTABILITY

2.1. Accountability: The Committee is a standing committee of the College Council/College Executive Council, Max

Rady College of Medicine.

2.2. Reporting: The Committee, through the Chair, shall report to the College Council/College Executive Council.

3. CHAIRPERSON AND COMMITTEE MEMBERSHIP

3.1. Chair: The Chair of the Committee shall be the Associate Dean, Admissions, Max Rady College of Medicine.

The Chair is responsible for the following at Committee meetings:

(a) Calling the meeting to order,

(b) Establishing an agenda and ensuring agenda items are addressed,

(c) Ensuring the minutes from prior meeting(s) are reviewed and approved by the Committee (with or without modification),

(d) Facilitating discussion to reach consensus on matters under consideration in a professional manner. (e) Adjourning meetings after business is concluded, and

(f) Acting as the main representative of the Committee.

3.2. Membership: The Committee membership shall then consist of the following members, including the Chair: (a) The Associate Dean, UGME or designate,

(b) The Associate Dean, Professionalism or designate,

(c) The Executive Director, Indigenous Academic Affairs, Ongomiizwin or designate, (d) The Medical Director, Manitoba Healthcare Providers Network,

(e) The Chair, Canadian Indigenous Interview Panel,

(f) The Educational Director, Bilingual Stream,

(g) Two faculty representatives, with knowledge in social accountability,

(h) Three faculty members, one of whom shall have a primary appointment in a Basic Medical Science department,

(i) One student representative appointed by the Manitoba Medical Student Association, (j) The Executive Director, Enrolment Services or designate,

(k) The Director, Equity, Diversity and Inclusion, Rady Faculty of Health Sciences (non-voting),

(l) The Anti-Racism Practice Lead, Rady Faculty of Health Sciences (non-voting),

(m) The Admissions Officer, Undergraduate Admissions, Enrolment Services, assigned to the Max Rady

College of Medicine (non-voting),

(n) The Senior Lead, Indigenous Health Student Affairs Ongomiizwin Education, Rady Faculty of Health

Sciences (non-voting),

(o) The Data Analyst, Admissions (non-voting), (p) The Business Manager, UGME (non-voting), (q) The Administrator, Admissions (non-voting),

(r) The Admissions Advisor, Admissions (non-voting), (s) The Committee Administrator (non-voting).

3.3. Equitable, Inclusive and Diverse Membership: The College strives to achieve equitable, inclusive, and diverse membership on its committees that is reflective of its commitment to equity, diversity, and inclusion and this should be considered in the appointment of Committee members.

3.4. Liaisons: Committee members shall serve as liaison persons with others in the areas from which they are appointed.

3.5. Best Interests: Committee members shall deal with matters before the Committee in such a way that the best interests of the College take precedence over the interests of any of its constituent parts, should those interests conflict or appear to conflict.

3.6. Consultation: In carrying out its role, the Committee may call upon various resources as it deems required.


4. TERM OF OFFICE

4.1. The term of office of each Committee member shall be until the first of the following occurs: (a) the individual no longer holds the position noted in 3.2,

(b) the term of the appointment ends,

(c) the appointment is rescinded by the appointer, or

(d) the individual resigns from the Committee.


5. FUNCTIONS AND ACTIVITIES OF COMMITTEE

5.1. As part of its Mandate, the Committee will engage in the following activities:

• Recommending on all aspects of the eligibility requirements for applicants seeking admission to studies leading to the MD degree,

• Recommending on all aspects of the process for selection of applicants for admission to studies leading to MD degree, including the criteria for selection,

• Selecting from among the eligible applications those whom an offer of admission shall be made, in accordance with developed and approved guidelines and criteria of the College Council/College Executive Council and the University of Manitoba/Senate,

• Determining if a particular offer of admission shall be rescinded, where, after an offer is made, information comes to the attention of the Committee that calls into question the applicant’s character or integrity, including without limitation, dishonesty or fraud in the application process or other unprofessional behaviour that would have precluded an offer of admission,

• Exercising its discretion in determining matters relating to the admission of students to studies leading to the MD degree, when not explicitly covered by the rules and regulations of the Max Rady College of Medicine, the Senate, or otherwise within the University rules and regulations,

• Regular reporting on its activities and providing recommendations for approval to the appropriate approval bodies, as required, and

• The Committee may refer priority issues connected to its Mandate that require review, collaboration and analysis to Committee subcommittees or working groups.


6. MEETINGS

6.1. Number of Meetings: The Committee shall meet at least six (6) times per year, and additional meetings at the call of the Chair.

6.2. Notice of Meetings: Notice of a Committee meeting should be provided to Committee members, at least five (5) business days advance of the meeting, unless waived by the Committee members at the meeting.

6.3. Agenda: Agenda items should be sent to the Committee secretary at least 48 hours in advance of the meeting.

The agenda should be prepared and distributed to the members of the Committee prior to the meeting.

6.4. Quorum: A simple majority of the voting members of the Committee shall constitute a quorum. Faculty members must constitute the majority of voting members present at all meetings, in accordance with CACMS Standard 10.

6.5. Decision-Making: The preferred model for decision-making is consensus. If consensus cannot be reached, the varying recommendations may be taken to a vote. The Chair shall only vote in the case of a tie.

6.6. Committee Meeting Guests: All Committee meetings will be limited to members only unless the Chair otherwise grants approval for certain individuals to attend all or a portion of the meeting.

6.7. Telephone Meetings and Email Discussion: The Chair may consult with Committee members by email or arrange telephone meetings, instead of in-person meetings, as the circumstances may require.

6.8. Confidentiality: All Committee members, resource persons, consultants, guests, and administrative support persons who may be in attendance at a Committee meeting or privy to Committee information, are required to protect and keep confidential any protected information (e.g., classified or privileged information) received through participation on the Committee, unless such information is otherwise approved for public information.

6.9. Minutes & Confidentiality: Minutes are to be taken of business occurring during Committee meetings.

However, the Committee may move “in camera” to deal with certain items if the subject matter being considered relates to personal and confidential matters that are exempt from disclosure under applicable access and privacy legislation. Once approved by the Committee, meeting minutes shall be publicly available, in accordance with applicable legislation.


7. COMMITTEE ADMINISTRATIVE SUPPORT

7.1. The Committee shall receive administrative support from the College. The administrative support shall be provided through an individual whose duties shall include:

a) Assisting the Chair with preparation of Committee meeting agendas and distributing notification of meetings,

b) Ensuring follow-up of Committee action items, c) Information gathering,

d) Preparation and distribution of meeting material, e) Minute-taking, and

f) Maintaining Committee records.


8. SUBCOMMITTEES

8.1. Standing Subcommittees: The Committee has the following standing subcommittees (“Subcommittees”) that report to the Committee:

8.1.1. Professionalism Subcommittee on Admissions

8.1.2. MMI Question Selection Subcommittee

8.1.3. Transfer Subcommittee

Each subcommittee shall have its own terms of reference that sets out its mandate, which terms of reference shall be approved by the Committee.

8.2. Subcommittee Reports: A report from its subcommittees shall be a standing item on the Committee meeting agenda.

8.3. Referral to Subcommittees: The Committee may refer issues of priority to one or more Subcommittees as the circumstances require.


9. AMENDMENTS TO TERMS OF REFERENCE

9.1. Amendments to these Terms of Reference may be proposed by the Committee to the College Council/College

Executive Council for approval.


10. DATES OF APPROVAL, REVIEW AND REVISION

10.1. Date approved: College Executive Council – December 21, 2021

10.2. Review: Formal review of these terms will be conducted every five (5) years. In the interim these terms may be revised or rescinded if the Committee deems necessary.

10.3. Supersedes: Admissions Committee – Terms of Reference (November 17, 2020; March 27, 2019; September 25, 2018; February 15, 2011)

10.4. Committee Contact: Administrator, Admissions, Max Rady College of Medicine

10.5. Effect on Previous Statements: These terms shall supersede all previous College terms on the subject matter herein.

Canadian Indigenous panel advisory subcommittee - Terms of reference

1. PURPOSE AND MANDATE

1.1. Purpose/Mandate: The Canadian Indigenous Panel Advisory Subcommittee (“Subcommittee”) is a subcommittee of the Admissions Committee (“Committee”), Max Rady College of Medicine (“College”), Rady Faculty of Health Sciences (“RFHS”), mandated by the Admissions Committee to provide advice and direction regarding the format of the Canadian Indigenous Panel Interviews (“Panel Interview”), the development of the Panel Interview questions, and the criteria used in the selection of successful applicants from the Canadian Indigenous Application Pool (“Indigenous Pool”) (its “Mandate”).


2. REPORTING AND ACCOUNTABILITY

2.1. Accountability: The Subcommittee is a subcommittee of, and reports to, the Committee.

2.2. Reporting: The Subcommittee, through the Chair, shall annually report to the Chair of the Committee.


3. CHAIRPERSON AND SUBCOMMITTEE MEMBERSHIP

3.1. Chair: The Chair of the Subcommittee shall be the Associate Dean, Admissions, of the College. The Chair is responsible for the following at Subcommittee meetings:

a) Calling the meeting to order,

b) Establishing an agenda and ensuring agenda items are addressed,

c) Ensuring the minutes from prior meeting(s) are reviewed and approved by the Committee (with or without modification),

d) Facilitating discussion to reach consensus on matters under consideration in a professional manner, e) Adjourning meetings after business is concluded, and

f) Acting as the main representative of the Subcommittee.

3.2. Membership: The Subcommittee membership shall then consist of the following members, including the Chair:

(a) Executive Director, Indigenous Academic Affairs, Ongomiizwin, (b) Chair, Canadian Indigenous Panel,

(c) Elders and Knowledge Keepers,

(d) Three (3) Indigenous student representatives selected by the Chair,

(e) Four (4) community members selected by the Chair,

(f) Three (3) members selected by the Chair for their previous experience as Panel interviewers,

(g) The Senior Lead, Indigenous Health Student Affairs Ongomiizwin Education, Rady Faculty of Health Sciences,

(h) The Administrator, Admissions, College (non-voting),

(i) The Admissions Advisor, Admissions, College (non-voting), and

(j) The Subcommittee Administrative Support (non-voting).

Designates/alternates will be allowed. The number of members for the Subcommittee may fluctuate to accommodate changes in the format of the Panel Interview and number of questions required each year. Additional representation may be added at the discretion of the Chair of the Subcommittee in consultation with the Administrator, Admissions.

3.3. Equitable, Inclusive and Diverse Membership: The College strives to achieve equitable, inclusive and diverse membership on its committees that is reflective of its commitment to equity, diversity and inclusion and this should be considered in the appointment of Subcommittee members.

3.4. Best Interests: Subcommittee members shall deal with matters before the Subcommittee in such a way that the best interests of the College take precedence over the interests of any of its constituent parts, should those interests conflict or appear to conflict.

3.5. Consultation: In carrying out its role, the Subcommittee may call upon various resources as it deems required.


4. TERM OF OFFICE

The term of office of each Subcommittee member shall be until the first of the following occurs: (a) the individual no longer holds the position noted in 3.2;

(b) the term of the appointment ends;

(c) the appointment is rescinded by the appointer; or

(d) the individual resigns from the Subcommittee.


5. FUNCTIONS AND ACTIVITIES OF SUBCOMMITTEE

5.1. As part of its Mandate, the Subcommittee will engage in the following activities at the meetings:

(a) Evaluate Panel Interview Format: The Subcommittee will evaluate and provide guidance to modify and update the Panel Interview format as the needs of the applicants and College changes.

(b) Determine Interview Question and Autobiographical Sketch Content: The Subcommittee will determine the content of the Panel Interview questions and autobiographical sketch to ensure they represent the attributes required of Indigenous physicians in the community.

(c) Establish Selection Criteria: The Subcommittee will establish the criteria and guidelines in which applicants are selected for an offer through the Indigenous Pool.

(d) Reporting: The Subcommittee will present their decisions to the Committee.


6. MEETINGS

6.1. Number of Meetings: The Subcommittee shall meet at least two (2) times per year, and additional meetings at the call of the Chair.

6.2. Notice of Meetings: Notice of a Subcommittee meeting should be provided to Subcommittee members, at least ten (10) business days advance of the meeting, unless waived by the Subcommittee members at the meeting.

6.3. Agenda: Agenda items should be sent to the Subcommittee Administrative Support person at least 48 hours in advance of the meeting. The agenda should be prepared and distributed to the members of the Subcommittee prior to the meeting.

6.4. Quorum: A simple majority of the members of the Subcommittee shall constitute a quorum.

6.5. Decision-Making: The preferred model for decision-making is consensus. If consensus cannot be reached, the varying recommendations may be taken to a vote. The Chair of a Subcommittee will not vote except in the event of a tie.

6.6. Subcommittee Meeting Guests: All Subcommittee meetings will be limited to members only unless the Chair otherwise grants approval for certain individuals to attend all or a portion of the meeting.

6.7. Electronic or Telephone Meetings and Email Discussion: The Chair may consult with Subcommittee panel members by email or arrange electronic or telephone meetings, instead of in-person meetings, as the circumstances may require.

6.8. Confidentiality: All Subcommittee members, resource persons, consultants, guests, and administrative support persons who may attend a Subcommittee meeting or privy to Subcommittee information, are required to protect and keep confidential any protected information (e.g., classified or privileged information) received through participation on the Subcommittee. Confidential and protected information includes, but is not limited to, the personal information of all applicants; the personal information of all individuals associated with the Panel Interview process, including their comments and opinions regarding the members, the applicants, and the process; as well as all interview questions, rubrics, selection criteria, deliberations, and other procedural documentation that has been classified as confidential and privileged.

6.9. Minutes & Confidentiality: Minutes are to be taken of business occurring during Subcommittee meetings.

However, the Subcommittee may move “in camera” to deal with certain items if the subject matter being considered relates to personal and confidential matters that are exempt from disclosure under applicable access and privacy legislation. Minutes taken during a panel meeting form part of the official record of the reconsideration.


7. SUBCOMMITTEE ADMINISTRATIVE SUPPORT

7.1. The Subcommittee shall receive administrative support from the College. The administrative support shall be provided through an individual whose duties shall include:

a) Assisting the Chair with preparation of Subcommittee meeting agendas and distributing notification of meetings.

b) Ensuring follow-up of Subcommittee action items.

c) Information gathering.

d) Preparation and distribution of meeting material.

e) Minute-taking; and

f) Maintaining Subcommittee records.


8. AMENDMENTS TO TERMS OF REFERENCE

8.1. Amendments to these Terms of Reference may be proposed by the Subcommittee to the Admissions

Committee for approval.

9. DATES OF APPROVAL, REVIEW AND REVISION

9.1. Date approved: Admissions Committee – January 26, 2022

9.2. Review: Formal review of these terms will be conducted every five (5) years. In the interim these terms may be revised or rescinded as the Subcommittee may recommend or as the Committee otherwise deems necessary.

9.3. Supersedes: N/A

9.4. Subcommittee Contact: Admissions Administrator, Admissions Office

9.5. Effect on Previous Statements: These terms shall supersede all previous College terms on the subject matter herein.

Canadian Indigenous panel selection subcommittee - Terms of reference

1. PURPOSE AND MANDATE

1.1. Purpose/Mandate: The Canadian Indigenous Panel Selection Subcommittee (“Subcommittee”) is a subcommittee of the Admissions Committee (“Committee”), Max Rady College of Medicine (“College”), Rady Faculty of Health Sciences (“RFHS”), mandated by the Admissions Committee to recommend selection of successful applicants from the Canadian Indigenous Application Pool (“Indigenous Pool”) (its “Mandate”).


2. REPORTING AND ACCOUNTABILITY

2.1. Accountability: The Subcommittee is a subcommittee of, and reports to, the Committee.

2.2. Reporting: The Subcommittee, through the Chair, shall annually report to the Chair of the Committee.


3. CHAIRPERSON AND SUBCOMMITTEE MEMBERSHIP

3.1. Chair: The Chair of the Subcommittee shall be the Chair, Canadian Indigenous Panel of the Admissions Committee. The Chair is responsible for the following at Subcommittee meetings:

a) Calling the Subcommittee meeting(s) to order,

b) Establishing an agenda and ensuring agenda items are addressed,

c) If the meeting is a continuation of an ongoing selection deliberation, ensuring the minutes from prior meeting(s) are reviewed and approved by the Committee (with or without modification).

d) Facilitating discussion to reach consensus on matters under consideration in a professional manner, e) Adjourning meetings after business is concluded, and

f) Acting as the main representative of the Subcommittee.

3.2. Membership: The Subcommittee membership shall then consist of the following members, including the Chair:

(a) An Elder and/or Knowledge Keeper,

(b) One (1) Indigenous student representative selected by the Chair, (c) One (1) community member selected by the Chair,

(d) Two (2) members selected by the Chair for their previous experience as Panel interviewers, (e) The Admissions Advisor, Admissions, College (non-voting), and

(f) The Subcommittee Administrative Support (non-voting).

Chair of the Subcommittee in consultation with the Associate Dean, Admissions. All members must not have participated in the current application cycle as a Canadian Indigenous Panel interviewer.

3.3. Equitable, Inclusive and Diverse Membership: The College strives to achieve equitable, inclusive, and diverse membership on its committees that is reflective of its commitment to equity, diversity, and inclusion and this should be considered in the appointment of Subcommittee members.

3.4. Best Interests: Subcommittee members shall deal with matters before the Subcommittee in such a way that the best interests of the College take precedence over the interests of any of its constituent parts, should those interests conflict or appear to conflict.

3.5. Consultation: In carrying out its role, the Subcommittee may call upon various resources as it deems required.


4. TERM OF OFFICE

The term of office of each Subcommittee member shall be until the first of the following occurs: (a) the individual no longer holds the position noted in 3.2;

(b) the term of the appointment ends;

(c) the appointment is rescinded by the appointer; or

(d) the individual resigns from the Subcommittee.


5. FUNCTIONS AND ACTIVITIES OF SUBCOMMITTEE

5.1. As part of its Mandate, the Subcommittee will engage in the following activities at the meetings:

(a) Receive Information: The Subcommittee will receive, for review, all documents related to all applicants who applied through the Indigenous Pool. The review will focus on the established criteria for the Indigenous Pool.

(b) Request Information: The Subcommittee will request additional information, as required, from the Admissions Office.

(c) Decision-Making: The Subcommittee will deliberate and take a vote, in camera, regarding the recommendation of applicants for an offer through the Indigenous Pool.

(d) Reporting: The Subcommittee will present their decisions to the Committee.


6. MEETINGS

6.1. Number of Meetings: The Subcommittee shall meet at least once per year, and additional meetings at the call of the Chair.

6.2. Notice of Meetings: Notice of a Subcommittee meeting should be provided to Subcommittee members, at least ten (10) business days advance of the meeting, unless waived by the Subcommittee members at the meeting.

6.3. Agenda: Agenda items should be sent to the Subcommittee Administrative Support person at least 48 hours in advance of the meeting. The agenda should be prepared and distributed to the members of the Subcommittee prior to the meeting.

6.4. Quorum: A simple majority of the members of the Subcommittee shall constitute a quorum.

6.5. Decision-Making: The preferred model for decision-making is consensus. If consensus cannot be reached, the varying recommendations may be taken to a vote. The Chair of a Subcommittee will not vote except in the event of a tie.

6.6. Subcommittee Meeting Guests: All Subcommittee meetings will be limited to members only unless the Chair otherwise grants approval for certain individuals to attend all or a portion of the meeting.

6.7. Electronic or Telephone Meetings and Email Discussion: The Chair may consult with Subcommittee panel members by email or arrange electronic or telephone meetings, instead of in-person meetings, as the circumstances may require.

6.8. Confidentiality: All Subcommittee members, resource persons, consultants, guests, and administrative support persons who may attend a Subcommittee meeting or privy to Subcommittee information, are required to protect and keep confidential any protected information (e.g., classified or privileged information) received through participation on the Subcommittee. Confidential and protected information includes, but is not limited to, the personal information of all applicants, including their interview answers; the personal information of all individuals associated with the Indigenous Pool process, including their comments and opinions regarding the members, the applicants and the process; as well as all interview questions, rubrics, selection criteria, deliberations, and other procedural documentation that has been classified as confidential and privileged.

6.9. Minutes & Confidentiality: Minutes are to be taken of business occurring during Subcommittee meetings.

However, the Subcommittee may move “in camera” to deal with certain items if the subject matter being considered relates to personal and confidential matters that are exempt from disclosure under applicable access and privacy legislation. Minutes taken during a panel meeting form part of the official record of the reconsideration.


7. SUBCOMMITTEE ADMINISTRATIVE SUPPORT

The Subcommittee shall receive administrative support from the College. The administrative support shall be provided through an individual whose duties shall include:

a) Assisting the Chair with preparation of Subcommittee meeting agendas and distributing notification of meetings.

b) Ensuring follow-up of Subcommittee action items.

c) Information gathering.

d) Preparation and distribution of meeting material. e) Minute-taking; and

f) Maintaining Subcommittee records.


8. AMENDMENTS TO TERMS OF REFERENCE

Amendments to these Terms of Reference may be proposed by the Subcommittee to the Admissions Committee for approval.


9. DATES OF APPROVAL, REVIEW AND REVISION

9.1. Date approved: Admissions Committee – January 26, 2022

9.2. Review: Formal review of these terms will be conducted every five (5) years. In the interim these terms may be revised or rescinded as the Subcommittee may recommend or as the Committee otherwise deems necessary.

9.3. Supersedes: N/A

9.4. Subcommittee Contact: Admissions Administrator, Admissions Office

9.5. Effect on Previous Statements: These terms shall supersede all previous College terms on the subject matter herein.

MMI question selection subcommittee - Terms of reference

1. PURPOSE AND MANDATE

Purpose/Mandate: The MMI Question Selection Subcommittee (“Subcommittee”) is a subcommittee of the Admissions Committee (“Admissions Committee”), Max Rady College of Medicine (“College”), Rady Faculty of Health Sciences (“RFHS”), mandated by the Admissions Committee to develop and implement MMI stations for the purpose of the Admissions Committee’s mandatory, on-site admissions interviews (its “Mandate”).


2. REPORTING AND ACCOUNTABILITY

2.1. Accountability: The Subcommittee is a subcommittee of, and reports to, the Admissions Committee.

2.2. Reporting: The Subcommittee, through the Chair, shall report to the Chair of the Admissions Committee.


3. CHAIRPERSON AND SUBCOMMITTEE MEMBERSHIP

3.1. Chair: The Chair of the Subcommittee shall be the Associate Dean, Admissions, of the College. The Chair is responsible for the following at Subcommittee meetings:

a) Calling the meeting to order;

b) Establishing an agenda and ensuring agenda items are addressed;

c) Facilitating discussion to reach consensus on matters under consideration in a professional manner;

d) Adjourning meetings after business is concluded; and

e) Acting as the main representative of the Subcommittee.

3.2. Membership: The Subcommittee membership shall then consist of the following members, including the Chair:

(a) One student representative appointed by the Manitoba Medical Student Association; (b) Director, Equity, Diversity and Inclusion, RFHS;

(c) Anti-Racism Practice Lead, RFHS;

(d) One representative from Ongomiizwin, appointed by the Executive Director, Indigenous Academic Affairs, Ongomiizwin;

(e) Three members selected by the Chair for their previous experience as MMI interviewers.

(f) The Administrator, Admissions, College (non-voting);

(g) The Admissions Advisor, Admissions, College (non-voting);

(h) The Subcommittee Administrative Support (non-voting).

Designates/alternates will not be allowed. The number of members for the Subcommittee may fluctuate to accommodate changes in the format of the MMI and number of questions required each year. Additional representation may be added at the discretion of the Chair of the Subcommittee in consultation with the Administrator, Admissions.

3.3. Equitable, Inclusive and Diverse Membership: The College strives to achieve equitable, inclusive and diverse membership on its committees that is reflective of its commitment to equity, diversity and inclusion and this should be considered in the appointment of Subcommittee members.

3.4. Best Interests: Subcommittee members shall deal with matters before the Subcommittee in such a way that the best interests of the College take precedence over the interests of any of its constituent parts, should those interests conflict or appear to conflict.

3.5. Consultation: In carrying out its role, the Subcommittee may call upon various resources as it deems required.


4. TERM OF OFFICE

The term of office of each Subcommittee member shall be until the first of the following occurs: (a) the individual no longer holds the position noted in 3.2;

(b) the term of the appointment ends;

(c) the appointment is rescinded by the appointer; or

(d) the individual resigns from the Subcommittee.


5. FUNCTIONS AND ACTIVITIES OF SUBCOMMITTEE

5.1. As part of its Mandate, the Subcommittee will engage in the following activities at the meetings:

(a) Vetting and editing drafts of proposed new MMI questions; (b) Modifying and updating previously used MMI stations;

(c) Ensuring the content of MMI questions is attentive to matters of equity, diversity and inclusion.


6. MEETINGS

6.1. Number of Meetings: The Subcommittee shall meet at least two (2) times per year, and additional meetings at the call of the Chair.

6.2. Notice of Meetings: Notice of a Subcommittee meeting should be provided to Subcommittee members, at least two (1) month in advance of the meeting.

6.3. Agenda: An Agenda will be circulated at the meeting.

6.4. Quorum: A simple majority of the members of the Subcommittee shall constitute a quorum.

6.5. Decision-Making: The preferred model for decision-making is consensus. If consensus cannot be reached, the varying recommendations may be taken to a vote. The Chair shall only vote in the case of a tie.

6.6. Subcommittee Meeting Guests: All Subcommittee meetings will be limited to members only unless the Chair otherwise grants approval for certain individuals to attend all or a portion of the meeting.

6.7. Confidentiality: All Subcommittee members, resource persons, consultants, guests, and administrative support persons who may be in attendance at a Subcommittee meeting or privy to Subcommittee

information, are required to protect and keep confidential any protected information (e.g., classified or privileged information) received through participation on the Subcommittee.

6.8. Minutes: Minutes are to be taken of business occurring during Subcommittee meetings. Once approved by the

Subcommittee, meeting minutes shall be publicly available, in accordance with applicable legislation.


7. SUBCOMMITTEE ADMINISTRATIVE SUPPORT

The Subcommittee shall receive administrative support from the College. The administrative support shall be provided through an individual whose duties shall include:

a) Assisting the Chair with preparation of Subcommittee meeting agendas and distributing notification of meetings;

b) Ensuring follow-up of Subcommittee action items;

c) Information gathering;

d) Preparation and distribution of meeting material;

e) Minute-taking; and

f) Maintaining Subcommittee records.


8. AMENDMENTS TO TERMS OF REFERENCE

Amendments to these Terms of Reference may be proposed by the Subcommittee to the Admissions Committee for approval.

9. DATES OF APPROVAL, REVIEW AND REVISION

9.1. Date approved: Admissions Committee – October 21, 2020

9.2. Review: Formal review of these terms will be conducted every five (5) years. In the interim these terms may be revised or rescinded if the Subcommittee deems necessary.

9.3. Supersedes: N/A

9.4. Subcommittee Contact: Administrator, Admissions

9.5. Effect on Previous Statements: These terms shall supersede all previous College terms on the subject matter herein.

Professionalism in admissions

Policy name Professionalism in admissions policy
Application and scope Applicants to the Doctor of Medicine (MD) program in the Max Rady College of Medicine who manifest professionalism concerns.
Approved date March 8, 2022
Review date Five (5) years from the approval date
Revised date May 2, 2023
Approved by College Council, Max Rady College of Medicine

1. PURPOSE

To set out the jurisdiction, grounds and process respecting the review of Applicants who manifest concerns that may be predictive of future breaches of professionalism by the Professionalism Subcommittee on Admissions, a subcommittee of the Admissions Committee of the Max Rady College of Medicine, in accordance with the Professionalism Subcommittee on Admissions Terms of Reference and the Review Panel Terms of Reference.


2. DEFINITIONS

2.1 Applicant – includes individuals who have applied for admission to Undergraduate Medical Education Program, leading to the Doctor of Medicine degree in the Max Rady College of Medicine.

2.2 Applicant Information Bulletin (Bulletin) – the official policy document for an application to the Undergraduate Medical Education Program in the Max Rady College of Medicine, leading to the Doctor of Medicine degree. The Bulletin outlines the Senate approved categories of admission, requirements, and deadlines, and is constitutes a part of the application. It is assumed that all applicants have read and understood the contents of the Bulletin prior to submitting their completed application.

2.3 Business Day – Any day, other than a Saturday, Sunday, or legal holiday on which academic business may be conducted. Max Rady College of Medicine usual workday hours are Monday through Friday 8:00 a.m. to 4:00 p.m.

2.4 Canadian Indigenous Applicant Pool (Indigenous Pool) – the applicant pool designated for applicants who are either Canadian citizens or Permanent Residents and have declared their First Nations, Metis, or Inuit heritage. All applicants to the Indigenous Pool who meet the eligibility requirements set out in the Bulletin will be offered an interview. Offers of admission will be extended to applicants who are recommended to the Admissions Committee by the Canadian Indigenous Applicant Pool panel, regardless of composite score.
 
2.5 Canadian Medical Association (CMA) – a national organization for medical professionals.

2.6 External Complainant – these are individuals from outside the University of Manitoba, such as the general public, who have contacted the Admissions Office with concerns regarding the conduct of an Applicant and/or the Applicant’s suitability for the medical profession.

2.7 Internal Complainant – these are individuals from within the University of Manitoba community, such as staff, faculty, or students, who have contacted the Admissions Office with concerns regarding the conduct of an Applicant and/or the Applicant’s suitability for the medical profession.

2.8 Multiple-Mini Interview (MMI) – the interview format used to assess non-academic attributes of all Applicants.

2.9 MMI Rater or Interviewer – the individuals involved in the MMI who either interview or rate an Applicant’s response to a scenario or question used in the MMI. The MMI Rater or Interviewer will then score the Applicant on a Score Card based on a rubric.

2.10 Panel Interview – the interview format used to assess non-academic attributes of Applicants from the Canadian Indigenous Applicant Pool.

2.11 Panel Interviewer – the individuals who conduct interviews with Applicants from the Indigenous Pool and complete a score card regarding the Applicants’ performance in the interview.

2.12 Professionalism – as defined by the Canadian Medical Association (CMA) Code of Ethics and Professionalism.

2.13 Professionalism Subcommittee on Admissions (PSA) – the Subcommittee responsible to review the applications of individuals who have applied to the Undergraduate Medical Education Program and who manifest concerns that may be predictive of future breaches of professionalism.

2.14 Red Flag – a concern brought forward by a third party regarding the applicant’s behaviour and/or suitability for the medical profession. A Red Flag may include, but not be limited to, comments from interviewers, referees, University staff members, and/or community members external to the University. Disclosures sent in by the applicant regarding criminal records would also be considered a Red Flag.

2.15 Referee – an individual selected by the Applicant to complete a Reference Letter regarding the Applicant’s professional attributes and suitability for the medical profession. Applicants who are invited to interview must submit the names of three (3) Referees to complete the Reference Letter.

2.16 Reference Letter – a form created by the Admissions Committee that all Referees must fill out regarding the Applicant who nominated them as a Referee. The form assesses the Applicant’s professional attributes and suitability for the medical profession.

2.17 Station Lead – the individual assigned to train the MMI Raters or Interviewers based on their level of expertise as it relates to the MMI station’s content.
 
2.18 Undergraduate Medical Education (UGME) Program – the four-year Doctor of Medicine (MD) degree program within the Max Rady College of Medicine.

2.19 UGME Admissions Office – the undergraduate medical education office that oversees the implementation of published policies and processes in relation to the admissions process in the Max Rady College of Medicine, leading to the Doctor of Medicine degree.

2.20 Undergraduate Admissions Office, Enrolment Services – the central undergraduate admissions office that oversees the implementation of published policies and processes in relation to the admissions process of all undergraduate degrees at the University of Manitoba.


3. POLICY & PROCEDURE STATEMENTS

3.1 Review of Applications – UGME Admissions Office

UGME Admissions Office staff will review all applications for possible Red Flags. Upon identification of a Red Flag, staff will gather clarification and additional information where possible and appropriate based on the type of Red Flag indicated on the Applicant’s application. Various types of Red Flags, and their associated assessment processes, are outlined below.

3.1.1 Self-Declaration of Criminal Records
As outlined in the Bulletin, all Applicants must submit a self-declaration to the Admissions Office regarding adult criminal records, pending criminal charges, and registration on the child abuse registry as an offender. These self-declarations are received at the time of application by the UGME Admissions Office. Applicants who submit self-declarations of criminal records will be automatically reviewed by the Professionalism Subcommittee on Admissions if they rank high enough within their application pool as outlined in 3.4.1.

3.1.2 Negative Letter of Recommendation
UGME Admissions Office staff will search the Reference Letters collected for each Applicant for Red Flags, such as negative ratings or comments regarding the Applicant’s professional behaviour and/or the Referee’s opinion regarding the Applicant’s suitability to the medical profession. Copies of all Reference Letters received for an Applicant who receives a Red Flag will be downloaded by UGME Admissions Staff.

The Associate Dean, Admissions, or designate, will contact the three (3) Referees for each Applicant who received a Red Flag on a Reference Letter. The Associate Dean, Admissions will determine if the concerns expressed by the Referee is significant enough to proceed further in the professionalism process.

The Associate Dean, Admissions, or designate, may contact also Referees from previous application cycles if deemed necessary to make a determination regarding the significance of the Red Flag.

3.1.3 Academic Dishonesty/Breach of Academic Integrity/Discipline Notations
Undergraduate Admissions Office, Enrolment Services, will search and Red Flag any disciplinary notation, such as suspension or banishment from campus, on official academic records submitted by Applicants. These Red Flags are forwarded to the UGME Admissions Office. Applicants with academic discipline will be notified of the Red Flag and will be automatically reviewed by the Professionalism Subcommittee on Admissions if they rank high enough within their application pool as outlined in 3.4.1.
 
3.1.4 Multiple-Mini Interview Red Flag
UGME Admissions Office staff will search all MMI score cards for each Applicant to determine if any Red Flags were indicated. Staff will then download video/audio, if available, of the Applicant’s response at the MMI station where the Red Flag was marked.

The Station Lead of the MMI station in question will review the recording of the Applicant’s response along with the comments and concerns expressed by the MMI Rater or Interviewer. The Station Lead will determine if the Red Flag meets the criteria of a Red Flag as predetermined by the rubrics assigned to the station, as well as based on their area of expertise.

3.1.5 Panel Interview Red Flag
UGME Admissions Office staff will search all Panel Interview score cards for each Applicant from the Canadian Indigenous Applicant Pool to determine if any Red Flags were recorded. Staff will then download video/audio, if available, of the Applicant’s Panel Interview.

The Associate Dean, Admissions, or designate, will review all records associated with the Applicant’s Panel Interview. The Associate Dean, Admissions will then contact all of the Panel Interviewers for each Applicant who received a Red Flag during the Panel Interview.

The Associate Dean, Admissions will determine if the concerns expressed by the Panel Interviewer is significant enough to proceed further in the professionalism process.

3.1.6 Internal Complaint
UGME Admissions Office staff may receive a concern or complaint regarding an Applicant’s behaviour during the application cycle from an individual associated with the University of Manitoba. When this occurs, the Associate Dean, Admissions, or designate, will review the complaint and contact the Internal Complainant to determine if the concerns expressed by the Internal Complainant is significant enough to proceed further in the professionalism process.

The Internal Complainant must be willing to have their concern brought forward to the Applicant in order for the complaint to be considered.

3.1.7 External Complaint
Admissions Office staff may receive a concern or complaint regarding an Applicant’s behaviour during the application cycle from an individual outside of the University of Manitoba. When this occurs, the Associate Dean, Admissions, or designate, will review the complaint and may choose to contact the External Complainant for additional information to determine if the concerns expressed by the External Complainant is significant enough to proceed further in the professionalism process.

The External Complainant must be willing to have their concern brought forward to the Applicant in order for the complaint to be considered.

3.1.8 Other Red Flags
All other Red Flags or complaints received by the UGME Admissions Office will be reviewed by the Associate Dean, Admissions or designate. Individuals associated with the University of Manitoba who possess the expertise required for these Red Flags or complaints will be engaged. This may include contacting the Office of Legal Counsel, Office of Professionalism, and/or the Human Rights and Conflict Management Office.
 
3.1.9 Previous Red Flags
Applicants with Red Flags from previous application cycles, regardless of not receiving new Red Flags during the current application cycle, must automatically be reviewed by the Professionalism Subcommittee on Admissions if they rank high enough within their application pool as outlined in 3.4.1.

3.2 Confidentiality of Referees, MMI Raters or Interviewers, Panel Interviewers, Internal Complainants and External Complainants
The identity of the Referees, MMI Raters or Interviewers, and Panel Interviewers who raise a Red Flag will remain confidential throughout the professionalism process to the best of the UGME Admissions Office’s ability.

The confidentiality of Red Flags received by Internal Complainants and External Complainants cannot be guaranteed as the Applicant has the right to respond to any complaints brought up against them throughout the application cycle.

3.3 Notification of Applicant
The Associate Dean, Admissions shall send a letter to the Applicant notifying them of the Red Flag(s) they have received during the current application cycle, as well as any Red Flags from previous application cycles. The letter will request that the Applicant provides an explanation and/or supporting documentation that speaks to the Red Flag(s). The supporting documentation must be limited in scope to the specific Red Flag concern. The Applicant will have ten (10) Business Days to respond to the Associate Dean, Admissions, and will be provided with the contact information for the Office of Student Advocacy.

Applicant responses will undergo a preliminary review by the UGME Associate Dean, Admissions, to determine if the professionalism concern should remain on the applicant’s file. If the concern stays on an applicant’s file, their application may proceed to the Professionalism Subcommittee on Admissions (PSA) for deliberations, pending their application ranking. If the concern is removed from an applicant’s file, the professionalism concern will have no bearing on the outcome of their current application or any future application cycles.

All Applicants whose files have a Red Flag will be notified, regardless of the ranking of Applicants in 3.4.

3.4 Ranking of Applications
The UGME Admissions Office will receive the ranking of all Applicants who completed the MMI from the Data Analyst, Admissions.

3.4.1 Applicants who fall within the required percentage of top ranked Applicants deemed appropriate to fill spaces and waitlists will have their application forwarded to the PSA for deliberations.

3.4.2 Applicants who do not fall within the required percentage of top ranked Applicants deemed appropriate to fill spaces and waitlists will not have their application reviewed by the PSA. Their Red Flag information will be kept on file for future application cycles if the Applicant re-applies and later ranks competitively.

3.4.3 The admissions decision letter will indicate that their application was not successful due to the competitive nature of their applicant pool and not due to professionalism concerns as the PSA will not have deliberated their Red Flags.
 
3.5 Professionalism Subcommittee on Admissions (PSA)
The Chair, Professionalism Subcommittee on Admissions, will convene a meeting of the PSA to review and deliberate the application files of the Applicants who meet the criteria outlined in 3.4.1.

3.5.1 All application files must be received by the PSA at least five (5) Business Days prior to the meeting. All files will be redacted for personal identifiers and labelled numerically to maintain the confidentiality of the Applicants.

3.5.2 If the PSA members require more information to make a recommendation, the Chair may schedule an additional meeting to allow for this. The Chair will request additional information from the Associate Dean, Admissions, as needed.

3.5.3 If the PSA members require a meeting with the Applicant, the Chair may schedule an additional meeting to allow for this. The Applicant may have one support person and/or one legal counsel present during the meeting. Neither of these parties may present on behalf of the Applicant at the meeting. If the Applicant chooses not to attend the meeting, the meeting will not continue.

3.5.4 The recommendation of the PSA whether the Applicant should proceed to an offer or placement on the waitlist, will be made by subcommittee vote. The Chair shall only vote in the case of a tie.

3.6 Admissions Decisions, Admissions Committee
The Chair, Professionalism Subcommittee on Admissions, shall report their recommendations to the Admissions Committee regarding the Applicants whose application files were reviewed by the PSA.

3.6.1 The Chair, Admissions Committee, shall convene a meeting of the Admissions Committee to hear the recommendations of the PSA a minimum of five (5) Business Days after the PSA’s meeting, and no later than five (5) Business Days prior to the date in which admissions decisions will be published.

3.6.2 The decision of the Admissions Committee to accept the recommendations of the PSA will be made by committee vote. The Chair, Admissions Committee, shall only vote in the case of a tie. The Chair, Professionalism Subcommittee on Admissions, shall refrain from voting.

3.6.3 The UGME Admissions Office will re-identify the Applicants and provide the results of the Admissions Committee votes to the Undergraduate Admissions Office, Enrolment Services, in order to prepare the appropriate admissions decision letters.

3.6.4 Applicants who are denied a spot in medicine due to professionalism concerns will receive a formal decision letter indicating that their application was denied due to professionalism concerns.

3.6.5 The decision letter will advise the Applicant that they have a right to appeal the Admissions Committee decision to the Associate Dean, Admissions if the Applicant is not accepting of the decision.

3.7 Records Management and Confidentiality
All presentations, discussion and deliberations of the meetings will be kept confidential.

3.7.1 All submitted paper documentation for the PSA will be returned to the office of the Associate Dean, Admissions, after each meeting. Electronic documentation must be deleted from all devises and applications used to access the documentation

3.7.2 All documentation collected as part of the professionalism review process will be placed in the Applicant’s file and remain on file in the UGME Admissions Office as indicated by the approved Records Authority Schedule.


4. REFERENCES

4.1 Terms of Reference: Admissions Committee, Max Rady College of Medicine

4.2 Terms of Reference: Professionalism Subcommittee on Admissions, Max Rady College of Medicine

4.3 Applicant Information Bulletin, Max Rady College of Medicine

4.4 Disruption of all Forms of Racism Policy, Rady Faculty of Health Sciences

4.5 The Human Rights Code, Province of Manitoba

4.6 Code of Ethics and Professionalism, Canadian Medical Association


5. POLICY CONTACT

Please contact the associate dean, admissions, with questions respecting this policy.

Professionalism subcommittee on admissions - Terms of reference

1. PURPOSE AND MANDATE

1.1. Purpose/Mandate: The Professionalism Subcommittee on Admissions (“Committee”) is a subcommittee of the Admissions Committee of the Max Rady College of Medicine (“College”), established to review the applications/information of individuals who have applied to the Undergraduate Medical Education (“UGME”) Program and who manifest concerns that may be predictive of future breaches of professionalism. Such concerns include but are not limited to a criminal conviction; inclusion in a child abuse registry; a record of academic discipline; a significantly negative letter of reference; a breach of academic integrity; concerns

identified in the application process; concerns identified in the Multiple Mini Interview (“MMI”) (its “Mandate”).


2. REPORTING AND ACCOUNTABILITY

2.1. Accountability: The Committee is a subcommittee of the Admissions Committee.

2.2. Reporting: The Committee, through the Chair, shall report a summary of its conclusions and recommendations to the Chair, Admissions Committee. The final decision to grant an interview, offer admission, or refuse to offer admission, to an applicant, is the responsibility of the Admissions Committee.


3. CHAIRPERSON AND COMMITTEE MEMBERSHIP

3.1. Chair: The Chair of the Committee shall be the Associate Dean, Professionalism of the College. The Chair is responsible for the following at Committee meetings:

(a) Calling the meeting to order,

(b) Establishing an agenda and ensuring agenda items are addressed,

(c) Ensuring the minutes from prior meeting(s) are reviewed and approved by the Committee (with or without modification),

(d) Facilitating discussion to reach consensus on matters under consideration in a professional manner, (e) Adjourning meetings after business is concluded, and

(f) Acting as the main representative of the Committee.

3.2. Membership: The Committee membership shall then consist of the following members, including the Chair: (a) The Vice-Dean, Indigenous,

(b) The Associate Dean, PGME, College,

(c) One representative from the Human Rights and Conflict Management Office (“HRCMO”), appointed by the Director, HRCMO,

(d) One representative from the College of Physicians & Surgeons of Manitoba (“CPSM”), appointed by the Registrar, CPSM,

(e) One representative from MMSA, selected using an internal process as determined by MMSA, (f) Director, Equity, Diversity and Inclusion, Rady Faculty of Health Sciences,

(g) Other members at the invitation of the Chair, (h) Administrator, Admissions (non-voting), and

(i) Committee Administrative Support (non-voting).

3.3. Equitable, Inclusive and Diverse Membership: The College strives to achieve equitable, inclusive, and diverse membership on its committees that is reflective of its commitment to equity, diversity, and inclusion and this should be considered in the appointment of Committee members.

3.4. Liaisons: Committee members shall serve as liaison persons with others in the areas from which they are appointed.

3.5. Best Interests: Committee members shall deal with matters before the Committee in such a way that the best interests of the College take precedence over the interests of any of its constituent parts, should those interests conflict or appear to conflict.

3.6. Consultation: In carrying out its role, the Committee may call upon various resources as it deems required.


4. TERM OF OFFICE

4.1. The term of office of each Committee member shall be until the first of the following occurs: (a) the individual no longer holds the position noted in 3.2,

(b) the term of the appointment ends,

(c) the appointment is rescinded by the appointer, or

(d) the individual resigns from the Committee.


5. FUNCTIONS AND ACTIVITIES OF COMMITTEE

5.1. As part of its Mandate, the Committee will engage in the following activities:

(a) Receive Information: The Committee will receive, for review, selected files from the Admissions Office which files will be redacted for personal identifiers and labelled numerically.

(b) Request Information: The Committee will request additional information from the Admissions Office, as needed.

(c) Meet with the Applicant: The Committee will meet with an applicant to hear their oral submissions, along with a student advocate or other support person, if desired, as needed to make their recommendation. The student advocate or support person may not make submissions on behalf of the applicant.

(d) Make Recommendations: The Committee will meet and make recommendations, in camera,

regarding the admission of the applicants, or the rescission of offers to applicants, that it has been requested to review. The Committee will report a summary of its conclusions, the rationale for its conclusions, and recommendations to the Chair, Admissions Committee.


6. MEETINGS

6.1. Number of Meetings: The Committee shall meet during the academic year as required, subject to the call of the Chair.

6.2. Notice of Meetings: Notice of a Committee meeting should be provided to Committee members, at least five (5) business days in advance of the meeting, unless waived by the Committee members at the meeting.

6.3. Agenda: The agenda, with the files for review, should be prepared and distributed to the members of the Committee at least one (1) week prior to the meeting.

6.4. Quorum: A simple majority of the members of the Committee shall constitute a quorum.

6.5. Decision-Making: The preferred model for decision-making is consensus. If consensus cannot be reached, the varying recommendations may be taken to a vote. The Chair shall only vote in the case of a tie.

6.6. Committee Meeting Guests: All Committee meetings will be limited to members only unless the Chair otherwise grants approval for certain individuals to attend all or a portion of the meeting.

6.7. Electronic or Telephone Meetings and Email Discussion: The Chair may consult with Committee members by email or arrange electronic or telephone meetings, instead of in-person meetings, as the circumstances may require.

6.8. Confidentiality: All meetings, deliberations, and materials for review are confidential. All Committee members, resource persons, consultants, guests, and administrative support persons who may be in attendance at a Committee meeting or privy to Committee information, are required to protect and keep confidential any protected information (e.g., classified or privileged information) received through participation on the Committee.

6.9. Minutes & Confidentiality: Minutes are to be taken of business occurring during Committee meetings.

However, the Committee shall move “in camera” to deal with certain items if the subject matter being considered relates to personal and confidential matters that are exempt from disclosure under applicable access and privacy legislation.


7. COMMITTEE ADMINISTRATIVE SUPPORT

7.1. The Committee shall receive administrative support from the College. The administrative support shall be provided through an individual whose duties shall include:

(a) Assisting the Chair with preparation of Committee meeting agendas and distributing notification of meetings,

(b) Ensuring follow-up of Committee action items,

(c) Information gathering,

(d) Preparation and distribution of meeting material, (e) Minute-taking, and

(f) Maintaining Committee records.


8. AMENDMENTS TO TERMS OF REFERENCE

8.1. Amendments to these Terms of Reference may be proposed by the Committee to the Admissions Committee for approval.


9. DATES OF APPROVAL, REVIEW AND REVISION

9.1. Date approved: Admissions Committee – January 26, 2022

9.2. Review: Formal review of these terms will be conducted every five (5) years. In the interim these terms may be revised or rescinded if the Admissions Committee deems necessary.

9.3. Supersedes: Professionalism Subcommittee on Admissions – Terms of Reference (October 21, 2020, May 11, 2021)

9.4. Committee Administrative Support: Assistant to the Associate Dean, Professionalism

9.5. Effect on Previous Statements: These terms shall supersede all previous College terms on the subject matter herein.

Reconsideration of admissions decisions (admissions appeals policy)

Policy name Reconsideration of admissions decisions (admissions appeals policy)
Application and scope Applicants wishing reconsideration of a decision of the Admissions Committee, Max Rady College of Medicine
Approved date December 21, 2021
Review date Five (5) years from the approval date
Revised date  
Approved by College Executive Council, Max Rady College of Medicine

1. PURPOSE

To set out the jurisdiction, grounds and process respecting initial reconsideration of a decision of the Admissions Committee, Max Rady College of Medicine, in accordance with the University of Manitoba Senate Committee on Admission Appeals Policy and Procedure.


2. DEFINITIONS

2.1 Admissions Appeal Subcommittees – the three Subcommittees of the Admissions Committee, Max Rady College of Medicine, which reconsider a decision of the Admissions Committee. The three Subcommittees each have different jurisdiction and work independently of each other. The Subcommittees are the Canadian Indigenous Panel Appeal Subcommittee, the General Admissions Appeal Subcommittee, and the Professionalism in Admissions Appeal Subcommittee.

2.2 Applicant – includes individuals who have applied for admission to the undergraduate medical education (UGME) program, leading to the Doctor of Medicine (MD) degree in the Max Rady College of Medicine.

2.3 Applicant Information Bulletin (“Bulletin”) – the official policy document for an application to the UGME program in the Max Rady College of Medicine, leading to an MD degree. The Bulletin outlines the Senate approved categories of admission, requirements, and deadlines, and is constitutes a part of the application. It is assumed that all applicants have read and understood the contents of the Bulletin prior to submitting their completed application.

2.4 Business Day – Any day, other than a Saturday, Sunday, or legal holiday on which academic business may be conducted. Max Rady College of Medicine usual workday hours are Monday through Friday 8:00 a.m. to 4:00 p.m.

2.5 Canadian Indigenous Panel Appeal Subcommittee – the Subcommittee responsible to reconsider a decision of the Admissions Committee, Max Rady College of Medicine, regarding an applicant from the Canadian Indigenous Applicant Pool in accordance with this policy and its terms of reference.

2.6 Canadian Indigenous Applicant Pool (“Indigenous Pool”) – the applicant pool designated for applicants who are either Canadian citizens or Permanent Residents and have declared their First Nations, Metis, or Inuit heritage. All applicants to the Indigenous Pool who meet the Adjusted Grade Point Average (AGPA) eligibility requirements set out in the Bulletin will be offered an interview. Offers of admission will be extended to applicants who are recommended to the Admissions Committee by the Canadian Indigenous Applicant Pool panel, regardless of composite score.

2.7 General Admissions Appeal Subcommittee – the Subcommittee responsible to reconsider a decision of the Admissions Committee, Max Rady College of Medicine, regarding an applicant from the Manitoba Applicant Pool or the Out-of-Province Applicant Pool except in the case where the appeal is regarding a professionalism concern or a concern regarding the Canadian Indigenous Panel Interview. The Subcommittee will also reconsider a deferral decision or transfer policy decision for applicants of any of the applicant pools or streams.

2.8 Manitoba Applicant Pool (“MB Pool”) – the applicant pool designated for applicants who are either Canadian citizens or Permanent Residents and meet the definition of a Manitoba resident as outlined in the Bulletin. Applicants in this pool are ranked within their respective pool and only those whose composite score is deemed to be competitive within their pool will be invited for an interview or extended an offer of admission. The Admissions Committee gives priority to Manitoba applicants.

2.9 Out-of-Province Applicant Pool (“OOP Pool”) – the applicant pool designated for applicants who are either Canadian citizens or Permanent Residents and do not meet the definition of a Manitoba resident as outlined in the Bulletin. Applicants in this pool are ranked within their respective pool and only those whose composite score is deemed to be competitive within their pool will be invited for an interview or extended an offer of admission. The Admissions Committee reserves up to 5% of spots for Out-of-Province applicants.

2.10 Professionalism in Admissions Appeal Subcommittee – the Subcommittee responsible to reconsider a decision of the Admissions Committee, Max Rady College of Medicine, regarding an applicant who manifests professionalism concerns in accordance with this policy and its terms of reference.


3. POLICY & PROCEDURE STATEMENTS

3.1 Formal Admissions Appeal Process

Applicants who desire a reconsideration of a decision of the Admissions Committee shall submit, in writing, a formal request for reconsideration and include all supporting documentation within ten (10) Business Days of the electronic notification of the decision the applicant wishes to have reviewed. It shall be sent to the Chair, Admissions Committee at:

Chair, Admissions Committee
Max Rady College of Medicine
260 Brodie Centre, 727 McDermot Avenue
Winnipeg, MB R3E 3P5
Medicine.Admissions@umanitoba.ca

3.2 Assignment of Appeal to Appropriate Admissions Appeal Subcommittee

The Chair, Admissions Committee, will review the formal requests for reconsideration to determine which appeal subcommittee will have jurisdiction.

3.3 Jurisdiction and Grounds for Reconsideration by the Professionalism in Admissions Appeal Subcommittee

The Professionalism in Admissions Appeal Subcommittee has jurisdiction to reconsider a decision of the Admissions Committee including without limitation a decision respecting an Applicant’s admission to the UGME program or rescission of an Applicant’s offer to the UGME program. The grounds for reconsideration are:

  • The matter relates directly to a decision respecting the Applicant’s own admission to the UGME program.
  • The Applicant believes that published and applicable Professionalism in Admissions policies or procedures have not been applied fairly, or that procedural errors in the application of the policies/procedures has occurred.

3.4 Jurisdiction and Grounds for Reconsideration by the Canadian Indigenous Panel Appeal Subcommittee

The Canadian Indigenous Panel Appeal Subcommittee has jurisdiction to reconsider a decision of the Admissions Committee including without limitation a decision respecting an Applicant’s admission to the UGME program or rescission of an Applicant’s offer to the UGME program. The grounds for reconsideration are:

  • The matter relates directly to a decision respecting the Applicant’s own admission to the UGME program.
  • The Applicant applied through the Indigenous Pool.
  • The Applicant believes that published applicable Canadian Indigenous Applicant

Pool policies or procedures have not been applied fairly or that procedural errors in the application of the policies/procedures has occurred.

3.5 Jurisdiction and Grounds for Reconsideration by the General Admissions Appeal Subcommittee

The General Admissions Appeal Subcommittee has jurisdiction to reconsider a decision of the Admissions Committee including without limitation a decision respecting an Applicant’s admission to the UGME program or rescission of an Applicant’s offer to the UGME program. The grounds for reconsideration are:

  • The matter relates directly to a decision respecting the Applicant’s own admission to the UGME program.
  • The matter relates directly to a decision involving the MMI, a deferral request, a transfer request, and/or policies or procedures relating to the MB Pool or the OOP Pool.
  • The matter is not associated with a professionalism concern nor the Canadian
  • Indigenous Panel process.
  • The Applicant believes that published and applicable policies or procedures have not been applied fairly or that procedural errors in the application of the policies/procedures has occurred.

3.6 The Chair of the Admissions Appeal Subcommittee selected by the Chair, Admissions Committee based on the above criteria will review the Applicant’s request for reconsideration and determine whether it has jurisdiction and there are grounds for reconsideration.

3.7 The Chair of the selected Admissions Appeal Subcommittee may transfer an appeal to a different Admissions Appeal Subcommittee as necessary and appropriate to meet the jurisdiction requirements.

3.8 The Chair of the appropriate Admissions Appeal Subcommittee having jurisdiction shall send a letter to the Applicant and the Chair, Admissions Committee, notifying the parties of its determination to either not consider the matter, or that a meeting will occur to reconsider the decision. The Applicant may appeal to the University of Manitoba Senate Committee on Admission Appeals if the Chair of the appropriate Admissions Appeal Subcommittee decides the reconsideration will not be considered.

3.9 If the Chair of the appropriate Admissions Appeal Subcommittee determines there is jurisdiction and grounds to consider the matter, the Chair of said Subcommittee will convene a panel of that Admissions Appeal Subcommittee to meet to reconsider the decision.

3.10 In its letter to the Applicant and Chair, Admissions Committee, the Chair of the appropriate Admissions Appeal Subcommittee must notify the parties of the names of all individuals participating in the meeting including the names of the Subcommittee members. This is to ensure that no conflict of interest between the Applicant, Admissions Committee, and Admissions Appeal Subcommittee will occur. In the case of a potential conflict of interest, either party can voice an objection to the Chair of the appropriate Admissions Appeal Subcommittee, who will review the objection and decide if there is a need to reformat the membership of the appropriate Admissions Appeal Subcommittee. The decision of the Chair of the appropriate Admissions Appeal Subcommittee will be binding on both parties.

3.11 The Chair, Admissions Committee, must respond to the Chair of the appropriate Admissions Appeal Subcommittee within five (5) Business Days of the date of notification of the meeting, providing all supporting documentation it believes relevant to the decision.

3.12 The Chair of the appropriate Admissions Appeal Subcommittee shall submit a copy of the supporting documents received by the Chair, Admissions Committee to the Applicant within five (5) Business Days of receipt of the documentation, and no later than five (5) Business Days prior to the date of the meeting.

3.13 A meeting should take place within fifteen (15) Business Days of the date of receipt, by the Chair of the appropriate Admissions Appeal Subcommittee of the formal request for reconsideration.

3.14 The panel of the appropriate Admissions Appeal Subcommittee shall have the option to invite the Applicant and the Chair, Admissions Committee, to appear at the meeting for reconsideration. The Applicant may have one support person and/or one legal counsel present during the meeting. Neither of these parties may present at the meeting. If the Applicant or Chair, Admissions Committee chooses not to attend the meeting, the meeting will continue in absentia.

3.15 If the Admissions Appeal Subcommittee members require more information to make a decision, the Chair may schedule an additional meeting to allow for this information to be provided.

3.16 The decision of the Admissions Appeal Subcommittees will be made by committee vote.

The Chair of the Admissions Appeal Subcommittee hearing a matter shall not vote except in the case of a tie.

3.17 The decision will be communicated to the Applicant and the Chair, Admissions Committee, in writing, within ten (10) Business Days of the meeting.

3.18 The Chair of the appropriate Admissions Appeal Subcommittee shall advise the Applicant that they have a right to appeal the Subcommittee’s decision to the Senate Committee on Admission Appeals, subject to the Senate Committee on Admission Appeals Policy and Procedure.

3.19 All presentations, discussion and deliberations of the meeting will be kept confidential.

3.20 All submitted paper documentation for both parties will be returned to the office of the Associate Dean, Admissions, after the meeting. Electronic documentation must be deleted from all devices and applications used to access the documentation.

3.21 The Chair of each Admissions Appeal Subcommittee will report annually to the Chair, Admissions Committee of the Max Rady College of Medicine, concerning the number, types of requests for reconsideration, and outcomes determined by the Admissions Appeal Subcommittee, without compromising the confidentiality of the process.


4. REFERENCES

4.1 The University of Manitoba Senate Committee on Admission Appeals Policy and Procedure

4.2 Terms of Reference: General Admissions Appeal Subcommittee, Max Rady College of Medicine

4.3 Terms of Reference: Canadian Indigenous Panel Appeal Subcommittee, Max Rady College of Medicine

4.4 Terms of Reference: Professionalism in Admissions Appeal Subcommittee, Max Rady College of Medicine

4.5 Terms of Reference: Professionalism Subcommittee on Admissions, Max Rady College of Medicine

4.6 The Max Rady College of Medicine Professionalism in Admissions Policy

4.7 Applicant Information Bulletin, Max Rady College of Medicine

4.8 Terms of Reference: Admissions Committee, Max Rady College of Medicine

4.9 The Max Rady College of Medicine Transfer Policy

4.10 Terms of Reference: Transfer Subcommittee, Max Rady College of Medicine


5. POLICY CONTACT

Please contact Associate Dean, Admissions, with questions respecting this policy.

Transfer subcommittee - Terms of reference

1. PURPOSE AND MANDATE

Purpose/Mandate: The Transfer Subcommittee (“Subcommittee”) is a subcommittee of the Admissions Committee (“Admissions Committee”), Max Rady College of Medicine (“College”), Rady Faculty of Health Sciences (“RFHS”), mandated by the Admissions Committee to review and determine eligibility for any transfer applicants to the undergraduate medical education (“UGME”) program (its “Mandate”).


2. REPORTING AND ACCOUNTABILITY

2.1. Accountability: The Subcommittee is a subcommittee of, and reports to, the Admissions Committee.

2.2. Reporting: The Subcommittee, through the Chair, shall report to the Chair of the Admissions Committee.


3. CHAIRPERSON AND SUBCOMMITTEE MEMBERSHIP

3.1. Chair: The Chair of the Subcommittee shall be the Associate Dean, Admissions, of the College. The Chair is responsible for the following at Subcommittee meetings:

a) Calling the meeting to order;

b) Establishing an agenda and ensuring agenda items are addressed;

c) Facilitating discussion to reach consensus on matters under consideration in a professional manner;

d) Adjourning meetings after business is concluded; and

e) Acting as the main representative of the Subcommittee.

3.2. Membership: The Subcommittee membership shall then consist of the following members, including theChair:

(a) The Associate Dean, UGME, College;

(b) The student representative that sits on the Admissions Committee; (c) Two faculty members of the Admissions Committee, College;

(d) The Administrator, Admissions, College (non-voting);

(e) The Admissions Advisor, Admissions, College (non-voting); (f) The Subcommittee Administrative Support (non-voting).

3.3. Equitable, Inclusive and Diverse Membership: The College strives to achieve equitable, inclusive and diverse membership on its committees that is reflective of its commitment to equity, diversity and inclusion and this should be considered in the appointment of Subcommittee members.

3.4. Best Interests: Subcommittee members shall deal with matters before the Subcommittee in such a way that the best interests of the College take precedence over the interests of any of its constituent parts, should those interests conflict or appear to conflict.

3.5. Consultation: In carrying out its role, the Subcommittee may call upon various resources as it deems required.


4. TERM OF OFFICE

The term of office of each Subcommittee member shall be until the first of the following occurs: (a) the individual no longer holds the position noted in 3.2;

(b) the term of the appointment ends;

(c) the appointment is rescinded by the appointer; or

(d) the individual resigns from the Subcommittee.


5. FUNCTIONS AND ACTIVITIES OF SUBCOMMITTEE

5.1. As part of its Mandate, the Subcommittee will engage in the following activities at the meetings:

(a) Review the transfer application package to ensure all required elements are provided, in accordance with the Transfer into the Undergraduate Medical Education Program Policy of the College;

(b) Review the transfer applications to determine eligibility for transfer, applying the criteria in the Transfer into the Undergraduate Medical Education Program Policy of the College;

(c) Interview eligible transfer applicants;

(d) Notify transfer applicants respecting their eligibility to transfer and advise that eligible transfer applicants’ admissions are contingent on there being an open position for transfer.


6. MEETINGS

6.1. Number of Meetings: The Subcommittee shall meet, as needed, to review transfer applications, at the call of the Chair.

6.2. Notice of Meetings: Notice of a Subcommittee meeting should be provided to Subcommittee members, at least two (2) weeks in advance of the meeting.

6.3. Agenda: The agenda, with the files for review, should be prepared and distributed to the members of the Subcommittee at least one (1) week prior to the meeting.

6.4. Quorum: A simple majority of the members of the Subcommittee shall constitute a quorum.

6.5. Decision-Making: The preferred model for decision-making is consensus. If consensus cannot be reached, the varying recommendations may be taken to a vote. The Chair shall only vote in the case of a tie.

6.6. Subcommittee Meeting Guests: All Subcommittee meetings will be limited to members only unless the Chair otherwise grants approval for certain individuals to attend all or a portion of the meeting.

6.7. Confidentiality: All meetings, deliberations, and materials for review are confidential. All Subcommittee members, resource persons, consultants, guests, and administrative support persons who may be in attendance at a Subcommittee meeting or privy to Subcommittee information, are required to protect and keep confidential any protected information (e.g., classified or privileged information) received through participation on the Subcommittee.

6.8. Minutes & Confidentiality: Minutes are to be taken of business occurring during Subcommittee meetings.

However, the Subcommittee shall move “in camera” to deal with certain items if the subject matter being considered relates to personal and confidential matters that are exempt from disclosure under applicable access and privacy legislation.


7. SUBCOMMITTEE ADMINISTRATIVE SUPPORT

The Subcommittee shall receive administrative support from the College. The administrative support shall be provided through an individual whose duties shall include:

a) Assisting the Chair with preparation of Subcommittee meeting agendas and distributing notification of meetings;

b) Ensuring follow-up of Subcommittee action items;

c) Information gathering;

d) Preparation and distribution of meeting material;

e) Minute-taking; and

f) Maintaining Subcommittee records.


8. AMENDMENTS TO TERMS OF REFERENCE

Amendments to these Terms of Reference may be proposed by the Subcommittee to the Admissions Committee for approval.


9. DATES OF APPROVAL, REVIEW AND REVISION

9.1. Date approved: Admissions Committee – October 21, 2020

9.2. Review: Formal review of these terms will be conducted every five (5) years. In the interim these terms may be revised or rescinded if the Subcommittee deems necessary.

9.3. Supersedes: N/A

9.4. Subcommittee Contact: Administrator, Admissions

9.5. Effect on Previous Statements: These terms shall supersede all previous College terms on the subject matter herein.

Assessment and evaluation

Appeals - UGME

Policy name Undergraduate Medical Education (UGME) student appeals
Application and scope All UGME Students
Approved date August 2018
Review date August 2023
Revised date August 2018
Approved by Curriculum Executive Committee (August 2018) College Executive Council (August 2018)

1. PURPOSE

This policy and related procedures pertain to the Undergraduate Medical Education Student Appeals Committee (UGME S.A.C), which is the first level of appeal for undergraduate medical students, for academic and professional matters. This committee does not deal with matters of student discipline as identified by the University of Manitoba Student Discipline Bylaw.


2. DEFINITIONS

2.1 UGME Student Appeals Committee (UGME S.A.C.) Membership – Committee membership is representative of the faculty of the Max Rady College of Medicine and students enrolled in the UGME program.

2.2 Working Day – Any day, other than a Saturday, Sunday, or legal holiday on which academic business may be conducted. Max Rady College of Medicine usual workday hours are Monday through Friday 8:00 a.m. to 4:00 p.m.

2.3 Respondent – The party responding to a grievance.

2.4 Notification – A written response to a student appeal request. The student is considered notified once the document has been sent from the Committee Chair.


3. POLICY STATEMENTS

3.1 The Undergraduate Medical Education Student Appeals Committee (UGME S.A.C.) will hear appeals from students enrolled in the UGME program, which cannot be resolved at previous level at which they were presented.

3.2 UGME S.A.C. is comprised of a slate of nine members.

  • The committee consists of three members chosen from the slate (two faculty members and one student) of the UGME S.A.C., without a conflict of interest, who have been selected by UGME S.A.C. to hear a student appeal. The selected members of UGME S.A.C. are voting members. The selected student will not be in the same class as the student submitting the appeal.
  • The Committee Chair is an individual from the UGME S.A.C. appointed by the Dean, Max Rady College of Medicine.
  • Each faculty committee member serves a four-year term, renewable once. Student members are appointed on an annual basis.

3.3 A student must appeal within 10 working days to the UGME S.A.C. after receipt of a decision at a previous level.

3.4 The UGME S.A.C. will review the student appeal documents and decide whether the appeal should be heard based on the definition of the UGME S.A.C. and information provided in the Grounds for Appeal section of this policy. This process will ordinarily be completed within 10 working days.

3.5 A UGME S.A.C. decision to hear an appeal will result in a hearing taking place within 10 working days of the notification of such to the student.

3.6 A student may appeal to the Max Rady College of Medicine Student Appeals Committee if the UGME S.A.C. decides the student appeal will not be heard.

3.7 If the student chooses not to appear before the Committee, the hearing may be heard in absentia. This decision will be made by committee vote.

3.8 When the decision has been made following an appeal, this decision will be communicated to the student and respondent in writing, ordinarily within 5 working days of the appeal decision.

3.9 All presentations, discussion and deliberations of the appeal process will be kept confidential.

3.10 All submitted documentation for both parties will be returned to the office of the Associate Dean, UGME after the hearing. The documents will be stored in the College Archives until the student is no longer enrolled in the UGME program.

3.11 The UGME S.A.C. Chair will report annually to the College Executive Council through the UGME Management Committee concerning the number, types of appeals and outcomes heard by the committee without compromising the confidentiality of the process.

3.12 Grounds for Appeal to the UGME S.A.C

  • A student enrolled in the UGME program may appeal to the UGME S.A.C. if the
  • matter relates directly to the student’s course of study within the program; AND
  • The student believes that course regulations in the calendar of the University of Manitoba have not been applied fairly or that procedural errors in the application of regulations has occurred;

AND/OR

  • The student believes that the course regulation on its face is either unfair or obsolete;

AND/OR

  • The student believes he/she is being discriminated against by a member of the faculty, staff or other students within the UGME Program because of race, gender, ethnic origin, religion, disability or other grounds as stipulated by the Human Rights Code. It is recommended that the student get advice in this matter from the Equity Office of the University of Manitoba before appealing a discrimination issue to UGME S.A.C.

3.13 This policy and its procedures will be on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF STUDENT

4.1 The student must appeal within 10 working days to the UGME S.A.C. after receipt of a UGME committee decision.

4.2 The student must submit a completed UGME S.A.C. Student Appeal Form (Appendix 1) available from the Office of Associate Dean, UGME, 260 Brodie Centre or from the Max Rady College of Medicine, UGME website.

4.3 The student must submit all documentation presented at the previous level.

4.4 The student can choose to include new documentation. If this is so, this information must be included with the Student Appeal Form (Appendix 1).

4.5 The student is invited to be present throughout the appeal meeting except the in camera committee deliberations after the conclusion of the hearing.

4.6 The student may have one support person and/or one legal counsel present during the appeal. Neither of these parties may present the appeal.

4.7 It is recommended that the student contact the Student Advocacy Office and have a Student Advocate present at the appeal.

4.8 If a student identifies witnesses for the appeal, the student must include the names on the UGME S.A.C Student Appeal Form (Appendix 1).

4.9 The student is responsible for having the witnesses present at the appropriate time.

4.10 The student is responsible for informing the witnesses that they will be present in the hearing only for the time required to present information to the committee.

RESPONSIBILITIES OF UGME S.A.C. CHAIR

4.11 After receipt of the student’s appeal documents, the Chair forwards all appeal materials to the respondent and requests a response document within 5 working days.

4.12 If the student presents new documentation, the Chair may refer the appeal back to the previous level.

4.13 The UGME S.A.C. will review the documents with the Chair and make a decision to hear the appeal based on Grounds for Appeal in the policy document, ordinarily within 10 working days of receipt of the appeal documents.

4.14 If the decision is to hear the appeal, the Chair sends a letter to the student and notifies the respondent.

4.15 If the decision is to have a hearing, the Chair organizes the committee members who will action this hearing.

4.16 The Chair ensures the appeal takes place within 10 working days of the date of the notification to the student.

4.17 The Chair reserves the right to review and refuse any new documentation submitted by the student not relevant or not used at the previous level of hearing.

4.18 The Chair must notify both the student and the respondent of the names of all individuals participating in the appeal hearing including the names of the committee members. This is to ensure that no conflict of interest between the student, respondent or committee member will occur. In the case of a potential conflict of interest, either party can voice an objection to the Chair. The Chair will review the objection and decide if there is a need to reformat the Committee. The decision of the Chair will be binding on both parties.

4.19 The Chair will inform all participants in writing of the time and place of the appeal. The notification information will include all documents received by the Chair.

4.20 The Chair will identify a UGME support staff member to be the recording secretary for the appeal. The recording secretary will not vote.

4.21 When the decision has been made, the Chair will communicate the decision to the student and respondent in writing within 2 working days of the appeal decision.

RESPONSIBILITIES OF RESPONDENT

4.22 The respondent must respond to the Chair, UGME S.A.C. within 5 working days of the date of notification from the Chair.

4.23 The respondent can request a stop of the procedure should the student introduce new information that has not been presented at a lower level.

4.24 A request for a stop of procedure must be made within 5 working days of the date of notification from the Chair.

4.25 The names of all respondents who will speak on behalf of the respondent will be communicated to the UGME S.A.C. Chair at least 2 working days prior to the appeal.

4.26 The respondent members must be present for the full hearing except for the in camera Committee deliberations.

4.27 It is recommended that the respondent seek advice from the University of Manitoba legal counsel.

4.28 Respondent may have legal counsel present at the appeal, but the appeal must be answered by the respondent members present.

THE CONDUCT OF APPEAL

4.29 The quorum for the appeal will be two faculty members and one student plus the UGME S.A.C. Chair.

4.30 The Chair will explain the appeal procedures to the student, respondent and committee members.

4.31 The Chair will introduce the committee members.

4.32 The student will introduce himself/herself and the supporting individuals to the committee.

4.33 The student will present first followed by the respondent.

4.34 Following presentations by the student and the respondent, the Chair will direct a question period for both the student and the respondent. All committee members may participate.

4.35 All discourse from the student and the respondent will be directed to the Chair.

4.36 Following the question period, the Chair will request that the student and the respondent make brief closing statements. No new evidence can be introduced at this point.

4.37 Following closing statements, the student, respondent and their representatives will be asked to leave the room.

4.38 The committee will then deliberate on the appeal.

4.39 If a decision cannot be reached by consensus then a vote, by secret ballot, will be taken.

4.40 If the committee members require more information to make a decision, the Chair may schedule an additional meeting to allow for this.

4.41 When the decision has been made, the Chair will communicate the decision to the student and respondent in writing within 2 working days of the appeal decision.

4.42 The Chair shall advise the student that he/she has a right to appeal the UGME S.A.C. decision to the Max Rady College of Medicine S.A.C. if the student is not accepting of the decision.


5. POLICY CONTACT

Please contact Associate Dean, UGME with questions respecting this policy.

Appeals - PGME

Policy name Resident appeals
Application and scope All postgraduate medical education residents
Approved date CPGME Executive: May 14, 2019; Dean’s Council: August 27, 2019
Review date Five (5) years from the approved date
Revised date November 2018
Approved by College Executive Council, Sept. 17, 2019

Background

There are several levels at which postgraduate trainees have the opportunity to appeal assessment decisions which might have a major impact on their progression and promotion in their Residency Program, particularly those involving Remediation, Probation and Dismissal. The levels of academic appeal include the following:

  • Residency Program/Departmental Appeals
  • Max Rady College of Medicine Academic Appeals
  • University of Manitoba Senate Appeals

These guidelines do not apply to appeals of non-academic related matters addressed by separate policies and procedures, including but not limited to the following:

  • Appeals regarding matters of accommodation and/or other human rights-related issues
  • Appeals regarding disciplinary matters
  • Appeals regarding awards matters

DEFINITIONS

CPGME – (Max Rady) College (of Medicine) Postgraduate medical Education

Competence – is the array of abilities across multiple domains or aspects of physician performance

Competence Committee – is the committee responsible for assessing the progress of trainees in achieving the specialty-specific requirements of a program

Competence Continuum – is the series of integrated stages in competency-based medical education curriculum, including: 1. Transition to Discipline; 2. Foundation of Discipline; 3. Core of Discipline; 4. Transition to Practice

Competency – is an observable ability of a health care professional that develops through stages of expertise from novice to master

Competency-Based Medical Education – is an outcomes-based approach to the design, implementation, assessment and evaluation of a medical education program using an organizing framework of competencies

Competent – possessing the required abilities in all domains at a particular stage of medical education or practice

Dismissal – is the termination of the trainee’s enrollment in the training program due to academic, professionalism and/or other reasons

Formative Assessment – is a process of assessment that provides real-time feedback to trainees and faculty about how well the resident is progressing in each area being assessed. This information supports the ongoing learning and development for the residents. Furthermore, it may provide diagnostic information regarding the need for Remediation

ITAR – In-training Assessment Report is a tool for summative assessment at the end of each rotation/clinical learning experience (for Family Medicine trainees)

PARIM – Professional Association of Residents and Interns of Manitoba

PGME Education Advisory Committee (PGME-EAC) – is the subcommittee of the PGME Executive Committee which is responsible for reviewing and approving all major decisions related to trainee progression and promotion by the Competence/Resident Progress Committees and by Program Directors, especially those related to possible Remediation, Probation, Suspension and Dismissal/Withdrawal from the Residency Program. The PGME- EAC deals with issues of a clinical, academic or professional nature

Probation – is an interval/period of training during which the trainee is expected to correct areas of serious clinical or academic challenges or concerns about professional conduct that are felt to jeopardize successful completion of the Residency Program. Probation implies the possibility of Dismissal from the Residency Program if sufficient improvement in performance is not identified at the end of the Probation Period. It is comprised of a formal program/plan of individualized educational support, assessment and monitoring designed to assist the trainee in correcting identified serious performance deficiencies.

Remediation – is an interval of training consisting of a formal program of individualized educational support, assessment and monitoring which is designed to assist a trainee in correcting identified areas of performance deficiencies. The goal of Remediation is to maximize the chance that the trainee will successfully complete the Residency Program.

Representative – a student advocate, a representative from PARIM, a member of the University community not receiving payment for appearing, a member of the student’s family or other support person as may be appropriate.

Resident Progress Committee – is the committee responsible for coordinating resident assessment in Family Medicine. The Resident Assessment and Evaluation Lead is Chair of this committee.

RORP – Report of Resident Progress is a summative narrative report documenting resident assessment and progress in the Residency Program

RPC – Residency Program Committee

Summative Assessment – is a process of assessment that is based on multiple sources of feedback on the global performance of the trainee over a specified period of time or over a stage of training

Suspension – is the temporary removal of a resident from clinical and academic activities

Working Days – include Monday through Friday and exclude weekend days, statutory holidays and acknowledged University of Manitoba closure days


1. PURPOSE

1.1 To provide guidance on the consideration of academic appeals pursued by postgraduate trainees enrolled in Residency Programs

1.1.1 These guidelines do not apply to appeals of non-academic related matters addressed by separate policies and procedures, including but not limited to the following:

  • Appeals regarding matters of accommodation and/or other human rights- related issues
  • Appeals regarding disciplinary matters
  • Appeals regarding awards matters

2. POLICY STATEMENTS

2.1 With respect to appeals of resident academic assessment, the following apply:

2.1.1 The resident may appeal an academic assessment based on one or more of the following grounds:

  • The resident believes that the process of their assessment was biased or unfair
  • The resident believes that procedural errors in the application of regulations regarding their academic assessment might have occurred
  • The resident believes that there is an inaccuracy in the assessment rating (substantive claim)

2.1.2 The trainee may not appeal individual formative assessments which provide data on performance but are aggregated for use in progress decisions

2.1.3 The trainee may appeal summative assessments which aggregate data from multiple sources

2.2 With respect to appeals of Progression/Promotion decisions, the trainee may appeal progress decisions of the Competence Committee/Resident Progress Committee/Residency Program Committee

2.3 The trainee may appeal Remediation decisions of the Competence Committee/Resident Progress Committee/Residency Program Committee

2.4 With respect to appeals of Probation decisions, the trainee may appeal only the outcome decision at the conclusion of the Probation

2.5 The trainee may appeal the decision for Suspension from the Residency Program

2.6 The trainee may appeal the decision for Dismissal from the Residency Program

2.7 The trainee may appeal decisions of the PGME-EAC with respect to the following:

  • Final Probation decisions
  • Suspension
  • Dismissal from the Residency Program

2.8 With respect to levels of appeal, the following apply:

2.8.1 Pre-appeal resolution is an informal stage where the resident and the Rotation Supervisor or Faculty Advisor meet to attempt to resolve the issue(s)

2.8.2 Residency Program/Departmental level appeals involve the following:

2.8.2.1 The Residency Program Committee (RPC) or a delegated subcommittee hears appeals unless this committee made the decision under appeal

2.8.2.1.1 If the issue under appeal occurred outside the resident’s Home Residency Program, the appeal will be conducted by the resident’s Home Residency Program and RPC

2.8.2.1.2 Each RPC may develop written guidelines, based on guidelines for ad hoc appeals, describing the procedure for handling appeals. In the event that a procedure is not in place, the RPC will use the guidelines for ad hoc appeals, except that the membership and Chair are that of the RPC or delegated subcommittee

2.8.2.2 An Ad Hoc Departmental Appeal Committee hears appeals not appropriate for hearing by the RPC, such as decisions of the RPC and appeals of RPC appeals committee decisions, or any other appeal that is felt by the Residency Program to be beyond the jurisdiction of the RPC, but within the jurisdiction of the Department

  • The Chair of the Committee is the Department Head or their designate
  • The Committee must have five members, including the Chair, as follows:
    • Representation should be similar to that of the RPC and should include faculty with experience in postgraduate medical education
    • One PARIM representative appointed by PARIM
    • The Program Director must not be a member of the Committee if they were involved in the decision being appealed

2.8.3 Max Rady College of Medicine Academic Appeals Committee hears appeals pursued by residents as follows:

  • Appeals of Departmental Appeals Committee Decisions
  • Appeals beyond those processes that exist within the Residency Programs or Departments
  • Appeal of decisions made by the PGME Education Advisory Committee with respect to the following:
    • Final Probation decisions
    • Suspension
    • Dismissal from the Residency Program

2.8.4 University of Manitoba Senate Appeal Process

2.9 Pending the disposition of an appeal, the RPC shall determine if a resident may continue with regularly scheduled rotations or whether alternative arrangements such as leave of absence (LOA) are necessary


3. PROCEDURES

3.1 With respect to initiating a Residency Program/Department level appeal, the following apply:

3.1.1 The resident must submit a written request (email or hard copy) for appeal to their Home Program Director within ten working days of the date of the first notification of results of any of the items: 2.1-2.6

3.1.1.1 The request for appeal must include the following:

  • An explanation of why the resident disagrees with the assessment
  • The grounds for the appeal
  • Any evidence or documents that the resident believes are relevant to the appeal

3.1.2 Where appropriate, after an appeal has been filed by the resident, the Home Program Director, Rotation Supervisor (if applicable), Preceptor or Faculty/Academic Advisor are encouraged to meet with the resident to attempt a pre-appeal resolution of the issues

3.1.2.1 The resolution meeting should be completed no later than 10 working days after the filing of an appeal by the resident

3.1.2.2 The outcome of the resolution meeting should be documented clearly and recorded in the resident’s file/portfolio

3.1.2.3 If a mutually satisfactory resolution to the resident’s appeal is not possible at a pre-appeal resolution hearing, then the appeal must be heard formally by the RPC within thirty days of the pre-appeal resolution meeting

3.1.3 If no initial meeting is requested or held, the Department level appeal should proceed, as follows:

3.1.3.1 The resident must be given at least five working days’ notice of the time and place of the hearing, as well as the membership of the Committee

3.1.3.2 The resident has the right to be heard and to be accompanied by a representative

3.1.3.2.1 The Chair will have the right to determine the level of participation of the representative and this will be communicated prior to the hearing

3.1.3.2.2 The accompanying representative may present the resident’s case if requested to do so by the resident and if granted authorization by the Committee

3.1.3.3 If new documents are introduced at the time of the hearing, the resident, the Residency Program and the Appeal Committee have the right to request a postponement in order to consider their response

3.1.3.3.1 The Committee shall grant whatever postponement of the hearing that it determines to be appropriate to allow all parties to fully understand the evidence that will be used at the hearing

3.1.3.3.2 New information may not be introduced after all parties have presented evidence and have left the hearing prior to deliberation

3.1.3.4 Following all presentations, all parties except Appeal Committee members and support resources for the Committee will be asked to leave the hearing and will be advised that the decision will be communicated as soon as possible once it is available

3.1.3.5 The Committee shall consider all relevant evidence that was presented by the parties

3.1.3.6 Deliberations will be held in strict confidence

3.1.3.7 Voting will be conducted by closed ballot

3.1.3.7.1 The Chair will count ballots in conjunction with one other Committee member

3.1.3.7.2 Decisions will be made by simple majority vote

3.1.3.7.3 Vote counts will not be announced or recorded in the minutes of the hearing nor in the written decision of the Committee

3.1.3.7.4 Pending the release of full reasons, the Chair will announce only that the appeal has been upheld or denied

3.1.3.8 Minutes for the deliberation of the Committee shall include motions made, the final decision and a brief rationale only

3.1.3.9 The Chair is responsible for writing a decision letter including a summary of reasons for the RPC or Ad Hoc Departmental Appeal Committee decision

3.1.3.9.1 The decision letter will be sent within twenty working days to the following:

  • Resident
  • Home Program Director
  • Associate Dean, PGME

3.1.4 Appeal decisions made by the RPC and/or an Ad Hoc Departmental Appeal Committee may be further appealed to the Max Rady College of Medicine Academic Appeals Committee or to the University of Manitoba Senate Appeal Process

3.2 With respect to initiating a Max Rady College of Medicine Academic Appeals Committee appeal, residents are advised to refer to the Max Rady College of Medicine Policy and Procedures on Academic Appeals (Appendix 1)

3.3 With respect to initiating a University of Manitoba Senate appeal, residents are advised to refer to the University of Manitoba, Senate Committee on Appeals Policy and Procedures (Appendix 2)


POLICY CONTACT

Associate Dean, PGME


REFERENCES

Office of Fair Practices and Legal Affairs

University of Manitoba – Student Affairs – Behavioural Policies and letter templates


APPENDICES

Appendix 1: Max Rady College of Medicine Policy and Procedures on Academic Appeals

Appendix 2: University of Manitoba Senate Committee on Appeals Policy and Procedures

Application for assignment extension form

To request an extension, please complete the form below.

Assessment results

Policy name Assessment results
Application and scope Undergraduate Medical Education (UGME) students
Approved date May 2020
Review date February 2025
Revised date February 2020
Approved by Progress Committee (December 2019); College Executive Council (January 2020); Senate Committee on Instruction and Evaluation (February 2020); Senate (May 2020)

1. PURPOSE

To provide specific processes to ensure student assessment results are organized in a timely and effective manner that complement the University of Manitoba Final Examinations and Final Grades Policy and related Procedures.


2. DEFINITIONS

2.1 Midterm Examination - A summative examination normally conducted at the approximate midpoint of a course/module. No rounding of scores will take place.

2.2 Final Examination – A summative examination at the end of a Pre-Clerkship Course/Module. No rounding of scores will take place.

2.3 Course/Module - A Course/Module is a course of study or educational unit, which covers a series of interrelated topics and is studied for a given period of time which taken together with other such completed modules or courses counts towards completion of the M.D degree. The UGME curriculum consists of seven (7) modules and six (6) longitudinal courses occurring over a four (4) year period.

2.4 Assignment - Take home work as defined in the syllabus of each course.

2.5 Objective Structured Clinical Examination (OSCE-type) – an examination used to assess the clinical skills of students.

  • A pass mark will be set for each individual station using the borderline regression model, which is informed by a comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by their congregate score in each case individually. Students will be required to pass a minimum of eight of twelve OSCE stations to pass the Med I and Med II Clinical Skills Courses.
  • The Remedial Examinations for the Med I and Med II Clinical Skills courses will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial exam. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial OSCE.

2.6 Comprehensive Clinical Exam (CCE) – An objective structured clinical-type examination used to assess the clinical skills of students in Clerkship.

  • A pass mark will be set for each individual station using the borderline regression model, which is informed by the comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by the congregate score in each case individually. Students will be required to pass a minimum of five of eight OSCE stations in order to pass the CCE.
  • The Remedial Examinations for Med IV CCE will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial CCE. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial CCE.

2.7 National Board of Medical Examiners (NBME) Exam – A multiple choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program. For students who write their NBME exam prior to May 19, 2020, attaining a mark at the 11th percentile or higher is considered a pass. For students who write their NBME exams on May 19, 2020 and thereafter, the NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.

2.8 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training which documents the full range of competencies (knowledge, skills and attitudes) required of a physician. This is electronically distributed at the start of each rotation and must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance.

2.9 Monitored Status – A student will be placed on Monitored Status as follows:

  • Modular Courses –Achieving a result between 60.0% and 62.9% (No rounding of scores will take place).
  • Longitudinal Courses–Achieving a result less than sixty percent (60.0%) on any exam worth twenty-five percent (25.0%) or more of the total Longitudinal Course assessment weight.
  • A Failure of one (1) Clerkship Exam.
  • A Borderline Pass on a FITER.

A student on Monitored Status is encouraged to participate in remediation. This description is not punitive; the sole purpose is to identify students early who may be having some difficulty (and who therefore may be at risk for future difficulty), so that timely assistance can be provided.

2.10 Probationary Status - Would be applied to a student after a failure of any of the following:

  • One (1) Course/Module
  • The CCE
  • Two (2) Clerkship examinations
  • One (1) FITER
  • One (1) assignment integral to either the Professionalism or Population Health courses in Clerkship

A student on Probationary Status is required to participate in Remediation.

2.11 Pre-Clerkship Student Evaluation Committee (PSEC)/Clerkship Student Evaluation Committee(s) (CSEC) – Committees responsible for the development and approval of assessment policies and rules. PSEC/CSEC bodies are responsible for the overall management and administration of examination questions, the review and evaluation of results and recommendation to Progress Committee for approval.

2.12 Coaching/Strengths and Opportunities Report – A report which displays information about a participant's performance in a particular assessment. Used for coaching and feedback purposes, it is provided to a participant in a controlled format for reference purposes.

2.13 Working Day – A day when the University of Manitoba is open for regular business.


3. POLICY STATEMENTS

3.1 Students will receive results for all examinations within a reasonable amount of time following completion of the examination. The following timelines will be adhered to:

  • Mid-Term/Final Exams – Results will be reported via the Pre-Clerkship Exam System Student Portal typically within two working days of the completion of the exam.
  • Course Results – Results will be reported via Curriculum Management System typically within five (5) days of course completion.
  • Clerkship Exam– Results will be reported via email correspondence typically within two (2) weeks of completion.
  • OSCE-type – Given the complexity in marking this practical assessment, which often includes a comprehensive review of individual recorded performance, results will be reported as soon as practicable. Typically, results will be made available to students no later than four (4) weeks from completion.
  • FITER - Notification of the FITER (for those that demonstrate either a fail or borderline pass) must occur within five working days of completion of the rotation. Electronic submission of all FITER must occur within six weeks of completion of the rotation.

3.2 Student input on Internal Examinations will be taken into consideration when making decisions related to examination results.

3.3 The Chair of the applicable PSEC/CSEC will work with the respective Administrators Evaluation in reviewing and preparing examination results.

3.4 The applicable PSEC/CSEC will meet to review and approve Internal Examination results on a monthly basis for exams/courses completed during the previous month.

3.5 Final scores for all Internal Examinations will not be rounded.

3.6 A pass is considered as follows:

  • Course/Module - attaining a score of 60.0% or higher. No rounding of scores will take place.
  • OSCE-type Examinations/Courses - A pass mark will be set for each individual station using the borderline regression model, which is informed by the comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by the congregate score in each case individually.
    • Med I and Med II Clinical Skills Courses: Students will be required to pass a minimum of eight of twelve OSCE stations to pass.
    • CCE: Students will be required to pass a minimum of five of eight OSCE stations in order to pass.
  • Clerkship Exams – For students who write their NBME exam prior to May 19, 2020, attaining a mark at the 11th percentile or higher is considered a pass. For students who write their NBME exams on May 19, 2020 and thereafter, the NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.
  • FITER
    • Pass - A grade of “meets expectations” or higher in all major and minor criteria
    • Borderline pass (counted as a ‘Pass’ for summative purposes) - A combination of grades below “meets expectations”, that does not otherwise constitute a fail, as explained below.
    • Fail - A grade of ‘unsatisfactory’ in one (1) major criterion, or ‘unsatisfactory’ on any two (2) minor criteria, or a grade of ‘below expectations’ or worse in any three (3) major or minor criteria.

3.7 This policy will be reviewed every five years following the approval date.


4. PROCEDURES

MID-TERM EXAMINATIONS, FINAL, COURSE EXAMINATIONS

4.1 Typically within two (2) working days of completed examinations:

  • The Administrator, Evaluations Pre-Clerkship will organize the scoring of all components of the examination
  • Without direction, all examination questions with less than a thirty (30) percent success rate will be removed from the scoring of an exam.
  • An Exam Summary Report, Item Analysis, Question Notes/Feedback and Exam Taker Results report will be distributed to the Coordinator, Evaluations Pre- Clerkship and Course Leader.
  • All information on reporting provided to Course Leaders will not include student names or any specific identifying information which would allow the identity of students to be ascertained.
  • The Administrator, Evaluations Pre-Clerkship, will receive instructions from the respective Coordinator, Evaluations on changes to examination scoring structure, if any, based on the scoring and reporting information relevant to the exam.
  • The Administrator, Evaluations Pre-Clerkship will release results of adjusted exam results, as appropriate, to the Pre-Clerkship Exam System.

4.2 The respective Course Leader, will in accordance with the academic schedule:

  • Based on the results of the exam, determine if a review session focusing on the information provided within the respective Exam Summary/Item Analysis Report is required.
  • Course Leaders should be prepared to respond to questions from students on their respective individualized Coaching/Strength and Opportunities Report without divulging confidential examination content.

COURSE SCORES

4.3 Typically within two (2) working days of completion of the Final Examination for a course:

  • The Administrator, Evaluations Pre-Clerkship will organize the scoring of all components of the course in accordance with the weighting established in the Pre-Clerkship Master Assessment Plan.
  • Information on individual exam scores and assignments for the course will be distributed to the respective Coordinator, Evaluations and Course Leader.

4.4 Typically within one (1) working day of distribution to Course Leaders:

  • The Administrator, Evaluations Pre-Clerkship will organize and verify the formulae to ascertain final course scores and upload all results to Curriculum Management System.
  • The Administrator, Evaluations Pre-Clerkship, will receive instructions from the respective Coordinator, Evaluations on changes to course scoring structure, if any, based on the scoring information and Question Notes/Feedback reports.

4.5 Typically within one (1) days of receipt of instructions from the Coordinator, Evaluations:

  • The Administrator, Evaluations will finalize the scoring and conduct an internal review of the scores and scoring formulae and upload all remaining results to Curriculum Management System such that final course results are provided to students typically within five (5) days of course completion.

4.6 Summary information will be prepared by the Administrator, Evaluations Pre-Clerkship for the Chair, PSEC to include the following psychometric data obtained from the Pre- Clerkship Exam System Item Analysis Report:

  • Component (raw and percent) scores, final (percent) scores, pass/fail status based on final percent scores, Probationary/ Monitored Status based on final percent scores for each student.
  • Summary of component and final percent scores for the entire class, which includes mean, standard deviation, median, minimum, maximum scores, and bar graph. The total number of students on Probationary Status and Monitored Status.
  • Summary of component and final percent scores for two preceding classes, which includes mean, standard deviation, median, minimum, maximum scores, by class.

4.7 The Administrator, Evaluations Pre-Clerkship, will prepare Probationary and Monitored Status letters for the perusal and signature of the Associate Dean, UGME ensuring that the Director, Evaluations, Director, Remediation and Associate Dean Student Affairs UGME are included on the distribution list and then, once approved, distribute electronically to each affected student.

4.8 The respective Course Leader, will in accordance with their academic schedule:

  • Conduct a review session of exam results with their course committee which integrates information contained within the Exam Summary Report, Item Analysis Report and Question Notes/Feedback Report with the intent of revising questions where appropriate.

OSCE-TYPE EXAMINATIONS

4.9 In a given academic year, the Assistant to Administrators, Evaluations will organize, in collaboration with the Chair of CSEC and the Director of Evaluations, dates for OSCE- type examinations for the next academic year.

4.10 Typically within three (3) working days of completed examinations:

  • The Assistant to Administrators Evaluations will organize the scoring of all components of the examination.

4.11 Typically within seven (7) working days of receipt of examination scores:

  • The Assistant to Administrators, Evaluations will organize and verify the formulae to ascertain final examination scores.

4.12 Typically within seven (7) working days of ascertaining final examination scores:

  • The Administrator, Evaluations will finalize the scoring and conduct an internal review of the scores and scoring formulae which will be subsequently reviewed. The Chair CSEC will certify the reviewed results.

4.13 The following summary information shall be prepared by the Assistant to Administrators

Evaluations for the Chair CSEC:

  • Component (raw and percent) scores, final (percent) scores, pass/fail status based on final percent scores, Probationary/Monitored Status based on final percent scores for each student.
  • Summary of component and final percent scores for the entire class, which includes mean, standard deviation, median, minimum, maximum scores, and histogram. The total number of students on Probationary Status and Monitored Status is included.

4.14 The Assistant to Administrators, Evaluations will prepare individual student examination reports for electronic distribution as well as prepare Probationary and Monitored Status letters for the perusal and signature of the Associate Dean, UGME ensuring that the Director, Evaluations, Director, Remediation, Director Clinical Skills, and Associate Dean Student Affairs UGME are included on the distribution list and then, once approved, distribute electronically to each affected student.

4.15 Typically within five (5) days of distribution of scores, the Administrator, Evaluations will update the class master sheet with the new set of scores for the respective examinations and examinations and ensure that they are distributed to the class via the Curriculum Management System.

CLERKSHIP EXAMINATION SYSTEM

4.16 In a given academic year, the Administrator, Evaluations Clerkship organizes the process of determining the supplementary dates on which Clerkship Examination System will be administered for the next academic year.

4.17 Typically within one (1) working day of a completed Clerkship Examination:

  • The Administrator, Evaluations will organize the dispatch of all completed

Clerkship Examinations.

4.18 Typically within seven (7) working days of mailing of Clerkship Examination:

  • The Administrator, Evaluations will check for results of scoring of Clerkship Examinations.

4.19 Typically within seven (7) working days of receipt of results of Clerkship Examinations:

  • The Administrator, Evaluations will prepare individual student examination reports for electronic distribution and will prepare the Probationary and Monitored Status letters for the perusal and signature of the Associate Dean, UGME ensuring that the Director, Evaluations, Director, Remediation, Director Clerkship Clinical, and Associate Dean Student Affairs UGME are included on the distribution list and then, once approved, distribute electronically to each affected student.
  • The Administrator, Evaluations will update the class master sheet with the new set of scores for the respective Clerkship Examinations and ensure that results are uploaded to the Curriculum Management System.

FITERS

4.20 Preceptor will complete a FITER for each assigned student as per policy statement 3.1.

This may require coordination of input from multiple preceptors.

4.21 The completed FITER will be available for student review on the curriculum management system as soon as it is submitted.

4.22 Students will complete the student component of the FITER within one (1) working day of receiving the evaluation. Students have the opportunity to comment on the contents of the FITER before it is returned to Undergraduate Medical Education.

4.23 If the FITER is pass the evaluation is complete. If the FITER is a borderline pass or fail the curriculum management system generates an email alert to the Administrator, Clerkship Evaluations, Clerkship Director and Associate Deans of Professionalism, Student Affairs and UGME.

4.24 The Administrator, Clerkship Evaluations will review both scores and the narrative comments and determine appropriate evaluation with the agreement of the preceptor.


5. REFERENCES

5.1 UGME Policy and Procedures – Examination Conduct

5.2 UGME Policy and Procedures – Deferred Examinations

5.3 UGME Policy and Procedures – Supplemental Examinations

5.4 UGME Policy and Procedures – Promotion and Failure

5.5 UGME Policy and Procedures - Invigilation of Examinations

5.6 UGME Policy and Procedures – Communicating Methods of Evaluation in the Undergraduate Medical Education Program.

5.7 University of Manitoba- Final Examinations and Final Grades Policy

5.8 University of Manitoba- Deferred and Supplemental Examinations Procedures

5.9 University of Manitoba- Final Examinations Procedures

5.10 University of Manitoba- Final Grades Procedures


6. POLICY CONTACT

Please contact Director, Evaluations with questions respecting this policy.

Assignment guidelines

Policy name Assignment guidelines
Application and scope Year I to Year II Undergraduate Medical Education Students
Approved date August 14, 2020
Review date May 2024
Revised date July 31, 2020
Approved by PSEC (May 2020); Progress Committee (August 2020)

This document provides further information on assignments. It is associated with the following UGME policies:

  • Promotion and Failure
  • Communicating Methods of Evaluation

1. All assignments are mandatory. Any missing or incomplete assignments will result in an incomplete on the student’s record for the corresponding course. Students are expected to submit all assignments on time, as this is an element of professionalism.

2. A late assignment can be submitted up to three consecutive business days after the original deadline but will receive partial credit:

  • First day late = 10% deducted from final assignment mark
  • Second day late = 30% deducted from final assignment mark
  • Third day late = 50% deducted from final assignment mark

If original mark surpasses the pass mark set by the Course Leader, the student will pass the assignment but the actual mark recorded will be the deducted mark.

3. After the third day, late assignments receive an automatic zero grade and an incomplete on the student’s record.

  • Students must submit a reasonable attempt assignment to remove the incomplete from their record. Reasonable attempt to be defined by the Course Leader.

4. Pass mark for assignments is at the discretion of the Course Leader and must be posted in the syllabus

  • Students must submit a reasonable attempt at all parts and questions of an assignment or it will be incomplete.
  • The Course Leader defines reasonable attempt.
  • In case of dispute, assignment sent to the Pre-Clerkship Evaluations

Committee for independent review and final decision.

  • If the assignment result is below the set pass mark, it is up to the discretion of the Course Leader if a supplemental assignment or revisions to original assignment are required. Supplemental or revised assignment must receive a pass in order for the incomplete to be removed. Original grade will be retained in the gradebook.

5. Assignment deadlines

  • All deadlines and/or timelines for assignments must be published in the syllabus.
  • In case of missing/incomplete assignments, students will be contacted and asked to submit their assignment in order to remove the incomplete from their record. Date to be determined by the Evaluations Program Administrator.
  • Students who do not submit their assignments will be asked to meet with the Associate Dean, Undergraduate Medical Education.
  • Extensions to deadlines may be given at the discretion of the Office of Student Affairs. The deadline date will be discussed with Course Leaders.
  • All requests for extensions must be made before the assignment deadline.
  • Exceptional, unforeseen circumstances will be considered on an individual basis.
  • Assignments will not be accepted past the last day of July.

Career development and performance feedback

Policy name Career development and performance feedback
Application and scope Applicable to all Geographic Full Time (GFT) or nil-salaried academic appointments in the Max Rady College of Medicine, University of Manitoba
Approved date December 10, 2013
Review date Five (5) years from revised date
Revised date June 19, 2018
Approved by Dean’s Council, Max Rady College of Medicine: June 19, 2018; Reviewed at Department Heads´ Council, Max Rady College of Medicine: June 22, 2018

1. PURPOSE

1.1 To provide for the regular documented assessment of Faculty Members’ academic and clinical accomplishments, and to support their Career Development and progress towards promotion. This Policy is intended to complement existing performance management processes.

1.2 To provide for the manner by which regular feedback will be provided and received by both Faculty Members and their Department Heads, in order to facilitate a culture of support and development within the College, in accordance with the College’s commitment to equity, diversity and inclusion.


2. CONTEXT

2.1 Faculty Members governed by this Policy shall ensure compliance with all professional standards, laws and policies applicable to their profession and employment.


3. DEFINITIONS

3.1 Appeals Process: The process set out in this Policy for Faculty Members to request that a disagreement over Performance Feedback and procedural fairness be reviewed and resolved.

 3.2 Assignment of Duties: The scope of activities that may be set out in a Faculty Member’s letter of offer, letter of agreement, other contract and/or job description, which may, from time to time, be updated or changed by mutual agreement between the College and the Faculty Member so as to ensure certainty regarding their relationship as it relates to the University.

3.3 Career Development: The proactive planning and implementation of action steps towards a Faculty Member’s career goals as mutually agreed upon between the Department, College and the Faculty Member through Performance Feedback.

3.4 College: The Max Rady College of Medicine, University of Manitoba.

3.5 Department: an academic and administrative subdivision of the Max Rady College of Medicine, University of Manitoba established by the Board of Governors, usually on the recommendation of the Senate, for the purpose of conducting teaching and research in specified fields of study.

3.6 Department Head: the head of a Department of the Max Rady College of Medicine within the University of Manitoba, who acts as the chief executive officer of the Department.

3.7 Faculty Member: A Geographic Full Time (GFT) or Nil-Salaried Academic Appointment in the College.

3.8 Geographic Full Time (GFT) Academic Appointment: refers to a faculty member whose professional activities are based at the University of Manitoba’s Max Rady College of Medicine or its affiliated teaching hospitals, who may receive income from professional practice and from sources other than the University and its affiliated teaching hospitals, and who is signatory of a Geographical Full-Time Agreement with the University (the “GFT” Member) and who may only carry on a clinical practice inside University approved facilities.

3.9 Nil-Salaried Academic Appointment: refers to a faculty member whose professional activities may or may not be based at the Max Rady College of Medicine or its affiliated teaching hospitals, who may receive income from professional practice and from sources other than the University and its affiliated teaching hospitals, and who is signatory of a Letter of Offer for Nil-Salaried Appointees with the University. All nil-salaried appointments with rank carry the expectation of contributions to the academic activities of the College in teaching, scholarly activity and/or scholarship (research) and service.

3.10 Performance Guidelines: Guidelines provided on the Rady Faculty of Health Sciences Academic Affairs website, that may be used to guide Career Development and Performance Feedback, which are intended to complement a Faculty Member’s Assignment of Duties, as may be applicable and reasonable in the circumstances.

3.11 Performance Feedback: The regular review, assessment and consideration of the following matters, which are intended to identify a Faculty Member’s strengths and to provide direction for improving his or her future performance - about which both the Faculty Member and his or her Department Head or designate may give and receive feedback:

(a) a Faculty Member’s accomplishments, relating to his or her Assignment of Duties;

(b) the College’s needs; and

(c) the Faculty Member’s documented Performance Feedback history.

3.12 Policy: This Career Development and Performance Feedback Policy.

3.13 Procedures: The procedures and methods by which this Policy is operationalized.


4. POLICY STATEMENTS

Performance Feedback:

4.1 The College and Faculty Members shall ensure Performance Feedback occurs in accordance with the Procedures.

4.2 Performance Feedback will be both formative and summative and will be documented using, wherever possible, objective criteria.

4.3 Performance Feedback will be taken into consideration when reviewing the Assignment of Duties, as well as letters of agreement, letters of offer, contracts and/or appointments.

Career Development:

4.4 Performance Feedback shall be used to support Faculty Members in their Career Development through candid and constructive feedback and the development of plans intended to meet the needs of both Faculty Members and the College.

4.5 Career Development requires involvement by the College and Department.

4.6 Performance Feedback involves establishing and regularly reviewing career goals to support Career Development.

Performance Guidelines:

4.7 Performance Guidelines may be used as a guide when assessing a Faculty Member’s performance, as applicable to his or her Assignment of Duties.

For Faculty Members with Cross-Appointments:

4.8 For Faculty Members with a cross-appointment to one or more Departments, their Performance Feedback will be conducted in the Department where the primary appointment is held.

4.9 In order to consider the accomplishments of a Faculty Member with a cross- appointment to one or more Departments, the Head of the primary Department (or designate) will consult with supervisors in the other Departments as applicable.

For Faculty Members with a Nil-Salaried Academic Appointment:

4.10 For Faculty Members with a Nil-Salaried Academic Appointment, their Performance Feedback shall be carried out, at minimum, prior to the time of re-appointment.

For Faculty Members Whose Performance Feedback Falls Below Expectations

4.11 A Faculty Member whose Performance Feedback does not meet the satisfactory threshold shall be required to meet with his or her Department Head (and/or designate) to reevaluate his or her Career Development plan to incorporate achievable performance targets for the next year or other shorter time period as required by the Department Head.

4.12 A Faculty Member whose Career Development plan has been reevaluated with supports from the College to enable him or her to perform satisfactorily but continues to have difficulty meeting the established targets, may, where appropriate, have his or her Assignment of Duties amended in order to further enable his or her ability to perform as required.

Ability to Record Disagreement with Performance Feedback:

4.13 In the event a Faculty Member disagrees with what is reflected on his or her documented Performance Feedback, he or she may set out a rebuttal in writing to be appended to the documented Performance Feedback.

Ability to Appeal Matters of Procedural Fairness:

4.14 Meaning of Procedural Fairness: For the purposes of this Policy, references to “procedural fairness” shall mean fairness in how the Performance Feedback process was carried out.

4.15 Ability to Appeal Matters of Procedural Fairness: A Faculty Member who feels that his or her treatment pursuant to this Policy was procedurally unfair may appeal such treatment in writing to the Dean of the College within twenty (20) working days of the completion of the documented Performance Feedback.

4.16 Request for Binding Arbitration: If the matter is not resolved to the satisfaction of the Faculty Member within twenty (20) working days of writing to the Dean, the Faculty Member will then have an additional twenty (20) working days to request that the matter be submitted to binding arbitration.

4.17 Choosing the Arbitrator: One arbitrator shall be chosen by agreement between the College and the Faculty Member to resolve the procedural fairness matter in dispute.

4.18 Arbitrator’s Decision Final: The arbitrator’s decision shall be final and binding upon the College and the Faculty Member.

4.19 Expenses: The College and the Faculty Member shall each be responsible for their own expenses involved in the appeal and arbitration process and any costs for the arbitrator shall be equally shared by the College and the Faculty Member.

4.20 Exclusions to Appeals Process: This appeals process does not apply to the following:

  • matters unrelated to procedural fairness;
  • matters that may be specifically addressed by other University dispute resolution policies and / or the principles of contract law;
  • clinical issues unrelated to the College’s jurisdiction.

5. GENERAL

In the Event of Conflict with other Policies, Standards and/or Agreements:

5.1 In the case of conflict between this Policy and another policy, standard or agreement, the policy, which creates the higher standard, agreement or requirement shall prevail.

Confidentiality:

5.2 All documents considered pursuant to this Policy are confidential and will be subject to the provisions of The Freedom of Information and Protection of Privacy Act, and The Personal Health Information Act, as applicable.


6. PROCEDURES

6.1 Performance Feedback Process

1) For GFT Faculty Members: Documented Performance Feedback must be carried out at least once a year, at any point during the year that the GFT Faculty Member and Department Head or designate agree upon, and is conducted for work performed during the preceding year, taking into consideration the career stage of the Faculty Member and the fact that it may take several years to reach career goals.

2) For Faculty Members with a Nil-Salaried Academic Appointment: Documented Performance Feedback must be carried out at minimum, prior to the time of re-appointment at any point during that period, as mutually agreed upon by said Faculty Member and the Department Head or designate, and is conducted for work performed since the most recent appointment.

6.2 Responsibilities of Department Heads: Department Heads shall ensure:

1) Accurate Assignment of Duties: That the Assignment of Duties for each Faculty Member accurately reflects his or her current academic and/or clinical role.

2) Performance Feedback Occurs as Required: That Performance Feedback is provided to Faculty Members on a regular basis through the Performance Feedback process.

3) Supports Provided: That career guidance and mentorship are provided to Faculty Members, including specific strategies and the resources and support necessary to allow Faculty Members to perform their responsibilities with excellence. Further, for Faculty Members whose performance falls below expectations, to ensure that such performance is documented and to inform the Faculty Member, in writing, of any area(s) that require improvement, and to create a development plan with clear objectives to support improved performance in the upcoming year.

4) Department Head Delegation: The responsibilities of the Department Head may be delegated to a Section Head or to a Faculty Member with a recognized leadership role, however the Department Head shall be accountable for ensuring that documented Performance Feedback, is completed for all Faculty Members within his or her Department, and submitted annually to the Dean’s Office for all GFT Faculty Members and at minimum, once prior to the time for re-appointment, for those with Nil-Salaried Academic Appointments.

5) Update of Assignment of Duties: The Department Head shall ensure that a Faculty Members’ Assignment of Duties is updated to accurately reflect the current scope of activities of the Faculty Member.

6.3 Responsibilities of Faculty Members: Faculty Members shall:

1) Participate: Participate in the Performance Feedback process.

2) Comply with Assignment of Duties: Maintain satisfactory performance of his or her Assignment of Duties.

3) Provide Evidence of Performance: Provide evidence of performance (i.e., CV) and input performance data into the Performance Feedback process, when requested.

4) Review Career Goals: Establish, and regularly review and update, career goals and objectives.

5) Follow Through: Follow through on recommendations when opportunities for Career Development have been identified during the Performance Feedback Process.

6.4 Responsibilities of the College: The College must ensure the following responsibilities are carried out in compliance and furtherance of its commitments to equity, diversity and inclusion as set out in applicable policies, from time to time, and in accordance with accreditation requirements. In particular, the College shall:

1) Educate and Support: Provide education and support in developing, implementing and maintaining this Policy and the Performance Feedback process.

2) Support Department Heads: Provide leadership support to Department Heads and designates through all aspects of the Career Development and Performance Feedback process.

3) Support Faculty Members: Provide the resources and support that allow Faculty

Members to perform their responsibilities with excellence.


7. REFERENCES

7.1 University of Manitoba - University of Manitoba Faculty Association 2017 – 2021 Collective Agreement

7.2 Rady Faculty of Health Sciences Academic Affairs website


8. POLICY CONTACT

Please contact the Vice-Dean Academic, Rady Faculty of Health Sciences with questions respecting this policy.

Computer policy

Policy name Computer policy
Application and scope Undergraduate Medical Education Students
Approved date February 2021
Review date February 2025
Revised date January 2021
Approved by UGME Management Committee; College Executive Council Senate

1. PURPOSE

The Max Rady College of Medicine has integrated the use of online examinations for all aspects of Undergraduate Medical Education (UGME) Final and Midterm Examinations. It is expected that UGME students will have their own laptop computer to use during examinations. This policy will ensure students have the most current requirements resulting in system compatibility and reduction of errors.


2. DEFINITIONS

2.1 National Board of Medical Examiners (NBME) Exam – A multiple choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program. The NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.

2.2 ExamSoft – An examination management system adopted by the Max Rady College of Medicine, which enables students to conduct exams on a personal computer while locking out all other programs and internet access. This system also provides discrete and precise feedback on student results and performance across a range of categories linked to the curriculum.

2.3 Examplify – The application downloaded to a student’s computer that interfaces with ExamSoft.

2.4 ExamSoft Password - A student’s personal ExamSoft password is created by ExamSoft. It is used to access Examplify and the ExamSoft secure website.

2.5 Exam Password - A password assigned to open a specific exam in Examplify. All Students will use the same Exam Password when accessing the same exam in Examplify. Students will be given the password at the beginning of their exam.

2.6 Chief Invigilator (CI) – The person responsible for the administration of the examination who ensures strict compliance with UGME examination policies and procedures and/or NBME testing regulations.

2.7 Chief Proctor – The Chief Proctor is deemed equivalent to the Chief Invigilator as established by the University of Manitoba Registrar’s Office. The term “Chief Proctor” may be used interchangeably with and means “Chief Invigilator” or “Invigilator in Charge”.


3. POLICY STATEMENTS

GENERAL

3.1 All Med I and Med II summative examinations will be conducted utilizing the Pre-clerkship Examination System.

3.2 Med III and Med IV students will be tested using the Clerkship Examination System at the end of each clinical rotation.

3.3 Any attempt to begin exam early, disable or tamper with security features will be considered a violation of the integrity of the exam.

3.4 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITY OF A STUDENT

4.1 Review Computer Policy Standard Work (Appendix 1).

4.2 Review Pre-Exam Notification before every exam (Appendix 2)


5. REFERENCES

UGME – Examination Conduct Policy

University of Manitoba – Use of Computer Facilities Policy


6. POLICY CONTACT

Please contact Business Manager, UGME with questions respecting this policy.


Appendix 1: Computer Policy Standard Work

Prior to your exams, you will need to ensure that you are familiar with the Examination Policy

COMPUTER REQUIREMENTS

Before purchasing a new computer/hardware or updating your operating system please refer to the following:

For the latest information regarding computer system requirements it is mandatory that you visit the ExamSoft website.

For the latest information regarding computer system requirements it is mandatory that you visit the NBME website.

TECHNICAL SUPPORT

UGME staff will not provide technical support for Examplify or computer issues during an exam but issues must be presented to the invigilator for record. Problems with computers are not the responsibility of the Max Rady College of Medicine Faculty or Support Staff. Problems with Examplify software need to be addressed by ExamSoft. Problems with your computer must be addressed by your computer vendor/manufacturer/provider. Any of the above issues need to be communicated to the Chief Invigilator for recording purposes.

Should there be an unexpected failure with the student’s computer, UGME does have a small number of computers that can be provided in an emergency. These computers are provided on a first-come, first-served basis and students should not assume that one will be available should it be required.

EXAMPLIFY Support

For the most recent information regarding Examplify support from ExamSoft, please visit their website.

Telephone: 1-866-429-8889
Email: support@examsoft.com

NBME Support

For the most recent information regarding NBME support, please visit their website.

Email: assessmentservices@nbme.org

PRE-CLERKSHIP:

EXAMSOFT EXAMINATION MANAGEMENT SYSTEM

It is the responsibility of the students to familiarize themselves with their equipment, the Examplify software and instructions provided on the ExamSoft website prior to the start of examination. Ensure sufficient time to become familiar with your personal computer and the application.

Pre-Clerkship students must register with ExamSoft at the UGME ExamSoft portal as follows:

  • Log in using your Student ID number and password provided at registration
  • Download/Install Examplify.
  • Restart Examplify. Once registered, students will receive a confirmation email at their University of Manitoba email address.
  • Complete a Trial/Test Exam. On completion of the familiarization training during Orientation Week, all students will complete and submit a trial/test exam to provide computer functionality and outline the capabilities of the Examplify system.

Prior to all scheduled exams students must ensure the following:

  • Examplify is registered and updated prior to all exam(s). Examplify may be installed on multiple devices for use as a backup. Exam files should only be downloaded to the computer you intend to use on exam day.
  • Ensure that the computer meets the specifications outlined on the ExamSoft portal to support Examplify. ExamSoft advises students to utilize mock exams periodically to optimize their testing environments and to adjust their device that they see best fits their preferences.
  • Touch screens should be disabled so only the external mouse or trackpad has mouse priority.
  • Once Examplify is installed and registered, students shall familiarize themselves with the software by utilizing the built-in Practice Exam feature.
  • Ensure that the computer’s battery is charged.
  • Disable the sleep/hibernate mode on your computer during the exam. Some computers go into sleep/hibernate mode during extended periods of nonuse. During an exam, it can be difficult to exit this mode. Refer to the instructions for your operating system to modify these settings
  • Download the assigned exam. When writing multiple exams, make sure all exams are downloaded prior to the start of the exam.

For days on which an examination is scheduled:

  • Students should bring their WIFI-enabled laptop with fully charged battery, power cord, Bannatyne Campus Login and Password (to access the secure UofM –WPA wireless network), student card and ExamSoft password.
  • Immediately before Examplify launches an exam, students will be provided with a warning screen indicating that you should not begin the exam until instructed to do so.
  • Read the Pre-Exam Notification that appears before the start of the exam. This may contain information pertinent to the examination.
  • During the exam, use care when highlighting and deleting.
  • Once you are finished your exam, check your answers, save and exit the exam. Computers will seek to acquire a wireless signal. Do not leave the exam room until you have uploaded your exam and you receive a message stating “Your exam has been successfully uploaded.” Failure to upload your exam before leaving the exam room may result in your exam not being graded.
  • When writing multiple exams in one sitting they must be completed before you leave. If you exit the exam area before uploading all exams, you cannot re-enter and complete the missing component. Any exams not uploaded before exiting the writing area are scored at 0.

CLERKSHIP:

EXAM DAY PREPARATION FOR NBME

  • Computer labs will have setup stations already configured for NBME on site exams.
  • Use the instructions that will be provided to you on exam day to download exam.
  • The exam is self-timed and will end when you end the exam or the amount of time in the exam expires. A web based exam typically includes an optional tutorial, the exam section(s) and an optional untimed post-test survey
  • You will be prompted to read and accept the “Secure Browser Security Notice” to proceed to the Secure Browser download instructions page.

Appendix 2: Pre-Exam Notification

Today, you are writing Class 20XX xxxxxxx Midterm/Final

This exam is XX hours long, and has XX multiple-choice questions. Please download the exam/s before sign-in. Extra time is not allowed once the exam begins to do this.

If there are additional handouts, please do not write on them, returning to invigilators at the end of the exam.

If you are using a laptop with a touchscreen function, please make sure you double check your answers before submitting the exam or disable this function.

Pencil cases, other pouches, and containers are discouraged. Simple calculators are allowed (no internet functioning, no Apple watches, etc.). Please show your calculator to an invigilator before proceeding to your seat. The ExamSoft calculator is enabled as well.

Hats, headphones or ear buds are not allowed. Ear plugs are allowed – please show them to an invigilator before using. No cell phones or other electronic devices are permitted when writing the exam. Time is displayed on the overhead screen after the exam begins. You can also use the time reminder within the Examplify system.

Optional: you may provide comments and feedback on questions at the bottom of each question. No extra time is given for this, so make sure you manage your time accordingly. These comments are provided to the course leader after each exam.

In accordance with the Examination Conduct policy, no student may enter the examination after the first half hour. Depending on how many students remain with ten minutes left, invigilators will decide if those who are done can leave before the official end of the exam.

In order to maintain a quiet environment for all students, when you have finished the exam, please quietly leave the immediate area outside of the space.

When you have completed the exam, please display the confirmation screen of your exam upload to an invigilator before leaving. If there is an issue with your computer, please contact an invigilator for assistance.

Conflicts of interest in student academic assessment or advancement

Policy name Conflicts of interest in student academic assessment or advancement
Application and scope Undergraduate Medical Education (UGME) students
Approved date February 2018
Review date January 2023
Revised date January 2018
Approved by College Executive Council, Max Rady College of Medicine

1. PURPOSE

1.1 Accreditation standard 12.5 of the Committee on Accreditation of Canadian Medical Schools (CACMS) and Liaison Committee on Medical Education (LCME) provides: 12.5 Non-Involvement of Providers of Student Health Services in Student Assessment: The health professionals who provide health services, including psychiatric/psychological counseling, to a medical student have no involvement in the academic assessment or promotion of the medical student receiving those services. A medical school ensures that medical student health records are maintained in accordance with legal requirements for security, privacy, confidentiality, and accessibility.

1.2 The purpose of this policy is to ensure that individuals that have provided, or currently provide, health services to a medical student, or have another relationship with a medical student that may be considered a conflict of interest, have no influence on the academic assessment or promotion of that medical student.

1.3 This policy is supplemental to the University of Manitoba Conflict of Interest Policy and Procedures. It is not intended to act as a substitute or duplicate forum to address issues over which the University of Manitoba Conflict of Interest Policy has jurisdiction.


2. DEFINITIONS

2.1 Academic Assessment or Advancement- Any academic, clinical or in-person assessment of a Medical Student including without limitation assessment in courses, modules, or rotations; midpoint in-training evaluations (MITER); final in-training evaluations (FITER); or recommendations/decisions respecting Medical Student promotion or graduation.

Exclusion: For the purpose of this policy, objective forms of assessment (e.g. multiple choice exams) are not considered Academic Assessment or Advancement. For objective forms of assessment, the assessment should proceed as planned.

2.2 Conflict of Interest- Specific to this policy, a situation where:

a) a health professional who provides, or has provided, health services, including without limitation psychiatric/psychological counseling, to a Medical Student; or

b) a family member of a Medical Student (e.g. 1st degree relative; aunt or uncle); or c) a spouse of a Medical Student; becomes involved in the Medical Student’s Academic Assessment or Advancement.

2.3 Medical Student- A student registered in the UGME program at the Max Rady College of Medicine, University of Manitoba.

2.4 UGME- Undergraduate Medical Education.


3. POLICY STATEMENTS

3.1 Family members and spouses of Medical Students, as well as health professionals who provide health services to Medical Students, including without limitation psychiatric/psychological counseling shall have no involvement in the Academic Assessment or Advancement of that Medical Student.

3.2 Medical Student personal health information is governed by provincial legislation respecting privacy and confidentiality (The Personal Health Information Act (Manitoba)) and Medical Student personal information is governed by provincial legislation (The Freedom of Information and Protection of Privacy Act (Manitoba)) as well as University of Manitoba policies and processes designed to protect the privacy of its students.

3.3 The Review Date for this Policy and Procedure is five (5) years from the date it is approved by the Dean’s Council, Max Rady College of Medicine. In the interim, this document may be revised or repealed if:

(a) The Dean, Max Rady College of Medicine, with appropriate approvals, deems it necessary or desirable to do so;

(b) It is no longer legislatively or statutorily compliant; and/or

(c) It comes into conflict with another governing document of the Max Rady College of Medicine, the Rady Faculty of Health Sciences or the University of Manitoba.

If this document is revised or repealed, any related Max Rady College of Medicine documents shall be reviewed as soon as possible to ensure that they comply with the revised document, or are in term revised or repealed.

This Policy supersedes all previous governing documents dealing with the subject matter addressed in this document.


4. PROCEDURES

Proactive Disclosure – Conflict of Interest

4.1 The UGME office should inform preceptors of this policy on an annual basis.

4.2 Preceptors should review the Medical Students lists provided to them by the UGME office well in advance of Academically Assessing or Advancing Medical Students. Preceptors should proactively disclose any perceived or actual Conflict of Interest to the Associate Dean, Student Affairs, the Associate Dean, UGME or the Pre-Clerkship/Clerkship Director..

4.3 Medical Students should review individual course outlines provided to them well in advance, where possible of being Academically Assessed or Advanced by a preceptor. Medical Students should proactively disclose any perceived or actual Conflict of Interest to the course administrator.

4.4 For forms of Academic Assessment or Advancement in which there may be potential for subjectivity in the assessment, the course administrator shall arrange for an alternative assessment to be made.

Reactive Disclosure – Conflict of Interest

4.5 Preceptors who identify a perceived or actual Conflict of Interest while Academically

Assessing or Advancing a Medical Student shall cease the assessment immediately and inform one of: the Rotation Director, the Director, Clerkship or the Associate Dean, UGME.

4.6 Medical Students who identify a perceived or actual Conflict of Interest while being Academically Assessed or Advanced shall inform the preceptor who in turn shall cease the assessment. Both parties shall inform one of: the Rotation Director, the Director, Clerkship, or the Associate Dean, UGME of the occurrence.

4.7 For forms of Academic Assessment or Advancement in which there may be potential for subjectivity in the assessment, the individual notified above shall arrange for an alternative assessment to be made.

Post-Assessment Disclosure – Conflict of Interest

4.8 Medical Students who identify a perceived or actual Conflict of Interest after having been

Academically Assessed will be assigned the grade submitted by the preceptor. Should a Medical Student be dissatisfied with the assigned grade, the case will be reviewed on an individual basis; as well, the Medical Student may access the appeal mechanisms pursuant to the UGME Student Appeals Policy.

Committee Member – Conflict of Interest

4.9 Any member of a Committee involved in the Academic Assessment or Advancement of a

Medical Student (e.g. Progress Committee) who has a perceived or actual Conflict of Interest shall declare the Conflict of Interest, recuse himself/herself from that portion of the meeting, and abstain from commenting or voting on the Medical Student’s Academic Assessment or Advancement.

4.10 If quorum cannot be obtained due to multiple Conflicts of Interest, the Associate Dean, UGME, shall temporarily appoint faculty member(s) to serve as designate(s) for the Committee member(s) who declared a Conflict of Interest. The designate(s) are authorized to consider and vote upon the Academic Assessment or Advancement of the Medical Student where the Conflict of Interest was declared. The designate(s) will be recused from the Committee immediately after.

Medical Student Health Records

4.11 The UGME office shall store any Medical Student health-related information voluntarily submitted by a Medical Student in the Medical Student’s Student Affairs file and not in the Medical Student’s academic file.


5. POLICY CONTACT

Please contact the Associate Dean, Undergraduate Medical Education, Max Rady College of Medicine with questions regarding this document.


6. REFERENCES

University of Manitoba Conflict of Interest Policy

Essential skills and abilities (technical standards) for admission, promotion and graduation in medicine

Policy name Essential skills and abilities (technical standards) for admission, promotion and graduation in medicine
Application and scope Candidates for admission, promotion or graduation in the MD and the MPAS programs
Approved date April 2009
Review date One year from the last revised date
Revised date June 26, 2019
Approved by Reviewed at Dean’s Council, Max Rady College of Medicine: June 19, 2018; Reviewed at MPAS Curriculum Committee: June 22, 2018; Reviewed at UGME Curriculum Executive Committee: July 3, 2018; College Executive Council, Max Rady College of Medicine: August 21, 2018; Faculty of Graduate Studies: February 14, 2019; Senate: June 26, 2019

1. PURPOSE

1.1 The Max Rady College of Medicine at the University of Manitoba is responsible to society to provide a program of study so that graduates have the knowledge, skills, professional behaviours, and attitudes necessary to enter the regulated practice of medicine in Canada. Graduates must be able to diagnose and manage health problems, and provide comprehensive, compassionate care to patients across the spectrum of the health care system. Accordingly, students must possess the cognitive, communication, sensory, motor, and social skills necessary to interview, examine, and counsel patients, and competently complete certain technical procedures in a reasonable time, all the while ensuring patient safety.

1.2 In addition to obtaining an MD degree and completing an accredited residency training program, an individual must pass the examinations of the Medical Council of Canada in order to be eligible for licensure to practise medicine. Prospective candidates should be aware that cognitive, physical examination, management skills, communication skills, and professional behaviours are all evaluated in timed simulations of patient encounters. Critical skills needed for the successful navigation of core experiences are outlined below, and are referred to as technical standards.

1.3 Graduates of the Masters of Physician Assistant Program (MPAS) are awarded their degree from the Faculty of Graduate Studies and must meet the CPSM Physician Assistant requirements to practise in Manitoba. Prospective candidates should be aware that all categories of skills and abilities are evaluated in timed simulations of patient encounters.

1.4 On occasion, reasonable accommodations may be required by individual candidates to meet these technical standards. Requests for University-provided accommodations will be granted if the requests are reasonable, do not cause a fundamental alteration of the medical education program, do not cause an undue hardship on the University, are consistent with the standards of the medical profession, and are recommended by Student Accessibility Services of the University of Manitoba. The Max Rady College of Medicine is required to follow the Accessibility Policy and Student Accessibility Procedure.


2. POLICY STATEMENTS

2.1 All students must have the following essential skills and abilities (“Technical Standards”):

Observation and Perception Skills: A student must be able to acquire required information as presented through demonstrations and experiences in the basic sciences. The student must also participate progressively in patient encounters and observe a patient accurately and acquire relevant health and medical information from written and electronic documents, images, and digital or analog representations of physiologic data. The required observation and information acquisition and analysis necessitate the functional use of visual, auditory and somatic sensation. Candidates may demonstrate the ability to acquire essential observational information with or without accommodation that may include the use of assistive technology.

Communication Skills: In the course of study for the MD and MPAS degree the student must be able to progressively create rapport and develop therapeutic relationships with patients and their families, and establish effective communication with all members of the medical school community and healthcare teams. A student must be able to effectively elicit and clarify information from individuals and groups of individuals. A student must also be able to progressively acquire the ability to coherently summarize and effectively communicate a patient’s condition and management plan verbally, and in written and electronic form. Candidates may demonstrate effective communication with patients and teams with or without accommodation that may include the use of assistive technology.

Motor Skills: A student must possess sufficient motor function to develop the skills required to safely perform a physical examination on a patient, including palpation, auscultation, percussion, and other diagnostic maneuvers. The examination must be done independently and competently in a timely fashion. Such actions may require coordination of both gross and fine muscular movements, equilibrium, and functional use of the senses of touch. A student must be able to execute motor movements reasonably required to attain the skills necessary to perform diagnostic procedures, and provide general and emergency medical care to patients in outpatient, inpatient and surgical venues. Candidates may demonstrate the ability to complete and interpret physical findings with or without accommodation that may include the use of assistive technology.

Intellectual-Conceptual and Integrative Skills: A student must demonstrate higher- level cognitive abilities necessary to measure, calculate, and reason in order to conceptualize, analyze, integrate and synthesize information. In addition, the student must be able to comprehend dimensional and visual-spatial relationships. All of these problem-solving activities must be achieved progressively in a timely fashion. These skills must contribute to sound judgment based upon clinical and ethical reasoning.

Behavioural Attributes, Social Skills and Professional Expectations: A student must consistently display integrity, honesty, empathy, compassion, fairness, respect for others, professionalism, and dedication. Students must take responsibility for themselves and their behaviours. The student must promptly complete all assignments and responsibilities attendant not only to the study of medicine, but also to the diagnosis and care of patients. It is essential that a student progressively develop mature, sensitive and effective relationships with patients and their families, all members of the medical school community, and healthcare teams. The student must be able to tolerate the physical, emotional, and mental demands of the program and function effectively under stress. It is necessary to adapt to changing environments, and function in the face of uncertainties that are inherent in the care of patients. A student must care for all individuals in a respectful and effective manner regardless of gender, age, race, sexual orientation, religion, or any other protected status identified in the University of Manitoba Respectful Work and Learning Environment Policy.

2.2 All applicants to the undergraduate program of the Max Rady College of Medicine and the MPAS program are required to review this document to assess their ability to meet these standards. All applicants offered admission will be required to acknowledge such review and assessment.

2.3 Any candidate for the MD degree or MPAS degree who cannot attain the required skills and abilities through their course of study may be requested to withdraw from the program.

2.4 Students requesting accommodation shall register with Student Accessibility Services and follow the process in accordance with the University of Manitoba Student Accessibility Procedure. The Max Rady College of Medicine will consider each Student’s accommodation request in accordance with the University of Manitoba Student Accessibility Procedure. Given the clinical nature of our programs, additional time may be needed to implement accommodations. Accommodations are never retroactive; therefore, timely requests are essential and encouraged.

2.5 Students are expected to complete the MD degree within four years. Students may request an extension of time within which to complete the MD program; such requests are considered on a case-by-case basis. Students should refer to the UGME Promotion and Failure Policy for guidance. The MPAS degree requirements are identified in the MPAS Supplemental Regulations.

2.6 Regulations are issued from time to time by the Medical Council of Canada regarding the accommodation of candidates undertaking examinations as a component of eligibility for licensure: such regulations are supplemental to general information available to all candidates. Accordingly students are encouraged to contact the Medical Council of Canada regarding accommodations for disability.


3. REFERENCES

3.1 This policy document is guided by the following AAMC documents including:

  • Special Advisory Panel on Technical Standards for Medical School Admission. 1979.
  • Medical Students with Disabilities: A Generation of Practice. 2005.
  • Accessibility, Inclusion, and Action in Medical Education Lived Experiences of Learners and Physicians with Disabilities. March 2018.

3.2 The following documents have been reviewed in the creation of this policy:

  • The Council of Ontario Faculties of Medicine (COFM) Policy Document: Essential Skills and Abilities Required for Entry to a Medical Degree Program. October 2016.
  • The University of Michigan Medical School Technical Standards 2016
  • Medical Schools’ Willingness to Accommodate Medical Students with Sensory and Physical Disabilities: Ethical Foundations of a Functional Challenge to “Organic” Technical Standards. McKee M et al.

3.3 Medical Council of Canada

3.4 Student Accessibility Services

3.5 The University of Manitoba Accessibility Policy

3.6 The University of Manitoba Student Accessibility Procedure

3.7 UGME Promotion and Failure Policy


4. POLICY CONTACT

Please contact the Associate Dean, Undergraduate Medical Education or the Director, Master of Physician Assistant Studies with any questions respecting this policy.


APPENDIX

Acknowledgment of technical standards and accessibility policy (.pdf)

 

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Formative assessment

Policy name Formative assessment
Application and scope Year I to Year IV undergraduate medical education students
Approved date January 2023
Review date May 2022
Revised date January 2028
Approved by Senate Executive


 

1. PURPOSE

To ensure that students have an opportunity to participate in formative assessment experiences in each course or rotation and receive feedback on performance. In preparation for the summative evaluations administered at the end of each course and rotation according to the University of Manitoba’s Final Examination and Final Grades policy and procedures.


2. DEFINITIONS

2.1 Pre-Clerkship – Year I and Year II of the UGME program

2.2 Clerkship – Year III and Year IV of the UGME program.

2.3 Course– An educational unit, which covers a single topic or a small section of broad topics and is studied for a given period, which counts towards the completion of the M.D. degree.

2.4 Rotation – A unit of clinical work in Clerkship.

2.5 Formative Assessment – An assessment designed to provide feedback to students to improve performance. It may consist of multiple-choice, short answers, or assignments that in some cases may be used in assessing summative progress in a course.

2.6 Midpoint In-Training Evaluation Report (MITER) – This is a formative assessment report completed by the student and reviewed by the preceptor. It is electronically distributed at the start of each core rotation that is at least four (4) weeks duration and must be completed and submitted electronically. This must include a narrative description of the medical student’s performance.

2.7 Formative-OSCE-type Examination (FOSCE) – A Formative Objective Structured Clinical Examination used to assess the clinical skills of students.

2.8 The Pre-Clerkship Student Evaluation Committee and Clerkship Student Evaluation Committee(s) (PSEC/CSEC) - Are responsible for the development and approval of assessment policies and rules. As well as the overall management and administration of examination questions and the review and evaluation of results and recommendations to the Progress Committee for approval.
 
2.9 Longitudinal Integrated Clerkship— Takes all of the components of the current Clerkship program and disperses them over an academic year allowing students to follow the course of study.


3. POLICY STATEMENTS

3.1 In the first week of each course/module within the Pre-Clerkship and Clerkship rotation, students will be informed of the format, date, and time of each formative assessment.

3.2 Formative feedback will be provided to all students at least every six weeks in longitudinal year-long courses.

3.3 For shorter Pre-Clerkship courses, one or more formative assessments may be developed and administered for each course in the Pre-Clerkship program at the discretion of the course leader.

3.4 A FOSCE will be developed, organized and administered to Year I students before completion of the Year I program.

3.5 A MITER will be completed by each student for each Clerkship rotation of four (4) weeks or more duration.

3.6 The Director of Clerkship or designate will review each student’s completed MITER in a timely and efficient manner.

3.7 Students enrolled in the Longitudinal Integrated Clerkship must receive formative assessment feedback at least every six weeks.

3.8 This policy will be reviewed every five years following the approval date.


4. PROCEDURES

RESPONSIBILITIES OF THE STUDENT

4.1 Take each opportunity to participate in the course formative assessments at the Pre- Clerkship level.

4.2 Take each opportunity to discuss the results of each course’s formative assessment at a time set by the course leader.

4.3 Participate in each opportunity to prepare for the FOSCEs.

4.4 Participate in the FOSCEs at the designated time and under the designated conditions.

4.5 Complete MITERs as required and participate in the meeting to address the information submitted in the MITER.

4.6 Actively engage in addressing deficiencies in knowledge and experience identified through the formative assessment process in the Pre-Clerkship and Clerkship programs.
 
RESPONSIBILITIES OF COURSE LEADERS

4.7 Inform students of the number, types, and dates of formative assessments.

4.8 Inform the course assistant of the times and dates of formative assessments.

4.9 Develop a bank of formative assessment questions.

4.10 Ensure that the course assistant has a copy of the bank of formative assessment questions for the course if administrative assistance is required in administering formative assessments.

4.11 Choose formative assessment questions for each assessment and provide them to the course assistant at least two (2) weeks before the scheduled assessment.

4.12 Ensure each formative assessment is administered on the specified date and time.

4.13 Provide students with written or oral feedback on their performance on each formative assessment as appropriate.

RESPONSIBILITIES OF THE DIRECTOR OF EVALUATION

4.14 Identify the date and time of the FOSCEs.

4.15 Inform the Administrator of Pre-Clerkship and the Assistant to the Administrator of the Evaluation of the date and time of the FOSCEs in support of scheduling.

4.16 Develop cases for the FOSCE.

4.17 Oversee the execution of the FOSCE in collaboration with the Assistant to the Administrator of Evaluation and CLSP personnel.

4.18 Ensure the FOSCE is corrected according to the requirements of the Examination Results policy and procedures.

4.19 Ensure each student receives feedback on his/her performance on the FOSCEs.

RESPONSIBILITY OF THE CLERKSHIP DIRECTORS

4.20 Meet with each student at the midpoint of the rotation, if applicable, to review the MITER and identify ways the student can address areas of concern.

RESPONSIBILITY OF THE DIRECTORS OF PRE-CLERKSHIP, CLERKSHIP, AND EVALUATION

4.21 Work collaboratively to ensure each course leader, the Administrator of Evaluation, and the Directors of Pre-Clerkship, Clerkship, and Evaluation are aware of their responsibilities related to formative assessments.

RESPONSIBILITY OF THE ADMINISTRATOR OF PRE-CLERKSHIP

4.22 Ensure the scheduled formative assessments are included in the schedule for each course.
 
RESPONSIBILITIES OF COURSE ASSISTANTS

4.23 Prepare formative assessments under the direction of the course leader as required.

4.24 Score and report the results for formative assessments for the course director as required.

ASSISTANT TO THE ADMINISTRATOR OF EVALUATION

4.25 Organize the FOSCE under the direction of the Administrator of Evaluation and with CLSP personnel as required.

4.26 Support the Administrator of Evaluation with the scoring and distribution of results of the FOSCEs according to the requirements of the Examination Results policy and procedures.
 


5. REFERENCES

5.1 Shute, V. (2008). Focus on Formative Feedback. Review of Education. Research. 78 (1), 154-189

5.2 University of Manitoba Examination Policy and Procedures

5.3 UGME Policy and Procedures - Examination Results

5.4 UGME Policy and Procedures - Midpoint In-Training Evaluation and Final In-Training Evaluation Preparation, Distribution and Completion and Essential Clinical Presentation Preparation, Distribution, Audit, and Remediation

5.5 UGME Policy and Procedures – Communicating Methods of Evaluation in the Undergraduate Medical Education Program.

5.6 UGME Policy and Procedures – Deferred Examination

5.7 UGME Policy and Procedures – Supplemental Examinations

5.8 UGME Policy and Procedures – Promotion and Failure

5.9 UGME Policy and Procedures - Accommodation for Undergraduate Medical Students with Disabilities

5.10 University of Manitoba – Final Examination and Final Grades Policy

5.11 University of Manitoba – Deferred and Supplemental Examinations Procedures

5.12 University of Manitoba – Final Examination Procedures

5.13 University of Manitoba – Final Grades Procedures


6. POLICY CONTACT

Director, Evaluation

Forward feeding clerkship summative evaluation information

Policy name Forward feeding clerkship summative evaluation information
Application and scope Year III and Year IV medical students; clinical preceptors/clerkship, directors/designates
Approved date May 2022
Review date June 2027
Revised date May 2021
Approved by Senate, June 2022

1. PURPOSE

To set out a process for student evaluation data to be fed forward to subsequent course directors to facilitate targeted academic assistance.


2. DEFINITIONS

2.1 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training which documents the full range of competencies (knowledge, skills, and attitudes) required of a physician. This is electronically distributed at the start of each rotation and must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance.

2.2 Forward Feeding – Sharing summative evaluation information from a rotation the student has completed with the Clerkship Director for a rotation or rotations to which the student is scheduled in the future.

2.3 Clerkship Student Evaluation Committee (CSEC) – Is responsible for the development and approval of assessment policies and rules. Responsible for the overall management, and administration of examination questions. The review and evaluation of results provide a basis for recommendations to be approved by the Progress Committee.


3. POLICY STATEMENTS

3.1 Forward Feeding may only occur respecting a student who has failed a FITER or has received two or more borderline passes on FITERs.

3.2 CSEC discusses and votes on Forward Feeding and then the Chair, CSEC brings the vote results to the Progress Committee for discussion and decision.

3.3 Progress Committee makes a final decision on Forward Feeding student summative evaluation information from one rotation to another rotation.

3.4 Progress Committee’s decisions on Forward Feeding may include:

  • The number of rotations for which summative evaluation information will be Forward Fed.
  • The areas of concern that will be Forward Fed; and general recommendations for remediation. 

Progress Committee makes decisions on Forward Feeding student summative evaluation information on a case-by-case basis.

3.5 Each student, for whom a decision is made to Forward Feed summative evaluation information, will be notified of such a decision. In these instances, students retain the right to view the completed Forward Feeding Reports and any personal information contained therein. Each student for whom a decision is made to Forward Feed will be notified at the time of this action.

3.6 The Director, Student Assessment or designate is responsible for Forward Feeding the approved summative evaluation information to the Clerkship Director for the next clinical rotation to which the student is assigned.


4. PROCEDURES

RESPONSIBILITIES OF THE STUDENT

4.1 Complete the Midpoint In-Training Evaluation Report (MITER).

4.2 Participate in the midpoint meeting with faculty.

4.3 Seek support to improve academic success when presented with evaluation information that indicates there are academic concerns i.e. Student Affairs, Faculty of Medicine; Student Accessibility Services, University of Manitoba.

4.4 Participate in the Final In-Training Evaluation Report (FITER) meeting.

4.5    Actively engage in addressing identified deficiencies that are Forward Fed.

RESPONSIBILITIES OF CLERKSHIP DIRECTOR

4.6 Monitor student progress throughout the rotation, ensuring the Midpoint In-Training Evaluation (MITER) meeting of the preceptor and student takes place.

4.7 Complete the Final In-Training Evaluation Report (FITER) identifying all areas of concern.

4.8 Inform the Director, Clerkship Curriculum, and Chair, CSEC that Forward Feeding must be considered within 2 working days of finalizing the FITER. In the case of shorter rotations that do not use a FITER for evaluation, this notification must occur within 2 working days of the end of the rotation.

4.9 Inform the student in question that a request to Forward Feed summative information has been made.

4.10 Participate in discussion and voting at CSEC with respect to Forward Feeding of summative evaluation information on the identified student(s).

4.11 Distribute any information that has been Forward Fed from the previous rotation to the relevant faculty.

4.12 Review the academic progress reports of students whose summative evaluations have been Forward Fed, and report outcomes of remediation to CSEC.

RESPONSIBILITY OF MEMBERS OF CSEC

4.13 Participate in the discussion and vote at CSEC with respect to each situation presented related to Forward Feeding of summative evaluation information.
 
RESPONSIBILITIES OF CHAIR, CSEC

4.14 Ensure that all relevant information is available for CSEC member discussion and voting.

4.15 Oversee the CSEC voting process. This may occur electronically.

4.16 Bring the decision of CSEC to the attention of the Director, Evaluation/Chair, and Progress Committee within 3 working days after a vote by CSEC.

4.17 Participate in the discussion at the Progress Committee with respect to each situation presented and related to Forward Feeding of summative evaluation information

RESPONSIBILITIES OF MEMBERS OF THE PROGRESS COMMITTEE

4.18 Participate in the discussion and vote at the Progress Committee with respect to each situation presented and related to Forward Feeding of summative evaluation information.

4.19 Render a decision on the request to Forward Feed within three working days of receipt of this request.

RESPONSIBILITIES OF THE DIRECTOR OF STUDENT ASSESSMENT/CHAIR, PROGRESS COMMITTEE

4.20 Organize a Progress Committee meeting to discuss the CSEC results. This may occur electronically.

4.21 Ensure that all relevant summative evaluation information is available for Progress Committee member discussion and voting.

4.22 Oversee the Progress Committee voting process.

4.23 Forward Feed the summative evaluation information, as indicated by the Progress Committee to the clerkship director of the next scheduled rotation, within three working days of the Progress Committee vote.

4.24 Inform the student in question of the decision of the Progress Committee.

4.25 Review the FITER from the next scheduled rotation with the Progress Committee, in order to determine if identified deficiencies have been remediated and if further Forward Feeding is required.

RESPONSIBILITIES OF EVALUATION PERSONNEL

4.26 Ensure that all FITER information is recorded in a timely manner and in accordance with other UGME policies related to Student Evaluation.

4.27 Maintain the database that tracks summative evaluation information.

4.28 Inform the Director, and Progress Committee of cases where a student has two borderline passes on FITERs.

4.29 Provide support to the Chair, CSEC, the Director of Evaluation/Chair, and the Progress Committee in their work of preparing for meetings that involve discussion and voting on student summative evaluation information and preparing and distributing documents when committee decisions are made.


5. REFERENCES

5.1 UGME Policy and Procedures - Midpoint In-Training Evaluation & Final In-Training Evaluation Preparation, Distribution and Completion and Essential Clinical Presentations Preparation, Distribution, Audit, and Remediation

5.2 UGME Policy and Procedures – Remediation

5.3 Frellsen SL, Baker EA, Papp KK, Durning SJ. Medical school policies regarding struggling medical students during the internal medicine clerkships: results of a national survey. Acad Med 2008 Sep;83(9):876-81.

5.4 Cleary L. "Forward feeding" about students' progress: the case for longitudinal, progressive, and shared assessment of medical students. Acad Med 2008 Sep;83(9):800.


6. POLICY CONTACT

Director, Evaluation

Midpoint In-Training Evaluation (MITER) and Final In-Training Evaluation (FITER)

Policy name Midpoint In-Training Evaluation (MITER) and Final In-Training Evaluation (FITER) Preparation, Distribution and Completion and Essential Clinical Presentation (ECP) Preparation, Distribution, Audit, and Remediation
Application and scope Year III and Year IV medical students; clinical preceptors/clerkship directors/designates
Approved date May 2020
Review date February 2025
Revised date February 2020
Approved by Progress Committee (August 2019); College Executive Council (January 2020); Senate Committee on Instruction and Evaluation (February 2020); Senate (May 2020)

1. PURPOSE

To outline the process for providing accurate and timely feedback to students and for gathering data that supports the continued development of a high quality educational program.


2. DEFINITIONS

2.1 Clerkship – Year III and Year IV of the UGME program.

2.2 Essential Clinical Presentations (ECP) – Are Rotation-specific experiences that define the types of patients and clinical conditions that students must encounter, the appropriate clinical setting of the educational experience(s), and the expected level of student responsibility, which must be part of each particular rotation. This listing of presentations is distributed in electronic format at the start of each core rotation and must be completed electronically.

2.3 Midpoint In-Training Evaluation Report (MITER) – A formative assessment report completed by the student, and then reviewed by the preceptor. Distributed at the start of each core rotation that is at least four (4) weeks duration, the MITER must be completed and submitted electronically. This must include a narrative description of medical student performance

2.4 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training which demonstrates the full range of competencies (knowledge, skills and attitudes) required of a physician. Electronically distributed at the start of each rotation, FITERs must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance.

2.5 FITER Approval Confirmation and ECP Remediation Completion (FACERC) - The FITER Approval Confirmation and ECP Remediation Completion survey.

2.6 Clerkship Student Evaluation Committee (CSEC) – Is responsible for the development and approval of assessment policies and rules. Responsible for the overall management and administration of assessments/examination questions and the review and evaluation of results and their recommendation to Progress Committee for approval.

2.7 Working Day – A day when the University of Manitoba is open for regular business.


3. POLICY STATEMENTS

3.1 Each student involved in a core rotation is responsible for completing all rotation specific ECPs, completing a MITER, where applicable, participating in meeting(s) related to the MITER, FITER and ECP, completing the student component of the FITER and completing the ECP remediation plan, as well as a remedial rotation based on a FITER failure, if required.

3.2 Each Clerkship Director/Designate is responsible for meeting with each student with respect to the MITER (if required), completing a FITER for each student, and meeting with each student to discuss his/her evaluation prior to the completion of the rotation.

3.2.1 For FITERs that demonstrate either a fail or a borderline pass, notification of the FITER must occur within five working days of completion of the rotation.

3.2.2 Electronic submission of all FITERs must occur within six weeks of completion of the rotation.

3.3 Each Clerkship Director/Designate is responsible for auditing each assigned student’s ECPs throughout the core rotation to identify gaps in learning, organizing a remediation plan to address the learning gaps and ensuring the student completes the remediation.

3.4 Each Clerkship Director/Designate is responsible for developing a standard list of strategies that can be used in ECP remediation plans.

3.5 Each student must complete all assigned ECP remediations by the date of submission of the Official Graduand list (no later than the College Executive Council session scheduled in early to mid-April of the academic year). Failure to meet this deadline will result in a delay of graduation.

3.6 This policy and its procedures will be on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF THE STUDENTS

4.1 Track all learning experiences related to the ECP throughout each core rotation.

4.2 Complete the MITER (if required) prior to the midpoint of the rotation and submit it for viewing by the Clerkship Director/Designate.

4.3 Attend scheduled meetings with Clerkship Director/Designate to discuss the MITER, the FITER, and any learning gaps related to the ECP.

4.4 Ensure the rotation evaluation is completed no later than the last day of the rotation to initiate release of the FITER for the student’s personal file.

4.5 Ensure the ECP is submitted no later than the end of the day on the last day of the rotation.

4.6 Complete the student component of the FITER within one (1) working day of receiving the FITER from the Clerkship Director/Designate.

4.7 Ensure any ECP remediation is completed as directed by the Clerkship Director/Designate within nineteen (19) working days from the end of the rotation.

RESPONSIBILITIES OF THE CLERKSHIP DIRECTOR/DESIGNATE

4.8 Audit each assigned student’s ECP throughout the core rotation.

4.9 Meet with each student at the midpoint of the rotation, if applicable, to review the MITER and discuss the ECP with the student.

4.10 Organize a plan for remediation of ECP if gaps in learning are identified at the midpoint of the rotation.

4.11 Examine each student’s ECP before the rotation is complete and state on the FITER the plan for ECP remediation if gaps in learning experiences are identified.

4.12 Complete a FITER for each assigned student as per policy statement 3.2. This may require coordination of input from multiple preceptors.

4.13 Meet with each student to discuss the FITER and to discuss the ECP remediation plan if one is required.

4.14 Ensure the student completes the remediation plan within fifteen (15) working days of the end of the rotation.

4.15 Within nineteen (19) days of the end of the rotation submit the FACERC Survey to the Administrator, Clerkship.

4.16 Develop a standard list of strategies that can be incorporated into a remediation plan.

RESPONSIBILITIES OF THE ADMINISTRATOR, CLERKSHIP/ADMINISTRATOR EVALUATIONS CLERKSHIP PRIOR TO THE START OF EACH CORE ROTATION

4.17 Prepare the electronic ECP, MITER, FITER and rotation evaluation in accordance with each core rotation requirements.

4.18 Prepare the electronic ECP remediation reflection for each department.

4.19 Inform the Department Assistant, where appropriate, for each rotation that the electronic documents are ready.

ESSENTIAL CLINICAL PRESENTATIONS - ECPS

4.20 Send students a reminder e-mail two (2) days before the rotation ends informing them that they are required to complete and submit the ECP on the last day of the rotation.

4.21 Generate and print the ECP Gap Report on the morning of the second day of the new rotation.

4.22 Within five (5) working days:

  • Cross reference the ECP Gap Report with the completed FITERs.
  • Create and distribute the ECP Gap Notification letter to the Clerkship Directors and Department Assistants indicating where required that the FITERs have not yet submitted.
  • Notify Clerkship Directors and Department Assistants who have no ECP gaps.

ROTATION EVALUATION

4.23 Send students a reminder e-mail two (2) prior to a rotation ending, informing them that they are required to complete and submit the rotation evaluation on the last day of the rotation.

MITER

4.24 Send a template reminder e-mail to students, Clerkship Directors and Assistants two (2) working days prior to the midpoint of the rotation for all rotations that have a MITER.

4.25 Run the MITER Status Report five (5) working days after the midpoint of the rotation and distribute it to the Clerkship Directors and Department Assistants for action.

4.26 Prior to the end of the rotation, send a report identifying outstanding MITERs to Clerkship Directors, Department Assistants, Director, Clerkship Curriculum and Director, UGME Curriculum.

FITER

4.27 Send a template reminder e-mail to Clerkship Directors, Department Assistants and students five (5) working days prior to the end of the rotation.

4.28 Run the FITER Status Report one (1) working day and five (5) working days into the new rotation and distribute each to the Clerkship Directors and the Department Assistants for action.

FACERC SURVEY

4.29 In the ECP Gap Notification, identify the date for completion of the FACERC Survey.

Ensure every rotation is notified of requirement to complete the FACERC irrespective of ECP gaps. FACERC completion is nineteen (19) working days into the current rotation.

4.30 Send a reminder e-mail to Clerkship Directors and Department Assistants five (5) working days prior to the required completion date of the FACERC.

4.31 On the required FACERC completion date, check to see that all FACERC have been submitted.

4.32 Immediately inform the Clerkship Director and Department Assistant for any departments where the required FACERC has not been submitted on the required date.

4.33 Prior to the end of the current rotation, provide Clerkship Directors, Department Assistants, Director, Clerkship Curriculum and Director, UGME Curriculum the following information related to the previous rotation:

  • The status of FACERC completion

RESPONSIBILITIES OF THE DEPARTMENT ASSISTANT

4.34 At the beginning of each rotation, organize the electronic distribution of:

  • The ECP, MITER (if applicable), FITER (view only access), and rotation evaluation to each student.
  • The FITER, MIITER (if applicable and view only) and ECP (view only) to each Clerkship Director/Designate.

4.35 Audit the completion of MITERs at the midpoint of the rotation and remind each Clerkship Director/Designate of his/her responsibility to meet with the assigned student(s).

4.36 Audit the completion of FITERs and remind each Clerkship Director/Designate of his/her responsibility to meet with the assigned student(s) prior to the end of the rotation.

4.37 Audit the student submission of ECPs and email any student(s) who has not submitted their ECP progress ensuring that all ECPs are submitted by the end of the day on the final day of the rotation.

4.38 If notified by the UGME office that inconsistencies exist between the ECP Gap Report and FITERs, have the Clerkship Director/Designate indicate the appropriate ECP remedial plan on the FITER and resubmit the FITER.

4.39 Upon completion of all of the above, ensure the Clerkship Director/Designate submits the FACERC to close the period. The deadline for submission is nineteen (19) working days into the current rotation.


5. REFERENCE

5.1 UGME Policy and Procedures - Program Evaluation

5.2 UGME Policy and Procedures – Communicating Methods of Evaluation in the Undergraduate Medical Education Program

5.3 UGME Policy and Procedures – Promotion and Failure

5.4 UGME Policy and Procedures – Formative Assessment


6. POLICY CONTACT

Please contact the Director, Evaluations with questions respecting this policy.

Narrative assessment

Policy name Narrative assessment
Application and scope Year I to year IV undergraduate medical education students
Approved date January 2023
Review date June 2022
Revised date January 2028
Approved by Senate

1. PURPOSE

To ensure that students receive written narrative feedback on their performance related to the CanMEDS competencies (professional, communicator, collaborator, leader, health advocate, and scholar).


2. DEFINITIONS

2.1 Pre-Clerkship – Year I and Year II of the UGME program

2.2 Clerkship – Year III and Year IV of the UGME program.

2.3 Course– An educational unit which covers a single topic or a small series of broad topics and is studied for a given period of time which counts towards the completion of the M.D. degree.

2.4 Rotation – A unit of clinical work in Clerkship.

2.5 Formative Assessment – An assessment designed to provide feedback to students to improve performance. May consist of multiple choice, short answers, or assignments which in some cases may be used in assessing summative progress in a course.

2.6 Midpoint In-Training Evaluation Report (MITER) – This is a formative assessment report completed by the student, and then reviewed by the preceptor. It is electronically distributed at the start of each core rotation that is of at least four (4) weeks duration and must be completed and submitted electronically.

2.7 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training which demonstrates the full range of competencies (knowledge, skills and attitudes) required of a physician. Electronically distributed at the start of each rotation, FITERs must be completed and submitted electronically at the end of the rotation. This should include a narrative description of medical student performance.

2.8 Formative-OSCE-type Examination (FOSCE) – A formative Objective Structured Clinical Examination used to assess the clinical skills of students.

2.9 Medical Student Performance Report (MSPR) – An institutional assessment considered a component of a student’s academic record and thus, will be made available for student review. Students will be permitted to correct factual errors on the MSPR. Students are encouraged when required to engage Student Affairs in supporting advocacy efforts in addressing perceived MSPR discrepancies.


3. POLICY STATEMENTS


3.1 Core clinical and elective rotations are assessed by a FITER. Written narrative feedback of student performance must be provided on the FITER.

3.2 Core clinical and elective rotations that are assessed via MITER (rotations with a duration of four weeks or longer) will include written narrative feedback of student performance when a preceptor does not agree with a student’s self-evaluation.

3.3 Courses that are not assessed via MITER and/or FITER (Pre-Clerkship or Clerkship) will include written narrative feedback of student performance, as appropriate. This includes the following:

  • Courses that involve small group teaching, wherein the duration of contact time between preceptor and student is sufficient for the preceptor to develop a meaningful impression of student performance
  • Courses that involve students being assessed via written assignments
  • Courses that involve students being assessed via oral presentations
  • Courses that involve students being assessed by OSCE

3.4 Narrative assessment must include feedback as they relate to the CanMEDS competencies (professional, communicator, collaborator, leader, health advocate, and scholar).

3.5 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES – Pre-Clerkship

RESPONSIBILITIES OF THE STUDENT

RESPONSIBILITIES OF THE STUDENT

4.1 Participate in the course formative assessments at the Pre-Clerkship level.

4.2 Prepare for FOSCEs, OSCEs and CCE examinations.

4.3 Participate in FOSCEs, OSCEs and CCE at the designated time and under the designated conditions.

4.4 Review the written feedback provided.

4.5 Actively engage in addressing deficiencies in knowledge and experience identified through the formative assessment process in the Pre-Clerkship programs.

RESPONSIBILITIES OF COURSE LEADERS

4.6 Provide students with written narrative feedback on their performance on each formative assessment as appropriate.

RESPONSIBILITIES OF THE COORDINATOR, OSCE-type Examinations

4.7 Ensure each student receives written narrative feedback on his/her performance on clinical examinations.
 
RESPONSIBILITIES OF THE ASSISTANT TO ADMINISTRATORS, EVALUATION AND THE ADMINISTRATOR, EVALUATIONS (PRE-CLERKSHIP)

4.8 Organize clinical examinations under the direction of the Coordinator, OSCE-type Examinations and with CLSF personnel as required.

4.9 Support the Coordinator, OSCE-type Evaluations with the scoring and distribution of results of clinical examinations in accordance with the requirements of the Examination Results Policy and Procedures.


5. PROCEDURES - Clerkship


RESPONSIBILITIES OF THE STUDENT

5.1 Participate in the MITER process and complete a self-evaluation at the midpoint of the clinical rotation.

5.2 Review the MITER completed by the preceptor that contains a narrative    assessment.

5.3 Participate in a meeting with the preceptor to address the information submitted in the self-evaluation.

5.4 Participate    in the formative assessment at the end of the clinical rotation.

5.5 Review the end of clinical rotation evaluation which includes a narrative assessment provided by the preceptor and completes the student component of the FITER.

5.5.1 If the student does not agree with the evaluation, the student will provide a rationale for their reasoning when completing the student component of the FITER.

5.6 Actively engage in addressing deficiencies in knowledge and experience identified through both the MITER process and the formative assessment process in the Clerkship programs.

RESPONSIBILITIES OF THE PRECEPTOR

5.7 Review and audit each assigned student’s logbook throughout the rotation.

5.8 Meet with each assigned student at the mid-point of the rotation, if applicable, to review the MITER

5.9 Meet with each student at the midpoint of the rotation, if applicable, to review the MITER and identify ways the student can address areas of concern.

5.10 Organize a plan for remediation if gaps in learning are identified at the mid-point of the rotation.

5.11 Examine each assigned student’s logbook before the rotation is complete and state on the FITER the plan for remediation if gaps in learning experiences are identified.

5.12 For FITERS that demonstrate either a fail or a borderline pass, notification of the FITER assessment must occur within five (5) working days of completion of the rotation. Electronic submission of all FITERS must occur within six (6) weeks of completion of the rotation.
 
5.13 Meet with each assigned student at the end of the rotation to discuss the content of the evaluation.

5.14 Where a concern in narrative content is raised by a student, review to resolve/explain the reasoning.

RESPONSIBILITY OF DIRECTOR OF CLERKSHIP, AND DIRECTOR OF EVALUATION

5.15 Work collaboratively to ensure each Director is aware of his/her responsibilities related to narrative assessments.

RESPONSIBILITY OF ASSOCIATE DEAN OF UGME

5.16 Resolve issues related to content in individual student MSPRs throughout the completion process.

RESPONSIBILITY OF THE ADMINISTRATOR OF CLERKSHIP

5.17 MITER process

5.17.1 At the midpoint of each core rotation run the Workflow Status Report in the Curriculum Management System for each discipline to identify outstanding surveys.

5.17.2 Issue reminder emails to students and preceptors where necessary. If a response is not provided escalate to Departmental Administrators and if necessary, Clerkship Directors/Designate.

5.18 Formative Assessment

5.18.1 At the end of each core clinical and elective rotation run a Workflow Status Report in the Curriculum Management System for each discipline to identify outstanding surveys.

5.19.1 Issue reminder emails to students and preceptors where necessary. If a response is not provided escalate to Departmental Administrators and if necessary, Clerkship Directors/Designate.

5.19.2 When a concern is raised by a student with regards to the narrative content of an evaluation, review the evaluation and if necessary, bring it to the attention of the preceptor.

5.19.3 When the student feels the comment is not congruent with performance or based on an unfair judgement, the student may ask the Associate Dean, UGME to review it. The Associate Dean of UGME will discuss any changes with the author of the comment.

5.19.4 In cases where the preceptor is unwilling to revise the content, inform the student accordingly.

5.19.5 In cases where the preceptor is willing to revise the content, make revisions as appropriate.
 
5.19.6 Upon compilation of a student’s Medical Student Performance Report, narrative assessment from core clinical and elective rotations will appear.


6. REFERENCES

6.1 University of Manitoba Examination Policy and Procedures

6.2 UGME Policy and Procedures - Examination Results

6.3 UGME Policy and Procedures - Midpoint In-Training Evaluation and Final In-Training Evaluation Preparation, Distribution and Completion and Essential Clinical Presentation Preparation, Distribution, Audit, and Remediation

6.4 UGME Policy and Procedures – Communicating Methods of Evaluation in the Undergraduate Medical Education Program

6.5 UGME Policy and Procedures – Promotion and Failure

6.6 University of Manitoba – Final Examination and Final Grades Policy

6.7 University of Manitoba – Deferred and Supplemental Examinations Procedures

6.8 University of Manitoba – Final Examination Procedures

6.9 University of Manitoba – Final Grades Procedures


7. POLICY CONTACT

Please contact the Director, Evaluation with questions respecting this policy.

Program evaluation

Policy name Program evaluation
Application and scope Undergraduate medical education faculty and students
Approved date August 2018
Review date August 2023
Revised date August 2018
Approved by Curriculum Executive Committee (August 2018) College Executive Council (August 2018)

1. PURPOSE

To provide Max Rady College of Medicine specific processes to ensure all components of the curriculum are evaluated in accordance with accreditation standards and to improve teaching, courses and programs.


2. DEFINITIONS

2.1 Pre-Clerkship – Year I and Year II of the UGME program.

2.2 Clerkship – Year III and Year IV of the UGME program.

2.3 Rotation – A unit of clinical work in the Clerkship component (Year III and Year IV) of the undergraduate medical education program.

2.4 Elective – An opportunity for self-education in an area of the student`s own interest.

2.5 Course – A course is the study of a particular topic within a wider subject area and is the basic building block of undergraduate medical education. A typical course includes lectures; assessment such as assignments, essays, reports, tests and exams; and either tutorials or laboratories referred to as sessions. Most courses are taught by a team of lecturers and tutors.

2.6 Session – A set period designated for teaching/learning including but not limited to a lecture, tutorial, laboratory, and clinical skills session.

2.7 Working Day – Any day, other than a Saturday, Sunday, or legal holiday on which academic business may be conducted. Max Rady College of Medicine usual workday hours are Monday through Friday 8:00 a.m. to 4:00 p.m.

2.8 Final In- Training Evaluation Report (FITER) – An evaluation report that is completed at the end of each core and elective rotation at the Clerkship level. This is electronically distributed at the start of each rotation and must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance.

2.9 Transition to Clerkship (TTC) – A module scheduled at the beginning of Year III, prior to the commencement of Core Clerkship.

2.10 Transition to Residency (TTR) – A module scheduled in Year IV after the completion of mandatory electives and CaRMS Interviews that encompasses selectives, an Evidence Based Course and Capstone Project, Advance Cardiac Life Support Course (ACLS) and Comprehensive Course Reviews in preparation for the MCCQE Pt. 1 examination.


3. POLICY STATEMENTS

3.1 Program evaluation will include evaluation of courses, sessions, instructors, primary preceptors, primary residents, and elective supervisors to ensure congruence with the program’s objectives.

3.2 Program evaluation will be conducted on a regular basis throughout each academic year.

3.3 Student involvement in Pre-Clerkship course evaluations, Clerkship Rotation evaluations and Student Elective evaluation is mandatory. In Pre-Clerkship and Clerkship, students will be provided protected instructional time to complete such evaluations.

3.4 Student non-compliance with the requirement to complete course, rotation and elective evaluations will result in a hold on final grades and/or FITERs.

3.5 All data from program evaluation, except Instructor Evaluation data for UMFA Instructors, will be shared with respective faculty, governing committees and the Manitoba Medical Student Association for analysis and review.

3.6 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES – PRE-CLERKSHIP

SESSION EVALUATION

4.1 The Session Evaluation can be completed electronically by students and/or instructors on a voluntary basis or at the request of an instructor for all sessions in any Pre-Clerkship course. The approved Session Evaluation is located within the curriculum management system and can be requested from Pre-Clerkship staff.

RESPONSIBILITIES OF PRE-CLERKSHIP ADMINISTRATORS

4.2 Ensure the approved Session Evaluation form is available to students and instructors at the beginning of each course.

4.3 Inform students and instructors that this form can be completed on a voluntary basis for any specific session within the course.

4.4 Collate session evaluation data with the course evaluation data and distribute to each respective Course Director as well as respective faculty and governing committees.

INSTRUCTOR EVALUATION

4.5 The approved instructor evaluation will be used to evaluate instructors who teach three or more lectures in a course within the Pre-Clerkship curriculum. Each class will be divided into two randomly selected groups for participation in the instructor evaluations within a course. The approved Instructor Evaluation is located within the curriculum management system and can be requested from Pre-Clerkship staff.

RESPONSIBILITY OF STUDENT

4.6 Complete electronically the assigned Instructor Evaluation(s) within the five (5) working day limit.

RESPOSIBILITY OF DEPARTMENT REPRESENTATIVES/ASSISTANTS

4.7 Enter all instructors into the curriculum management system by the first day of each course.

RESPONSIBILITIES OF ADMINISTRATORS, PRE-CLERKSHIP

4.8 Use the reporting engine to query the instructors who teach three or more lectures in a specific course.

4.9 Organize the instructors being evaluated into two groups, UMFA members and non- UMFA members.

4.10 Randomly organize each class into two groups at the beginning of the academic year.

4.11 Send an e-mail to all students in each class stating that they will be randomly selected to participate in the Instructor Evaluation process and identify the instructors who will be evaluated in the course. This e-mail will be sent within seven (7) days after the course begins.

4.12 Send an e-mail to the instructors who will be evaluated in the course stating how and why they were chosen for the Instructor Evaluation. This e-mail will be sent within 7 days after the course begins.

4.13 Ensure the Instructor Evaluation is closed after five (5) working days.

4.14 Collate all data from each Instructor Evaluation within five (5) working days after the course ends.

4.15 For instructors who are UMFA members, distribute the collated data to the instructor only within ten (10) working days of the end of the course. Prior to distribution, the Associate Dean, UGME can view the collated data.

4.16 For instructors who are non-UMFA, distribute the collated data no later than 10 working days after the end of the course, to the following individuals:

  • Instructors
  • Course Director, course specific
  • Director, Pre-Clerkship Curriculum
  • Director, UGME Curriculum
  • Associate Dean, UGME

RESPONIBILITY OF DIRECTOR, PRE-CLERKSHIP CIRRICULUM

4.17 Review and discuss the Instructor Evaluation results with individual instructors as required.

COURSE EVALUATION

4.18 The approved course evaluation will be distributed by UGME staff for each course. The evaluation may include three additional questions specific to the stated course at the request of the course leader. A sample course evaluation is is located within the curriculum management system and can be requested from Pre-Clerkship staff.

RESPONSIBILITIES OF STUDENTS (INCLUDING COURSE REPRESENTATIVES)

4.19 All students are required to complete all course evaluations within the five (5) working day limit designated for each course.

4.20 Course Representatives will participate in a one (1) hour post Course Evaluation Session with the course director.

RESPONSIBILITIES OF COURSE DIRECTORS

4.21 Provide three (3) course specific questions for inclusion in the Course Evaluation, prior to the beginning of the course. (Optional)

4.22 Review the collated data for the course in preparation for the meeting with the student course representative(s).

4.23 Participate in the one (1) hour post evaluation meeting with student reps.

4.24 Present report on course at Pre-Clerkship Curriculum Committee meeting.

4.25 Report progress on action items to the Pre-Clerkship Curriculum Committee until actions are complete.

RESPONSIBILITIES OF ADMINISTRATORS, PRE-CLERKSHIP

4.26 Coordinate and prepare the course evaluations. Include the optional three (3) course specific questions from Course Directors who provide such information.

4.27 Organize the distribution of the course evaluations with the exception of Medicine Special.

4.28 Organize the distribution of the course evaluations on the last day of the course.

4.29 Ensure course evaluations are closed after five (5) working days.

4.30 Collate all data from each course evaluation and distribute it to the Office of Educational and Faculty Development. This department analyze the data and presents their findings to the Pre-Clerkship Curriculum Committee.

RESPONSIBILITES OF THE OFFICE OF EDUCATIONAL AND FACULTY DEVELOPMENT

4.31 Analyze the data and present their findings to the Pre-Clerkship Curriculum Committee.

4.32 Prepare longitudinal data reports for UGME faculty leaders as required.

RESPONSIBILITIES OF DIRECTOR, PRE-CLERKSHIP CIRRICULUM

4.33 Report all actions developed from course evaluations to the Director, UGME Curriculum and Associate Dean, UGME through the Curriculum Executive Committee, which meets monthly.

4.34 Report the progress on action items to the Director of Curriculum on an ongoing basis to monitor implementation of the Curriculum Executive Committee approved actions.

4.35 Report decisions from Curriculum Executive Committee to Pre-Clerkship Administrators.

RESPONSIBILITIES OF ASSOCIATE DEAN, UGME

4.36 Report all changes to UGME curriculum as a result of any type of program evaluation at

Department Head meetings and Dean’s Council meetings as required.

4.37 Report all changes to UGME curriculum as a result of any type of program evaluation to

College Executive Council.


5. PROCEDURES – CLERKSHIP

TRANSITION TO CLERKSHIP (TTC)

RESPONSIBILITY OF STUDENTS (INCLUDING STUDENT REPRESENTATIVES)

5.1 Students are expected to complete the TTC evaluation on the last day. RESPONSIBILITY OF TTC DIRECTORS

5.2 Provide a meeting summary with questions and comments to the Director, Clerkship Curriculum for presentation at Clerkship Curriculum Committee meeting and TTC planning meeting.

RESPONSIBILITY OF ADMINSTRATOR, CLERKSHIP

5.3 Assist in the distribution of evaluations to students. RESPONSIBILITIES OF DIRECTOR, CLERKSHIP ACADEMIC

5.4 Ensure the TTC Evaluation written summary is presented at Clerkship Curriculum Committee meeting

5.5 Ensure the TTC Evaluation written summary is presented at the TTC planning meeting for discussion, decision(s) and action.

5.6 Report all actions developed from TTC Evaluation to the Director, Clerkship Clinical, Director, UGME Curriculum and Associate Dean, UGME through the Curriculum Executive Committee which meets on a monthly basis.

5.7 Report the progress on action items to the Director of Curriculum on an ongoing basis to monitor implementation of the Curriculum Executive Committee approved actions.

CLERKSHIP

5.8 The approved Rotation Evaluation tool is comprised of three components - General Overview, Principal Preceptor Evaluation, and Principal Resident Evaluation. A sample Rotation Evaluation is located in the curriculum management system.

RESPONSIBILITY OF STUDENTS

5.9 Complete the Rotation Evaluation electronically on the last day of the Rotation. This is required in order to receive a FITER.

RESPONSIBILITIES OF CLERKSHIP DIRECTORS

5.10 Provide, if desired, three (3) Rotation specific questions for inclusion in the General Rotation component of the Rotation Evaluation.

5.11 Review the collated data from the Rotation Evaluation on a Rotation basis.

5.12 Bring Rotation Evaluation reports to the Clerkship Curriculum Committee for discussion and possible action.

5.13 Report progress on action items to the Clerkship Curriculum Committee until actions are complete.

RESPONSIBILITIES OF ADMINISTRATORS, CLERKSHIP

5.14 Coordinate and prepare the Rotation Evaluations. Include the three (3) Rotation specific questions from the Clerkship Directors who provided such information.

5.15 Ensure the department administrative personnel have the Rotation Evaluation prior to the beginning of each period for inclusion in the Rotation workflow.

5.16 Collate all data from each Rotation Evaluation within fifteen (15) working days of the end of each Rotation and distribute as follows:

  • Clerkship Director, Rotation specific
  • Director, Clerkship Clinical
  • Director, Clerkship Academic
  • Director, UGME Curriculum
  • Associate Dean, UGME
  • Department Heads
  • Student Clerkship Representatives
  • MMSA Vice-Stick, Academic
  • Associate Dean, Students
  • Associate Dean, Professionalism & Diversity

5.17 Prepare the specific Principal Preceptor Report within fifteen (15) working days of the end of the Rotation and distribute the cumulative data after Period 8, as follows:

  • Course Director, Rotation specific
  • Director, Clerkship Clinical
  • Director, Clerkship Academic
  • Director, UGME Curriculum
  • Associate Dean, UGME
  • Department Heads, Rotation specific

5.18 Distribute the cumulative Principal Resident Reports after each period, as follows:

  • Course Director, Rotation specific
  • Director, Clerkship Clinical
  • Director, Clerkship Academic
  • Director, UGME Curriculum
  • Associate Dean, UGME
  • Department Heads, Rotation specific

RESPONSIBILITIES OF DIRECTOR, CLERKSHIP CLINICAL AND DIRECTOR, UGME CURRICULUM

5.19 Review all Rotation Evaluation data after each Rotation for discussion and action through the Curriculum Executive Committee.

5.20 Review longitudinal specific Principal Preceptor Report and Principal Resident Report data for discussion and action through the Curriculum Executive Committee.

RESPONSIBILITIES OF ASSOCIATE DEAN, PGME AND PROGRAM DIRECTORS, PGME

5.21 Review longitudinal specific Principal Resident Report data provided on a cumulative basis for discussion and action.

5.22 Report decisions from review of Principal Resident data to the Associate Dean, UGME on an annual basis.

RESPONSIBILITIES OF ASSOCIATE DEAN, UGME

5.23 Report all changes to UGME curriculum as a result of any type of program evaluation at Department Head meetings and Dean’s Council meetings as required.

5.24 Report all changes to UGME curriculum as a result of any type of program evaluation to College Executive Council.

ELECTIVES

RESPONSIBILITY OF STUDENTS

5.25 Complete the Student Elective Evaluation Form electronically by the last day of the

Elective. This is required in order to receive a FITER.

RESPONSIBILITIES OF DIRECTOR, ELECTIVES

5.26 Review the collated data from the Student Elective Evaluation Forms as necessary.

5.27 Bring Student Elective Evaluation Form reports, as necessary, to the Clerkship

Curriculum Committee for discussion and possible action.

5.28 Report progress on action items to the Clerkship Curriculum Committee until actions are complete.

RESPONSIBILITIES OF ADMINISTRATOR, ELECTIVES AND ADMINISTRATOR, EVALUATIONS, CLERKSHIP

5.29 Coordinate and prepare the Student Elective Evaluation Form and Preceptor Evaluation Form.

5.30 Ensure the department administrative personnel have access to the evaluation forms prior to the beginning of each Elective period for inclusion in the Elective workflow.

5.31 Collate all data from the Student Elective Evaluation Form within fifteen (15) working days of the end of each Elective period and distribute the Director, Electives.


6. REFERENCES

6.1 University of Manitoba – University of Manitoba Faculty Association 2010-2013 Collective Agreement.


7. POLICY CONTACT

Please contact Director, UGME Curriculum with questions respecting this policy.

Promotion and failure

Policy name Promotion and failure
Application and scope Undergraduate Medical Education students
Approved date August 2020
Review date June 2025
Revised date August 2021
Approved by Progress Committee (June 2020); College Executive Council (July 2020); Academic Advisory Subcommittee (July 2020); Senate (August 2020)

1. PURPOSE

To set out the process for promotion and failure of Undergraduate Medical Education (UGME) students, which complements extant University of Manitoba Examination and Final Grades policy and related procedures.


2. DEFINITIONS

2.1 Pre-Clerkship – Year I and Year II of the UGME program

2.2 Clerkship – Year III and Year IV of the UGME program.

2.3 Course/Module – A Course/Module is a course of study or educational unit, which covers a series of interrelated topics and is studied for a given period of time which taken together with other such completed modules or courses counts towards completion of the MD degree. The UGME curriculum consists of seven (7) modules and six (6) longitudinal courses occurring over a four (4) year period.

2.4 Rotation – A unit of clinical work in Clerkship.

2.5 Midterm Examination - A summative examination normally conducted at the approximate midpoint of a Course/Module. No rounding of scores will take place.

2.6 Final Examination – A summative examination at the end of a Pre-Clerkship Course/Module. No rounding of scores will take place.

2.7 National Board of Medical Examiners (NBME) Exam – National Board of Medical Examiners (NBME) Exam – A multiple choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program.

For students who write their NBME exam prior to May 19, 2020, attaining a mark at the 11th percentile or higher is considered a pass. For students who write their NBME exams on May 19, 2020 and thereafter, the NBME will recommend a pass mark as an equated percent correct score and the UGME Program will determine the pass mark every September, based on this recommendation.

2.8 Objective Structured Clinical Examination (OSCE-type) – an examination used to assess the clinical skills of students.

  • A pass mark will be set for each individual station using the borderline regression model, which is informed by a comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by their congregate score in each case individually. Students will be required to pass a minimum of eight of twelve OSCE stations to pass the Med I and Med II Clinical Skills Courses.
  • The Remedial Examinations for the Med I and Med II Clinical Skills courses will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial exam. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial OSCE.

2.9 Comprehensive Clinical Exam (CCE) – An objective structured clinical-type examination used to assess the clinical skills of students in Clerkship.

  • A pass mark will be set for each individual station using the borderline regression model, which is informed by the comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by the congregate score in each case individually. Students will be required to pass a minimum of five of eight OSCE stations in order to pass the CCE.
  • The Remedial Examinations for Med IV CCE will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial CCE. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial CCE.

2.10 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training in order to ensure that students acquire the full range of competencies (knowledge, skills and attitudes) required of a physician. This is electronically distributed at the start of each rotation and must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance.

2.11 Maximum Allowable Failures - The number of Pre-Clerkship modular courses which, if exceeded, would result in the immediate failure of a Pre-Clerkship year, and preclude the writing of supplemental examinations. The maximum allowable failures score is based on the sum of the weights (course weights (CW)) assigned to each course. Weightings assigned to each course are based on the amount of contact time spent with students and a breakdown of weightings assigned to each course within the Pre-Clerkship curriculum is included at Annex A. In order to be eligible to write supplemental exams, students cannot exceed nine (9) CW in Year One or ten (10) CW in Year Two.

2.12 Pre-Clerkship Student Evaluation Committee and Clerkship Student Evaluation Committee(s) (PSEC/CSEC) - Are responsible for the development and approval of assessment policies and rules. PSEC/CSEC bodies are responsible for the overall management and administration of examination questions; the review and evaluation of results and recommendations to the Progress Committee for approval.

2.13 Progress Committee - The overseeing body for student evaluations in the Undergraduate Medical Education Program. The Progress Committee assists in the design of a cohesive plan and standardized process for student assessment that follows the principles of the curriculum. Responsibilities include ensuring continuity of student monitoring, the direction of student remediation, and development of terms for promotion and failure at all stages of the curriculum.

2.14 Working Day – A day when the University of Manitoba is open for regular business.


3. POLICY STATEMENTS

A. Pre-Clerkship

3.1 Successful completion of an academic year is deemed as follows:

Year One and Two (MED I and II)

  • Case One: Attaining a pass on each course/module and successfully completing all the required coursework in a given year.
  • Case Two: Failing a number of Courses/Modules up to the maximum allowable failures, successfully completing the corresponding supplemental examination(s) and successfully completing all the required coursework in a given year.

3.2 Failure of an academic year is deemed as follows:

Year One and Two (MED I and II)

  • Case One: Failing a number of Course/Modules in excess of the maximum allowable failures. Students may fail up to nine (9) Course Weights (CW) Year One (I) or ten (10) Course Weights (CW) in Year Two (II). A listing of CW is outlined in Annex A. Beginning on March 16, 2020, course weights accumulated during the Covid-19 Pandemic will not count towards the total course weights accumulated by a student in their particular academic year. This policy statement will be in effect until the end of the 2020-2021 academic year.
  • Case Two: Failing a modular course plus a first and second supplemental exam for the course.
  • Case Three: Failing any three (3) longitudinal courses, or the supplemental assessment in a longitudinal course.

B. CLERKSHIP

Students commencing Clerkship in 2013 or earlier

3.3 Successful completion of an academic year is deemed as follows:

  • Case One: Attaining a pass on each of the six (6) required NBME examinations, a pass on all clerkship rotation evaluations (FITERs), and a pass on the Comprehensive Clinical Examination (CCE).
  • Case Two: Successful remediation of core/elective rotations and/or CCE and/or attaining a pass on all necessary supplemental NBME examinations.

3.4 Failure of an academic year is deemed as follows

Failure of Clinical Assessments

The student who has received failing evaluations in one or more of the following:

  • Two major clerkships in different disciplines (Core Medicine, Surgery, Surgery Selective, Pediatrics, Psychiatry, Family Medicine, and Obstetrics/Gynecology)

OR

  • One major clerkship and one or more of the following:
    • Its remedial
    • An ITC remedial
    • A remedial in any of the components of the Multiple Specialty Rotation (Anesthesia, Emergency Medicine, Community Health Sciences, Ophthalmology, Otolaryngology)
    • An Elective remedial

OR

  • A remedial in two of the following:
    • Anesthesia
    • Emergency Medicine
    • Otolaryngology
    • Ophthalmology
    • Elective
    • Community Health Sciences
    • ITC
  • Failure of Examinations: The student has failures in one or more of the following:
    • A single NBME subject examination three (3) times

OR

A total of five (5) NBME examinations

OR

The CCE after remediation

  • Remediation Period:
    If a remediation period recommended for a student, for whatever cause, requires more than eight (8) weeks. Failure of a core clinical rotation would require remediation of the full six weeks, the student will be deemed to have failed the Clerkship Program. An outline of the minimum remediation period for Clerkship is outlined at Annex B.

Students commencing Clerkship in 2014 or later

3.5 Successful completion of an academic year is deemed as follows:

  • Case One: Attaining a pass on each of the six (6) required NBME examinations, a pass on all clerkship rotation evaluations (FITERs), and a pass on the Comprehensive Clinical Examination (CCE).
  • Case Two: Successful remediation of core/elective rotations and/or CCE and/or attaining a pass on all necessary supplemental NBME examinations.
  • Successful pass on all Longitudinal Courses

3.6 Failure of an academic year is deemed as follows:

Failure of Clinical Assessments: The student who has received failing evaluations in one or more of the following:

  • Two major clerkships in different disciplines (Core Medicine, Surgery (i.e. combination of Core Surgery and Surgical Specialties), Pediatrics, Psychiatry, Family Medicine, Obstetrics/Gynecology, Emergency Medicine, Anesthesia)

OR

  • One major clerkship and:
    • Its remedial, a Medicine Selective remedial, or, the Musculoskeletal course remedial, or,
    • A remedial in any of the assignments integral to either the Professionalism or the Population Health courses.
    • A Public Health remedial, or
    • A remedial in the Evidence-Based Medicine Practice Course, or
    • A TTR Selective remedial, or
    • An Elective remedial

OR

  • A remedial in two of the following:
    • Medicine Selective
    • Musculoskeletal Course
    • Any of the assignments integral to either the Professionalism or the
    • Population Health courses.
    • Public Health
    • The Evidence-Based Medicine Practice course
    • TTR Selective
    • Elective

Failure of Examinations: The student has failures in one or more of the following:

  • A single NBME subject examination three (3) times

OR

  • A total of five (5) NBME examinations. OR
  • The CCE after remediation.
  • Remediation Period: If a remediation period recommended for a student, for whatever cause, requires more than ten (10) weeks, the student will be deemed to have failed the Clerkship Program. An outline of the minimum remediation period for Clerkship is outlined at Annex B.

3.7 FITER Pass/Fail Criteria

FITERs will be automatically assessed, based on preceptor input, as a Pass, Borderline Pass, or Fail. The following situations constitute a FAIL:

  • If a student receives a grade of "unsatisfactory" in ONE MAJOR criterion.
  • If a student receives a grade of "unsatisfactory" in TWO MINOR criteria.
  • If a student receives a grade of "2 - Below expectations" (or worse) in ANY THREE MAJOR or MINOR criteria.

The following situation constitutes a BORDERLINE PASS:

  • If a student receives any combination of grades below "3 - meets expectations" that does not otherwise constitute a fail, as above. PLEASE NOTE: For summative purposes, a grade of "Borderline Pass" constitutes as a "Pass". This designation serves merely to flag students that are experiencing difficulty in a non-punitive manner.

The following constitutes a PASS:

  • If a student receives grades of "3 - Meets expectations" or better in ALL criteria.

GENERAL POLICY STATEMENTS

3.8 A student who fails Year One or Two will be required to repeat that particular year.

3.9 Until a student successfully completes all of the required coursework in a given year, they will not proceed to the next year.

3.10 A student, who fails Clerkship due to failure of clinical assessments, failure of examinations, or failure of remediation, immediately ceases in the program, and will be required to repeat the entire Clerkship Program.

3.11 A student, who has failed any repeat year, or the Repeat Clerkship, will be required to withdraw from the Max Rady College of Medicine program.

3.12 Acceptance of student results for Course, NBME, OSCE-type Examinations, and FITERs is the responsibility of the PSEC and CSEC Committees. The Chairs of these committees present these results to Progress Committee for review and approval.

3.13 The Progress Committee does not hear student appeals.

3.14 Students can appeal any evaluation decision to the Undergraduate Medical Education Student Appeals Committee.

3.15 This policy will be reviewed every five years following the approval date.


4. PROCEDURES

4.1 Pre-Clerkship — Course/Module Examinations, OSCE-type examinations

  • Each course must have at least two assessments; and the final exam is to be no more than 70% of the course. Course leaders may add points for written assignments, formative assessments, attendance, and lab exams. Assessment criteria shall be articulated in the respective course syllabus.
  • The Administrator, Evaluations Pre-Clerkship will track longitudinal student performance on all assessments within each year/module of the Pre-Clerkship Program. Longitudinal tracking of performance is reported to PSEC as required.
  • For the CV1 and RS1 courses, the remediation periods will begin immediately after the course has been failed, and will therefore occur at the same time as other mandatory curricular time. For all other courses, remediation periods will take place in the summer. Students should only remediate one course at a time and supplemental exams will be scheduled to follow breaks within the academic schedule. Three (3) summer remediation periods will be created following each year to allow students to continue with their academic progress.
  • Students required to remediate within Pre-Clerkship will be encouraged to access the College of Medicine UGME peer-to-peer mentoring program.
  • At the end of the academic year, PSEC will determine whether a student has passed or failed based on cumulative performance.
  • The Administrator, Evaluations Pre-Clerkship will prepare a letter for the signature of the Associate Dean, UGME, which will be sent, within three (3) working days after decision of PSEC, to each student who did not meet the criteria for promotion to the following year.
  • The Administrator, Evaluations Pre-Clerkship will provide the Administrator, Enrolment within three (3) working days after the decision of PSEC of students who:
    • Have successfully completed the academic year.
    • Are required to write supplemental examination(s) or,
    • Have failed the academic year.
  • The Administrator, Evaluations Pre-Clerkship will send a listing to the Associate Dean, UGME, Associate Dean Student Affairs, UGME, Director, Remediation, Administrator, Pre-Clerkship, and in case of MED II students to Administrator, Clerkship of students who:
    • Are writing supplemental examination(s) or,
    • Have failed the academic year.
  • At the end of designated supplemental examination periods, PSEC will determine whether a student has passed or failed based on the performance on the supplemental examination(s).
  • The Administrator, Evaluations Pre-Clerkship will prepare a letter for the signature of the Associate Dean, UGME, which will be sent, within three (3) working days after the decision of the PSEC, to each student who did not successfully complete the supplemental examination informing him/her that he/she has failed the academic year.
  • The Administrator, Evaluations Pre-Clerkship will send a listing to the Administrator, Enrolment, the Associate Dean, UGME, Associate Dean Student Affairs, UGME, Director, Remediation, Administrator, Pre-Clerkship, and in case of Year II students to Administrator, Clerkship, within three (3) working days after the decision of the PSEC for students who wrote the supplemental examination(s) and:
    • Successfully completed the academic year.
    • Failed the academic year.
  • The Chair of PSEC will bring all information pertaining to the conduct of assessment within Pre-Clerkship to Progress Committee for discussion and approval when necessary.

4.2 Clerkship - FITERs, NBME Examinations, CCE

  • The Administrator, Evaluations Clerkship will track student performance on evaluation criteria integral to the Clerkship Program. Tracking of longitudinal assessment data will be reported to the CSEC.
  • CSEC and Progress Committees will determine whether a student has passed or failed the Clerkship program based on the cumulative performance of the student on all evaluation criteria.
  • Clerkship remediation periods will be scheduled on consultation with the Director, Clerkship, and Director, Remediation. Students will only remediate one (1) rotation at a time and supplemental exams will be scheduled as required.
  • Clerkship Remediation will in some instances occur during other mandatory curricular time. In some instances remediation will occur during the year concurrent with other rotations.
  • In October of each academic year, the Program Manager, UGME will begin to prepare a preliminary graduation listing of Med IV students together with the Administrator, Enrolment, Administrator, Clerkship, and Administrator, Electives based on the criteria established within this policy.
  • When a student meets the criteria for a failure of Clerkship, the Administrator, for Evaluations-Clerkship will prepare a letter for the signature of the Associate Dean, UGME, which will be sent to the student required to repeat the clerkship program.
  • Students who pass the Repeat Clerkship program will be included in the spring or fall graduation listing depending on the time of the year that they successfully completed all requirements for the clerkship program and filed for graduation.
  • The Chair of CSEC will bring all information pertaining to the conduct of assessment within Clerkship to Progress Committee for discussion and approval when necessary.

5.1 UGME Policy and Procedures – Communicating Methods of Evaluation

5.2 UGME Policy and Procedures – Accommodation for Undergraduate Medical Students with Disabilities

5.3 UGME Policy and Procedures – Deferred Examination

5.4 UGME Policy and Procedures – Supplemental Examinations

5.5 UGME Policy and Procedures – Examination Results

5.6 UGME Policy and Procedures – Invigilation of Examiners

5.7 UGME Policy and Procedures – Examination Conduct

5.8 University of Manitoba – Final Examination and Final Grades Policy

5.9 University of Manitoba – Deferred and Supplemental Examinations Procedures

5.10 University of Manitoba – Final Examination Procedures

5.11 University of Manitoba – Final Grades Procedures


6. POLICY CONTACT

Please contact the Director, Evaluations with questions respecting this policy.


Annex A to Promotion and Failure Policy

COURSE WEIGHTINGS – CLASS OF 2018 AND BEYOND

Commencing with the Class of 2018, course weights (CW) are as follows:

Year One

  • Foundation of Medicine – 4
  • Blood and Immunology One – 3
  • Cardiovascular One – 3
  • Respiratory One – 3
  • Neuroscience One – 4
  • Musculoskeletal One – 2
  • Endocrine One – 2
  • Women’s Reproductive Health/Obstetrics One – 2
  • Gastro-Intestinal/Hepatology/Nutrition One – 2
  • Urinary Tract One – 2
  • Introduction to Infectious Disease Two – 2
  • Cardiovascular Two - 3.5
  • Respiratory Two - 3.5

Year Two

  • Oncology Two – 1
  • Blood and Immunology Two - 3
  • Neuroscience Two – 6
  • Women’s Reproductive Health Two – 3
  • Endocrine Two – 3
  • Gastro-Intestinal/Hepatology/Nutrition Two – 3
  • Urinary Tract Two – 3
  • Musculoskeletal Two – 4
  • Consolidation – 6
  • Dermatology Two - 1

Annex B to Promotion and Failure Policy

WEEKS ASSIGNED TO CLERKSHIP REMEDIATION

Students required to remediate Clerkship rotations

  • Anesthesia – 4 weeks
  • Any Population Health Course Assignment – 0.5 week
  • Any Professionalism Course Assignment – 0.25 week
  • CCE - 2 weeks
  • Core Medicine – 6 weeks
  • Elective – A period of weeks equal to the length of the elective requiring remediation
  • Emergency Medicine – 4 weeks
  • Evidence Based Medicine (EBM) Course - 2 weeks
  • Family Medicine – 5 weeks
  • Medicine Selective – 2 weeks
  • Musculoskeletal Course – 2 weeks
  • Obstetrics/Gynecology – 6 weeks
  • Pediatrics – 6 weeks
  • Psychiatry – 6 weeks
  • Public Health – 1 week
  • Repeat NBME Failure – 4 weeks
  • Surgery – 6 weeks
  • Transition to Residency (TTR) Selective – A period of weeks equal to the length of the TTR selective

Remediation

Policy name Remediation
Application and scope Year I through Year IV undergraduate medical education students
Approved date May 2022
Review date May 2027
Revised date October 2021
Approved by Senate - May 2022

1. PURPOSE

To set out the process for remediating students who fail summative assessments.


2. DEFINITIONS

2.1 Course - An educational unit which covers a single topic or a small section of broad topics and is studied for a given period of time which counts towards the completion of the M.D.

2.2 Rotation – A unit of clinical work in the Clerkship component (Year III and Year IV) of the UGME Program.

2.3 National Board of Medical Examiners (NBME) Exam – A multiple-choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program.

The NBME will recommend a pass mark as an equated percent correct score and the UGME Program will determine the pass mark every September, based on this recommendation.

2.4 Objective Structured Clinical Examination (OSCE) – an examination used to assess the clinical skills of students.

  • A pass mark will be set for each individual station using the borderline regression model, which is informed by a comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by their congregate score in each case individually. Students will be required to pass a minimum of eight of twelve OSCE stations to pass the Med I and Med II clinical skills courses.
  • The Remedial Examinations for the Med I and Med II clinical skills courses will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial exam. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial OSCE.

2.5 Comprehensive Clinical Exam (CCE) – An objective structured clinical-type examination used to assess the clinical skills of students in Clerkship.

  • A pass mark will be set for each individual station using the borderline regression model, which is informed by the comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by the congregate score in each case individually. Students will be required to pass a minimum of five of eight OSCE stations in order to pass the CCE.
  • The Remedial Examinations for Med IV CCE will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial CCE. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial CCE.

2.6 Final Examination – A summative examination at the end of a Pre-Clerkship Course/Module. No rounding of scores will take place.

2.7 Midpoint In-Training Evaluation Report (MITER) – a formative assessment report completed by the student, and then reviewed by the preceptor. It is electronically distributed at the start of each core Rotation that is of at least four (4) weeks duration and must be completed and submitted electronically. This is electronically distributed at the start of each Rotation and must be completed and submitted electronically at the end of the Rotation.

2.8 Final In-Training Evaluation Report (FITER) – a comprehensive summary of student performance as a necessary component of their Clerkship training in order to ensure that students acquire the full range of competencies (knowledge, skills and attitudes) required of a physician. This is electronically distributed at the start of each Rotation and must be completed and submitted electronically at the end of the Rotation.

2.9 Remediation – The provision to students on Probationary Status by the Undergraduate Medical Education Faculty of reasonable academic supports, educational resources and protected time for studying and review, and additional clinical exposures as may be deemed appropriate following a Remediation Assessment.

2.10 Remediation Assessment – Completed by the Director of Remediation in conjunction with the student and taking into account input from such other UGME faculty and staff as may be available or requested. The Remediation Assessment may include a review of:

a) FITERs or failed examinations resulting in the current Probationary Status;

b) Other relevant prior Undergraduate Medical Education results;

c) Prior or ongoing Remediation efforts;

d) Prior or ongoing professionalism issues;

e) Prior or ongoing accommodation or access issues including the completion of a meeting with the Associate Dean Student Affairs UGME.

2.11 Remediation Contract – A written agreement, signed by the student, the Director of Remediation, and the relevant Course Leader/Clerkship Director setting out the specific student deficiencies, Remediation Assessment findings, Remediation requirements, additional resources and timeframes for completion of Remediation.

2.12 Supplemental Examination – an opportunity to rewrite an examination that was failed.q

2.13 Probationary Status – Would be applied to a student after a failure of any of the following:

  • One (1) Course
  • The CCE
  • Two (2) NBME examinations
  • One (1) FITER

A student on Probationary Status is required to participate in Remediation

2.14 Working day – A day when the University of Manitoba is open for regular business.


3. POLICY STATEMENTS

GENERAL

3.1 The Remediation policy has been developed and is maintained with the objective of identifying and supporting students within the faculty who are experiencing difficulty.

3.2 Student Remediation with respect to Essential Clinical Presentations (ECP) is covered in the Midpoint In-Training Evaluation & Final In-Training Evaluation Preparation, Distribution and Completion and Essential Clinical Presentation Preparation, Distribution, Audit, and Remediation Policy and Procedures document.

3.3 The Remediation policy governs the process of student Remediation in situations of academic failures. Additional policies of the UGME program and Undergraduate Academic Calendar are applicable to students during any Remediation period. Where any conflict exists between policies, this document shall have precedence in regard to student Remediation only.

3.4 Matters which fall under the Student Discipline Bylaw are not included in this policy.

PROBATIONARY STATUS

3.5 A student meeting the criteria for Probationary Status will be notified in writing of such a status as outlined in the Procedures section of this document.

3.6 A student meeting the criteria for Probationary Status must participate in Remediation.

3.7 A student receiving notification of Probationary Status must initiate a meeting with the Director of Remediation for a Remediation Assessment, and with the Associate Dean Student Affairs UGME or designate. The specific Remediation plan for each student shall be dependent on the student deficiencies identified in the Remediation Assessment.

3.8 Probationary status is removed when a student satisfactorily meets the requirements of a Remediation and passes any Supplemental Examination, remedial Rotation or subsequent FITER required.


4. RESPONSIBILITIES OF THE STUDENT – PROBATIONARY STATUS

4.1 The Student must initiate a meeting with the Director of Remediation within ten (10) working days of receiving the notification of Probationary Status.

4.2 The Student must initiate a meeting with the Associate Dean of Student Affairs UGME or designate within ten (10) working days of receiving the notification of Probationary Status.

4.3 The Clerkship student must agree to and sign the Remediation Contact and return it to the Director of Remediation within five (5) working days, prior to commencing a Remediation Rotation.

4.4 The Student must complete all Remediation requirements as outlined in any of the Remediation Policy, the Remediation Assessment, the Remediation Contract, or by the Director of Remediation, including attendance at Remediation sessions, planning meetings, and responding to requests for updates on student progress.

4.5 Failure to meet the requirements of this policy or any other Remediation requirements of any of the foregoing may result in a suspension of the Remediation process, and any opportunity of the student to complete further Courses, Modules or Rotations.

RESPONSIBILITIES OF ADMINISTRATORS, EVALUATION

4.6 Prepare detailed notification template letters for distribution to each student who meets the criteria for Probationary Status.

4.7 Ensure that the Director of Remediation is informed in a timely manner of all Clerkship students meeting the criteria for Probationary Status if the Director of Remediation is not available to participate in the decision about such student status.

4.8 Ensure each student receives email notification of Probationary Status within two (2) working days of the decision that the student meets the requirements for Probationary Status.

4.9 Ensure appropriate contact information for the Associate Dean Student Affairs UGME, the Director of Remediation, or other relevant individual is included in each student notification letter.

4.10 Place a hard copy of the Probationary Status email notification and letter in the appropriate section of the student active file.

4.11 Place a copy of any documentation received from the Director of Remediation or other UGME faculty in support of the Remediation, including any Remediation Assessment summary, Remediation Contract, or other correspondence in the appropriate section of the student active file.

RESPONSIBILITIES OF DIRECTOR, REMEDIATION

4.12 Establish the nature and timeframe of the Remediation with the objective that Remediation will be initiated and completed in a timely manner.

4.13 Meet with the Course/Clerkship Directors as necessary to gather information and names of remedial tutors, if necessary, for each Probationary Status student requiring Remediation.

4.14 Identify the time and nature of appropriate Remediation in consultation with Course Director(s)/Clerkship Director(s) and/ UGME Evaluation and Clerkship administrators as necessary.

4.15 Monitor student progress throughout the Remediation period. A faculty member, who is identified as a remedial tutor for a student partaking in the Remediation program, is required to support the assigned student in accordance with the procedures outlined in this document.

4.16 Respond to requests for initial and ongoing meetings with students in a timely fashion with each student identified as under Probationary Status, perform a Remediation Assessment, monitor progress, and review the completion of Remediation objectives.
 
4.17 Prepare documentation to support the Remediation in a timely fashion, including a written summary of the Remediation Assessment, or where required, a Remediation Contract.

4.18 Provides a copy of remediation contracts to the Associate Dean of Student Affairs UGME and to the student.

4.19 Ensure the applicable Administrator, Evaluations receives a copy of documentation produced pursuant to this policy for the student active file as follows:

  • Administrator, Pre-Clerkship and OSCE-type Examinations – Remediation related to Year I, Year II, OSCE or CCE examinations.
  • Administrator, Clerkship - Remediation related to NBME Examinations or Rotation FITER.

RESPONSIBILITIES OF ASSOCIATE DEAN STUDENT AFFAIRS UGME OR DESIGNATE

4.20 Meet with each student who meets the criteria of Probationary Status within a timely manner of receiving contact from the student.

4.21 Provide support and/or counselling to any student who meets the criteria of Probationary Status as the student’s need arises.

RESPONSIBILITIES OF COURSE DIRECTOR/CLERKSHIP DIRECTOR/REMEDIAL TUTOR

4.22 Work with the Director of Remediation to provide resources, expertise, and/or other information to the Student in the time frame identified by the Director of Remediation.

4.23 Meet with or otherwise communicate with the Student, and provide such resources, supplemental materials or tutorials to the Student as is deemed appropriate.


5. RESOURCES

5.1 Faculty of Medicine Student Affairs Website

5.2 University of Manitoba Student Accessibility Services

5.3 University of Manitoba Academic Learning Center

5.4 University of Manitoba Student Counseling and Career Center

5.5 Services for Students – Bannatyne Campus


6. REFERENCES

6.1 UGME Policy & Procedures - Midpoint In-Training Evaluation & Final In-Training Evaluation Preparation, Distribution and Completion and Essential Clinical Presentation Preparation, Distribution, Audit, and Remediation

6.2 UGME Policy & Procedures – Promotion & Failure

6.3 UGME Policy & Procedures – Supplemental Examinations

6.4 UGME Policy & Procedures – Deferred Examinations

6.5 UGME Policy & Procedures – Examination Conduct
 
6.6 UGME Policy & Procedures – Invigilation of Examinations

6.7 UGME Policy & Procedures – Examination Results

6.8 UGME Policy & Procedures - Accommodation for Undergraduate Medical Students with Disabilities


7. POLICY CONTACT

Director, Remediation

Attendance and absence

Clerkship student attendance

Policy name Clerkship student attendance
Application and scope Clerkship students
Approved date September 2020
Review date August 2025
Revised date February 2020
Approved by Curriculum Executive Committee (February 2020]; College Executive Council (September 2020]

1. PURPOSE

In the Undergraduate Medical Education (UGME) program students are encouraged to attend all learning events. Attendance at certain designated learning events is required in order to show adherence to professionalism and respect for both patient (actual, standardized and those who have donated their bodies to science) and instructor/preceptor time.

This policy provides guidance and clarifies expectations for attendance at required learning events, describes procedures for tracking, recording and reporting student absences and outlines consequences of nonadherence. For prolonged leave, please refer to the Leave of Absence Policy.


2. DEFINITIONS

2.1 Clerkship – Year III and Year IV of the UGME program.

2.2 Anticipated Absence – An absence whereby the student has prior knowledge of an event or appointment that is happening in the future that the student wishes to attend.

Examples include:

  • Personal: Examples include a student’s own marriage, medical appointments, academic advising or counseling, representation at an elite level (provincial, national or international) of sports, arts or other activity.
  • Family (relates to immediate family member): Examples include birth of a child, marriage, or illness.
  • Professional: Examples include conference attendance, presentation of a paper, receipt of an award, or a national/international organization meeting for which the student is a voting/invited member.
  • CaRMS Interviews: The National Interview Period is in January/February, but in some instances, there may be exceptions when attendance for an interview(s) is required during November/December.
  • Observance of Religious Holy Days

2.3 Unanticipated Absence – An absence that occurs whereby there is no prior knowledge of an event or appointment.

2.4 Approved Absence – An absence that has been approved by the Administrator, Clerkship, Director, Clerkship and/or, the Program Director, Clerkship of the affected rotation.

2.5 Unauthorized Absence – An absence that is not reported by the student to the UGME Office or is categorized as denied in the Curriculum Management System. Unauthorized absences are considered a failure of professional responsibility. These absences may be dealt with by Professionalism and the University Discipline Policy.

2.6 Maximum Allowable Absence /Leave from a Rotation/Module – Time allowed being absent from an individual module or rotation, regardless of the reason, without penalty of repeating the module/rotation in whole.

2.7 Half Day Unit – A measure of time used for tracking attendance.

2.8 Leave of Absence (LOA) – A leave which extends beyond the maximum allowable absence/leave from an individual year/rotation that will require the student to defer the full affected module/rotation to a later period in their medical education and may involve a delay in graduation.

2.9 Rotation – For the purposes of this policy, rotations encompass clinical and classroom based learning during a specific scheduled period of time. Rotations include the following:

  • Clinical Rotation: a hospital and/or medical clinic that involves patient care
  • UGME Professional Development Curriculum (PDC) – Academic teaching sessions scheduled by UGME
  • Academic Half Day (AHD) – Academic teaching sessions scheduled by departments

2.10 Elective – An elective is an opportunity for self-education in an area of the student’s own interest. The aim of an elective is to improve a student’s ability to function as a physician, thus the experience can be of a clinical, research or self-directed nature. There are five types of electives: internal, external, research, early and self-directed

2.11 Transition to Clerkship (TTC) – A formative module at the beginning of Clerkship where students are prepared for rotations and the remainder of Clerkship.

2.12 Transition to Residency (TTR) – A module at the end of Clerkship where students are prepared for residency. TTR includes a February 3 week selective, Match Week, a March 3 week selective, Comprehensive Clinical Review (CCR) sessions, Advance Cardiac Life Support (ACLS) course, Evidence Based Medicine (EBM), and other didactic/simulation sessions.

2.13 Longitudinal Integrated Clerkship (LInC) – UGME Clerkship that is administered in rural sites in Manitoba.

2.14 Immediate Family – For the purpose of this policy "immediate family" means a spouse (including common law or same sex), child, brother, sister; parent, grandparent, grandchild, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, nephew, or niece.

2.15 Working Day – Any day, other than a Saturday, Sunday, or legal holiday on which academic business may be conducted. Max Rady College of Medicine usual workday hours are Monday through Friday 8:00 a.m. to 4:00 p.m.

  • Clerkship rotation hours may vary from this and will be communicated to the student at the start of each rotation.

2.16 Medical Student Performance Report (MSPR) – An institutional assessment considered a component of a student’s academic record and thus, will be made available for student review. Students will be permitted to correct factual errors on the MSPR. Students are encouraged, when required to engage Student Affairs in supporting advocacy efforts in addressing perceived MSPR discrepancies.


3. POLICY STATEMENTS

GENERAL

3.1 All sessions in Clerkship are mandatory and students are required to be punctual.

For TTC, Core Rotations, Electives and Selectives:

  • Students must, at minimum, attend 75%. It is important to note that absences are discouraged.
  • Cumulative absences of greater than 25% will result in an incomplete.

Students are expected to report any delays or absences. Approval for absences will be granted only for those students who are performing well academically and who have an exemplary attendance record and will be reviewed on a case-by-case basis.

3.3 Absence requests may necessitate further review to ensure student wellness.

3.4 Students must obtain approval for an absence request prior to making travel arrangements.

  • In the case of travel related to student government. MMSA leadership will inform the UGME Office via the absence form. Ordinarily, only elected officers, students seeking or holding leadership positions in the organization hosting the conference or presenters may receive an approved absence in order to attend a conference.
  • The norm for leave is one working day plus travel time where required when a student is presenting at a conference. It is expected that students will try to arrange leave requests adjacent to weekends.
  • Students attending a conference for interest will generally only be granted leave for a weekend.

3.5 Students with accommodation requirements will be considered at the discretion of the Associate Dean, UGME.

3.6 A student is not permitted to make-up missed time during another subsequent Clerkship rotation and not usually during scheduled vacation time.

3.7 No tolerance exists for unauthorized absences. Failure to obtain an approved absence from any required Clerkship session, didactic or clinical, will be considered as an unauthorized absence and thereby constitute a failure of professional responsibility which will be subject to review.

3.8 A student failing to maintain the requisite level of attendance in their respective curricular program and/or with unauthorized absences will be reported to the Associate Dean, UGME.

  • If the reasons for the absences are not approved or the number of absences are significant, the student's attendance record will be considered by the appropriate Student Evaluation Committee, and Progress Committee if required. The student may be deemed to have failed the rotation or module as appropriate.
  • All unauthorized absences shall be recorded within the student’s academic file.
  • Dependent on the circumstances, attendance issues will be noted in the student’s Medical Student Performance Report (MSPR).

3.9 A student disagreeing with a decision related to the interpretation or execution of the Student Attendance Policy has the right to appeal, in writing, to the Director, Clerkship and Associate Dean, UGME.

3.10 Should the student not accept the final decision of an appeal, students have the right of appeal to the UGME Student Appeals Committee.

3.11 A student participating in Longitudinal Integrated Clerkship is expected to adhere to this policy.

  • For the purposes of absence calculation the absence percentage is shown in Appendix 2.
  • Schedule adjustments will occur in order to ensure that sufficient time is spent in each discipline area in order to complete the academic requirements for the year.
  • Disciplines that are not completed will be repeated in a block rotation format.

3.12 If a student is placed in a rural or international location during a rotation, elective or selective they are expected to adhere to this policy.

3.13 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.

TRANSITION TO CLERKSHIP (MODULE 4)

3.14 Lower attendance may require meeting with the Director Clerkship and Associate Dean, UGME and could result in delayed start of clerkship rotations.

3.15 All unanticipated absences must be reported to the UGME Office.

3.16 Requests for anticipated absences are not accepted during TTC.

CORE ROTATIONS (MODULE 5)

3.17 Half day units, for a rotation, will be counted as follows:

  • During Clinical time, a half day unit is counted when a student is absent for 2 to 4 hours.
  • Academic Half Days (AHD) – These sessions are mandatory and are included in the 75% requirement for completion of a rotation. Students are not to schedule appointments during this time. A half day unit will be counted when a student misses two or more hours of academic half day sessions.
  • Physician Development Curriculum (PDC) – These sessions are mandatory and are included in the 75% requirement for completion of a rotation. Students are not to schedule appointments during this time. A half day unit will be counted when a student misses one session. Students are allowed to have a maximum of three absences during PDC within a 12 week block.

3.18 For the purposes of absence calculation per rotation the absence percentage will be calculated as follows (please refer to Appendix 1):

  • Numerator: number of absence days (calculated by summing half day units).
  • Denominator: Total number of rotation days (number of weekdays scheduled plus Friday call shifts plus Saturday call shifts minus statutory holidays not worked).

3.19 Students must report unanticipated absences to the UGME Office and to the Department Program Administrator.

3.20 Students must request anticipated absences at least six weeks in advance of their intended absence and, where possible, six weeks prior to the start of their rotation.

3.21 Students who miss time will be required to make up the learning experiences. Students who have been approved for a Leave of Absence must make alternative arrangements to complete any necessary requirements that were missed as determined by the Director, Clerkship Rotation and/or the Director, Clerkship.

3.22 Students who have been granted an approved absence are responsible for making alternate arrangements for examinations and/or on-call shifts that may be affected within the rotation.

3.23 In the event that the educational content in a rotation cannot be made up prior to the rotation end-date, the student will receive a grade of incomplete until the outstanding work is completed.

3.24 If a student misses an NBME Exam it will be counted as a half day unit for the rotation in which it occurred.

3.25 Clinical rotation personnel are responsible for following up immediately with students who have not reported for clinical duties within one (1) hour. If Clinical rotation personnel are not successful, they shall contact the Administrator, Clerkship or Student Affairs as soon as reasonable.

ELECTIVES (MODULE 6)

3.26 A half day unit is counted when a student is absent for 2 to 4 hours of clinical time.

3.27 For the purposes of absence calculation per rotation the absence percentage will be calculated as follows (please refer to Appendix 1):

  • Numerator: number of absence days (calculated by summing half day units).
  • Denominator: Total number of rotation days (number of weekdays scheduled plus Friday call shifts plus Saturday call shifts minus statutory holidays not worked).

TRANSITION TO RESIDENCY (MODULE 7)

SELECTIVES

3.28 A half day unit is counted when a student is absent for 2 to 4 hours of clinical time.

3.29 For the purposes of absence calculation per rotation the absence percentage will be calculated as follows (please refer to Appendix 1):

  • Numerator: number of absence days (calculated by summing half day units).
  • Denominator: Total number of rotation days (number of weekdays scheduled plus Friday call shifts plus Saturday call shifts minus statutory holidays not worked).

MATCH WEEK

3.30 Any sessions scheduled during match week are mandatory.

3.31 Students must report unanticipated absences to the UGME Office.

EVIDENCE BASED MEDICINE

3.32 All Evidence Based Medicine sessions are mandatory.

3.33 Students who miss one or more of the three sessions will be at risk of having to repeat this course at the discretion of the course leader.

3.34 Students must report unanticipated absences to the UGME Office.

ADVANCED CARDIAC LIFE SUPPORT

3.35 All Advanced Cardiac Life Support sessions are mandatory.

3.36 Students are assigned one of the three date offerings and are not allowed to change dates once they are set.

3.37 Students must report unanticipated absences to the UGME Office.

3.38 Should a student miss this course due to an unanticipated absence, UGME will make efforts to assign the student to a different date.

COMPREHENSIVE CLINICAL REVIEW

3.39 Comprehensive Clinical Review sessions are mandatory for students who have signed up for them. A minimum of 30 students must be signed up for each session to take place.

3.40 Students must report unanticipated absences to the UGME Office.


4. PROCEDURES

RESPONSIBILITIES OF STUDENTS

4.1 Request all absences in accordance with the following:

TTC:

  • Unanticipated: UGME Clerkship Administrator
  • Anticipated: Not allowed during TTC

Core Rotations, Electives and TTR:

Unanticipated:

  • UGME Clerkship Administrator, Department Program Administrator, Preceptor/Resident

Anticipated:

  • Appointments: Discuss absence with preceptor/supervisor and follow up in writing to
  • Department Program Administrator and UGME Clerkship Administrator
  • Recurring Appointments: submit absences request form with details to UGME

Other:

  • Submit absence request form. If request is approved, remind preceptor/supervisor in writing one week prior to absence

4.2 Arrange to cover any missed work due to absence.

4.3 Should a student develop an illness they should contact the department as early as possible.

4.4 In the case of a student needing to rewrite an NBME, the student should contact their respective rotation Program Administrator to make arrangements.

4.5 Ensure all written requests include all of the relevant information required to make an informed decision. Failure to provide a clear and cogent reasoning will result in delays in having requests approved.

4.6 Appeal in writing within two (2) working days of receiving an unfavorable decision to the Director, Clerkship.

RESPONSIBILITIES OF THE DEPARTMENT PROGRAM ADMINISTRATOR

4.7 Update shared database with denominator for each student, where absence is a concern.

4.8 Track attendance with half day units on shared database for the following Clerkship components:

  • TTC
  • Core Rotations including Academic Half days
  • Electives
  • Selectives

4.9 Ensure that adjustments are made to student’s schedules when absences occur.

4.10 Schedule a remediation when needed as directed by Clerkship Administrator.

RESPONSIBILITIES OF THE CLERKSHIP ADMINISTRATOR

4.11 Oversee attendance records and tracking for Clerkship students.

4.12 Review each request for leave for completeness and inform the student if additional information or clarity is required. Advise the Director, Clerkship as appropriate of the student’s request, including the total number of days absent for which the student has already received approval, if applicable.

4.13 Inform the affected department/rotation if the Director, Clerkship approves the student’s request for absence to determine if the department can accommodate the approved request.

4.14 Notify the student and affected Department/Rotation Administrator by email of the decision(s).

4.15 File all written requests for leave whether approved or denied, in the student’s academic file.

4.16 Record all absences in tracking database.

4.17 Schedule a remediation when needed in accordance with decision made by the Associate Dean, UGME.

4.18 Submit appeal documentation as required to the Director, Clerkship for review.

4.19 Notify Rotation Director, Clerkship and UGME Directors, Clerkship when a student has exceeded allowable absences and discuss arrangements for a remediation plan.

4.20 Report atypical absences to Director, Clerkship, Associate Dean, UGME and/or Associate Dean, Student Affairs, as appropriate, to ensure student wellness.

RESPONSIBILITIES OF THE PROGRAM DIRECTORS, CLERKSHIP

4.21 Review and approve or deny student requests for absence based on submitted information within one week of receiving the request.

4.22 Evaluate each student’s absences and total days to determine whether rotation is complete.

4.23 Review student absences and bring excessive absences to the attention of Director, Clerkship UGME and discuss arrangements for remediation plan.

4.24 Review each appeal and issue a final decision within two (2) working days of receiving the student’s request appealing the initial decision.

RESPONSIBILITIES OF DIRECTOR, CLERKSHIP UGME

4.25 Review and approve or deny student requests for absence based on submitted information within one week of receiving the request.

4.26 Inform the UGME Office in concert with the Clerkship Program Director when a student has exceeded allowable absences and discuss arrangements for a remediation plan.

RESPONSIBILITIES OF ASSOCIATE DEAN, UGME

4.27 Review atypical absence requests.

4.28 Decide on remediation plans when a student has exceeded allowable absences.

4.29 Review accommodation requirements.


5. STUDENT WELLNESS CHECK

5.1 A UGME Administrator may, at their discretion, refer any student wellness concerns to the Student Support Coordinator, at Bannatyne Campus (with notification provided to the Associate Dean, UGME, and Associate Dean, Student Affairs (UGME).

5.2 Student Support Coordinator may reach out to any student for whom wellness concerns are present, and ask for a response by a certain time. If a response is not received, the Student Support Coordinator shall contact the UGME Associate Dean and Associate Dean, Student Affairs (UGME) immediately for further direction.


6. REFERENCES

5.3 Professionalism

5.4 Discipline Policy


7. POLICY CONTACT

Please contact Director, Clerkship UGME with questions respecting this policy.


Appendix 1: Table of Approximate Values

The table below outlines requirements for Clerkship. Please note that individuals student calculations may vary (refer to definition of working days).

Type of Learning Event

Duration

Total Days

Requirement of Days
for 75% Completion

Module 4: TTC

 

3 Weeks

15

11

Module 5: Core Rotations (includes PDC and AHD)

Medicine Selective

2 Weeks

10-12

7.5-9

MSK

2 Weeks

10-12

7.5-9

General Surgery

3 Weeks

15-17

11-13

Surgery Selective

3 Weeks

15-17

11-13

Anesthesia /
PeriOp

4 Weeks

19-20

14-15

Emergency Medicine

4 Weeks

16-17

12-13

Family Medicine /
Public Health

6 Weeks

30-32

22.5-24

Pediatrics

6 Weeks

30-32

22.5-24

Medicine CTU

6 Weeks

30-32

22.5-24

Obstetrics/Gynecology

6 Weeks

30-32

22.5-24

Psychiatry

6 Weeks

30-32

22.5-24

Module 6: Electives

 

2 Weeks

9-12

7.5-9

3 Weeks

14-17

11-13

4 Weeks

16-20

13-15

Module 7: TTR

 

TTR Selective

3 Weeks

14-17

11-13

 

ACLS

-

2

2

 

EBM

-

3

2

 

CCR

-

-

Sessions are mandatory for students who have signed up for them.


Appendix 2: Table of Approximate Values for Brandon Longitudinal Integrated Clerkship

The table below outlines requirements for Clerkship. Please note that individuals student calculations may vary (refer to definition of working days).

Type of Learning Event

Total Days

Requirement of Days for 75% Completion

Surgery

24

18

Brandon GP

20

15

Obstetrics /
Gynecology

20

15

Rural GP

20

15

Internal Medicine (IM)

9.5

7.125

Hospital Medicine (HSP MED)

 

26.5

 

19.875

Pediatrics (PEDS)

16.5

12.375

Respiratory Therapy

1

0.75

Radiology

1

0.75

Emergency Medicine (EM)

14

10.5

Anesthesia (ANES)

11

8.25

Psychiatry (Psych)

20

15

Mental Health

1

0.75

Ortho

5

3.75

Urology

1

0.75

Cancer Care

0.5

0.375

Public Health

1

0.75

Ophthalmology / ENT

2.5

1.875

Pre-op

1.5

1.125

Cast Clinic

0.5

0.375

Physical Therapy (PT)

1

0.75

Teen Clinic

1

0.75

Addictions Foundation of MB

1

0.75

Leaves of absence

Policy name Leaves of absence
Application and scope All students registered in the undergraduate medical education program
Review date July 2023
Revised date July 2028
Approved date August 2023
Approved by College Executive Council

1. PURPOSE

To provide guidance and expectations for a medical student’s (Student) leave(s) of absence from the Pre-Clerkship and Clerkship phases of the Undergraduate Medical Education (UGME) program.


2. DEFINITIONS

2.1 Leave of Absence (LOA) – A period of leave which extends beyond the maximum allowable absence/leave from an individual course/rotation that will require the Student to defer the full affected course/rotation to a later period in their medical education and may involve a delay in graduation.

2.2 Course - An educational unit, which covers a series of interrelated topics and is studied for a given period of time counts towards the completion of the M.D. degree.

2.3 Clinical Clerkship Rotations - A hospital and/or medical-based practicing clinic that involves patient care for which Students participate for a specified time period during their third and fourth year of the Program.

2.4 Medical Student Performance Report (MSPR) – An institutional assessment considered a component of a Student’s academic record and thus, will be made available for Student review.

2.5 Pre-Clerkship – Year 1 and Year 2 of the Program.

2.6 Program – the four-year Doctor of Medicine program at the Max Rady College of Medicine, University of Manitoba.

2.7 Clerkship – Year 3 and Year 4 of the Program.

2.8 Authorized Withdrawal – an authorized withdrawal in accordance with the UGME Authorized Withdrawal or Program Withdrawal Policy.

2.9 Program Withdrawal – a program withdrawal in accordance with the UGME Authorized Withdrawal or Program Withdrawal Policy.


3. POLICY STATEMENTS

3.1. A request for an LOA is not automatically granted and may be declined or modified by the Max Rady College of Medicine based on the circumstances and conditions of the request.

3.2. A LOA will be considered for approval on a case-by-case basis by the Associate Dean of UGME Student Affairs in consultation with the Associate Dean of UGME in circumstances involving:

  • Academic or education leave (other than for advanced or graduate studies at the University of Manitoba).
  • Maternity or parental leave.
  • Medical illness or injury.
  • Provision of care for an immediate family member.
  • Bereavement leave for a family member.
  • Other crises or personal circumstances affecting the Student’s educational commitments.

LOA requests should take into consideration the impact of an LOA on the Student’s ability to meet the academic criteria, essential skills and abilities, and the technical standards requirements of the Program.

3.3 A Student may, at any time, consult with the Associate Dean of UGME Student Affairs or designate for guidance as it relates to absence from a Pre-Clerkship or Clerkship component of the Program.

3.4 The Max Rady College of Medicine reserves the right to impose a limitation on the number of leaves, as well as their total duration, relating to the Student’s ability to meet the academic criteria, essential skills and abilities, and the technical standards requirements of the Program. Each LOA in excess of four weeks must detail the start and end date. There is a three (3) year total cumulative leave of absence after which students will withdraw from the program.

3.5 Should an extension of an LOA be requested by a Student or their healthcare provider, the College reserves the right to request a second opinion from a College-designated physician.

3.6 A Student’s course of study, which is interrupted due to an LOA in excess of four weeks, will be reflected on their MSPR.

3.7 During a LOA, the Student is not permitted to receive academic credit pertaining to the progress of their MD degree. Students will not be permitted to write any examinations during the period of a LOA.

3.8 In the event that the educational content in a course/clerkship cannot be made up prior to the course end date due to an approved LOA, the Student will receive a grade of incomplete until the coursework is completed. Year 1 and Year 2 Students returning from an approved LOA will be scheduled to join the beginning of the next respective class.

3.9 The period of time spent on an LOA will not be included in the time period allowed for the completion of the MD degree. A student in clerkship may miss up to four weeks of Clerkship for an approved LOA without making up this time. Students in Pre-Clerkship who have an approved LOA will make up this time during the summer vacation.

3.10 An approved LOA shall set out the procedures and conditions required to facilitate the Student’s return to the Program after the leave. This will include a plan for remediation, reintegration, deferred exams, meetings with key academic leaders, and any documentation necessary to support the Student’s wellness and ability to return to studies (including any restrictions or accommodations). Formative clerkship rotations and/or written/OSCE examinations may be required as a condition of re-entry.

3.11 A Student disagreeing with a decision relating to the approval of the LOA or its conditions has the right to appeal, in writing, to the UGME Student Appeals Committee.


4. PROCEDURES

RESPONSIBILITIES - GENERAL

4.1. All requests for LOA must be submitted in writing to the Associate Dean of UGME Student Affairs. The following details must be included in the LOA request:

  • The reason for the leave (if the leave is for medical reasons, a Certificate of Illness from the Student’s physician must accompany the notification or be submitted as soon as possible thereafter containing the elements outlined in 4.2).
  • Any relevant supporting documentation.
  • The proposed commencement date of the LOA.
  • The expected date of return to training (if this is not known at the time the leave is being arranged, a subsequent letter must be provided with these details).

Failure to provide clear reasoning will result in requests for a LOA being delayed.

4.2. All Students requesting an LOA as a result of a medical illness or injury must produce a medical certificate to:

  • Verify that medical care is being received.
  • Establish the anticipated duration of the LOA.
  • If the duration of the LOA is uncertain, documentation by the treating physician is required.

4.3. In consultation with the Associate Dean of UGME Student Affairs an approved LOA due to medical illness/injury may contain conditions such as:

  • The affected Student receives appropriate care and support.
  • A written medical certificate or declaration of readiness to return to the Program, from the physician involved in the Student’s care.
  • An additional, independent medical opinion to ensure the Student’s capability to resume his/her studies.

4.4 Students proceeding on an LOA should contact the Office of the Associate Dean of UGME Student Affairs, for further clarification on how the LOA may affect current loans and interest-free programs prior to contacting their lenders. Students will be directed to seek further advice from the Financial Counsellor at the University.

4.5 Prior to commencing the process in 4.7, a Student intending to return from a LOA for medical reasons must provide documentation to the Office of the Associate Dean of UGME Student Affairs as further outlined above, including any documentation from their treating physician/professional counsellor of their readiness to resume studies, if applicable.

4.6 A minimum of six (6) weeks prior to returning to the Program, the Student shall contact the Associate Dean of UGME Student Affairs or designate in order to arrange a meeting to ensure that all conditions for re-enrollment have been met. This meeting, attended by the Associate Dean of UGME Student Affairs and Associate Dean of UGME or designates, is intended to ensure that the Student is adequately prepared to resume his or her studies, based on the procedures and conditions set out at the time of LOA approval. In addition to the foregoing, additional requirements established by Student Counseling Services, Faculty Counseling Services, the Student’s health care provider, or the College of Physicians and Surgeons of Manitoba (CPSM) may need to be met prior to the Student’s re-entry to the Program.

4.7 Where an LOA involves conditions, which may impact patient safety or addiction, or for any LOA longer than four (4) weeks duration, the Max Rady College of Medicine shall notify the College of Physicians and Surgeons of Manitoba of the LOA, such that CPSM may take whatever action it deems necessary, including, when necessary, suspension of the Student’s registration with CPSM.

4.8 The Progress Committee must be notified of all LOAs such that they may provide guidance on the academic suitability of a request for LOA. The Progress Committee will, from time to time, provide clarification on the criteria and conditions to be enacted in support of LOA requests.

RESPONSIBILITIES OF THE ASSOCIATE DEAN OF UGME STUDENT AFFAIRS

4.9 The Associate Dean of UGME Student Affairs or designate will arrange to meet with the Student requesting the LOA in a timely manner. A Student in Year 3 or Year 4 seeking an LOA from a Clerkship rotation must meet with the Associate Dean of UGME Student Affairs, Associate Dean of UGME and Director of Clerkship, Clinical or designates in order to develop a comprehensive plan for reintegration.

4.10 The Associate Dean of UGME Student Affairs will make a decision regarding the approval or denial of the request for LOA. If the request is approved, the Associate Dean of UGME Student Affairs will inform the Student in writing. If the Associate Dean of UGME Student Affairs wishes to deny the LOA request, they will first consult with the Associate Dean of UGME and/or Progress Committee, before informing the student in writing.

4.11 The Associate Dean of UGME Student Affairs will inform the Associate Dean of UGME when an LOA has been granted, providing relevant enrolment details such as the anticipated start date and return date if this information is available.

RESPONSIBILITIES OF THE ASSOCIATE DEAN OF UGME

4.12 Upon receipt of an LOA notice from the Associate Dean of UGME Student Affairs draft a letter to the Enrolment Administrator to provide information about the LOA which has been granted noting the effective start date of the LOA and, if known, anticipated return date. Copy the Administrators for Pre-Clerkship, Clerkship, Pre-Clerkship Evaluations and/or Clerkship Evaluations on the letter as required.

4.13 Request the Pre-Clerkship or Clerkship Administrators to develop an academic schedule for the Student’s return.

4.14 Provide updates to UGME Staff as available in regard to the status of Students who are on LOA or proposing to return from LOA.

4.15 Provide updates to Progress Committee as available in regard to the status of Students who are on a LOA or proposing to return from the LOA.

RESPONSIBILITIES OF THE ENROLMENT ADMINISTRATOR

4.16 Record all LOAs upon receipt in the respective tracking database within the curriculum management system, including updating the graduation date for the Student in the curriculum management system.

4.17 Inform the Registrar’s Office of the LOA, dates and notation to be placed on the Student’s academic transcript

4.18 Liaise with the Student by email with regard to fee/registration actions that the Student must take. Inform the Student of the Registrar’s Office processes (i.e. fee appeal processes) if applicable.

4.19 Draft a letter on behalf of the Associate Dean of UGME to notify CPSM of the LOA.

4.20 Correspond with Students on LOA prior to their return to ensure that all aspects of registration are completed (both University and CPSM requirements).

4.21 Communicate with CPSM, Registrar’s Office and UGME staff once the return date for a Student on an LOA is known in order to configure the Student’s registration.

4.22 File LOA documentation in the Student’s active file and with the UGME Student Affairs office.

4.23 Submit appeal documentation as required to the Associate Dean of UGME for review.

RESPONSIBILITIES OF THE PRE-CLERKSHIP/CLERKSHIP ADMINISTRATORS

4.24 Remove the Student who is on a LOA from any academic schedules, groups and/or clinical rotations. Notify the affected clinical department staff as necessary.

4.25 Upon notification that the Student is returning from an LOA, reinstate the Student in appropriate academic schedules, groups and/or clinical rotations. Notify the affected clinical department staff as necessary.

RESPONSIBILITIES OF THE UGME STUDENT AFFAIRS STAFF

4.26 Record decisions on LOA upon receipt and record in the respective tracking database.

4.27 File LOA documentation in the Student’s active file in the UGME Student Affairs office.

4.28 Schedule meetings for Students seeking an LOA or Students seeking to return from an LOA with the Associate Dean of UGME Student Affairs.


5. POLICY CONTACT

Please contact the Associate Dean, UGME or the Associate Dean, Student Affairs, UGME with questions respecting this policy.

Pre-clerkship student attendance

Policy name Pre-clerkship student attendance policy
Application and scope Pre-clerkship students
Approved date April 30, 2014
Review date June 2025
Revised date July 31, 2020
Approved by Pre-Clerkship Curriculum Committee (August 12, 2019); Curriculum Executive Committee (August 13, 2019); College Executive Committee (September 17, 2019)

1. PURPOSE

In the Undergraduate Medical Education (UGME) program students are encouraged to attend all learning events. Attendance at certain designated learning events is required in order to show adherence to professionalism and respect for both patient (actual, standardized and those who have donated their bodies to science) and instructor time.

This policy provides guidance and clarifies expectations for attendance at required learning events, describes procedures for tracking, recording and reporting student absences and outlines consequences of nonadherence.


2. DEFINITIONS

2.1 Pre-Clerkship – Year I and Year II of the UGME program.

2.2 Required Learning Events – A learning event for which student attendance and/or completion is required and tracked. These learning events are denoted in the Curriculum Management System. Required learning events include one or more of the following elements:

2.2.1 Patient (or Family) involvement (includes actual, standardized and those who have donated their bodies to science)

2.2.2 Small group or interactive teaching

2.2.3 Clinical Skills

2.2.4 Anatomy/Gross Lab

2.2.5 Special educational learning events (includes off-site sessions, orientations, interprofessional collaboration sessions, Service Learning, any learning event which requires special resources or set-up, guest lecturer etc.) unique learning opportunities whereby absences will be subject to additional levels of review or approval

2.3 Absence – nonattendance at a learning event, arriving more than 20 minutes late to a learning event, or failure to sign in to a learning event. There are three types of absences: Flex Days, Sanctioned Leave and Unauthorized Absence. Absences may be anticipated or unanticipated.

2.4 Flex Day – A requested, discretionary anticipated or unanticipated absence from a required learning event. Flex days may be taken as full or half days. Half days are considered as hours from 8:00 – 12:59 and 13:00 – 16:59. Examples include:

2.4.1 Personal e.g., marriage, legal appointments, etc.

2.4.2 Health e.g., illness, medical appointments, mental health days, counseling etc.

2.4.3 Family (relates to immediate e family member) e.g., birth of a child, marriage, illness, etc.

2.4.4 Professional e.g., unprotected conference attendance, academic advising, etc.

2.5 Sanctioned Leave – a requested anticipated or unanticipated absence from a required learning event that is authorized by the program. This includes:

2.5.1 Bereavement: in the case of first and second degree family

2.5.2 Medical or personal emergencies (including first-degree family)

2.5.3 Religious observances

2.5.4 Protected student government initiatives (e.g., CFMS AGM Conferences, Western Medical Schools Conference, governance committees)

2.5.5 National and International research presentations

2.5.6 Inter-university, provincial, inter-provincial, national and/or international athletic or artistic pursuits

2.6 Anticipated Absence – An absence whereby there is prior knowledge of an event or appointment. There are two types of anticipated absences:

2.6.1 Absences known three weeks prior (e.g., religious observances, student government initiatives, conferences, research presentations, athletic pursuits, medical appointments, planned family commitments);

2.6.2 Absences known within three weeks (e.g., shorter notice appointments, planned study days).

2.7 Unanticipated Absence – An absence that occurs whereby there is no prior knowledge of an event or appointment.

2.8 Unauthorized Absence – An absence that is not reported by the student to the UGME office or is categorized as denied in the Curriculum Management System. Unauthorized absences are considered a failure of professional responsibility.

2.9 Leave of Absence (LOA) – A period of leave which extends beyond the maximum allowable absence/leave from an individual year/rotation that will require the student to defer the full affected module/rotation to a later period in their medical education and may involve a delay in graduation.

2.10 Medical Student Performance Report (MSPR) – An institutional assessment considered a component of a student’s evaluation file and thus, will be made available for student review. Students will be permitted to correct factual errors on the MSPR.

Students are encouraged, when required to engage Student Affairs in supporting advocacy efforts in addressing perceived MSPR discrepancies.


3. POLICY STATEMENTS

3.1 Students are required to be on time for all learning events and to report any delays or absences.

3.2 Students are required to sign in at required learning events to demonstrate attendance.

3.2.1 Students arriving more than 20 minutes late for a required learning event will be considered absent and the absence will be recorded as unauthorized.

3.2.2 Students who fail or forget to sign attendance sheets will be considered absent and the absence will be recorded as unauthorized.

3.2.3 Students must remain within the group to which they are assigned. Students changing groups without prior approval from the UGME office will be marked as absent. This absence will be considered unauthorized.

3.3 Students may not sign attendance documents on behalf of their peers or misrepresent their attendance for a required learning event. Students who have forged attendance documents or misrepresented their full attendance will be found in violation of this policy and will be referred to the Associate Dean, Professionalism. The incident will be noted in the student’s evaluation file.

3.4 Curricular absences must be requested through the Curriculum Management System to the UGME office. Absences from examinations are handled in accordance with the UGME Examination Conduct Policy.

3.5 Absences for required learning events will be tracked and categorized. Approved absences will be classified as either Flex Days or Sanctioned Leaves.

3.6 Flex Days can be requested for anticipated or unanticipated absences.

3.6.1 Pre-Clerkship students are permitted a maximum of five Flex Days per academic year, or 10 half days, or a combination of such.

3.6.2 Anticipated Flex Days from a unique learning opportunity will only be approved in extenuating circumstances with appropriate notice and where alternate arrangements cannot reasonably be made.

3.6.3 Anticipated Flex Days may not be requested to receive extensions for

assignments, quizzes or other assessments. Requests for extensions will be subject to the deferral guidelines.

3.6.4 Maximum number of consecutive Flex Days that may be used is three. Durations of more than three consecutive days must be approved by the Associate Dean, UGME or Associate Dean, Student Affairs UGME.

3.7 Sanctioned Leave can be requested for anticipated or unanticipated absences.

3.7.1 Pre-Clerkship student requests for Sanctioned Leave are subject to review and may be based on the student’s evaluation file to date, attendance record to date, and/or an estimation of the impact of missing the specific course learning event(s).

3.8 Students with extenuating circumstances or chronic illness should contact the Student Affairs office to discuss individual modifications to Flex Day or Sanctioned Leave limits.

3.9 A maximum of 10% of the class can request an anticipated absence (either a Flex Day or Sanctioned Leave) for the same day. Approval for planned absences will be provided on a first come, first served basis. Unanticipated absences in excess of the 10% maximum due to unforeseen health or personal circumstances (e.g., illness or emergency) can be approved, subject to review.

3.10 Anticipated absences must be reported to the UGME office three weeks in advance of the absence or promptly once an absence is foreseen, whichever comes first. Requests received fewer than three weeks in advance of a planned absence are less likely to be approved if reasonable notice is not provided. Requests received after the start of a required learning event will only be approved in cases of emergency where advance notice could not reasonably be provided.

3.11 An absence (anticipated or unanticipated) from a required learning event without any form of notice to the UGME office will be considered an unauthorized absence.

Requested absences that are denied yet still taken will be considered an unauthorized absence. All unauthorized absences shall be recorded within the student’s evaluation file.

3.12 The escalation process for absences is as follows:

3.12.1 Students will receive a notice when the maximum of Flex Days has been reached and will be asked to meet the Associate Dean, UGME and the Program Administrator, Pre-Clerkship to discuss their attendance record.

3.12.2 Persistent disregard of this policy will result in a referral to meet with the Associate Dean, Professionalism.

3.12.3 Any further breach in professionalism may result in a notation on the student’s MSPR.

3.13 Absences may necessitate further review to ensure student wellness and/or progress within the UGME program.

3.14 A student disagreeing with a decision related to the interpretation or execution of this policy has the right to appeal, in writing, to the Associate Dean, UGME.

3.15 Students who do not accept the final decision of an appeal, have the right of appeal to the UGME Student Appeals Committee.

3.16 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF STUDENT

4.1 Attendance sign in sheets are the primary record of student attendance at required learning events and it is incumbent upon all students to sign in individually to their assigned location. Students may be assigned to collect/return attendance sheets by the UGME Course Administrators. Students responsible for collecting/returning attendance sheets should ensure all present members of their group have signed in before submitting to the UGME office.

4.2 Students are encouraged to schedule appointments or meetings during times that do not interfere with required learning events. Students requesting the use of a Flex Day for a unique learning opportunity may be asked for supporting documentation.

4.3 Students must submit all absence requests through the Curriculum Management System.

Submitted requests should include all of the relevant information required to make an informed decision. If requested by the UGME office, supporting documentation may be attached to the Curriculum Management System submission or submitted separately by email. Failure to provide clear and cogent reasoning will result in delays in having requests approved.

4.4 If absence approval is granted, students are responsible to ensure that relevant faculty members, including preceptors, are informed of their anticipated absence. Arrangements to cover any missed course work such as assignments or quizzes must be made with the respective Course Leader(s).

4.5 Anticipated absences must be reported to the UGME office three weeks in advance of the absence or promptly once an absence is foreseen, whichever comes first. If the learning event(s) is part of a recurring series (e.g., Clinical Skills sessions), a request to reschedule to a future date should be included in the absence report.

4.6 Students with unanticipated absences should notify the UGME office prior to the learning event start time. In cases of serious illness or emergency, students should notify the UGME office as soon as it is safe or reasonable to do so.

4.7 Students with unanticipated absences for required learning events involving patients or standardized patients must, in advance of the learning event, contact the appropriate department program assistant listed in the Curriculum Management System event details to inform them of the absence. Sufficient notice is necessary to allow for cancellation of the patient, standardized patient or instructor as necessary.

4.8 Students with extenuating circumstances or chronic illness should contact the Student Affairs office for attendance related accommodations.

4.9 A student must make certain they have the financial resources for all anticipated conference and travel expenses before committing to any travel. Only after obtaining absences approval may students make arrangements for their travel (purchase tickets, secure accommodations, pay conference registration fees, etc.). No student should make any purchases until they have received approval from the UGME office to miss class to attend the conference.

4.10 A student disagreeing with a decision related to the interpretation or execution of this policy must appeal, in writing, within two business days of receiving the decision, to the Associate Dean, UGME.

4.11 Students are expected to monitor their own attendance throughout the academic year to ensure accurate records and personal compliance with this policy. If discrepancies are identified by students in their individual absence record, students must contact the UGME office in a timely fashion to address the concern.

RESPONSIBILITY OF THE COURSE LEADER(S), UGME

4.12 The designation of required learning events remains at the discretion of the Course Leader(s) and will be indicated via the Curriculum Management System.

RESPONSIBILITY OF THE UGME OFFICE

4.13 Members of the UGME office will denote required learning events within the Curriculum Management System.

4.14 Members of the UGME office will record attendance at the start of or during each required learning event and report attendance through the Curriculum Management System.

4.15 UGME Course Administrators will report the number of anticipated absences to Course Leaders and Session Leaders to make adjustments to patient or instructor resources as required.

RESPONSIBILITIES OF CLINICAL SKILLS DEPARTMENT REPRESENTATIVES, PRE- CLERKSHIP

4.16 Report student attendance for offsite learning events to the UGME office within five business days.

4.17 Inform the appropriate Pre-Clerkship UGME Administrator of the department’s ability to accommodate each approved request for rescheduling.

RESPONSIBILITIES OF PROGRAM ADMINISTRATOR, PRE-CLERKSHIP

4.18 Ensure students receive an orientation to the UGME Pre-Clerkship Student Attendance policy and the method for reporting absences from required classes.

4.19 Review each absence notification submission for completeness and inform the student if additional information or clarity is required.

4.20 Advise the Associate Dean, UGME of student requests as appropriate, including the total number of days absent.

4.21 Approve or deny absence submissions within the online Attendance Portal. Requests will typically be reviewed within one week of submission.

4.22 Meet with students identified as reaching the maximum number of Flex Days to review and discuss their attendance.

4.23 Refer students to Associate Dean, UGME and/or Associate Dean, Professionalism for review or meetings as required:

4.23.1 When the maximum number of allowed Flex Days has been reached in an academic year, the Curriculum Management System will notify students and they will be scheduled for a check in meeting with the Associate Dean, UGME.

4.23.2 For students requiring referral to the Associate Dean, Professionalism, a letter will be emailed to the student and a copy sent to the Associate Dean, UGME, and the Associate Dean, Student Affairs UGME. A copy will be placed within the student’s evaluation file.

4.23.3 Any other professional concerns that arise.

4.24 Submit appeal documentation to the Associate Dean, UGME for review as required.

4.25 Ensure student evaluation files contain appropriate documentation related to attendance.

4.26 Provide attendance statistics (including unauthorized absences) to Associate Dean, UGME or Associate Dean, Student Affairs UGME throughout the academic year as required.

RESPONSIBILITIES OF ASSOCIATE DEAN, UGME

4.27 Review and approve or deny complex student absence requests as requested by the Pre-Clerkship Program Administrator within one week of receiving the request.

4.28 Meet with students identified as reaching the maximum number of Flex Days to review and discuss their attendance.

4.29 Review each appeal and issue a final decision within two working days of receiving the student’s request appealing the initial decision.

4.30 In consultation with the Associate Dean, Professionalism provide a directive for a professionalism notation on the MSPR and notify student. A letter of notification will be dispatched informing the student that the attendance issue has been noted in their Medical Student Performance Report (MSPR). This letter will be emailed to the student and a copy sent to the appropriate Administrator, Evaluations and the Associate Dean, Student Affairs UGME. A copy will also be placed in the student’s evaluation file.

4.31 Submit a copy of any decisions to the Program Administrator, Pre-Clerkship. RESPONSIBILITIES OF ASSOCIATE DEAN, PROFESSIONALISM

4.32 Meet with students identified as exceeding the maximum number of Flex Days and/or who have unauthorized absences to review and discuss their attendance.

4.33 Report any required student remediation in writing to the Associate Dean, UGME for inclusion in the student’s evaluation file.

4.34 In consultation with the Associate Dean, UGME provide a recommendation for a professionalism notation on the MSPR.


5. STUDENT WELLNESS CHECK

5.1 A UGME Administrator, may, at their discretion, refer any student wellness concerns to the Student Support Coordinator at Bannatyne Campus (with notification provided to the Associate Dean, UGME, and Associate Dean, Student Affairs UGME).

5.2 Student Support Coordinator, may reach out to any student for whom wellness concerns are present, and ask for a response by a certain time. If a response is not received, the Student Support Coordinator shall contact the Associate Dean, UGME and Associate Dean, Student Affairs UGME immediately for further direction.


6. POLICY CONTACT

Please contact Associate Dean, UGME with questions respecting this policy.

Courses and curriculum

Clerkship duty hours

Policy name Clerkship duty hours
Application and scope Clerkship students
Approved date September 2020
Review date September 2025
Revised date February 2020
Approved by Clerkship Curriculum Committee (February 2020); Curriculum Executive Committee (March 2020); College Executive Council (September 2020)

1. PURPOSE

Clinical medicine is best learned by active experience in the care of patients at the hospital bedside or in the office. This experience should include On-Call periods including Overnight Duty where required. The inevitable service demands of patient care however, do not replace the requirement for educational sessions. In order to provide adequate service and care to patients, and enhance the medical education of students, duty hours must be structured to provide a balance of clinical experience, patient service, and academic achievement and consolidation. Duty Hours for Clerkship candidates shall consist of both Regular Duty Hours and On-Call Duty Hours.


2. DEFINITIONS

2.1 Clerkship – Year III and Year IV of the UGME Program.

2.2 PARIM – Professional Association of Residents and Interns of Manitoba.

2.3 Statutory Holidays – The following dates shall be considered statutory as outlined in the Manitoba Employment Standards Code and PARIM contract:

  • New Year’s Day (January 1st);
  • Louis Riel Day (3rd Monday in February);
  • Good Friday;
  • Easter Monday;
  • Victoria Day (in the month of May);
  • Canada Day (July 1st);
  • Terry Fox Day (in the month of August);
  • Labour Day (in the month of September);
  • Thanksgiving Day (in the month of October);
  • Remembrance Day (November 11th) as a general holiday in accordance with the Remembrance Day Act;
  • Christmas Day (December 25th);
  • Boxing Day (December 26th).

2.4 Duty hours – Refers to time when a student is scheduled to participate in patient care or educational events, such as seminars, lectures, and rounds. It does not refer to study time.

2.5 Regular Duty Hours – Regular duty hours are, in general, between 0700 - 1700 hours Monday through Friday. In some clinical services these regular duty hours may vary due to circumstances and conditions inherent within the clinical environment. As professionals, Clerks should view these hours as guidelines and understand that patients, staff and colleagues should not be compromised by rigid adherence to work hours.

2.6 Weekends – Weekends are considered to be from 1700 Friday until 0700 Monday.

2.7 On-Call Duty Hours – Are considered time where the Clerkship student carries clinical responsibilities beyond regular duty hours. This will include evenings/overnight Monday to Friday, weekends and designated recognized holidays. For example:

  • Weekday (Monday through Friday) On-Call Duty Hours commence at the end of Regular Duty Hours and are normally 14-17 hours in duration.
  • Weekend and designated recognized holiday On-Call Duty Hours are twenty-four (24) hour periods of time with a maximum of two (2) hours of additional time allotted for transfer of care purposes.
  • After completion of an In-Hospital Call Shift, the student will not be required to return to the rotation prior to 0600 of the following calendar day.

2.8 National Board of Medical Examiners (NBME) Exam – A multiple choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program.

For students who write their NBME exam prior to May 19, 2020, attaining a mark at the 11th percentile or higher is considered a pass. For students who write their NBME exams on May 19, 2020 and thereafter, the NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.


3. POLICY STATEMENTS

3.1 Two types of On-Call Duty Hours are recognized for Clerkship students in support of their educational responsibilities:

  • Home Call. Home Call refers to clinical service, or immediate availability for such service, where the student is not required to remain within the hospital environment. Home Call may result in the student returning to the hospital. Home Call is not to be more frequent on average than one (1) day in three (3) and shall not exceed more than ten (10) days within a twenty-eight (28) day period. Where a Clerkship student is required to work within a hospital during a Home Call period for more than four (4) hours, of which more than one (1) full hour is after midnight and prior to 0600, the entire Home Call Duty Hour time period shall be included in calculating consecutive hours worked. Where Home Call is included in calculating consecutive hours worked the student may, at their option, elect to work on the Post-Call day.
  • In-Hospital Call. In-Hospital Call refers to clinical service, or immediate availability for such service, where the student is required to remain in the hospital for the entire time period. In these instances, students are expected to use assigned call room(s) for rest periods. Specific limitations on In-Hospital Call include:
    • A Clerkship student shall not be scheduled for In-Hospital Call more than seven (7) times over a twenty-eight (28) day period. In-Hospital Call shall not average more than one (1) day in four (4) throughout a clinical rotation.
    • Clerkship students must have two (2) weekends out of every four (4) off.
    • Students shall not be on In-Hospital Call for more than twenty-six (26) hours continuously (Twenty-four (24) hours of call and two (2) hours of transfer care). Clerkship students who have spent an In-Hospital Call Overnight shall sign over their cases to the next On-Call Clerk during the morning work round.

3.2 Clinical Clerks who have been On-Call may wish to stay for educational purposes. In these instances, they must not be expected to respond to service duties or calls on their patients. Clerks who do not stay for academic educational sessions are responsible for obtaining the missed information from their fellow Clerks.

3.3 In circumstances, with respect to post-call transportation, where a Clerkship student believes that fatigue will hinder their ability to drive and call rooms are unavailable for rest prior to travelling home, they are advised to seek alternate transportation. Clerkship students are eligible to claim the following taxi reimbursement costs through the Max Rady College of Medicine:

  • Taking a taxi home (one way) after being On-Call and/or taking a taxi back to retrieve their own vehicle the day after being on call
  • Taking a taxi home (one way) after completing a scheduled late night shift that ends after 12am

3.4 A Clinical Clerk who is pregnant shall not be required to take Overnight Call after thirty- one (31) weeks gestation. The student, in conjunction with the respective Clerkship Administrator, shall ensure that affected rotations are given as much notice as possible to prepare call schedules accordingly.

3.5 When a Clerkship student is On-Call on a Statutory Holiday for at least an eight (8) hour period, they must be given a day off during the rotation in which the statutory holiday has occurred. Statutory holiday substituted days off shall not be carried over to another rotation. This does not apply to a shift that a student does on a STAT during an Emergency Medicine rotation, as this is not considered On-Call.

3.6 Students shall not be placed On-Call the night prior to an NBME Examination.

3.7 Students scheduled to write NBME exams in the afternoon seating will not be required to perform clinical duties the morning of the NBME exam, but may be required to attend to other duties (for example exit interviews) prior to 10 am.

3.8 Students shall not be placed On-Call past 11:00 pm on Wednesday evenings prior to Thursday academic day.

3.9 Students shall not be placed On-Call on the last evening/night of their rotation.

3.10 Rotations do not end with the exam. Clerks are expected to return to their rotation upon completion of their exam unless specifically directed by their assigned preceptor.

3.11 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

4.1 This policy will be monitored for compliance by the Director Clerkship, Director Electives, Associate Dean, Students and Associate Dean, Professionalism. If it is found that students have worked beyond the allowable time frame as described above during the monitoring process via the course evaluations, the Associate Dean, UGME will meet with the specific Clerkship Director to assure compliance to the policy.

4.2 Students must complete and submit the claim form for post-call transportation reimbursement along with the receipt to the Clerkship Program Administrator in 260 Brodie within 7 days of the call shift.

REPORTING VIOLATIONS

4.3 Should a violation of the On-Call policy occur, Clerks may seek remediation via the following procedure(s):

  • The Clerk should first approach the Clerkship Director for the affected rotation with the intent of rectifying the inequity. If a student reports a violation directly to the Clerkship Director, the Clerkship Director is required to investigate the situation and attempt to remedy it.
  • If the student is unable to come to a resolution with the Clerkship Director, the Director, Clerkship Curriculum should be contacted by the student with the circumstances of the violation.
  • Should the Clerk remain dissatisfied or uncomfortable approaching either the Clerkship Director of the affected rotation or the Director, Clerkship Curriculum, the student shall contact the Associate Dean, Students. When a violation of this policy is reported to Associate Dean, Students, the Clerkship Director will be required to investigate the situation and provide a report to the Associate Dean, UGME describing the violation and indicating how the situation has been remedied.
  • In the instance where a Clerk does not accept the final decision, the student has a right of appeal to the Undergraduate Medical Education (UGME) Student Appeals Committee.

5. REFERENCES

5.1 PARIM Collective Agreement: 2014-2018 Collective Agreement

5.2 UGME Policy and Procedures - Undergraduate Medical Education Student Appeals

5.3 UGME Policy & Procedures – Examination Conduct

5.4 UGME Policy & Procedures – Deferred Examinations

5.5 UGME Policy & Procedures – Supplemental Examinations

5.6 UGME Policy & Procedures – Examination Results

5.7 UGME Policy & Procedures – Promotion & Failure

5.8 UGME Policy & Procedures – Accommodation for Undergraduate Medical Students with Disabilities

5.9 UGME Policy & Procedures – Invigilation of Examinations

 


6. POLICY CONTACT

Please contact Director, Clerkship with questions respecting this policy.

Course or clerkship and session objective change

Policy name

Undergraduate medical education course or clerkship and session objective changes, changes to curriculum, and changes to evaluation

Application and scope Instructors, course directors, program directors, coordinators
Approved date August 2018
Review date August 2023
Revised date May 2020
Approved by Curriculum Executive Committee (August 2018); College Executive Council (August 2018);

1. PURPOSE

Undergraduate Medical Education (UGME) understands the importance of rooting its curriculum in the mission of UGME with its related goals and objectives. This policy and procedures outlines the framework for the development, review and implementation of general program objectives, Pre- Clerkship and Clerkship course and program objectives, session objectives, curriculum changes, and changes to student evaluation.


2. DEFINITIONS

2.1 Pre-Clerkship – Year I and Year II of the UGME program.

2.2 Clerkship – Year III and Year IV of the UGME program.

2.3 Session – lecture, tutorial, small group tutorial, self-directed learning, experiential learning, lecture followed by small group tutorial, academic half-day.

2.4 Working day – Any day, other than a Saturday, Sunday, or legal holiday on which academic business may be conducted. Max Rady College of Medicine usual workday hours are Monday through Friday 8:00 a.m. to 4:00 p.m.

2.5 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training which demonstrates the full range of competencies (knowledge, skills and attitudes) required of a physician. Electronically distributed at the start of each rotation, FITERs must be completed and submitted electronically at the end of the rotation. This should include a narrative description of medical student performance.

2.6 Midpoint In-Training Evaluation Report (MITER) – Is a formative assessment report completed by the student, and then reviewed by the preceptor. It is electronically distributed at the start of each core rotation that is of at least four (4) weeks duration and must be completed and submitted electronically.

2.7 Objective Structured Clinical Examination (OSCE-type) – an examination used to assess the clinical skills of students.

  • The mini-OSCE and Comprehensive Clinical Examination (CCE) are OSCE- type examinations.
  • A pass mark will be set for each individual station using the borderline regression model, which is informed by a comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by their congregate score in each case individually. Students will be required to pass a minimum of eight of twelve OSCE stations to pass the Med I and Med II Clinical Skills Courses.
  • The Remedial Examinations for the Med I and Med II Clinical Skills courses will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial exam. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial OSCE.

Comprehensive Clinical Exam (CCE) – An objective structured clinical-type examination used to assess the clinical skills of students in Clerkship.

  • A pass mark will be set for each individual station using the borderline regression model, which is informed by the comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by the congregate score in each case individually. Students will be required to pass a minimum of five of eight OSCE stations in order to pass the CCE.
  • The Remedial Examinations for Med IV CCE will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial CCE. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial CCE.

2.8 Type of Evaluation Instrument – Multiple Choice Question (MCQ) Examination, Short Answer Examination, OSCE-type Examination, Take-home Examination, Reflective Exercise, FITER, MITER.

2.9 Change to Curriculum – the addition, deletion, replacement of one or more of the following:

  • Course, session, tutorial, lecture, essential clinical experience
  • Content of a course or rotation, if substantive, and results in changes to objectives
  • Location of course material within a Block at the Pre-Clerkship level
  • Alteration of session hours
  • Clinical teaching site(s)

2.10 Change to Evaluation – the addition, deletion, or change in the content or weighting of one or more of the following:

  • Evaluation Item
  • Type of Evaluation Instrument
  • A specific course within the Block examination
  • MITER
  • FITER
  • MCQ
  • OSCE

3. POLICY STATEMENTS

3.1 The UGME Learning Objectives Policy approved by Max Rady College Executive Council in June 2010 governs UGME learning objectives.

3.2 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.

PRE-CLERKSHIP COURSE AND CLERKSHIP ROTATION OBJECTIVES

3.3 All Pre-Clerkship and Clerkship course and session level objectives must be mapped to the General Education Program Level Objectives.

3.4 Course and Rotation objectives are developed by Course Directors, and/or Clerkship Directors, with representation from those involved in the specific curriculum and under the direction of the Director, Pre-Clerkship Curriculum and Director, Clerkship Curriculum.

3.5 These objectives must be reviewed on an annual basis under the direction of Director, Pre-Clerkship Curriculum and Director, Clerkship Curriculum with representation from all parties involved in the specific course and/or program.

3.6 Recommendations from the annual review will be reviewed by the Pre-Clerkship Curriculum Committee or the Clerkship Curriculum Committee with final approval for change from the Curriculum Executive Committee.

3.7 Approved changes to these objectives will be communicated to Undergraduate Management Committee, instructors and students under the direction of the Director, UGME Curriculum.

SESSION LEVEL OBJECTIVES

3.8 All session level objectives must be mapped to the specific Pre-Clerkship Course or Clerkship rotation objectives.

3.9 The development of these objectives is the responsibility of the instructor with input from the Pre-Clerkship Course Director, or Clerkship Director.

3.10 These objectives must be reviewed on an annual basis under the direction of the Pre- Clerkship Course Director, or Clerkship Director.

3.11 Recommendations from the annual review will be reviewed by the Pre-Clerkship Curriculum Committee or the Clerkship Curriculum Committee with final approval for change from the Curriculum Executive Committee.

3.12 Approved changes to these objectives will be communicated to Undergraduate Management Committee, instructors and students under the direction of the Director, UGME Curriculum.

PRE-CLERKSHIP AND CLERKSHIP EVALUATION

3.13 All evaluation items organized within the Max Rady College of Medicine must be mapped to the respective Course/Clerkship and Session Level Objectives.

3.14 The development and mapping of evaluation items is the responsibility of Course and Clerkship Directors, with representation from those involved in the specific evaluation and under the direction of the Chairs, Committees of Evaluation.

3.15 Evaluation items are reviewed on an annual basis in parallel with the review of course and session level objectives. The Chairs, Pre-Clerkship Student Evaluation and Clerkship Student Evaluation Committees work with the Director, Pre-Clerkship Curriculum or Director, Clerkship Curriculum with representation from all parties involved in the specific course and/or program.

3.16 Recommendations from the annual review will be reviewed by the Pre-Clerkship Student Evaluation, Clerkship Student Evaluation Committees and/or Progress Committee with final approval from the Rady Faculty Executive Council.

3.17 Approved changes to evaluation will be communicated to the Undergraduate Management Committee, instructors and students under the direction of the Director, Evaluation.

CHANGES TO CURRICULUM

3.18 Any changes to the curriculum as stated in the definition “Changes to Curriculum” must be done with the knowledge and review of the Director, Pre-Clerkship Curriculum or Director, Clerkship Curriculum and the Director, UGME Curriculum.

3.19 Any reviewed curriculum change must be approved by the Curriculum Executive Committee and communicated to the Undergraduate Management Committee and students under the direction of the Director, UGME Curriculum.

CHANGES TO EVALUATION

3.20 Any changes to evaluation as stated in the definition “Changes to Evaluation” must be done with the knowledge and review of the Chair, Pre-clerkship Student Evaluation Committee (PSEC), Chair, Clerkship Student Evaluation Committee (CSEC) and/or Director, Evaluations

3.21 Any reviewed evaluation change must be approved by the Rady Faculty Executive Committee, and communicated to the Curriculum Executive Committee, Progress Committee, Undergraduate Management Committee and students under the direction of the Director, Evaluation.


4. PROCEDURES

4.1 The UGME Learning Objectives Procedures approved by Max Rady College Executive

Council in June 2010 governs UGME Learning Objectives.

PRE-CLERKSHIP COURSE AND CLERKSHIP ROTATION OBJECTIVES

ANNUAL REVIEW PROCESS

4.2 The Director, Pre-Clerkship Curriculum and Director, Clerkship Curriculum will inform the Director, UGME Curriculum and Associate Dean, UGME of the schedule of planned course/rotation reviews including a review of the course learning objectives.

4.3 The Director Pre-Clerkship/Clerkship Curriculum Committee will establish an ad hoc committee representative of instructors, departments and members of the Manitoba Medical Student Association (MMSA) to review the Course/Clerkship, including the objectives. This committee will ensure the objectives are appropriately linked to the reviewed UGME Program Learning Objectives. This committee’s work, including recommendations for changes to Course/Clerkship Level Objectives must be completed by 14 days preceding the course review at Pre-Clerkship/Clerkship Committee.

4.4 Each Course/Clerkship Director will report to the committee at scheduled date for review.

4.5 The recommended Course/Clerkship Level Objective changes will be approved by the Curriculum Executive Committee on an ongoing basis and communicated to the UGME Management Committee by the Director of Curriculum.

4.6 The Director, Pre-Clerkship Curriculum and Director, Clerkship Curriculum will oversee the process of communicating approved Course/Clerkship Objective changes to all stakeholders involved in UGME, including instructors, preceptors and students by June 30 of the same academic year.

4.7 The Director, Pre-Clerkship Curriculum and Director, Clerkship Curriculum will report completion the course change implementation to the Director of Curriculum.

4.8 The UGME Pre-Clerkship and Clerkship Administrators will be responsible for making approved changes within the Curriculum Management System in preparation for the next academic year.

PRE-CLERKSHIP COURSE AND CLERKSHIP SESSION OBJECTIVES ANNUAL REVIEW PROCESS

4.9 The Director, Pre-Clerkship Curriculum and Director, Clerkship Curriculum will inform the Director, UGME Curriculum and Associate Dean, UGME of the schedule of planned course/rotation reviews that will include a review of the session learning objectives.

4.10 Each Course/Clerkship Director will communicate with instructors regarding the instructor’s responsibility to review session objectives within 14 days of the completion of the course.

4.11 Each instructor must report recommendations for change to session objectives to the Course/Clerkship Director within 14 days of the completion of the course/rotation.

4.12 The Course/Clerkship Director must bring recommended changes to session objectives to the next scheduled Pre-Clerkship Curriculum Committee or Clerkship Curriculum Committee for approval.

4.13 The Director, Pre-Clerkship Curriculum and Director, Clerkship Curriculum will communicate recommended session objective changes to the next Curriculum Executive Committee for approval. Once approved, the recommended session level objective changes will be communicated to the UGME Management Committee that immediately follows the Curriculum Executive Committee meeting by the Director, Curriculum.

4.14 The UGME Pre-Clerkship and Clerkship Administrators will be responsible for incorporating session objective changes into the Curriculum Management System in preparation for the next academic year.

CHANGES TO CURRICULUM

4.15 A Course/Clerkship Director or instructor who wishes to make a change to the curriculum as stated in the definition “Changes to Curriculum” must complete and sign the Curriculum Change Request Form (Appendix 1). If the change to the curriculum required a change to evaluation as stated in the definition “Changes to Evaluation”, the Course Director must complete and sign the Evaluation Change Request Form and submit it in accordance with the procedures for Changes to Evaluation.

4.16 The completed and signed Curriculum Change Request Form must be submitted to the Director, Pre-Clerkship Curriculum or Director, Clerkship Curriculum within 14 working days of completion of the course.

4.17 The Director, Pre-Clerkship Curriculum or Director, Clerkship Curriculum will bring the request for change to the curriculum to the next respective curriculum committee meeting for discussion.

4.18 In the case where a change to the curriculum does not require input from either the Pre- Clerkship Curriculum Committee or the Clerkship Curriculum Committee, the request will be submitted to the Director, UGME Curriculum for review within 14 days

4.19 The Director, UGME Curriculum will sign all reviewed requests for changes to the curriculum within 14 working of receipt of the completed form from the Director, Pre- Clerkship Curriculum or Director, Clerkship Curriculum.

4.20 The Director, UGME Curriculum will report all recommendations to approve/non- approve changes at the next Curriculum Executive Committee. Decisions on approval of changes will be communicated to the UGME Management Committee at the next meeting by the Director, Curriculum.

CHANGES TO EVALUATION

4.21 A Course/Clerkship Director who wishes to make a change to an evaluation item as stated in the definition “Changes to Evaluation” must complete and sign the Evaluation Change Request Form (Appendix 2).

4.22 The completed and signed Evaluation Change Request Form must be submitted to the appropriate Chair (Pre-Clerkship Student Evaluation Committee or Clerkship Student Evaluation Committee), within 14 working days of the course completion.

4.23 If necessary, the Chair, Pre-Clerkship or Clerkship Student Evaluation Committee will bring the request for change to the next meeting of the appropriate Student Evaluation Committee and/or Progress Committee for discussion.

4.24 In the case where a change to evaluation does not require input from the appropriate Student Evaluation Committee and/or Progress Committee, the reviewed request will be submitted to the Director, Evaluation for signing within 14 days of the completion of the course.

4.25 The Director, Evaluation will sign all reviewed requests for changes evaluation within 14 working of receipt of the completed form from either Chair, Student Evaluation Committee

4.26 The Director, Evaluation will report all recommendations for change at the next Curriculum Executive Committee and Rady Faculty Executive Committee. Decisions on approval of changes will be communicated to the UGME Management Committee at the next meeting by the Director of Evaluation.


5. POLICY CONTACT

Please contact Director, UGME Curriculum with questions respecting this policy.

Curricular time

Policy name Curricular time in pre-clerkship courses (year I/year II) and clerkship academic teaching (year III/year IV)
Application and scope Year I to year IV undergraduate medical education students
Approved date February 2018
Review date February 2023
Revised date January 2018
Approved by College Executive Council

To establish the limits on the time that medical students are expected or required to spend in educational and clinical activities. Additionally, this policy serves as a guide for curricular planners to ensure sufficient time in the curriculum allows for balance among academic learning events, independent study time, and personal time.


2. DEFINITIONS

2.1 Pre-Clerkship Curricular Time – time in Year 1 and 2 between 8:00 a.m. to 5:00 p.m., Monday to Friday inclusive that is required for teaching activities. The exceptions to this definition are statutory holidays as outlined by the University of Manitoba Academic Calendar. There are no scheduled academic learning events on Saturday or Sunday.

2.2 Clerkship Academic Teaching – non-patient related time in Year 3 and 4, Monday to Friday inclusive, which is required for teaching activities. The exceptions to this definition are statutory holidays as outlined by the University of Manitoba Academic Calendar. There are no scheduled academic learning events on Saturday or Sunday.

2.3 Independent Learning Time - time in the academic schedule deliberately set aside for students to use for their own specific needs, which may include activities such as volunteer work, service learning, projects, or any other independent study.

2.4 Curricular Learning Events – events that are required learning activities that are part of a course, recognized by the Curriculum Executive Committee and reflected in OPAL. See Appendix 1 for a list of types of Curricular Learning Events.

2.5 OPAL – Online Portal for Advanced Learning.

2.6 UGME – Undergraduate Medical Education.


3. POLICY STATEMENTS – GENERAL

3.1 Independent Learning Time will be protected; i.e. nothing will be scheduled in this time except in extenuating circumstances.

3.2 Extenuating circumstances may include:

  • at the discretion of the Associate Dean, UGME, in consultation with the Associate Dean, Student Affairs, during circumstances such as:
    • the cancellation of classes due to storms or other emergency closures.
  • at the discretion of the Director Pre-Clerkship, Director Clerkship Academic, departmental Clerkship Directors during circumstances such as:
    • when an instructor is unable to teach (e.g. death in the family, unexpected urgent clinical commitment, etc.)
  • at the discretion of the Curriculum Executive Committee during circumstances such as:
    • curricular learning events involving more than one (1) cohort of students or students from other colleges that may need to be scheduled outside of curricular time.
  • with respect to Clinical Skills teaching, where students will receive an equivalent or greater amount of protected time.

3.3 Students will be granted a 10-minute break after every Curricular Learning Event.

3.4 Weekends are normally free of Curricular Time and Clerkship Academic Teaching, but may be used for special exams (e.g., OSCEs) or in the event that scheduled exam time was lost due to storm or other emergency closure

3.5 Holidays, as specified in the University Academic Calendar are free of any scheduled teaching or exams.

3.6 This policy is to be reviewed five years following its initial approval and every five years thereafter.


4. POLICY STATEMENTS – PRE-CLERKSHIP

4.1 In a given week, a student will have an average of six (6) hours of Independent Learning Time.

4.2 Independent Learning Time will be scheduled in blocks. Blocks will typically be scheduled in three (3) hour increments where possible.

4.3 Time allocated for meals within the working day is considered in addition to Independent Learning Time. Curricular events will not normally be scheduled during the student lunch hour, which normally falls between 1100 and 1400.

4.4 Not all students will necessarily have the same six (6) hours of Independent Learning Time; it will vary according to small group schedules and individual schedules based on group work, labs, etc.

4.5 In weeks which include a statutory holiday, the normal allotment of Independent Learning Time will not be provided.


5. POLICY STATEMENTS – CLERKSHIP

5.1 All rotations, electives and selectives start on a Monday and end on a Friday.

5.2 The hours of required responsibilities (clinical or academic) should not exceed ten (10) hours per day when averaged over an entire rotation (excluding call days).

5.3 On-call hours are addressed in the UGME Clerkship Duty Hours policy.


6. PROCEDURES

RESPONSIBILITIES OF PROGRAM ADMINISTRATORS, PRE-CLERKSHIP AND CLERKSHIP

6.1 Ensure Independent Learning time is integrated into each week of curricular time.

6.2 Review and address concerns from students, teachers or administrative staff regarding breaches of this policy with the respective Director, Pre-Clerkship or Clerkship.

6.3 Annually report on the Independent Learning Time in Pre-Clerkship Curricular Courses and Clerkship Academic Teaching to the respective committees.

RESPONSIBILITIES OF ASSOCIATE DEAN, UGME AND/OR STUDENT AFFAIRS

6.4 Determine exceptions to the protected Independent Learning Time to allow for rescheduling cancelled classes due to storms or other emergency closures.

RESPONSIBILITIES OF THE STUDENT

6.5 Bring concerns regarding breaches of this policy to the attention of the respective Director, Pre-Clerkship or Director, Clerkship.

6.6 If concerns are not resolved satisfactorily, request secondary review by the Director, UGME Curriculum.

6.7 If concerns are not resolved at the secondary review stage, requests to appeal the decision may be sent to the Curriculum Executive Committee.

RESPONSIBILITIES OF DIRECTOR PRE-CLERKSHIP, DIRECTOR CLERKSHIP AND/OR DEPARTMENTAL CLERKSHIP DIRECTORS

6.8 Determine exceptions to the protected Independent Learning Time to allow for rescheduling cancelled classes when an instructor is unable to teach.

6.9 Provide direction and guidance to Course Leaders, Clerkship Directors and Program Administrators regarding the application of this policy to curricular scheduling.

6.10 Review and address concerns from students, teachers or administrative staff regarding breaches of this policy with the respective Program Administrator, Pre-Clerkship or Clerkship.

6.11 Review annual curricular time report with their respective committees. RESPONSIBILITIES OF DIRECTOR, UGME CURRICULUM

6.12 Review appeals to the decision made by the Director Pre-Clerkship or Director, Clerkship with respect to breaches of this policy.

RESPONSIBILITIES OF THE CURRICULUM EXECUTIVE COMMITTEE

6.13 Determine exceptions to the protected Independent Learning Time involving multi- program learning events held outside of normal curricular time.

6.14 Annually review reports of Independent Learning Time in Pre-Clerkship Curricular Courses and Clerkship Academic Teaching to determine if changes are necessary and the course of action.

6.15 Review appeals to the decision made by the Director Pre-Clerkship, Director, Clerkship or the Director, UGME Curriculum with respect to breaches of this policy.


7. REFERENCES

7.1 UGME Policy and Procedures – Promotion and Failure

7.2 UGME Policy and Procedures – Undergraduate Medical Course/Clerkship, and Session

Objective Changes, Changes to Curriculum and Changes to Evaluation

7.3 UGME Policy and Procedures – Clerkship Duty Hours


8. POLICY CONTACT

Director, Curriculum

Electives

Policy name Electives
Application and scope Clerkship students
Approved date September 2020
Review date September 2025
Revised date November 2019
Approved by Clerkship Curriculum Committee (November 2019); ; Curriculum Executive Committee (March 2020); ; College Executive Council (September 2020);

1. PURPOSE

This policy provides guidance and direction for the following electives related activity contained within the Undergraduate Medical Education (UGME) program:

  • Internal Electives;
  • External Electives;
  • Self-Directed Study Electives;
  • Early Electives;
  • Research Electives and,
  • Three (3) Different Disciplines Requirements.

2. DEFINITIONS

2.1 Clerkship – Year III and Year IV of the UGME program.

2.2 Elective – An elective is an opportunity for self-education in an area of the student’s own interest. The aim of an elective is to improve a student’s ability to function as a physician, thus the experience can be of a clinical, research or self-directed nature.

2.3 Internal Elective – An elective within the Province of Manitoba.

2.4 External Elective – An elective outside the Province of Manitoba, within Canada and international.

2.5 Self-Directed Study Elective – A one-week elective organized in accordance with the

Self-Directed Study Elective guidelines.

2.6 Early Elective – An elective scheduled during the two week August vacation in Year III in place of an elective in Period Nine of the Elective Program.

2.7 Research Elective – An elective that can involve case reports, chart reviews, laboratory research or participation in ongoing research studies. It must involve planned scholarly work; examples include chart reviews, laboratory research, or participation in ongoing research studies/trials.

2.8 Preceptor - A faculty member of the Max Rady College of Medicine (Physician or Scientist).

  • A preceptor for the purpose of the UGME Electives Program cannot be any of the following: a graduate student, postdoctoral fellow, research assistant, research or professional associate, resident or clinical fellow.
  • If the faculty mentor is not appointed within the Max Rady College of Medicine, such as from the Faculty of Science or College of Pharmacy or a health professional employed by one of our teaching hospitals, or whose field of study is outside of the health care or biomedical research arenas, a co-preceptor from the Max Rady College of Medicine must be named.

2.9 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training which demonstrates the full range of competencies (knowledge, skills and attitudes) required of a physician. Electronically distributed at the start of each rotation, FITERs must be completed and submitted electronically at the end of the rotation. This should include a narrative description of medical student performance.

2.10 Midpoint In-Training Evaluation Report (MITER) – Is a formative assessment report completed by the student, and then reviewed by the preceptor. It is electronically distributed at the start of each core rotation that is of at least four (4) weeks duration and must be completed and submitted electronically.

2.11 Vacant Elective Time – Time within the Elective Program when the student has no confirmed elective scheduled or unable to identify an elective placement.

2.12 Working day – Any day, other than a Saturday, Sunday, or legal holiday on which academic business may be conducted. Max Rady College of Medicine usual workday hours are Monday through Friday 8:00 a.m. to 4:00 p.m.

2.13 National Board of Medical Examiners (NBME) Examination – A multiple choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program. For students who write their NBME exam prior to May 19, 2020, attaining a mark at the

11th percentile or higher is considered a pass. For students who write their NBME exams on May 19, 2020 and thereafter, the NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.

2.14 AFMC Student Portal – The AFMC Student Portal is a bilingual information hub and centralized application service for visiting electives for all Canadian faculties of medicine. Services are offered for Canadian and international undergraduate medical students.


3. POLICY STATEMENTS

GENERAL

3.1 Generally, the Electives Program consists of seventeen (17) weeks duration and contained within Year IV of the UGME program.

3.2 The Elective Program is organized into two periods as follows:

  • Period Nine – From early September to December Holidays Break
    • Each elective within Period Nine can be of two (2) to four (4) weeks in duration, with the exception of Self-Directed Study Electives, which are a maximum of one (1) week in duration.
  • Period Ten – The first two weeks of January
    • Within Period Ten, each elective is two (2) weeks in length.

3.3 Each student must complete electives in three (3) different disciplines in accordance with the three different discipline requirements outlined in statements 3.38-3.43. Electives in three (3) different disciplines must be completed prior to the end of Period Ten. Refer to the UGME Electives webpage for the disciplines list. Effective with the Class of 2021, the maximum number of weeks in an elective/selective discipline is 8 weeks

3.4 Beginning with the Class of 2021, student elective opportunities cannot exceed a maximum of eight (8) weeks in any single entry-level discipline. An entry-level discipline is an Entry Route in the PGY-1 (R1) match. Electives in subspecialties that are part of a PGY-3 (R3) match (such as the subspecialties in Internal Medicine and Pediatrics) are counted as separate disciplines. As such, electives in these subspecialties do not count towards the 8-week maximum in the general specialty.

3.5 Each student must receive approval through the Curriculum Management System prior to the commencement of each elective. Retroactive approval and evaluation credit will not be granted for any elective not approved prior to the start date.

3.6 The Curriculum Management System will open for Year IV medical students to view and/or apply for electives at the end of February in their third year of the program. A training session outlining how to use the system will take place in mid-September and mid-January each year.

3.7 For each elective, a FITER must be completed and in the case of an elective of four weeks’ duration or longer, a MITER is required.

3.8 All elective FITERS, and MITERS if applicable, must be completed and submitted electronically to the UGME program office in order to meet graduation requirements. Electronic MITER and FITER forms are distributed via the Curriculum Management System to the preceptor of the student’s elective through the Curriculum Management System for Internal Electives and distributed to the student for External Electives. It is the responsibility of students participating in External Electives to distribute the relevant MITER/FITER link to their preceptor.

3.9 In the event a student has unscheduled time within the Elective Program, the UGME office will assign an elective four (4) weeks prior to the start of the unscheduled time. Student participation in assigned electives is non-negotiable.

3.10 Each student is required to electronically complete and submit the Student Elective Evaluation which will be distributed electronically to the student through the Curriculum Management System at the end of each elective in accordance with the requirements of the program Evaluation Policy.

3.11 No student is permitted to participate in electives during the December holidays break period.

INTERNAL ELECTIVES

3.12 The UGME office oversees the entire process of organizing all Internal Electives.

3.13 Student applications for Internal Electives must be submitted in accordance with the procedures and dates identified in this document.

3.14 Each student will receive confirmation of each Internal Elective a minimum of four (4) weeks prior to the start date of the requested elective.

3.15 If cancelling a confirmed elective, the student must abide by the procedures outlined in this policy and request cancellation no less than four (4) weeks prior to the elective start date.

3.16 If a Max Rady College of Medicine department must cancel a confirmed elective, the student and the UGME office must be informed at least four (4) weeks prior to the start of the elective.

EXTERNAL

3.17 Each student is encouraged to participate in External Electives throughout the Elective Program.

3.18 Each student is required to submit written confirmation of each External Elective to the UGME office in a timely and efficient manner. Submission of confirmation of acceptance for an External Elective may consist of an email from the external University or confirmation from the AFMC Student Portal forwarded to the Administrator, Electives by the student if necessary.

3.19 If cancelling an External Elective, the student is required to abide by the cancellation policy of the specific university and remains responsible to contact the host University to cancel the elective if necessary. The student is also required to cancel External Electives applied for via Curriculum Management System.

SELF-DIRECTED STUDY ELECTIVES

3.20 These electives are designed to provide students with the opportunity to organize study, on a self-directed basis, outside clinical and research settings. Self-Directed Study Electives are available for a period not exceeding one (1) week in duration and may be used only once within the Electives period.

3.21 This week may be used to mitigate the need to re-organize two (2) or more electives when scheduling arrangements do not permit a student’s entire electives period to be filled. In special circumstances, the Self-Directed Study Elective may also be used to allow study time in the remediation of an outstanding NBME Examination.

3.22 In the event that the self-study week is used to prepare for an outstanding NBME Examination, the week taken must be prior to the exam and within a reasonable period of time to the expected exam

3.23 As a Self-Directed Study Elective is considered an academic activity, students selecting this option must provide a specific topic of study for consideration, along with specific objectives to be obtained, for approval when choosing to pursue this option.

3.24 A student participating in a Self-Directed Study Elective within the Elective Program must adhere to the Self-Directed Study guidelines contained within this policy.

EARLY ELECTIVES

3.25 These electives are designed to address the issue of students wishing to complete an Early Elective, especially those students who are considering extremely competitive residency programs. A student who applies to replace his/her vacation with an elective must take the vacation time prior to the December vacation break period contained at the end of Period Nine.

3.26 A student must take a two-week (2) vacation within the Electives Program if participating in an Early Elective.

3.27 . A student is eligible to participate in the Early Elective if they have completed and passed all Clerkship rotations and have one NBME Exam failure or fewer up to the time the application for Early Elective is submitted.

3.28 Student participation in an Early Elective cannot interfere with core Clerkship responsibilities contained within Period Seven and/or Period Eight.

3.29 The deadline for the submission of an application for the Early Elective is June 1st the academic year preceding the commencement of Period Nine. Applications must be submitted electronically using the Curriculum Management System interface.

3.30 Students are responsible for organizing External Early Electives in accordance with the Electives Policy and Procedures contained herein.

3.31 A student participating in an Early Elective must adhere to the Early Elective guidelines contained within this policy.

RESEARCH ELECTIVE

3.32 Research Electives are designed to provide students with the opportunity:

  • To learn about research design, hypothesis generation, and the development of research questions/problem formulation;
  • To learn to access, assimilate, and critically evaluate the medical literature pertaining to the research topic;
  • To learn about research ethics, informed consent, and the regulatory processes that must be followed in the conduct of research;
  • To learn about statistics and data analysis;
  • To conduct research and acquire any skills needed to do so (e.g. laboratory techniques, computer skills);
  • To gather data for a project, interpret the data, and integrate the data with information obtained from a literature review; and
  • To learn about manuscript preparation.

3.33 A student can participate in a Research Elective from three (3) to six (6) weeks in length, noting that the length of the elective must be consistent with the learning objectives undertaken.

3.34 A student can participate in more than one Research Elective during the Electives Program so long as they conform to the Electives policy.

3.35 A student participating in a Research Elective generally does so at the University of Manitoba and affiliated institutions. In some instances, exceptions may be granted by the Director, Electives.

3.36 A Research Elective can involve case reports, chart reviews, laboratory research or participation in ongoing research studies. Conducting a literature review does not constitute a Research Elective.

3.37 A student participating in a Research Elective must adhere to the guidelines for Clerkship Research Electives contained within this policy.

THREE DIFFERENT DISCIPLINES REQUIREMENTS

3.38 The intent of this policy statement is to ensure that each student participates in experiences across a variety of disciplines offered within a general medical education.

3.39 Each student is required to participate in a clinical elective experience in a minimum of three (3) different disciplines.

3.40 The Discipline Listing used by the Max Rady College of Medicine is based on the AFMC Student Elective Diversification Policy and does not infer that all listed disciplines are available for electives at the University of Manitoba.

3.41 The Discipline Listing of available electives at the University of Manitoba are contained in Appendix A of this policy will be reviewed on a yearly basis and updated as required.

3.42 Student is required to complete electives in at least three (3) different disciplines prior to the end of Period Ten.

RENEWAL PERIOD

3.43 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

GENERAL

RESPONSIBILITIES OF DIRECTOR, ELECTIVES:

4.1 Oversee the organization and execution of student information sessions related to Electives.

4.2 Review student application, as required, to address issues or concerns.

4.3 Review completed elective FITER, as required, to address issues or concerns. INTERNAL ELECTIVES

RESPONSIBILITIES OF STUDENT

4.4 Complete and submit the Electives Application through the Curriculum Management System according to the dates set by the Administrator, Electives which are emailed to the students as the application process ensues.

4.5 If seeking to cancel a confirmed Internal Elective for an External Elective, ensure that the External Elective is confirmed for the same time period.

4.6 The student must request a change within the Curriculum Management System in order to cancel an elective. This must be completed and submitted to the Administrator, Electives no less than four (4) weeks prior to the start of the confirmed External Elective.

4.7 If cancelling an Internal Elective for an alternate Internal Elective, the change request must be received through the Curriculum Management System no less than four (4) weeks prior to the start of the stated elective.

4.8 If the student does not receive reporting instructions prior to the start of your Internal Elective, the student must contact the respective Department Coordinator at least one (1) week prior to the start of the elective to obtain first day reporting instructions and/or other applicable documentation. This information is easily accessible/available within the Curriculum Management System:

  • Proceed to Curriculum Management System
  • Select your Class
  • Select the Introduction to Clerkship (ITC) option
  • Open the “Department Contacts” file contained within the Learning Resources section

4.9 Students must follow department instructions for the start of the elective.

4.10 Students must complete the electronic MITER (if required) prior to the midpoint of the elective and submit it for viewing by the preceptor.

4.11 Students participating in electives must attend scheduled meeting(s) with the preceptor to discuss the MITER (if required) and the FITER.

4.12 Students must complete the student component of the electronic FITER within five (5) working days of receiving the FITER from the preceptor.

RESPONSIBILITIES OF PRECEPTOR

4.13 Document and communicate any significant concerns such as professionalism to the Director, Electives and Associate Dean, UGME.

4.14 Perform an informal (verbal) mid-point evaluation for electives of less than four (4) weeks.

4.15 Meet with the student at the midpoint of the elective to review the electronic MITER for electives of four (4) weeks duration or longer.

4.16 Complete electronically the preceptor component of the MITER and submit it no less than five (5) days following the midpoint of the elective.

4.17 Complete an electronic FITER no less than three (3) days prior to the end of the elective. This may require compilation of input from multiple preceptors.

4.18 Meet with the student on or before the last day of the elective to discuss the completed FITER.

4.19 Submit the completed FITER electronically through the Curriculum Management System. RESPONSIBILITIES OF ADMINISTRATOR, ELECTIVES

4.20 Prepare electronic application by end-February of the academic year and make the period catalog viewable for students and email students informing them.

4.21 Prepare electives planning schedule on the Electives Portal homepage for students/coordinators to view. Allow students two (2) weeks to apply for each iteration and departments two (2) weeks to schedule for each iteration.

4.22 Send students an e-mail through the Curriculum Management System informing them that the Electives Portal is available for applications.

4.23 Send the Department Coordinators an email through the Electives Portal informing them that the student’s applications are ready for review and scheduling.

4.24 If there are students who are not placed for the specific time period, liaise with each student and departments to find appropriate placement as required.

4.25 Monitor student’s schedules, that they have all elective time booked and have completed three (3) disciplines by the end of Period Ten.

4.26 Finalize each Electives Period no later than four (4) weeks prior to the effective start date.

4.27 Prepare the evaluation workflow in the Curriculum Management System for each department for each elective period when the period has been finalized.

4.28 In the event of an Elective cancellation, inform the student that their elective cancellation request has been received. If within the deadline, indicate that department will be advised accordingly if new elective can be confirmed.

4.29 Inform students requesting a cancellation that their request is denied if cancellation does not meet deadline requirements.

4.30 Forward cancellation request email that are received via Curriculum Management System to the appropriate Department Coordinator and make sure they are aware.

RESPONSIBILITIES OF DIRECTOR ELECTIVES

4.31 Oversee the organization and execution of student information sessions related to Electives.

4.32 Approve Self-Directed Study Elective requests, research requests and review/approve student’s work that results from these electives.

4.33 Review special case student applications, as required, to address issues or concerns.

4.34 Review completed Elective FITERs, as required, to address issues or concerns.

RESPONSIBILITIES OF DEPARTMENT COORDINATORS

4.35 Login to the Curriculum Management System Electives Portal and schedule the student’s application when you are prompted by email

4.36 Ensure that each student is assigned a site and preceptor in the Electives Portal no later than four (4) weeks prior to the start of the electives.

4.37 Prepare the FITER distribution within Curriculum Management System and distribute the FITERS as required.

EXTERNAL ELECTIVES RESPONSIBILITIES OF STUDENT

4.38 Prior to applying to External Electives, review that university’s policy and procedures related to application process, refunds and cancellations on their AFMC Institution Profile.

4.39 Apply for the elective through the AFMC Student Portal.

4.40 Students are required to forward email confirmation from external University to the Administrator, Electives confirming External Elective placement a minimum of four (4) weeks prior to the start of the confirmed elective. Until written confirmation is submitted the elective is documented as pending by the UGME office.

4.41 If seeking to cancel a confirmed External Elective for another External Elective, ensure that the new External Elective is confirmed for the same time period. Request the change through the Curriculum Management System and the student must inform the external University according to their specific cancellation policy through the AFMC Student Portal.

4.42 Follow the accepting university’s stated policies and procedures with respect to the start of the External Elective.

4.43 Copy and paste the FITER link and the MITER link (if required) from “My Front Page” into an email to the assigned preceptor.

4.44 Complete the electronic MITER (if required) prior to the midpoint of the elective and submit it for viewing by the preceptor.

4.45 Attend scheduled meeting(s) with the preceptor to discuss the MITER (if required) and the FITER.

4.46 Complete the student component of the electronic FITER within five (5) working days of receiving the FITER from the preceptor.

4.47 Ensure the completed FITER and MITER (if required) are submitted to the Administrator, Electives within ten (10) working days of completion of the elective.

RESPONSIBILITIES OF PRECEPTOR

4.48 Document and communicate any significant concerns such as professionalism to the Director, Electives and Associate Dean, UGME.

4.49 Perform an informal (verbal) mid-point evaluation for electives of less than four (4) weeks.

4.50 Meet with the student at the midpoint of the elective to review the electronic MITER for electives of four (4) weeks duration or longer.

4.51 Complete electronically the preceptor component of the MITER and submit it no less than five (5) days following the midpoint of the elective.

4.52 Complete an electronic FITER no less than three (3) days prior to the end of the elective. This may require compilation of input from multiple preceptors.

4.53 Meet with the student on or before the last day of the elective to discuss the completed FITER.

4.54 Submit the completed FITER electronically. RESPONSIBILITIES OF ADMINISTRATOR, ELECTIVES

4.55 Complete the verification request for each student’s AFMC application that is sent by email to the Administrator, Electives.

4.56 Update the Curriculum Management System to “approved” upon receipt of confirmation from the stated university.

4.57 Prepare the evaluation workflow in the Curriculum Management System for External Elective for each department and distribute to students at the appropriate time to ensure that each student has access to the appropriate link for the FITER and MITER (if required).

4.58 Collate evaluations and file electronically. Keep record of any negative feedback from students and bring any concerns to the Director, Electives.

RESPONSIBILITY OF DIRECTOR, ELECTIVES AND ASSOCIATE DEAN, UGME

4.59 Address any concerns around professionalism, as needed. SELF-DIRECTED STUDY ELECTIVES

RESPONSIBILITIES OF STUDENT

4.60 The student is required to submit an application through the Curriculum Management System and include a topic and three (3) learning objectives in which the student wants study.

4.61 The student is required to submit a report/journal to the Director, Electives upon completion of the Self-Directed Study Elective. The report/journal must indicate how the stated objectives were achieved and emailed directly to the Administrator, Electives by email.

RESPONSIBILITIES OF ADMINISTRATOR, ELECTIVES

4.62 Ensure that the Electives Director has reviewed/approved all outstanding Self-Directed Study Electives requests in the Curriculum Management System.

4.63 Ensure that all students have submitted the required Journal/Report at the conclusion of their Self-Directed Study Elective week.

RESPONSIBILITIES OF DIRECTOR, ELECTIVES

4.64 Approve Self-Directed Study Elective Applications.

4.65 Review the submitted report/journal to determine if the student has achieved the stated Electives objectives.

EARLY ELECTIVES RESPONSIBILITIES OF STUDENT

4.66 Email Administrator, Electives requesting approval for an Early Elective providing reason for request.

4.67 Once approval is given, student applies for Internal Elective through the Curriculum Management System or applies for an External Elective through the AFMC Student Portal.

4.68 If approved for an External Early Elective, student must email confirmation to Administrator, Electives.

RESPONSIBILITIES OF ADMINISTRATOR, ELECTIVES

4.69 Review student progress in Period Six and Period Seven core rotations prior to the start of the Early Elective window to determine if the student meets the evaluation requirements to participate in an Early Elective.

4.70 Informs the Director, Electives if a student does not meet the stated requirements. RESPONSIBILITIES OF DIRECTOR, ELECTIVES

4.71 If necessary, reviews each request for an Early Elective in collaboration with the Associate Dean, UGME and Associate Dean, Students.

4.72 Informs the affected student if a request for Early Elective is denied due to non- compliance with Early Elective requirements.

RESEARCH ELECTIVES

RESPONSIBILITIES OF STUDENT

4.73 A student must meet with the preceptor to discuss learning objectives and receive the preceptor’s approval to conduct the research. In some cases, approvals may be required from Research Ethics Board, Research Resource Impact Committee, animal care, etc.

4.74 A student wishing to participate in a Research Elective must complete an application through the Curriculum Management System in accordance with the Electives Policy and Procedures.

4.75 The student is required to meet with the preceptor at the midpoint of the Research

Elective to discuss progress in achieving the stated research objectives.

4.76 The student is required to meet with the preceptor upon completion of the Research Elective to review the Elective Research Summary and to discuss the FITER.

4.77 Each student completing a Research Elective is required to complete a typed one (1)- page summary (no title page) of the elective, meeting the following requirements:

  • The report will be in 11 point Arial or 12 point Times New Roman font, with minimum 2 cm margins (top, bottom, left, right).
  • Minimum word count (excluding the title, authors and affiliations, references, acknowledgments) is five-hundred (500) words.
  • Suggested headings will include:
    • Objective(s);
    • Methods;
    • Results;
    • Conclusions and,
    • Future Directions.
  • Figures and tables are considered acceptable but are limited to one (1) supplementary page.
  • References/cited literature are limited to one supplementary page.
  • A title page is not necessary.

4.78 The student is required to sign and date the Research Elective Summary.

4.79 The student receives credit for the Research Elective when the preceptor has completed and submitted the evaluation of the student’s performance through the Curriculum Management System.

4.80 Each student participating in a Research Elective is encouraged to present their work at laboratory meetings (if applicable) or at meetings, symposia and conferences at the discretion of their preceptor.

RESPONSIBILITIES OF PRECEPTOR

4.81 Meet with the student to discuss and assist in developing specific learning objectives.

4.82 Reviews the Student Learning Objectives.

4.83 Meet with the student at the midpoint of the Research Elective, providing the student with feedback on the achievement of stated objectives; identify if specific objective(s) will be achieved by completion of the elective; etc. This meeting must be documented on the final Evaluation Form through the Curriculum Management System.

4.84 Meet with the student at the completion of the elective to review and sign the Research Elective Summary.

4.85 Provide an evaluation of the student’s performance within four weeks after completion of the Research Elective.

RESPONSIBILITY OF DIRECTOR, ELECTIVES

4.86 Review each application for a Research Elective and if necessary, have the application reviewed and approved by the Director, Advanced Degrees in Medicine.


5. POLICY CONTACT

Please contact the Administrator, Electives UGME with questions respecting this policy.


APPENDIX A

List of updated electives disciplines

Anatomical Pathology

Neurology Pediatric

Anesthesiology

Neurosurgery

Cardiac Surgery

Obstetrics & Gynecology

Community Health Sciences

Ophthalmology

Dermatology

Orthopedic Surgery

Diagnostic Radiology

Otolaryngology

Emergency Medicine

Pediatric Allergy

Family Medicine

Pediatric Child Development

General Surgery

Pediatric Child Protection

Internal Medicine Cardiology

Pediatric Endocrinology

Internal Medicine Clinical Immunology & Adult Allergy

Pediatric Gastroenterology

Internal Medicine Clinical Teaching Unit

Pediatric Hematology/Oncology

Internal Medicine Endocrinology

Pediatric Infectious Diseases

Internal Medicine Gastroenterology

Pediatric Intensive Care Unit (PICU)

Internal Medicine Geriatric Medicine

Pediatric Neonatology

Internal Medicine Hematology

Pediatric Nephrology

Internal Medicine Hepatology

Pediatric Palliative Care

Internal Medicine ICU/Critical Care

Pediatric Respiratory

Internal Medicine Infectious Diseases

Pediatric Rheumatology

Internal Medicine Nephrology

Pediatric Cardiology

Internal Medicine Oncology

Physical Medicine & Rehab

Internal Medicine Palliative Care

Plastic Surgery

Internal Medicine Respiratory

Psychiatry

Internal Medicine Rheumatology

Radiation Oncology

Medical Genetics

Research

Neurology

Urology

 

Vascular Surgery

Extension to clerkship

Policy name Extension to clerkship
Application and scope Students who have completed the MD program and are seeking to extend their Undergraduate Medical Education (UGME) program
Approved date August 2018
Review date August 2023
Revised date August 2018
Approved by Curriculum Executive Committee (July 2018]; College Executive Council (August 2018];

1. PURPOSE

To provide students who have fulfilled all the requirements for the MD degree the opportunity to have their undergraduate program lengthened in support of enrichment studies (e.g., research, advanced degree, etc.), international electives, and/or the addition of clinical electives to help in career selection particularly for those individuals who may have failed to secure a residency position.


2. DEFINITIONS

2.1 Clerkship – Year III and Year IV of the UGME program.

2.2 Special Student – A student category designated by the Office of the Registrar of the University of Manitoba.

2.3 Medical Student Performance Report (MSPR) - An institutional assessment considered a component of a student’s academic record and thus, will be made available for student review. Students will be permitted to correct factual errors on the MSPR. Students are encouraged, when required to engage Student Affairs in supporting advocacy efforts in addressing perceived MSPR discrepancies.

2.4 Final In-Training Evaluation Report (FITER) – An evaluation report that is completed at the end of each core and elective rotation at the Clerkship level. This is electronically distributed at the start of each rotation and must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance.

2.5 Canadian Residency Matching Service (CaRMS) – A national, independent organization providing application and match services to the Canadian medical education community.


3. POLICY STATEMENTS

3.1 Requests for Extension to Clerkship shall be considered for students who have met all the requirements for the MD degree.

3.2 Requests for Extension to Clerkship will only be accepted from students who have completed their MD program at the University of Manitoba. Students are able to convocate before pursuing an extension to clerkship.

3.3 Students must request an Extension to Clerkship in writing to the Associate Dean, UGME.

Requests will only be considered if received within 60 (sixty) days of meeting the requirements for the MD degree. The student must submit the rationale and goals of the requested Extension to Clerkship as well as the proposed academic schedule.

3.4 In order to be considered for an Extension to Clerkship as a student who failed to match with CaRMS, the student must demonstrate that they have:

  • Complied with the requirements for diversity of electives as established by the Max Rady College of Medicine; and
  • Made a concerted effort during the second iteration of the CaRMS match to obtain a residency position in at least one of the three specialties which have offered the largest number of openings.

3.5 The Associate Dean, UGME, shall have the authority to accept or deny a request for Extension to Clerkship, and must approve the rationale and goals of the requested Extension to Clerkship as well as the proposed academic schedule.

3.6 Students participating within the Extension to Clerkship must meet the requirements to qualify as a Special Student. Special Student requirements may be revised from time to time.

3.7 The Registrar of the University of Manitoba will determine a registration fee and other fees that may be applicable to the student’s status; the payment of the fee(s) shall be the student’s responsibility.

3.8 Students must meet the requirements for, and maintain registration with, the College of Physicians and Surgeons of Manitoba on the Educational Registry throughout their Extension to Clerkship.

3.9 The process of approval for each component of the Extension to Clerkship must comply with the requirements established for Clerkship students irrespective of the student’s status as having completed the requirements for the MD program.

3.10 The duration of an Extension to Clerkship is a maximum of forty-six (46) weeks, and may commence as early as June 1st following convocation. The minimum duration of an Extension to Clerkship is twenty (20) weeks. An Extension to Clerkship may not extend beyond April 15th of the year following completion of all requirements for the MD program regardless of the student’s graduation or convocation status. Exceptions to these timelines will only be made under special circumstances such as medical illness or compassionate grounds.

3.11 A failure on any evaluation within an Extension to Clerkship will result in a review of the FITER. Should the failure stand, the student will have to remediate the failed component as per the policy for Remediation of Clerkship Electives. A student may appeal any result in accordance with standard university appeals processes.

3.12 Terms for failure of a component within an Extension to Clerkship, will be the same as during Clerkship.

3.13 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF THE STUDENT

4.1 Students are to request an Extension to Clerkship in writing to the Associate Dean, UGME. This request must include the rational and goals of the requested Extension to Clerkship.

4.2 Students undertaking an Extension to Clerkship are encouraged to meet with an advisor from the office of Student Affairs, and with the Associate Dean, UGME.

RESPONSIBILITIES OF ADMINISTRATOR, CLERKSHIP EVALUATION

4.3 A student’s MSPR shall include the activities undertaken and academic achievements achieved during the Extension to Clerkship.

4.4 Narrative comments on progress within an Extension to Clerkship will be added to the Medical Student Performance Record (MSPR).

RESPONSIBILITIES OF THE DIRECTOR, ELECTIVES

4.5 The Director, Electives will supervise all students undertaking an Extension to Clerkship and will meet with students at the commencement of the Extension to Clerkship and at intervals mutually agreeable to both parties.

4.6 When a failure on an evaluation occurs, the Director, Electives will review and discuss with the preceptor and student, and make a final determination regarding the FITER assessment.

REPONSIBILITIES OF PRECEPTOR

4.7 Preceptor evaluators will use the standard Clerkship Elective Evaluation Form for the Extension to Clerkship program.

4.8 Preceptors must send evaluation reports for all components of the Extension to Clerkship to the UGME office. These reports must be in a format established by or acceptable to the Progress Committee.

RESPONSIBILITY OF THE ADMINISTRATOR, ELECTIVES

4.9 Under the direction of the Director, Electives and Associate Dean, UGME will support the student by organizing proposed academic schedule.

RESPONSIBILITY OF THE ASSOCIATE DEAN, UGME

4.10 The Associate Dean, UGME will approve or deny any request for Extension to Clerkship.


5. REFERENCES

5.1 University of Manitoba Governing Documents: Academic – Academic Examination Regulations.

5.2 UGME Policy & Procedures - Accommodation for Undergraduate Medical Students with Disabilities.

5.3 UGME Policy & Procedures - Electives

5.4 UGME Policy & Procedures - Midpoint In-Training Evaluation & Final In-Training Evaluation Preparation, Distribution and Completion and Essential Clinical Presentation Preparation, Distribution, Audit, and Remediation

5.5 UGME Policy & Procedures - Remediation

5.6 UGME Policy & Procedures - Medical Student Performance Report (MSPR)


6. POLICY CONTACT

Please contact Director, Electives with questions respecting this policy.

Length of teaching sessions

Policy name Length of teaching sessions
Application and scope Pre-clerkship faculty
Approved date June 2018
Review date June 2023
Revised date June 2018
Approved by UGME Management Committee (June 2018)

1. PURPOSE

To ensure the promotion of class participation and student interaction in Pre-Clerkship.


2. DEFINITIONS

2.1 Pre-Clerkship – Year I and Year II of the UGME Program.


3. POLICY STATEMENTS

3.1 Class participation and student interaction in lectures or small group tutorials should be promoted by planning for and allowing sufficient time for questions in Pre-Clerkship.

3.2 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF PRE-CLERKSHIP FACULTY

4.1 Ensure that class participation and student interaction are promoted.

4.2 Time for questions should be allowed either during or at the end of each session.

4.3 Lecturers and tutors are further encouraged to complete their lecture at 10 minutes before the hour, allowing for a break before the next session begins.


5. POLICY CONTACT

Please contact Associate Dean, UGME with questions respecting this policy.

Repeat clerkship

Policy name Repeat clerkship
Application and scope Undergraduate Medical Education (UGME) students
Approved date November 2023
Review date April 2028
Revised date April 2023
Approved by Senate

1. PURPOSE

Undergraduate Medical Education (UGME) students who fail Clerkship for the first time are required to repeat it. This policy describes the terms of such a repeat Clerkship.


2. DEFINITIONS

2.1 Clerkship – Year 3 and Year 4 of the UGME program.

2.2 Course – An educational unit, which covers a series of interrelated topics and is studied for a given period which counts towards the completion of the M.D degree.

2.3 Final Examination – A summative multiple choice and/or short answer examination at the end of a Pre-Clerkship Course/Module. No rounding of scores will take place.

2.4 National Board of Medical Examiners (NBME) Exam – A multiple-choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program. NBME will recommend a pass mark as an equated percent correct score, and the UGME program will determine the pass mark every September, based on this recommendation.

2.5 Comprehensive Clinical Exam (CCE) – An objective structured clinical-type examination used to assess the clinical skills of students in Clerkship. The Remedial Examinations for Med 4 CCE will consist of eight stations.

2.6 Rotation – A unit of clinical work in Clerkship.

2.7 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training to ensure that students acquire the full range of competencies (knowledge, skills and attitudes) required of a physician. This is electronically distributed at the start of each rotation and must be completed and submitted electronically at the end of the rotation. This must include a narrative description of medical student performance.

2.8 Clerkship Student Evaluation Committee (CSEC) – responsible for the development and approval of assessment policies and rules; management and administration of examination questions; and the review and evaluation of results and recommendations to the Progress Committee for approval.

2.9 Progress Committee - The overseeing body for student assessments in the Undergraduate Medical Education program. The Progress Committee assists in the design of a cohesive plan and standardized process for student assessment that follows the principles of the curriculum. Responsibilities include ensuring continuity of student monitoring, the direction of student remediation, and the development of terms for promotion  and failure at all stages of the curriculum.

2.10 Advanced Cardiac Life Support Course (ACLS) – The ACLS course is a mandatory part of clinical Clerkship and is used to prepare students for the Medical Council of Canada Qualifying Examination.

2.11 Licentiate of the Medical Council of Canada (LMCC) Review Course – A course designed to prepare students for upcoming Medical Council of Canada Qualifying Exams.

2.12 Elective – A course of clinical study selected according to a student’s interest.

2.13 Transition to Residency Selective - A course of clinical and/or non-clinical study that students rank from a prescribed list provided to them by UGME.


3. POLICY ST ATEMENTS

3.1 A student who fails the Clerkship program for the first time be it because of failure of clinical assessments, examinations, or remediation, immediately ceases the program and will be required to repeat the Clerkship program.

3.2 The repeat Clerkship will commence as soon as is logistically feasible in the schedule.

3.3 The repeat Clerkship will consist of the following:

3.3.1 Six (6) week rotations in each of Internal Medicine, Surgery, Pediatrics, Family Medicine, Psychiatry, and Obstetrics/ Gynecology.

3.3.2 If the failure occurred before the completion of the Medicine Selective, Musculoskeletal Rotation, Emergency Medicine Rotation, Anesthesia Rotation, Population Health Course, Professionalism Course, TTR Selectives, or Evidence-Based Medicine Practice Course, then these will be required components of the repeat of clerkship.

3.3.3 Fourteen (14) weeks of Electives; this requirement may be reduced by the number of successful Electives weeks previously completed.

3.3.4 The ACLS Course (0.5 weeks) and the LMCC Refresher Course (4.5 weeks), if not already completed.

3.4 The student will be granted three (3) weeks for CARMs interviews, two (2) weeks in August and two (2) weeks in December for vacation if the repeat clerkship coincides with those dates.

3.5 The student must satisfactorily meet all clinical assessments and examinations regardless of whether they had been passed previously. This includes the CCE and Remedial Rotations (as appropriate).

3.6 The terms of the repeat of Clerkship for a student will be submitted to the Progress Committee for review and final approval.

3.7 The terms for the failure of the repeat of Clerkship are the same as listed in the policy statement of the Promotion and Failure Policy.

3.8 A student who fails the repeat of Clerkship is required to withdraw from the Max Rady College of Medicine program.

3.9 This policy will be reviewed every five years following the approval date.


4. PROCEDURES

RESPONSIBILITIES OF THE STUDENT

4.1. The student will meet with the Associate Dean of UGME, and the Associate Dean of Student Affairs, UGME to discuss reasons for failure before beginning to repeat Clerkship.

4.2. Upon receipt of notification of failure of Clerkship, the student will liaise with the Administrator, Clerkship regarding scheduling the repeat of Clerkship.

RESPONSIBILITY OF THE CHAIR OF THE CURRICULUM STUDENT EVALUATION COMMITTEE

4.3. The Chair of CSEC will bring all information about the conduct of assessment within Clerkship to the Progress Committee for discussion and approval when necessary.

RESPONSIBILITY OF THE CHAIR OF THE PROGRESS COMMITTEE

4.4. The Chair of the Progress Committee will present the information to the Progress Committee, to determine whether a student has passed or failed the Clerkship program based on the cumulative performance of the student on all evaluation criteria.

RESPONSIBILITY OF THE ASSOCIATE DEAN OF STUDENT AFFAIRS

4.5. Meet with the student and Associate Dean of UGME to discuss reasons for the failure of Clerkship and the plan to repeat Clerkship.

RESPONSIBILITY OF THE ASSOCIATE DEAN OF UGME

4.6. Meet with the student and Associate Dean of Student Affairs to discuss reasons for the failure of Clerkship and to plan for the repeat of Clerkship.

4.7. Compose a letter to the student advising terms for the repeat of Clerkship.

RESPONSIBILITY OF THE ADMINISTRATOR, CLERKSHIP

4.8. Liaise with departments to determine the schedule for the student to repeat Clerkship.

4.9. Communicate the new schedule to the student.

RESPONSIBILITY OF THE ADMINISTRATOR, CLERKSHIP EVALUATIONS

4.10. The Administrator of Evaluations Clerkship will track student performance on evaluation criteria integral to the Clerkship program. Tracking of longitudinal assessment data will be reported to the CSEC.

4.11. Inform the Administrator of Enrollment of student progress on the repeat Clerkship.

RESPONSIBILITY OF THE ADMINISTRATOR OF ENROLLMENT

4.12. Include students who pass the repeat of the Clerkship program on the spring or fall graduand listing, depending on the time of the year that they completed all the requirements for the Clerkship program and filed for graduation.


5. REFERENCES

5.1. UGME Policy and Procedures – Promotion and Failure Policy


6. POLICY CONTACT

Program Administrator of Clerkship Evaluations Administrator of Clerkship Associate Dean of UGME

Summer early exposure

Policy name Summer early exposure
Application and scope Pre-clerkship students
Approved date August 2018
Review date August 2023
Revised date November 2019
Approved by Curriculum Executive Committee (July 2018); College Executive Council (August 2018);

1. PURPOSE

To ensure that medical students who have successfully completed Pre-Clerkship (Year I and Year II of the MD program) have an opportunity to explore clinical experiences during the summer months.


2. DEFINITIONS

2.1 Summer Early Exposure Program – A voluntary, extracurricular summer clinical exposure program, hereafter referred to as the “program”.

2.2 Pre-Clerkship – Year I and Year II of the UGME program.

2.3 Visiting Medical Student – Students who are in their pre-clinical years and are attending medical school outside of the University of Manitoba within or outside of Canada.

2.4 Clinical Exposure - An experience in a clinical setting, hereafter referred to as an “exposure”.

2.5 Immediate Family – For the purpose of this policy "immediate family" means a spouse (including common law or same sex), child, brother, sister; parent, grandparent, grandchild, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter- in-law, aunt, uncle, nephew, or niece.

2.6 Medical Student Performance Report (MSPR) – An institutional assessment considered a component of a student’s academic record and thus, will be made available for student review. Students will be permitted to correct factual errors on the MSPR. Students are encouraged, when required to engage Student Affairs in supporting advocacy efforts in addressing perceived MSPR discrepancies.


3. POLICY STATEMENTS

3.1 Student participation in the program is voluntary, meaning it is not a required course. All participants are expected to represent the Max Rady College of Medicine in a professional manner in all aspects of the program.

3.2 Participation in the program is open to Pre-Clerkship students who have successfully completed their respective academic program.

3.3 Since evaluation by the student and the preceptor is an integral component of the experience, an exposure cannot be undertaken with immediate family.

3.4 Applicants, who are in the pre-clinical years of other national or international medical schools, may be accepted into the program if they comply with the specific requirements for visiting students.

3.5 The program is a recognized University of Manitoba course with associated registration fees. Course outcomes are assessed as Pass/Fail.

3.6 Program participation must be of a clinical nature at the local, provincial, national or international level.

3.7 Program participation in a specific summer may be composed of a number of exposures.

Each exposure will have a required number of work hours and work days. A minimum acceptable commitment of time for an exposure consists of ten (10), eight (8) hour days that are not necessarily consecutive.

3.8 Program participation requires completion of a written application, registration and acceptance. Final approval for acceptance in the program rests with the Associate Dean, UGME.

3.9 Written preceptor evaluation of each experience is required. A passing grade will only be awarded to students who have submitted a Preceptor Evaluation Form and demonstrated satisfactory performance.

3.10 Only exposures with a passing grade will be included in a MSPR.

3.11 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF STUDENT

PRE-CLERKSHIP

4.1 Ensure the selected exposures are in clinical setting at the community clinic, private practice, provincial, national and/or international level.

4.2 Identify a preceptor who is a licensed physician, in good standing with their applicable College of Physicians and Surgeons. A listing of physicians within each province is accessible on each College of Physicians and Surgeons of Manitoba website: cpsm.mb.ca. The preceptor must also have an appointment with the University of Manitoba.

4.3 Complete a Summer Early Exposure Application Form with appropriate/required signatures for each anticipated exposure and submit to the Administrator, Electives no later than two (2) weeks prior to the beginning of an exposure. The final deadline for receipt of all exposure applications is June 30th of each academic year in which an exposure is to be taken.

4.4 Pay the registration fee to cover liability and malpractice insurance to the University of Manitoba prior to the commencement of the first exposure. Accept that all costs related to each exposure are the responsibility of the student.

4.5 Complete the Student Evaluation Form and ensure the preceptor completes a Preceptor Evaluation Form at the end of each exposure and return the completed evaluation(s) to the Administrator, Electives as soon as practicable after the completion of the exposure. The final deadline for submission of completed evaluations is August 30th of the academic year in which the exposure was taken.

VISITING MEDICAL STUDENTS

4.6 Ensure that the requested exposure is within a clinical setting.

4.7 Identify a preceptor who is a licensed physician, in good standing with the College of Physicians and Surgeons of Manitoba. A listing of physicians within Manitoba is available on the College of Physicians and Surgeons of Manitoba website: cpsm.mb.ca/. The preceptor must also have an appointment with the University of Manitoba.

4.8 Complete a Summer Early Exposure Application Visiting Students Form with appropriate/required signatures for the anticipated exposure and submit it to the Administrator, Electives no later than thirty (30) days prior to the beginning of an exposure with the final deadline for receipt of all applications being June 30th of the academic year in which the exposure is to be taken.

4.9 Complete the Student Evaluation Form and ensure the preceptor completes a Preceptor Evaluation Form at the end of each exposure and return the completed evaluation(s) to the Administrator, Electives as soon as practicable after the completion of the exposure. The final deadline for submission of completed evaluations is August 30th of the academic year in which the exposure was taken.

4.10 Follow the instructions provided by the Administrator, Electives. RESPONSIBILITIES OF SUMMER EARLY EXPOSURE PRECEPTOR

4.11 Sign the application form provided by the student or email the Administrator, Electives confirmation of the student’s exposure.

4.12 Complete the Max Rady College of Medicine Summer Early Exposure Preceptor Evaluation Form for each student supervised under this program.

RESPONSIBILITIES OF ELECTIVES ADMINISTRATOR

4.13 Inform the students of the Summer Early Exposure policy no later than the beginning of April of each academic year.

4.14 Ensure that the Associate Dean, UGME has all required information for approval of each student application.

4.15 Register all applicants who meet the stated requirements for admission in the program.

4.16 Inform registered students to pay their enrollment fees through Aurora.

4.17 Remind students of their responsibility to return completed Preceptor Evaluation Form and Student Evaluation Form by the required deadline.

4.18 Assign students a Pass/Fail Status as indicated on the Preceptor Evaluation Form.

4.19 Ensure the Summer Early Exposure website contains current information.

RESPONSIBILITY OF ASSOCIATE DEAN, UGME

4.20 Review each application and approve/deny student application for admission in the program.

RESPONSIBILITY OF DIRECTOR, ELECTIVES

4.21 All completed documentations will be reviewed by the Electives, Director. Following this, a students will be assigned a pass or fail grade. Incomplete documentation will be treated as a failure.

RESPONSIBILITY OF ADMINISTRATOR, ENROLLMENT

4.22 Upon receipt of completed exposure assessments from the Administrator, Electives, ensure that completed exposure results are entered into Aurora no later than October 1st of each academic year.


5. REFERENCES

5.1 Summer Early Exposure website

5.2 Summer Early Exposure Application Form

5.3 Summer Early Exposure Student Evaluation Form

5.4 Summer Early Exposure Preceptor Evaluation Form

5.5 Summer Early Exposure Visiting Student Forms

5.6 University of Manitoba – University Governance Policy – Nepotism

5.7 College of Physicians and Surgeons of Manitoba website


6. POLICY CONTACT

Please contact the Director, Electives with questions respecting this policy.

Video recording of lectures

Policy name Video recording of lectures
Application and scope Undergraduate Medical Education (UGME) students, UGME faculty and leadership
Approved date September 2018
Review date September 2023
Revised date September 2018
Approved by UGME Management Committee (April 23, 2019)

1. PURPOSE

To provide guidance and expectations for the recording, storage, transmission, and deletion of lectures within the Curriculum Management System.


2. DEFINITIONS

2.1 Recording - Any audio or visual recording of a lecture or other teaching session using any type of audio or visual recording device.

2.2 Course Materials - Outlines, slides, PowerPoint’s, readings, or other content made available to students by the instructor through the Curriculum Management System /UM Learn.

2.3 Copyright - The rights described in the Copyright Act (Canada), as amended from time to time.

2.4 Intellectual Property – Works or other intellectual property.

2.5 Lecture - Includes address, speech and supporting materials including images, audio and video recordings. Lectures are referred to as Whole Group Sessions” in the curriculum management system.

2.6 Pre-Clerkship – Year I and Year II of the UGME program.

2.7 Clerkship – Year III and Year IV of the UGME program.


3. POLICY STATEMENTS

3.1 The University recognizes that students desire access to recorded lectures to support, and where possible augment, their learning. Although there are good academic reasons to record lectures, it is imperative that the protection of the intellectual and privacy rights of staff and students are also maintained. A careful balance of the relevant legislation concerning copyright and data protection including the principles outlined in the Freedom of Information and Protection of Privacy Act (FIPPA) and the Public Health Information Act (PHIA) is therefore required.

  • Lectures and any information contained in recordings are protected under copyright laws and will not be copied, displayed, broadcast or published without the consent of the instructor and proper attribution.
  • Recording of lectures or class presentations is solely authorized for the purposes of individual or group study with other students enrolled in the same class. Permission to allow the recording of a lecture is not considered a transfer of any copyrights in the recording. Recordings may not be reproduced or uploaded to publicly accessible web environments. Any recordings made are for personal academic use only. Public distribution of such materials constitutes copyright infringement which will be considered as a violation of federal and provincial laws, and University policy. Students who are found to be contravening this requirement will be deemed to have committed an offence under the Max Rady College of Medicine Charter on Professionalism. Violation of this policy may subject a student to disciplinary action.
  • Students are not permitted to make any unauthorized recordings of lectures or teaching sessions.

3.2 Recordings are deemed as a vital resource for medical students as it allows for efficient use of time and provides an opportunity to go over difficult topics at one’s own pace. To increase student knowledge, enhance learning, and to sustain outstanding educational programs, recording of most lectures during Pre-Clerkship will be conducted.

3.3 Recordings are intended for the exclusive use of students enrolled at the time of the recording along with the faculty and administrative staff involved in the delivery and administration of the curriculum at the time of recording. Individuals, other than the intended users, must receive permission from the instructor in writing in order to access a recording.

3.4 Registration as a student and attendance at or participation in classes and other faculty and university activities constitutes an agreement by the student to the university's use and distribution of the student's image or voice in photographs, video or audio capture, or electronic reproductions of such classes and other campus and university activities.

3.5 The recording of lectures is entirely at the discretion of the individual instructor. A lecture is considered the intellectual property of the instructor, and copyright guidelines and regulations are considered to apply to recordings.

3.6 Absent an instructor’s express revocation of permission, in writing, the Max Rady College of Medicine assumes that faculty members agree to the policy that their lectures may be recorded without additional authorization. Faculty members further agree that a prior recording of a lecture may, with approval from the instructor and relevant course leader, be used in instances where an instructor is unable to attend a scheduled lecture due to unforeseen circumstances or illness.

3.7 The recording of tutorials, practical and laboratory classes and particularly sessions where other students are presenting or discussing topics is not permitted.

3.8 Recorded lectures will be made available via the Curriculum Management System three (3) hours after the lectures are delivered. Lectures will not be livestreamed.

3.9 Instructors will have one week after the lecture video is posted to ask that portions of the lecture be edited and/or removed.

3.10 The recordings may only be accessed through the secure university-controlled Curriculum Management System site. The Max Rady College of Medicine will take reasonable measures to prevent the inappropriate use of such recordings by individuals with access to the web site on which the recorded lectures are posted. Incidents of contravention of this policy will be communicated to the faculty and individuals affected as soon as they are identified.

3.11 All users of the recordings (students, faculty and administration) must agree to the terms and conditions outlined within this policy prior to accessing the Curriculum Management System.

3.12 Recorded lectures will be stored on the Curriculum Management System for a period not exceeding two (2) years. During this time, recordings will be accessible to the students enrolled in the course at the time of the recording along with the faculty charged with delivering the lectures and administering the course at the time of recording.

3.13 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF STUDENT

4.1 If any student in a class where such photographing or recording is to take place does not wish to have his or her image or voice so used, the student should raise the matter in advance with the instructor and appropriate Pre-Clerkship or Clerkship administrator such that suitable arrangements can be made to accommodate.

RESPONSIBILITIES OF THE FACULTY

4.2 Instructors who do not wish to be audio or video recorded in OPAL must, at least two (2) weeks prior to their lecture, complete and submit the Max Rady College of Medicine “Denial of Authorization to Record and Post Lecture(s)” form (Appendix 1) to the Program Administrator, Pre-Clerkship.

4.3 Instructors who do not wish to be audio or video recorded in Entrada must personally update video recording permissions within their Curriculum Management System (Entrada) account at least two (2) weeks in advance of their lecture.

RESPONSIBILITIES OF THE PROGRAM ADMINISTRATORS, PRE-CLERKSHIP/CLERKSHIP AND COURSE ADMINISTRATORS, PRE-CLERKSHIP/CLERKSHIP

4.4 Provide instructors with this policy and instructions for opting out of recording prior to the commencement of each course.

4.5 Ensure that each lecture will be recorded during the curriculum unless otherwise directed.

4.6 Upon receipt of completed Max Rady College of Medicine “Denial of Authorization to Record and Post Lecture(s)” form for OPAL (Appendix 1), update the instructor’s OPAL user preferences to remove video recording for the instructor.

4.7 Follow up with instructors if opt out of video recording occurs less than two (2) weeks prior to a lecture.

4.8 Notify relevant student course representatives of known changes to the recording status of lectures at least 24 hours in advance.


5. POLICY CONTACT

Please contact Associate Dean, UGME with questions respecting this policy.

Ethics, conduct and professionalism

Interactions between the Max Rady College of Medicine and health-related industries

Policy name Interactions between the Max Rady College of Medicine and health-related industries
Application and scope  
Approved date January 1, 2017
Review date Five years from the revised date
Revised date June 19, 2018
Approved by Dean’s Council, Max Rady College of Medicine

1 BACKGROUND

The Max Rady College of Medicine (the "College") of the Rady Faculty of Health Sciences strives to service the healthcare needs of the people of Manitoba and beyond; improving health and patient care through partnerships, leadership and innovation in medical education, research, clinical practice and community engagement.

This mission requires that College members interact with representatives of the pharmaceutical industry and with representatives of companies in the fields of pharmaceuticals, biotechnology, medical devices, health information technology, hospital and research equipment, and health care supply and services (“Industry”). Interactions with Industry occur in a variety of contexts, including marketing of new pharmaceutical products, medical devices and/or equipment; on-site training for newly purchased devices; educational support of medical students, residents, graduate students, and practitioners; and in the support of research activities including clinical trials and scholarly publication.

Interactions with Industry are important and can be beneficial to the University. They help ensure timely and broad access to medical advances and new technologies and to clinical trials that are industry-initiated.

Collaboration with industry is also essential to the development of new diagnostic and therapeutic products, devices and technology. However, these interactions must avoid any actual, potential or perceived conflicts

of interest that may affect the integrity of the College's education, training and research programs, or the reputation of either the College member or the College itself.

This policy is intended to provide a set of guiding principles that College faculty, staff, students, and trainees will use to ensure that their interactions result in optimal benefit to clinical care, education and research, and t ha t maintain the public trust.

This policy is meant to be consistent and compliant with the University of Manitoba Conflict of Interest Policy and the Gifts and Gratuities Offered to University Employees Policy. Where any portion of this policy conflicts with these University policies, the latter will govern. Where this policy is silent on a matter, University policies shall govern the matter.


2 DEFINITIONS

Industry: Representatives of pharmaceutical, biotechnology, medical device, health information technology, hospital and research equipment, and health care supply and service companies, that are doing or seeking to do business with Persons affiliated with the Max Rady College of Medicine. This applies also to representatives of companies acting on behalf of the above. This definition does not include commercial entities in other sectors, such as financial services, nor does it include private medical corporations or charitable foundations.

Person: A Person is defined as individuals included in at least one of the following categories:

(A) An individual who falls into one of the categories defined in the University's Procedure entitled "Employee Organizations and Employment Groups," as an "employee" of the Max Rady College of Medicine, including:

  • Academic and Support Staff Excluded from Bargaining Units as Members of the Board;
  • Executive Staff;
  • Senior Administrative Academic Staff;
  • Administrative Academic Staff;
  • GFT Staff;
  • Research Academic Staff;
  • Other Academic Staff;
  • Sessional Professional Academic Staff;
  • Excluded Management, Administrative and Professional Staff;

(B) An individual with an academic appointment in the College, commonly called a faculty member, including those with nil-salaried and emeriti appointments.

(C) A post-doctoral fellow or clinical postgraduate trainee, a graduate or undergraduate student, a visiting student, or a visiting scientist;

(D) Any other individual, such as an independent contractor, involved in any activity under the auspices of the University.

Related Party: Any individual with whom a Person shares a financial interest or personal interest, either directly or indirectly. This includes a Person's immediate family, household members or dependents.

Conflict of Interest (COI): A situation in which the private interests (financial or personal) of a Person or Related Party compromise, or have the appearance of compromising, or have the potential to compromise a Person's independence and objectivity of judgment in the performance of his or her obligations to the University. This includes teaching, research and service activities, including clinical care.

Gifts: Items of any value that are given

  • By a business or individual that does, or seeks to do, business with the Max Rady College of Medicine or Persons affiliated with it
  • To a Person or Related Party and for which the recipient neither paid nor provided services.

This includes, but is not limited to, items such as food, drink, pens, textbooks, electronic media, gift certificates, tickets to sports or cultural events, devices, products or services, travel, hotel accommodations, entertainment, research equipment or funding, and payments for attending a meeting.

3.0 Interactions with Industry

3.1 Preamble

Interactions with Industry are important and can be beneficial to the College. This policy is not intended to inhibit such interactions, but to ensure transparency in these relationships, the absence of undue influence, and to ensure that real or potential conflicts of interest are managed in the best interests of the College and its members.

The College benefits from financial and in-kind support provided by Industry in a variety of forms. Such support must always be governed by a written agreement with the University that stipulates the intended use of the support, and which is transparent to both parties and, when required, to the public. These funds or donated products must be provided to the College, to an individual Department, or to an account held by a Regional Health Authority or Shared Health, and not be held by an individual Person. Departments or Units within the College must ensure that these monies are held separately from other funds to ensure compliance with the standards that follow.

Faculty members must ensure that all industry-derived funding intended for individuals or groups is administered through project-specific accounts at the University of Manitoba or at an affiliated institute, Centre, or hospital. The Max Rady College of Medicine requires that all affiliated institutes, Centres and hospitals must provide statements that disclose all expenditures, transfers and transactions from these accounts to the Department Head of the principal investigator on a regular basis, as determined by the Department.

Persons affiliated with the College also participate in a variety of external professional organizations and societies. Because the status that accompanies affiliation with the College is an inseparable element of such involvement, Persons are held to these same standards in those activities.

3.2 Gifts

Persons shall not accept Gifts (as defined in Section 2.0) from representatives of Industry regardless of their nature or value. This includes gifts of food and drink.

3.3 Food, Drink and Social Events

3.3.1 In the Context of Continuing Professional Development

Continuing Professional Development (CPD) programs are those educational events, activities and conferences designed primarily to address the learning needs of practicing physicians and other health providers. While the main concern of this policy are those events offered in Manitoba in which Persons act as members of scientific planning committees, speakers, moderators or attendees, Persons are expected to behave in a manner consistent with the principles of this policy when attending programs outside of Manitoba.

Persons are permitted to participate in accredited or unaccredited CPD programs that receive financial support from Industry. Such programs may be held on- or off-campus, but must not be held in a restaurant or lounge, including those located in private clubs.

Accredited CPD Programs Receiving Industry Support

  • A registration fee must be charged to practicing physicians attending a CPD event accredited by the Royal College of Physicians and Surgeons, the College of Family Physicians of Canada, or by accrediting bodies in other countries, which receives support from Industry in the form of sponsorship or exhibitor fees. A minimum fee will be set from time to time by the College. Support from Industry is helpful to defray the costs of these events and reduce the cost of registration, but a fee is required in order to avoid a perceived or real influence on educational content and to cover hospitality costs.

Unaccredited Learning Activities Receiving Industry Support

  • Persons may participate in learning activities, programs and conferences that are unaccredited, but must pay the full cost of any food and drink provided. Organizers are expected to offer registration systems that facilitate such payment by attendees.
  • It is expected that speakers and moderators would receive their food and drink as part of the written agreement governing their compensation for involvement in the event.

3.3.2 In the Context of Regularly Scheduled Series (i.e. Journal Clubs)

Food and drink provided at regularly scheduled series (Grand and Section Rounds, Quality Assurance Rounds, Journal Clubs, etc) must not be purchased with funds provided directly or indirectly by Industry. These events are viewed as part of the academic mission of the University and commonly are key learning events for postgraduate, graduate and undergraduate learners.

3.3.3 In the Context of Visiting Professors

In Visiting Professor events, experts from outside Manitoba share their insights and knowledge in the course of Rounds, workshops and other educational events. These are organized under the auspices of a Department or Section or Program in the College. The control of content, planning and budget rests with that Unit. Funds may be received from Industry in support of Visiting Professor events that are governed by a written agreement as stipulated in 3.1. As part of the hospitality extended to visiting professors, a social event in honour of the visitor may be paid for from such funds for three University faculty members and the visiting professor, similar to the guideline for faculty recruitment visits.

3.3.4 Social Events

Persons may not accept free admission to receptions, dinners, sporting or cultural events from Industry. This applies both to stand-alone hospitality events and to those associated with a conference or educational program. Attendance is permitted at dinners and social events associated with a conference or other education event when admission is restricted to persons purchasing tickets or paying registration fees for the conference or event.

Social events at educational programs supported by Industry must not compete with nor take precedence over the educational elements. In general, such arrangements should be in keeping with those that would normally be made without such sponsorship.

3.3.5 In the Context of Procurement Contracts

Persons may accept food, drink, and travel related expenses provided in the context of contracts with Industry for medical devices, equipment and other technologies. Such benefits must be stipulated in the contract and be provided in the context of educational and programs designed to ensure that Persons acquire the skills and knowledge necessary to safely and effectively use such devices or equipment.

3.4 Speaking, Moderating and Consulting Relationships

When Persons are engaged by Industry for consulting or speaking services, including service on advisory boards, a contract must be provided that includes specific tasks and deliverables and identifies payments commensurate with the tasks assigned. These agreements must link deliverables and payments to specific scheduled or planned events or projects to be completed within a specified term.

Contracts between Persons or Units of the College and Industry must be reviewed in a timely fashion by the Department Head or, in a matter affecting the Department Head, by the Dean. The Department Head may require Persons to request changes to the terms of such contracts to bring them into compliance with University and/or Max Rady College of Medicine policies before approving them.

The Department Head may decline approval of a Person’s request for Industry engagement if the proposed conditions including duties and time commitments are deemed likely to interfere with the Person’s duties and responsibilities to the Department and/or the College.

When Persons are engaged in the commercialization of new technologies through partnership or ownership, more latitude may be allowed, in discussion with the Department Head, to facilitate the Person's role in ensuring the success of the venture.

While receiving compensation is acceptable for providing substantial professional services, Persons may not accept compensation unless the individual has played a substantial role. Individuals shall not accept compensation in exchange for listening to a promotional talk, for attending a continuing education event, or for any other activity in which the attendee has no other role except that of a participant.

3.4.1 Speakers or Moderators

Persons engaged by Industry as speakers or moderators of scientific sessions must comply with the following conditions:

  • They must have recognized expertise in the topic area.
  • They must prepare the content of their talks themselves.
  • They must provide a fair and balanced discussion of the current evidence and treatment options.
  • They or the sponsor must disclose the fact of financial support to the participants.

3.4.2 Consultants

Persons engaged by Industry as consultants, including membership on advisory boards, must have recognized expertise related to the services being purchased. These services may include scientific, medical, technical or methodological advice or the preparation of educational programs. They must comply with the following conditions:

  • Purchased services cannot include deliberations or activities directly related to the marketing of products.
  • Persons asked by government, Shared Health regional health authorities, hospitals or the Max Rady College of Medicine to provide advice or to participate in deliberations relevant to the selection, evaluation and or purchase of drugs or devices must disclose all Industry compensation within the previous two years, or other time period stipulated by the purchasing organization.
  • Compensation must be consistent with schedules provided in Appendix A.

3.5 Drug, Instrument and Device Samples and Patient Educational Materials

Persons should utilize clinical evaluation packages (drug samples), instrument and device samples and patient educational materials only within the policies and procedures established by Shared Health, the relevant healthcare facility or regional health authority. They are expected to ensure that the distribution and clinical use of these samples and materials is consistent with established ‘best practices’ and should utilize samples only when appropriate and within the standards of care in Manitoba. Written agreements are generally not needed to govern these samples and materials.

3.6 Access by Industry Representatives

Industry representatives are welcome to meet with Persons affiliated with the College in all non-patient care areas, usually on an appointment basis. All interactions between students or trainees and Industry representatives must be mentored and monitored by a faculty member.

There are circumstances in which it is helpful to have Industry representatives present in a clinical care or educational setting, such as an operating suite and a simulation facility, respectively. This access will be governed by relevant site policies and procedures, and should ensure that such interaction is focused on education and training for staff and trainees, and not include promotional activity.

3.7 Support for Undergraduate, Graduate and Postgraduate Educational Programs and Retreats

Support may be accepted from Industry or related entities for resident or student academic days, retreats, meetings or similar events. However, such support can only be used for educational aspects of the event (speaker fees, printing, learning materials, audiovisual costs etc) and not for food, drink, lodging, social events or other hospitality aspects. Student interactions with Industry representatives must be mentored and monitored by a faculty member.

Support by Industry that is provided for undergraduate, graduate and postgraduate educational programs in the form of funding or a donated product must be free of any actual or perceived Conflict of Interest. It must be governed by a written agreement that stipulates the intended use of the support. This also applies to support received from educational companies or other entities that act as intermediaries for Industry.

Such written agreements must receive prior approval by the Department Head or appropriate Associate Dean, or in the case of agreements concluded by a Department Head or an Associate Dean, by the Dean. The Department Head or Associate Dean may require Persons to request changes to the terms of such agreements to bring them into compliance with University and/or Max Rady College of Medicine policies.

3.8 Support for Continuing Professional Development (CPD)

Industry support for CPD programs must be free of any actual or perceived conflict of interest and must be provided to the Max Rady College of Medicine, to one of its Education Programs, or to an individual Department, and not to an individual Person. Such support must conform to the CPD Commercial Support Policy which provides a fuller description, and is also addressed in Section 3.3.1 of this policy.

Grants to fund CPD programs must be governed by written agreements with the University that stipulate the intended use of the support and that are completed prior to the event occurring. Such agreements should be in a format acceptable to the University. Funds that are provided by educational groups or other entities that act as intermediaries for Industry such as medical education companies must be managed in the same way. Financial support specifically designated for hospitality is not permitted.

Every accredited CPD program must have a scientific planning committee. It may consider data or advice from all sources, but must ensure that it has exclusive control of all decision-making related to the activity, including:

  • identification of educational needs, topics and learning objectives
  • selection of educational methods
  • selection and recruitment of speakers, facilitators and authors
  • gathering and managing Conflict of Interest declarations
  • development and delivery of content
  • evaluation of the activity and of the participants' perception of balance and bias
  • accountability for and oversight of all financial aspects of the activity, including payment of honoraria and expenses for speakers and planning committee members (if applicable) and for all food and drink

Industry representatives, or organizations hired by Industry must not participate in the activities of scientific planning committees. Honoraria amounts must comply with the schedule in Appendix A.

Commercial exhibits intended to present Industry products are welcome and must comply with the CPD Policy on Commercial Exhibits. Industry representatives who are sponsoring and/or exhibiting may attend the CPD program, but may not speak during question and answer periods or engage in sales activities in the room where the educational activity takes place.

3.9 Scholarships or Other Educational Funds for Students and Trainees

Industry support for students’ and trainees’ participation in education programs and conferences must be free of any actual, potential or perceived Conflict of Interest. All financial support for students and trainees must be specifically for the purposes of education and must comply with the following requirements:

  • The Department, Program or Unit must select the student(s) or trainee(s) for participation;
  • The funds must be provided to the Department, Program or Unit and not directly to the student or trainee, and be governed by a written agreement;
  • The Department, Program, or Unit determines that the education conference or program has educational merit; and
  • There is no implicit or explicit expectation that the participant must provide something in return for participation in the educational program.

3.10 Support for Research

All Persons who participate in the design, conduct, analysis, or reporting of Industry-funded research shall ensure a signed multi-partner agreement is in place which is satisfactory to the researcher, the head of the Department in which the researcher holds his/her primary appointment, the Industry partner, and the institution(s) where the research will be conducted. All research projects must be approved by the Research Ethics Board of the University of Manitoba and comply with policies of the Office of Research Services.

Research receiving such financial support must be carried out independently and objectively for the purposes of the advancement of scientific knowledge or clinical efficacy. Persons shall not enter into agreements that limit their right to publish or disclose results of the study or report adverse events which occur during the course of the study.

Because of the potential to influence judgment, remuneration for serving as participants in research studies must not constitute enticement. Remuneration may cover reasonable time and expenses and must be approved by the relevant research ethics board. Finder’s fees, whereby the sole activity performed by the faculty or staff is to submit the names of potential research subjects, are not acceptable.

Faculty members must ensure that all research contracts and grants funded by Industry are administered as stipulated in Section 3.1.

4.0 Disclosure of Relationships with Industry

Relationships between members of the Max Rady College of Medicine and Industry can be beneficial to the College itself, to the quality of health care provision, and to the impact that College members can make in teaching, research and innovation. However, actual, potential, or perceived conflicts of interest may arise as a consequence of such relationships. In order to encourage transparency and to ensure that such conflicts of interest are managed in the best interests of all, open disclosure of such relationships is an essential first step.

4.1 Disclosure to Department Head, Director or other Supervisor

Consistent with the University of Manitoba Conflict of Interest Policy and the University of Manitoba Conflict of Interest Procedures, and with any pertinent collective agreements, faculty and staff of the Max Rady College of Medicine will formally disclose financial and other relationships with Industry in a confidential manner to their Department Head, Director or Supervisor. This disclosure must occur at the time of their first appointment or hiring and thereafter as soon as they become aware of the existence of an emerging actual, potential or perceived Conflict of Interest.

As noted above, written agreements are required when Persons are engaged by Industry for consulting, speaking or research services, and the Department Head is required to approve all such agreements. This affords the Head the ongoing opportunity to be aware of such relationships and ensures the interests of the College and the member are safeguarded.

The confidential disclosure form (Appendix B) includes the following information:

  • INCOME: All compensation received from Industry sources in the preceding two years
  • HOLDINGS: Financial interests or ownership interests held by Persons, their Related Parties or by their partnerships, personal professional corporations or family trusts in businesses operating in areas related to the Person’s practice, research, or other professional activity. Holdings in mutual funds are not reportable in this category.

The Department Head, Director or Supervisor acts as the Initial Reviewer for these disclosures. He or she will identify any potential risks to academic independence, integrity or reputation that may arise from the disclosures, and will work with the Person in a discrete manner to manage any real, potential or perceived conflicts of interest in any of their professional roles in the College.

Each Department Head, Director or Supervisor will report all declarations in a confidential manner to the Dean or designate who will act as the Secondary Reviewer. Details on the expected procedure to be followed regarding Conflict of Interest disclosure can be found in the University of Manitoba Conflict of Interest Procedure.

Disclosures by a Department Head, Director or Supervisor will be reviewed by the Dean as the Initial Reviewer. The Provost will act as the Secondary Reviewer. If the Conflict of Interest involves the Dean, the Provost will adjudicate.

4.2 Disclosure to Learners

The presence of relationships with Industry must be disclosed in a general manner to undergraduate, graduate, postgraduate and CPD learners by faculty or staff prior to any educational activity such as lectures, seminars or workshops. This includes all relationships over the previous two years, such as

  • Any direct financial payments including honoraria
  • Membership on advisory boards or speakers bureaus
  • Industry-funded grants or clinical trials
  • Patents on a drug, product or service
  • All other investments or relationships that could be seen by a reasonable participant as having the potential to influence the content of the educational activity.

Information provided in this manner includes the name of the commercial interest and the nature of the relationship the person has with each commercial interest. Information that an individual has no relevant financial relationship must also be disclosed in advance to the learners.

Faculty or staff with supervisory responsibilities for students, trainees, or staff should ensure that any Conflict of

Interest they might hold does not affect or appear to affect his or her supervisory role.

4.3 Disclosure in the Context of Procurement Decisions

Persons having a direct role in any purchasing or procurement decision by the College, government, Shared Health, regional health authorities, hospitals or other professional associations must, prior to participating in any such decision, disclose in writing to their Department Head, Director or Supervisor and to the Chair of the procurement committee any relationship with Industry that they or a Related Party have had over the previous two years, or other time period stipulated by the purchasing organization.

Such a disclosure would be with regards to companies that may derive an actual, potential, or perceived benefit from the decision. These relationships can include, but are not limited to, equity ownership, compensated positions on advisory boards, a paid consultancy, or other forms of compensated relationship.

4.4 Disclosure to Research Participants

Persons leading research involving human participants must inform them whether the researcher will or will not receive a fee for their participation. If the researcher will be receiving such a fee for this participation, the individuals leading the research must also disclose by whom the fee will be paid. In addition, Persons may not conduct research with human subjects if they or a Related Party have a financial or personal interest in an existing or potential product or a company that could be affected by the outcome of the research.

Exceptions may be permitted only if it is determined through reasonable and independent scrutiny that a Person’s participation is essential for the conduct of the research and an effective mechanism for managing the conflict and protecting the integrity of the research, as well as the integrity, interests, and reputation of the Person and the University has been established.

5.0 Ghostwriting

All Persons addressed in this policy are prohibited from publishing or producing articles, presentations or other forms of media solely under their own name that are written in whole or in part by Industry representatives.

6.0 Education and Curricula regarding Interactions with Industry All Persons within the College shall receive appropriate awareness training regarding this policy and related policies as part of their initial orientation and on a regular, at least annual basis thereafter. The College will develop appropriate education materials in each of its Educational Programs, and each Program will oversee such training and ensure its quality.

7.0 Reporting and Non-Compliance

Persons who become aware of suspected contraventions of this Policy must report such concerns to their Department Head, Director or Supervisor, who shall determine what actions, if any, shall be taken. Suspected contraventions by Department Heads, Directors or Supervisors must be reported to the Dean.

Breaches of this policy may result in any of the following actions (singly or in any combination) that are at the full discretion of the Department Head, Director or Supervisor:

a) Counseling of the Person involved;

b) Written reprimand, entered into the Person’s employment, faculty or student record;

c) Banning the Person from any further outside engagements for a period of time;

d) Requiring that the Person return any monies received from the improper relationship with a third party in contravention of this policy;

e) Requiring the Person to complete additional training on conflict of interest;

f) Removing the Person from supervision of trainees or students;

g) Termination for cause.

The action taken will depend upon the seriousness of the breach, whether the breach is a first or repeat occurrence and whether the Person knowingly breached the policy or attempted to conceal the breach. Any disciplinary action taken hereunder shall follow the established procedures of the University of Manitoba.

All disciplinary actions described in 7.0 d,e,f and g above must be reported in a timely fashion to the Dean.

Violations of this policy and related policies and procedures by Industry representatives will be managed by the Department Head through progressive warnings and restrictions on access. Such violations and warnings will also be reported to Shared Health, the Winnipeg Regional Health Authority and/or other affected regional health authority.

8.0 Review of Policy

This policy will be reviewed every five years.

9.0 Questions

Questions about this policy should be directed to the Dean, Max Rady College of Medicine.

Relevant University of Manitoba policies:

  • University of Manitoba Conflict of Interest Policy, June 16, 2009
  • Division of CPD CME/CPD Honoraria Policy
  • Division of CPD Commercial Support Policy
  • Gifts and Gratuities Offered to University Employees Policy Guidelines on Responsibilities of Research Ethics
  • Nepotism Policy
  • Research Agreement Policy
  • Responsibilities of Academic Staff with Regards to Students Policy
  • CPD Policy on Commercial Exhibits

Relevant Regional Health Authority policies:

  • Winnipeg Regional Health Authority (WRHA) Conflict of Interest Policy March 2011
  • Winnipeg Regional Health Authority (WRHA) Industry Relationships Policy September 2010

Related documents:

National Standard for Support of Accredited CPD Activities (CFPC, RCPSC, CMQ) 2016

University of Toronto Faculty of Medicine “Relationships with Industry and the Educational Environment in

Undergraduate and Postgraduate Medical Education." 2013

Exemplary Policies: Managing Interactions between Physicians and Industry at Academic Medical Centers. October 2013. IMAP

Innovative Medicines Canada (Formerly Rx&D)

Western University “Policy and Guidelines for interactions between Schulich School of Medicine and Dentistry and […] Industry. October 2011

Association of American Medical Colleges. “Industry Funding of Medical Education: Report of an AAMC Task Force” (2008)

Canadian Medical Association. “Guidelines for Physicians in Interactions with Industry” (2007)

St. Boniface General Hospital. “Relationship with Pharmaceutical Manufacturing Industry Policy” (2006) Department of Internal Medicine, University of Manitoba. “Policy Governing Relationships Between the

Pharmaceutical Industry and Physicians” (2005)

College of Physicians and Surgeons of Manitoba. Guideline 106: Conflict of Interest: Relationship with the pharmaceutical industry 2002


Appendix A: Guidelines for compensation for services provided to Industry

1. Honoraria and expense reimbursement for CME/CPD activities supported by Industry

For speaking engagements that require overnight travel, the provided honoraria shall not exceed $3,000 per day plus reimbursement of reasonable out-of-pocket expenses documented with receipts.

For speaking engagements that do not require overnight travel, the provided honoraria shall not exceed $1,500 per day plus reimbursement of reasonable out-of-pocket expenses documented with receipts.

For the development of enduring materials, the provided honoraria shall not exceed $1,500 per day plus reimbursement of reasonable out-of-pocket expenses documented with receipts.

For the review of enduring materials, the provided honoraria shall not exceed $1,000 per day plus reimbursement of reasonable out-of-pocket expenses documented with receipts.

2. Compensation for acting as a consultant to Industry

Compensation for consulting work shall not exceed $3,000 per day plus reimbursement of reasonable out-of- pocket expenses documented with receipts.

3. Compensation for work related to Industry-sponsored research

Compensation to an investigator for administrative activities required to initiate a research study (including budgeting, ethics submission, etc.) shall not exceed $1,500 in total.

Compensation for attendance at an investigators’ meeting shall not exceed $1,500 per day. If the meeting is held face to face this should include reimbursement of reasonable out-of-pocket expenses documented with receipts.

Payments to an investigator for study-related procedures, examinations, follow-up visits required by protocol may not exceed the Manitoba Health tariff for these services and may not be double-billed.

Payments to an investigator for research-related services required for the conduct of a study not covered by Manitoba Health tariffs (administrative work, letters, reports, etc.) may not exceed $750 per patient enrolled in the study.


Appendix B

Disclosure Form (PDF)

This form is confidential when completed.

The information collected will be used by Department Chairs, Directors and Supervisors in the Max Rady College of Medicine to record and assess potential Conflicts of Interest of the individual making the disclosure. These reports will be shared confidentially with the Dean, Max Rady College of Medicine. De-identified data may be used for aggregated reports.

Supervision of learners

Policy name Supervision of learners (engaged in clinical activities)
Application and scope All learners in the UGME, PGME and MPAS programs in the Max Rady College of Medicine
Approved date June 19, 2018
Review date Five (5) years from the revised date
Revised date  
Approved by Dean’s Council, Max Rady College of Medicine

1. PURPOSE

1.1 To clarify the roles and responsibilities of Learners while engaged in clinical activities for educational purposes.

1.2 To ensure Learner participation in clinical activities appropriate to their level of education, training and abilities.

1.3 To clarify the roles and responsibilities of Supervising Physicians/Preceptors to ensure that Learners are provided with appropriate supervision.

1.4 To ensure the safety and proper care of patients in educational settings.


2. DEFINITIONS

2.1. AFC Learner – a learner enrolled in an AFC (Diploma) Program.

2.2. Area of Focused Competence (Diploma) Program (AFC) – a highly-focused discipline of specialty medicine that represents supplemental competencies that enhance the practice of specialist physicians. AFC programs are accredited by RCPSC.

2.3. Clinical Setting – the location(s) where a Learner is engaging in clinical activities.

2.4. CFPC – College of Family Physicians of Canada.

2.5. Clinical Supervisor/Preceptor – the physician to whom a Learner reports during a given interval of time, such as an on-call shift. Residents or fellows often serve in the role of Clinical Supervisors, but they do not act as the Most Responsible Provider for patient care.

2.6. Competency-Based Medical Education – an outcomes-based approach to the design, implementation, assessment and evaluation of a medical education program using an organizing framework of competencies.

2.7. Competence Continuum – the series of integrated stages in competency-based medical education curriculum. The four stages/phases which apply to residency training include: 1. Transition to Discipline; 2. Foundation of Discipline; 3. Core of Discipline; 4. Transition to Practice.

2.8. CPGME – the Max Rady College of Medicine Postgraduate Medical Education Office.

2.9. CPSM – College of Physicians and Surgeons of Manitoba.

2.10. Direct Supervision – a process of assessment whereby the assessor must witness the Learner performing the specific activity in order to identify whether specific competencies were demonstrated and performed correctly (e.g. physical examination of a patient).

2.11. Entrustable Professional Activity (EPA) - a “unit of professional practice” that is comprised of measurable tasks and abilities (milestones). Once sufficient competence is achieved, this task is “entrusted to the unsupervised execution by the trainee”.

2.12. Fellow – an individual who has completed sufficient training for specialty qualification in Canada or in a foreign country. The fellowship is intended to permit the Learner to acquire additional experience over and above his/her basic specialty requirement. Often the fellowship provides the Learner the opportunity to acquire specific or more specialized expertise that will not normally be acquired during residency training.

2.13. Formative Assessment – is a process of assessment that provides real-time feedback to trainees and faculty about how well the Resident is progressing in each area being assessed. This information supports the ongoing learning and development for the Residents. Furthermore, it may provide diagnostic information regarding the need for Remediation.

2.14. Faculty Appointment – a formal University of Manitoba academic appointment.

2.15. Graded Responsibility – the provision of safe patient care matched with the individual Learner’s level of advancement and competence, based on formative and summative assessments of the Learner’s clinical experience, judgment, knowledge, and technical skills. Learners carry out activities under close supervision of a designated preceptor, and as they become more proficient, graduate to performing activities independently, with supervision as appropriate.

Competency Based Medical Education (CBME) is part of the learning process the Learners stage within the competence continuum and achievement of EPAs provide a framework for Graded Responsibility and clinical supervision.

2.16. Indirect Supervision - is a process of assessment whereby the assessor utilizes documented information such as that recorded in a patient chart in order to identify whether specific competencies were attained by the Learner (e.g. patient chart review).

2.17. Learner - a Medical Student, Physician Assistant Student, Resident, Fellow and AFC Learner registered within the Max Rady College of Medicine.

2.18. Medical Student - a student registered in the UGME program. The years of training of a Medical

Student are further categorized as:

  • Pre-Clerkship – year 1 or 2 of training of a Medical Student registered in the UGME program;
  • Clerkship – year 3 or 4 of training of a Medical Student registered in the UGME program.

2.19. Moonlighting – the extracurricular practice of medicine for remuneration by a Resident enrolled in a postgraduate medical education program leading to certification with the Royal College of Physicians and Surgeons of Canada (RCPSC) or the College of Family Physicians of Canada (CFPC). The Royal College and the College of Family Physicians do not encourage nor prohibit moonlighting and have outlined principles which must be considered.

2.20. MPAS – Master of Physician Assistant Studies at the Max Rady College of Medicine.

2.21. PGME - Postgraduate Medical Education at the Max Rady College of Medicine.

2.22. Physician Assistant Student - a student registered in the MPAS program or a physician assistant student placed pursuant to a University of Manitoba contract.

2.23. Physician Assistant (PA) - holds a certificate of practice and is on the CPSM Physician Assistant Registry. A Physician Assistant working within their approved practice description may supervise a Physician Assistant Student.

2.24. Provider of Record/Most Responsible Provider – the practitioner who has final accountability for the medical care of a patient when the Learner is providing care. One practitioner must always be designated the Most Responsible Provider or Provider of Record for every patient to ensure continuity of care and appropriate monitoring and management of care. Whether a practitioner is on site or not, he/she remains responsible for the care of the patient and would be expected to come in if the need arose.

2.25. Resident – a Learner enrolled in one of the Residency Programs under the authority of the Associate Dean, PGME. The following is a listing of Resident categories within PGME at the Max Rady College of Medicine:

  • A postgraduate learner who has obtained a Doctorate of Medicine (MD) and has an educational or a general license from the College of Physicians and Surgeons of Manitoba (CPSM)
  • A learner enrolled in the Clinical Health Psychology Program
  • A learner enrolled in one of the non-medical Residency Programs:
    • Clinical Biochemistry
    • Molecular Genetics and Cytogenetics
    • Clinical Microbiology
  • A learner enrolled in one of the College of Dentistry Programs
    • Oral and Maxillofacial Surgery
    • Dental Internship
    • Pediatric Dentistry

2.26. RCPSC – Royal College of Physicians and Surgeons of Canada

2.27. Supervising Physician/Preceptor – a physician who oversees, and is the Most Responsible Provider for, the clinical activities of one or more Learners, and has the appropriate privileges at the Clinical Setting.

2.28. Summative Assessment - is a process of assessment that is based on multiple sources of feedback on the global performance of the trainee over a specified period of time or over a stage of training

2.29. UGME - Max Rady College of Medicine Undergraduate Medical Education.


3. POLICY STATEMENTS

Faculty Appointment

3.1. A Supervising Physician/Preceptor requires a Faculty Appointment in order to educate or supervise Learners engaged in clinical activities.

3.2. Before having any patient contact, all Learners engaging in clinical activities, including elective clinical experiences and Moonlighting activities must have an identified Supervising Physician/Preceptor who is licensed in the province of Manitoba and has the appropriate medical staff privileges in the Clinical Setting(s).

3.3. The final responsibility for any medical acts performed by Learners rests with their Supervising Physician/Preceptor.

3.4. The Supervising Physician/Preceptor must provide appropriate supervision to the Learner, including without limitation:

  • ensuring the Learner, to whom he/she is delegating, has the appropriate skills, knowledge and judgement to perform the delegated act and that an appropriate level of supervision is provided;
  • providing assistance with management of patients under their care when action is requested by a Learner;
  • ensuring ongoing, timely assessment of the Learner to determine their clinical competence and educational requirements;
  • meeting regularly with the Learner to discuss their assessment, management and documentation of patient care and to provide timely formative and summative feedback;
  • reporting to the respective preceptor or Residency Program Director when a Learner exhibits behaviour that would suggest incompetence or incapacity; fails to behave in a professional or ethical manner; or otherwise engages in inappropriate behaviour; and
  • maintaining a professional Supervising Physician-Learner relationship.

3.5. A Learner shall immediately inform the Supervising Physician if the Learner believes an assigned task is beyond his/her level of ability or learning.

Enrolment on the Educational Register

3.6. The following Learners must be enrolled on the Educational Register of the College of Physicians and Surgeons of Manitoba (CPSM):

  • Medical Students;
  • Physician Assistant Students;
  • Residents who do not yet qualify for registration for a general license from the CPSM.

3.7. A Learner registered on the Educational Register is entitled to practice in an approved program but only under the supervision of the medical staff of that program.

Identification of Learners

3.8. All Learners engaging in clinical activities must wear appropriate identification that clearly designates their level of training in all encounters with patients and Clinical Setting staff. Medical Students and Physician Assistant Students shall wear their University of Manitoba student photo ID badges. Residents shall wear Winnipeg Regional Health Authority HSC photo ID.

Engagement in Clinical Activities

3.9. See Appendix 1 for a summary of approved clinical activities of Learners.

Medical Students

3.10. At the discretion of the Supervising Physician/Preceptor, Medical Students may attend rounds, observe care being delivered, and participate in the hands-on delivery of care including conducting and documenting a history and a physical exam, writing progress notes in patient charts or providing limited assistance in the operating room.

3.11. Medical Students are not permitted to submit prescriptions to a pharmacist.

3.12. Medical Students are not permitted to complete death certificates.

3.13. Pre-Clerkship Medical Students are not permitted to write medical orders of any kind.

3.14. Pre-Clerkship Medical Students are not permitted to complete forms for application to long term care facilities or the home care program.

3.15. Clerkship Medical Students, at the discretion of the Supervising Physician/Preceptor and guided by the principles of Graded Responsibility, may carry out technical procedures on patients under direct or remote supervision of a Supervising Physician/Preceptor, depending on the student's level of competence and individual pace of achievement as determined by the preceptor. These procedures should be restricted to those previously discussed and agreed upon with the Provider of Record/Most Responsible Provider.

3.16. Clerkship Medical Students may write or give orders concerning investigation or treatment of a patient, however, these orders cannot be executed until they have been reviewed and countersigned by a physician.

3.17. Clerkship Medical Students may complete forms for application to a long-term facilities or to the home care program, however these forms must be reviewed and countersigned by a licensed physician.

Physician Assistant Students

3.18. At the discretion of the Supervising Physician, Physician Assistant Students may attend rounds, observe care being delivered, and participate in the hands-on delivery of care including conducting and documenting a history and a physical exam, writing progress notes in patient charts or providing limited assistance in the operating room.

3.19. Physician Assistant Students are not permitted to submit prescriptions to a pharmacist.

3.20. Physician Assistant Students are not permitted to complete death certificates.

3.21. Year I Physician Assistants Students are not permitted to write medical orders of any kind.

3.22. Year I Physician Assistants Students are not permitted to complete forms for application to long term care facilities or the Home Care Program.

3.23. At the discretion of the Supervising Physician, and guided by the principles of Graded Responsibility, Year II Physician Assistant Students may carry out technical procedures on patients under direct or remote supervision of a Supervising Physician, depending on the Physician Assistant’s level of competence and individual pace of achievement as determined by the preceptor. These procedures should be restricted to those previously discussed and agreed upon with the Provider of Record/Most Responsible Provider.

3.23.1. A Physician Assistant may provide educational supervision of Physician Assistant Students at the direction of the Supervising Physician.

3.24. Year II Physician Assistant Students may write or give orders concerning investigation or treatment of a patient, however these orders cannot be executed until they have been reviewed and countersigned by a licensed physician

3.25. Telephone orders of Year II Physician Assistant Students may be noted but may not be executed until they have been reviewed and countersigned by a licensed physician.

3.26. Year II Physician Assistant Students may complete forms for application to a long-term care facility or the home care program, however these forms must be reviewed and countersigned by a licensed physician.

Residents

3.27. At the discretion of the Supervising Physician/Preceptor and based on the degree of entrustment responsibilities, Residents may attend rounds, observe or participate in the hands-on delivery of care including conducting and documenting a history and a physical exam, writing progress notes in patient charts and providing supervised assistance in the operating room.

3.28. At the discretion of the Supervising Physician/Preceptor and guided by the principles of graded responsibility and entrustment, a Resident may carry out technical procedures on patients under direct or remote supervision of a licensed physician, depending on the Resident's level of competence. These procedures should be restricted to those previously discussed and agreed upon with the Provider of Record/Most Responsible Provider.

3.29. Residents may write or give verbal diagnostic and therapeutic orders, which do not require a countersignature by the Supervising Physician before implementation. It is expected, however, that since the Supervising Physician is responsible for all orders written by their Resident, that they should make clear to the individual Resident the types of decisions and orders which require prior approval. The responsibility for the content of the orders lies with the Supervising Physician/Preceptor.

3.30. Residents are permitted to submit prescriptions to a pharmacist.

3.31. Residents are not permitted to complete death certificates.

3.32. Residents may complete forms for application to a long-term care facility or the home care program. These forms do not require counter signature by a licensed physician.

Documentation in the Health Record

3.33. Documentation in the Health Record may be designated to Learners as prescribed by their respective training programs. Learners must indicate their designation after their entry.

3.34. The Clinical Supervisor/Preceptor is responsible for the quality of history and physical, order writing, progress notes and operative notes, ensuring that any documentation designated to a Learner is accurate, succinct and completed on time.

3.35. Medical Students and Physician Assistant Students may record histories, physicals and orders on the chart according to arrangements with the individual supervising attending staff physician. All signatures should be further identified with the words "Medical Student" or “Physician Assistant Student”, as applicable.

3.36. The Supervising Physician/Preceptor, or Resident delegate must review all documentation by

Medical Students and Physician Assistant Students such as:

  • patient's history
  • physical examination
  • diagnosis and progress in hospital in a timely manner

Furthermore, the Supervising Physician/Preceptor must review and appropriately countersign all transcribed orders concerning the investigation or treatment of a patient.

3.37. Residents may dictate reports, document on the chart and write orders according to arrangements with the individual supervising attending staff physician. Counter-signatures are not required. In circumstances where the Resident is no longer available, the Supervising Physician/Preceptor is responsible to complete all documentation and signatures.

Learner Placements Agreements

3.38. The UGME, CPGME and MPAS Programs shall ensure that Learner placement affiliation agreements with Clinical Setting sites are in place.


4. PROCEDURES

N/A


5. REFERENCES

5.1. University of Manitoba Academic Appointments Policy

5.2. Max Rady College of Medicine Conflict of Interest Student Assessment or Advancement Policy

5.3. College of Physicians and Surgeons of Manitoba Categories of Registration

5.4. CPGME Resident Moonlighting Policy

5.5. RCPSC – Terminology in Medical Education


6. POLICY CONTACT

6.1. Associate Dean, Postgraduate Medical Education

6.2. Associate Dean, Undergraduate Medical Education

6.3. Program Director, Master of Physician Assistant Studies Program


Appendix 1: Summary of Clinical Activities of Learners

SUMMARY OF CLINICAL ACTIVITIES OF LEARNERS

APPROVED DUTIES

MEDICAL STUDENT In PRE-CLERKSHIP

MEDICAL STUDENT in CLERKSHIP

PHYSICIAN ASSISTANT STUDENTS

RESIDENT

History & physical

Yes, countersigned by supervising MD

Yes, countersigned by supervising MD

Yes, countersigned by supervising MD or PA

Yes

Progress notes in patient chart

Yes; with designation after their entry

Yes; with designation after their entry

Yes; with designation after their entry

Yes; with designation after their entry

Medical orders: written or telephone

No

Yes, countersigned by supervising MD

Year 1 – No; Year 2 – Yes, countersigned by supervising MD or PA

Yes

Submit prescription to Outpatient Pharmacy

No

No

No

Yes - Only postgraduate trainees who have a full licence or have completed 18 months of residency, passed their Medical Council of Canada, MCCQE II exam, and attended the PGME Core Curriculum Prescription Writing Course. Otherwise, prescription must be countersigned by supervising MD

Operative reports

No

No

No

Yes, countersigned by supervising MD

Discharge summary

No

Yes, countersigned by supervising MD

Year 1 – No; Year 2 - Yes, countersigned by supervising MD

Yes

Death certificate

No

No

No

No

Forms for Home Care or long - term care facility

No

Yes, countersigned by supervising MD

Year 1 – No; Year 2 - Yes, countersigned by supervising MD

Yes

Waiting for instructors

Policy name Waiting for instructors
Application and scope Pre-clerkship students and faculty
Approved date June 2018
Review date June 2023
Revised date June 2018
Approved by UGME Management Committee (June 2018)

1. PURPOSE

Undergraduate Medical Education (UGME) organizes all teaching sessions and has an expectation that instructors and students arrive for each session at the designated time.


2. DEFINITION

2.1 Pre-Clerkship - Year I and Year II of the UGME program

2.2 Instructor – Lecturer (whole group session) or tutor (small group session)


3. POLICY STATEMENTS

3.1 The Max Rady College of Medicine expects all instructors to arrive promptly for their teaching sessions. However, situations may occur that prevent the timely delivery of such sessions.

3.2 It is the students’ responsibility to inform the UGME Office of an instructor absence for a specific session.

3.3 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILIITES OF STUDENTS

4.1 Students must wait 10 minutes for their instructors to arrive.

Waiting for Instructors 2.

4.2 After 10 minutes a student representative must:

  • Inform the Pre-Clerkship personnel in the UGME Office.
  • In the case that Pre-Clerkship personnel are unavailable, the student must inform the Course/Program Assistant listed in Curriculum Management System as responsible for the session.

4.3 If a tutor is absent for a small group session, in addition to notifying the UGME office, the group is asked to divide themselves evenly among the remaining groups.

RESPONSIBILITIES OF PRE-CLERKSHIP COURSE ADMINISTRATOR

4.4 Once informed of an instructor’ absence by the student representative, the Pre-Clerkship

Course Assistant will determine if an instructor is available.

4.5 The Pre-Clerkship Course Administrator must inform the student representative of this availability.

4.6 If an instructor is absent for a lecture, the Pre-Clerkship Course Administrator will coordinate with the instructor/Course Leader to find an alternative method of delivering the content, including, but not limited to, rescheduling the lecture or posting the session video from a previous year (with permission of instructor).

4.7 Notify the Pre-Clerkship Program Administrator of the missing instructor and outcome of above.

RESPONSIBILITY OF INSTRUCTOR

4.8 An instructor is responsible for finding a replacement instructor to take on the original teaching commitment. If a substitute cannot be found for this time period, then the instructor will notify the Course Leader about the changes required and together agree to an internal course change of topic times and dates within the subject. This information must be changed in Curriculum Management System, which may require contact in writing to by the Pre-Clerkship Course Administrator in UGME.


5. POLICY CONTACT

Please contact Associate Dean, UGME with questions respecting this policy.

Exams

Apply for deferred examination

To apply to defer an exam, complete the Exam Deferral Form.

Deferred examination guidelines

Guideline name Deferred examination guidelines
Application and scope Year I to year IV undergraduate medical education students
Approved date November 2023
Review date April 2028
Revised date April 2023
Approved by Senate

1. The procedures for Deferred and Supplemental Examinations are defined by the University of Manitoba (UM). This document provides specific guidelines to address student requests for examination deferrals within the Max Rady College of Medicine.

2. Students in Undergraduate Medical Education (UGME) seeking to defer an examination for any type of examination, including mid-terms, must apply to the Associate Dean of Student Affairs or their designate in advance of the examination. As per the UM procedure:

  • In the event of emergency circumstances, a student can request a deferral of the examination up to 48 hours after the exam start time, provided the student has not submitted the examination as completed.
  • Students may apply for an examination deferral due to a known condition, such as participation in an inter-university, provincial, inter-provincial, national or international scholastic or athletic event; religious obligations; or a medical condition, they must file an application (20) working days prior to the scheduled examination.
  • Students who become ill or receive word of a family emergency during the examination and are unable to continue must inform the Chief Invigilator immediately and follow the steps in the UM procedure. Submitted exams are not eligible for retroactive deferrals.

3. The Associate Dean of Student Affairs will inform the student within five working days of the deferral application of the decision respecting the examination deferral. For more than two examination deferrals in one academic year, the Associate Dean of Student Affairs has the option to review the deferral request with the Progress Committee.

4. Supporting documentation is required for examination deferrals. For the first two deferrals of the year, the Self-Declaration for Brief or Temporary Absences Form is acceptable. Appropriate supporting documentation is required within five working days following the date of the scheduled examination and may be used to provide students with appropriate support.

5. For modular courses, any deferral of a midterm examination will result in a final examination that will be worth 100 per cent, less the value of any assignments in that course, which would still be required.

6. For Pre-Clerkship longitudinal courses:

  • Those with only two examinations (PH1, PH2, PF1) will be treated as above.
  • Those with more than two examinations (CR1, CR2, PF2, CS1, CS2):
  1. Where the weight of the deferrals exceeds 40 per cent of the course, those students will be treated as above.
  2. Where the weight of the deferrals is below 40 per cent of the course, the student’s mark will come proportionately from the remaining assessed components. These students will not sit a deferred examination. For example, the mark in PF2 consists of 15 per cent for assignments, plus 85 per cent for 8 examinations (i.e. each examination is worth 10.625 per cent). For a student who defers one examination, the course mark will consist of 15% for assignments, plus 85 per cent for 7 exams (i.e. each examination is worth 12.143 per cent).
  3. In the case of CS1 and CS2, the student’s grades will be based on a minimum of eight stations.

7. Clerkship examinations (NBMEs) will not be rescheduled during Clerkship rotations.

8. For assignments (e.g., written assignment, video assignment), a deferral due date will be set by the Associate Dean of Student Affairs in consultation with the appropriate Course Director. When the assignment involves group work, the group work component will be waived at the discretion of the Associate Dean of Student Affairs and the other components of the assignment grade adjusted proportionately.

9. When examinations are scheduled on the same date, all uncompleted examinations for that date must be deferred. It is not allowable to defer one examination on a date and write the other examinations scheduled for the same date.

10. If a student is denied a deferral of an examination and subsequently fails that examination, the student can request an appeal according to the UGME Appeals policy.

11. For the Max Rady College of Medicine, the examination period is the entire academic year. Examinations occur on an ongoing basis during courses throughout the year. Deferred examinations will normally be completed during the summer months, with the exception of CV1 and RS1 which will normally take place on the first day the UM is open following the Winter Break.

12. For students who defer any 6-station OSCE exams, they will be scheduled for an 8-station deferred OSCE exam normally in June and must pass 5 out of the 8 stations to pass the Clinical Skills course.


References

 

  1. University of Manitoba – Deferred and Supplemental Examinations Procedures
  2. UGME Policy – Examination Conduct
  3. UGME Policy – Supplemental Examination
  4. UGME Policy – Promotion and Failure
  5. UGME Policy Student Appeals

Examination conduct

Policy name Examination conduct
Application and scope Undergraduate Medical Education (UGME) students
Approved date May 2022
Review date May 2027
Revised date June 2021
Approved by Senate, May 2022

 

 

 

1. PURPOSE

To provide a specific process to ensure that all examinations are administered in an organized, fair, and equitable manner for UGME students in accordance with the University of Manitoba Final Examinations and Final Grades Policy and related Procedures.


2. DEFINITIONS

2.1 Course/Module – course/module is a course of study or educational unit, which covers a series of interrelated topics and is studied for a given period of time which taken together with other such completed modules or courses counts towards the completion of the M.D degree. The UGME curriculum consists of seven (7) modules and six (6) longitudinal courses occurring over a four (4) year period.

2.2 Midterm Examination - A summative examination is normally conducted at the approximate midpoint of a course/module. No rounding of scores will take place.

2.3 Final Examination – A summative examination at the end of a Pre-Clerkship course/module. No rounding of scores will take place.

2.4 National Board of Medical Examiners (NBME) Exam – A multiple-choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program. The NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.

2.5 Objective Structured Clinical Examination (OSCE-type) – an examination used to assess the clinical skills of students.

• A pass mark will be set for each individual station using the borderline regression model, which is informed by a comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by their congregate score in each case individually. Students will be required to pass a minimum of eight of twelve OSCE stations to pass the Med I and Med II Clinical Skills Courses.

• The Remedial Examinations for the Med I and Med II Clinical Skills courses will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial exam. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial OSCE.

2.6 Comprehensive Clinical Exam (CCE) – An objective structured clinical-type examination used to assess the clinical skills of students in Clerkship.

• A pass mark will be set for each individual station using the borderline regression model, which is informed by the comparison of the global rating score to each student’s congregate score for the station. The student’s individual pass or fail status for a case will be decided by the congregate score in each case individually. Students will be required to pass a minimum of five of eight OSCE stations in order to pass the CCE.

• The Remedial Examinations for Med IV CCE will consist of eight stations. The passing grade will be determined using aggregate data from all eight OSCE stations, using the borderline regression model. This grade will be the passing grade for each station in the remedial CCE. Students will be required to pass a minimum of five of eight OSCE stations to pass their remedial CCE.

2.7 Communication Devices - Electronic devices with memory capability, cell phones, pagers, calculators, laptop computers, watches with alarms, and with computer or memory capability.

2.8 Reference Materials – Books, notes, papers.

2.9 Track Staff – Individuals who oversee the running of the OSCE-type Examination for a specific group of students.


3. POLICY STATEMENTS

GENERAL

3.1 All examination content is confidential to UGME Faculty and Administrative Staff. Any transmission of examination information, electronically, in writing, or verbally, is expressly prohibited without the prior consent of the Associate Dean, UGME. When developing, authoring, and editing exam materials and questions, proper precautions and preventative measures should be taken to ensure that the examination materials are always properly labeled and protected.

3.2 Students are not permitted to procure, use, attempt to use, or distribute any improper or unauthorized materials related to examinations including exam passwords. Any intentional attempt to disable or tamper with Pre-Clerkship exams security features will be considered a form of academic misconduct as defined in the Academic Calendar

3.3 The following items will not be permitted in the seating area of the examination room for onsite exams:

• Communication devices.

• Backpacks, briefcases, luggage, coats, or brimmed hats.

• Beverages or food of any type, except for water in a clear covered container.

• Reference materials.

For remote exams, students are permitted to have their cellphone in the room, in order to contact the invigilator as necessary. It should be face down, with the ringer silenced, and the device placed out of reach.

3.4 Students are required to arrive for all examinations at the stated time.

3.5 Lateness (up to 30 minutes) will generally be accommodated for Course/Module or clerkship exams. No extra time will be given to students who arrive late.

3.6 Lateness will not be accommodated for OSCE-type examinations.

3.7 No form of communication among students is permitted during an examination.

3.8 Each student will be escorted, one at a time, on all personal breaks taken during on site examinations. For remote exams, students will notify the invigilator of all personal breaks.

3.9 A student who does not attend a scheduled examination, in the absence of approved deferral, will receive a mark of 0% for that examination.

3.10 Any student with stated accessibility needs will be accommodated in accordance with the University of Manitoba Accessibility Policy and the Student Accessibility Procedures. 

PRE-CLERKSHIP

3.11 The time allotted for an examination will be based on the volume of information to be tested.

3.12 All summative examinations will be conducted utilizing the Examination Management System. In order to be eligible to take a computer exam, a student must adhere to the procedures outlined in this policy.

CLERKSHIP

3.13 Clerkship exams will be 2.15 to 2.45 hours in length unless there are specifically prescribed accommodations requiring a longer examination period.


4. PROCEDURES

4.1 For remote exams, students would be permitted to have their cell phone in the exam room, out of reach, and on silent in order to contact the invigilator for emergency communication and to notify of personal breaks as necessary.


5. REFERENCES

5.1 “Chief Proctor’s Manual, National Board of Medical Examiners Subject Examination Program, Clinical Science Examinations.” United States of America. 2010.

5.2 University of Manitoba Governing Documents: Academic – Academic Examination Regulations.

5.3 UGME Policy & Procedures - Invigilation of Examinations.

5.4 UGME Policy & Procedures - Accommodation for Undergraduate Medical Students with Disabilities.

5.5 UGME Policy & Procedures - Deferred Examination.

5.6 UGME Policy & Procedures - Supplemental Examination.

5.7 UGME Policy & Procedures - Examination Results.

5.8 UGME Policy & Procedures – Formative Assessment.

5.9 UGME Policy & Procedures – Promotion and Failure.

5.10 University of Manitoba - Final Examination and Final Grades Policy.

5.11 University of Manitoba - Deferred and Supplemental Examinations Procedures.

5.12 University of Manitoba - Final Examinations Procedures.

5.13 University of Manitoba - Final Grades Procedures.


6. POLICY CONTACT

Director, Evaluation

STANDARD WORK

EXAMSOFT EXAMINATION MANAGEMENT SYSTEM

It is the responsibility of the students to familiarize themselves with their equipment, the Softest software, and instructions provided on the Examsoft website prior to the start of the examination. Ensure sufficient time to become familiar with your personal computer and the application.

Pre-Clerkship students must register with ExamSoft at the UGME ExamSoft portal as follows:

• Log in using your Student ID# and password provided at registration

• Download/Install SofTest.

• Restart SofTest. Once registered, students will receive a confirmation email at their University of Manitoba email address.

• Complete a Trial/Test Exam. On completion of the familiarization training during Orientation Week, all students will complete and submit a trial/test exam to provide computer functionality and outline the capabilities of the SofTest system.

Prior to all scheduled exams, students must ensure the following:

• SofTest is registered and updated prior to all exam(s). SofTest may be installed on multiple devices for use as a backup. Exam files should only be downloaded to the computer you intend to use on exam day.

• Ensure that the computer meets the specifications outlined on the ExamSoft portal to support SofTest.

• Once SofTest is installed and registered, students shall familiarize themselves with the software by utilizing the built-in Practice Exam feature.

• Ensure that the computer’s battery is charged.

• Disable the sleep/hibernate mode on your computer during the exam. Some computers go into sleep/hibernate mode during extended periods of nonuse. During an exam, it can be difficult to exit this mode. Refer to the instructions for your operating system to modify these settings.

For days on which an examination is scheduled:

• Students should bring their WIFI-enabled laptop with a fully charged battery, power cord, Bannatyne Campus Login and Password (to access the uofm-WPA wireless network), Student number, and ExamSoft password.

• Immediately before SofTest launches an exam, students will be provided with a warning screen indicating that you should not begin the exam until instructed to do so.

• Technical support will be onsite to assist with troubleshooting as required.

• During the exam, use care when highlighting and deleting.

• Once you are finished your exam, save and exit the exam. Computers will seek to acquire a wireless signal. Do not leave the exam room until you have uploaded your exam and you receive a message stating “Your exam has been successfully uploaded.” Failure to upload your exam before leaving the exam room may result in your exam not being graded.

• When writing multiple exams in one sitting they must be completed

before you leave. If you exit the exam area before uploading all exams, you cannot re-enter and complete the missing component. Any exams not uploaded before exiting the writing area are scored at 0.

NATIONAL BOARD OF MEDICAL EXAMINERS (NBME) EXAMINATIONS

For all on-site exams

• Students are required to provide their own laptop for online exams. UGME will endeavor to provide a laptop should any issues be encountered by the student on exam day.

• The doors of the examination room will normally be opened at least fifteen (15) minutes before the starting time.

• As students enter the examination room, attendance will be taken.

• The invigilator will announce the start of the examination and record it for all students to see.

• Late-arriving students must enter the room quietly.

• Students are not permitted to leave the examination room until thirty (30) minutes after the examination has begun, and in no case before the attendance has been taken.

• A student who leaves before the examination is over must hand in all completed and attempted work.

• A student needing to speak to the invigilator must do so by raising his or her hand or by approaching the invigilator.

• Questions concerning possible errors, ambiguities, or omissions in the examination must be documented on the feedback form if provided.

• The invigilator(s) will not provide clarification of perceived errors, ambiguities, or omissions in the examination.

• All work must be done in accordance with the examination instructions.

• The invigilator will announce “ten (10) minutes remaining” as appropriate within the examination.

• After the “ten (10) minutes remaining” announcement has been made, students in the examination room must remain seated until the ‘end of examination’ announcement has been made.

• At the end of the examination, students must stop writing and return the required examination materials to the invigilator(s).

• At the completion of each examination, students are urged to complete a feedback sheet. This is done after examination materials are collected. Ten (10) minutes will be given for students to write comments.

• Guidance, direction, and procedures contained within the NBME Chief Proctor’s Manual will supersede any policy and procedures within this or other supporting instruments.

OBJECTIVE STRUCTURED CLINICAL EXAMINATIONS (OSCE) TYPE EXAMINATIONS

• Students must arrive for the orientation session as specified in communication from the Assistant to Administrators, Evaluation.

• All communication devices must be deposited with track staff prior to the start of the examination.

• Students are required to provide their own writing materials, lab coats, nametags, and specified medical equipment as required to support the examination.

• Track staff will inform students where they must place books, notes, and supporting materials prior to the examination.

• Food and drink are not permitted at any time.

• Students who arrive late will not be permitted to conduct the examination.

• Students must proceed from station to station as instructed.

• Students needing to speak to the track staff must do so by raising his or her hand.

• Neither examiner(s) nor track staff will provide clarification of perceived errors, ambiguities, or omissions on examination case scenarios.

• All work must be done in accordance with the examination instructions.

Guidelines for physicians and health professionals providing certificates of illness or injury

The University of Manitoba may require students who need academic consideration due to illness or injury to supply documented proof. Please consider the following when providing medical documentation for your patient:

  • The University of Manitoba normally does not require information regarding the nature of a student’s illness or treatment, but requires information on the impact an illness or injury has on the student’s ability to complete their academic work.
  • Doctors and health professionals may be contacted by the University of Manitoba to verify the information provided. Additional information will not be requested without the permission of the student.
  • For the University of Manitoba to accept any documents as proof of illness or injury, the doctor or health professional providing documentation must have actually examined or treated the student during the illness or injury, or at the first reasonable opportunity to seek medical care after an illness or injury.

Information checklist

All medical documentation must include the following information on official letterhead or prescription stationery.

  • Student/patient name.
  • Date of examination.
  • Date of onset of illness/injury, or onset of acute period if illness is chronic.
  • Statement of the degree of incapacity as it relates to the student’s ability to complete academic work (i.e. ability to attend class, complete assignments, prepare for and/or write exams and tests).
  • Statement indicating the duration or probable duration of incapacity.
  • Doctor or health professional’s contact information, including phone number.

This personal information is being collected under the authority of The University of Manitoba Act. It will be used for decisions concerning academic consideration. It is protected by the provisions of the Freedom of Information and Protection of Privacy Act. If you have any questions regarding the collection of this information, please contact the Access and Privacy Office at 233 Elizabeth Dafoe Library, (204) 474-9308, fippa@umanitoba.ca.

Invigilation

Policy name Invigilation of examinations
Application and scope Year I through year IV undergraduate medical education students
Approved date June 2022
Review date June 2027
Revised date May 2021
Approved by Senate

1. PURPOSE

To provide the Max Rady College of Medicine with specific processes that ensure examinations are organized and executed in a timely and effective manner and complement the University of Manitoba Final Examination and Final Grades Policy and related procedures.


2. DEFINITIONS

2.1 Chief Proctor – The person responsible for the administration of the examination who ensures strict compliance with UGME examination policies and procedures and/or NBME testing regulations. The Chief Proctor is deemed equivalent to the Chief Invigilator as established by the University of Manitoba Registrar’s Office. The term “Chief Proctor” may be used interchangeably with and means “Chief Invigilator” or “Invigilator in Charge”.

2.2 Invigilator(s) – Person(s) hired and assigned to assist with the distribution and collection of examination materials and supervision of students during an examination and during the review of an Examination.

2.3 Midterm Examination – A summative examination is normally conducted at the approximate midpoint of a course/module. No rounding of scores will take place.

2.4 Final Examination – A summative examination at the end of a Pre-Clerkship course/module No rounding will take place.

2.5 Course/Module – A course/module is a course of study or educational unit, which covers a series of interrelated topics and is studied for a given period of time which taken together with other such completed modules or courses counts towards the completion of the M.D degree. The UGME curriculum consists of seven (7) modules and six (6) longitudinal courses occurring over a four (4) year period.

2.6 National Board of Medical Examiners (NBME) Exam – A multiple-choice examination developed by the NBME that is administered at the end of the Surgery, Internal Medicine, Obstetrics/Gynecology and Reproductive Sciences, Pediatrics, Family Medicine, and Psychiatry clinical rotations at the Clerkship level of the UGME program. The NBME will recommend a pass mark as an equated percent correct score, and the UGME Program will determine the pass mark every September, based on this recommendation.

2.7 Communication Devices - Electronic devices with memory capability such as cell phones, pagers, calculators, laptop computers, watches with alarms, and computer or memory capability.

2.8 Reference Materials – Books, notes, papers.

2.9 Nutrition Break – A 15-minute break for students to eat a light snack the clock will stop for the duration of the Nutrition Break.

2.10 Personal Break – A break to use the restroom or to use the water fountain for a drink of water. The clock does not stop for a Personal Break.

2.11 Disruptive Behaviour – Conduct of a student that interferes with the testing conditions of other students participating in the examination.

2.12 Irregular Behaviour – Behaviour during an examination that includes, without limitation, the following:

  • Copying answers from another student, permitting answers to be copied, or in any way providing or receiving unauthorized information about the content of the examination.
  • Possessing notes or making notes on anything other than the answer sheet or test booklet.

2.13 Emergency Evacuation – The sounding of a bell or alarm is an indication that occupants are required to vacate a building.


3. POLICY STATEMENTS

3.1 This policy and procedures document complements the Undergraduate Medical Education Examination Conduct Policy and Procedures.

3.2 Undergraduate Medical Education is responsible for selecting examination Invigilators for Course/Module and NBME examinations unless there are specific accommodations requiring support from Student Accessibility Services. In such instances, Student Accessibility Services will select examination Invigilators and these Invigilators will invigilate for the entire examination accommodation time and any approved nutrition break time.

3.3 A Nutrition Break will be provided for each onsite examination that exceeds three hours in length as outlined in the Procedures section of this document. The invigilator (s) will remain with the student(s) during the Nutrition Break.

3.4 The number of Invigilators for an examination will follow a specified student-invigilator ratio and the requisite number of invigilators will be present throughout the examination. (See Appendix 1).

3.5 The Invigilator(s) will not provide clarification of perceived errors, ambiguities, or omissions in the examination.

3.6 In Pre-Clerkship, the time allotted for an examination will be based on the volume of information to be tested.

3.7 In Clerkship, each examination will typically be 2.15 to 2.45 hours in length unless there are specifically prescribed accommodations requiring a longer examination period.
 
3.8 For onsite exams, only the designated clock in the examination room will be used to determine the length of the examination. For remote exams, only the designated clock embedded in the exam software will be used for the timing of the examination.

3.9 The Administrator, Pre-Clerkship Evaluation, and OSCE-type Examinations will act as Chief Proctor for Pre-Clerkship examinations.

3.10 The Administrator, Clerkship Evaluation will act as Chief Proctor for NBME examinations.

3.11 The Chief Proctors are responsible for organizing the training of Invigilators.

3.12 The following items will not be permitted in the seating area of the examination room:

  • Communication devices.
  • Backpacks, briefcases, luggage, coats, or brimmed hats.
  • Beverages or food of any type, with the exception of water in a clear container.
  • Reference materials.
  • Computer equipment other than authorized for examination.

3.13    Communication devices are stored outside the onsite seating area of the examination room and must be turned off before the examination begins.

3.14 Each student will be escorted, one at a time, on all personal breaks taken during the examination.

3.15 Disruptive and/or irregular behaviour will be addressed as stated in the Procedures section of this document.

3.16 University of Manitoba emergency evacuation protocols will be in place in the event of an emergency evacuation during an onsite examination. For remote examinations, a student would contact the invigilator to advise them of any such emergency.

3.17 Chief Proctors and Invigilators are responsible for ensuring that all emergency evacuation procedures are followed, and that examination material is secured in the event of an emergency evacuation.

3.18 During a remote examination, no food or drink is permitted during the writing of the examination.


4. PROCEDURES

RESPONSIBILITIES OF STUDENTS

4.1 Be familiar with all requirements of this policy and procedures document as they relate to items identified as “not permitted” in the seating area of the examination room, and disruptive and irregular behaviour.

4.2 Be familiar with the requirements of the related Undergraduate Medical Education Examination Conduct Policy and Procedures document.

4.3 Provide proof of personal identification and sign the attendance register prior to the start of the examination.

4.4 Identify to an invigilator that a personal break is required and accept that an invigilator will accompany the student on the break.
 
4.5 Ensure all emergency evacuation procedures are followed when informed of such an evacuation by an invigilator.

4.6 Please see additional responsibilities for the computer-based examinations in the related computer policy.

RESPONSIBILITIES OF CHIEF INVIGILATOR

4.7 Recruit suitable invigilators for each academic year.

4.8 Organize the required number of invigilators in accordance with the invigilator-student ratio.

4.9 Assign invigilators to specific areas of the examination room.

4.10 Organize all examination materials for distribution at each examination.

4.11 Train invigilators on their responsibilities as it relates to examination invigilation.

4.12 Provide each invigilator with a copy of the Examination Conduct and Invigilation Policy and Procedures documents.

4.13 Ensure invigilators and students are familiar with the emergency evacuation procedures in the event there is an emergency evacuation during an examination.

4.14 Ensure all examination-related materials are accounted for at the end of each examination.

4.15 Ensure any invigilator report of disruptive and/or irregular behaviour is reported to the Director, Evaluation, Associate Dean, UGME, for NBME examinations, and any other individual(s) as required.

4.16 Ensure an announcement is made stating that all communication devices must be turned off before the examination begins.

4.17 Please see additional responsibilities for the computer-based examinations in the Disaster Recovery Plan Policy

RESPONSIBILITIES OF INVIGILATOR GENERAL

4.18 Participate in invigilator training as organized by the Chief Proctor(s).

4.19 Review the Examination Conduct and Invigilation Policy and Procedures documents and seek clarification of responsibilities as required.

4.20 Review the University of Manitoba protocols for emergency evacuation.

4.21 Meet Chief Proctor at 260 Brodie 30 minutes prior to the examination, unless otherwise notified.

4.22 Assist with the examination setup.

4.23 Assist with organizing examination attendance which involves checking student IDs and having each student sign the attendance register.

4.24 Inform students of the examination start and end times using the designated clock as the time reference.
 
4.25 Continuously observe students in the assigned area to ensure that students are recording answers as required, and are not communicating with one another in any way.

4.26 Inform the chief proctor of any computer problems during ExamSoft or NBME examinations.

4.27  Assist with the collection of pink sheets, examination booklets, and other examination materials at the end of the examination. This can include organizing components of an examination for distribution to examination markers.

4.28 Assist with bringing examination materials to the UGME office.

4.29 Complete and sign the timesheet.

4.30 Report any irregular incidents to the Chief Proctor.

4.31 Organize a 10-minute break for each invigilator. In the event there is only one invigilator, UGME Evaluation personnel will arrange for the invigilator to have a 10-minute break.

4.32 Contact the Chief Proctor in the event of an emergency.

4.33 Follow stated emergency evacuation procedures in the event of an emergency evacuation during an examination.

DISRUPTIVE BEHAVIOUR

4.34 Give the student a warning that he/she is exhibiting such behaviour.

4.35 Document that a warning was given.

4.36 Collect the examination materials from the student and escort the student from the examination room with the least amount of disturbance to the other students in the event that the student does not respond to a warning.

IRREGULAR BEHAVIOUR

4.37 Allow the student to continue writing the examination.

4.38 Confirm the observation with at least one other invigilator if possible.

4.39    Complete a report of the incident including the following information:

  • Time and duration of the incident.
  • Page and/or item number that involved student(s) were working on at the time of the observation (if possible).
  • Identify all students involved in the incident by name and student number.
  • Identify the seating placement for the student(s) involved.
  • Signatures of the invigilators who made the observations.
  • Signature(s) of student(s) involved in the incident.

EMERGENCY EVACUATION

4.40    In the event of a fire alarm being activated during an examination or other emergency, making the abandonment of the examination necessary, the following steps must be followed:

  • See Examination Conduct Policy EXAMINATIONS EXCEEDING 3 HOURS IN

LENGTH

4.41 Inform each student of the time of the designated 15-minute nutrition break prior to the start of the examination.

4.42 Ensure each student is away from the examination table for the duration of the nutrition break.

4.43 Ensure that each student is observed for the duration of the nutrition break.

4.44 Inform each student of the examination end time using the designated clock as a reference.

4.45 For remote exams, students will be permitted to have their cell phone in the exam room, out of reach, and on silent in order to contact the invigilator for emergency communication and to notify of personal breaks as necessary.


5. REFERENCES

5.1 Chief Proctor’s Manual, National Board of Medical Examiners Subject Examination Program, Clinical Science Examinations. The United States of America. 2010.

5.2 UGME Policy & Procedures - Accommodation for Undergraduate Medical Students with Disabilities.

5.3 UGME Policy & Procedures - Examination Conduct Policy and Procedures.

5.4 University of Manitoba - Emergency Evacuation Procedures.

5.5 University of Manitoba - Procedural Guidelines for Academic and Student Misconduct.

5.6 University of Manitoba - Student Academic Misconduct Procedure.

5.7 UGME Policy & Procedures – Deferred Examinations.

5.8 UGME Policy & Procedures – Supplemental Examinations.

5.9 UGME Policy & Procedures - Examination Results.

5.10 UGME Policy & Procedures – Promotion & Failure.

5.11 UGME Policy & Procedures - Formative Assessment.

5.12 UGME Policy & Procedures - Communicating Methods of Evaluation.

5.13 University of Manitoba - Final Examination and Final Grades Policy.

5.14 University of Manitoba - Deferred and Supplemental Examinations Procedures.

5.15 University of Manitoba - Final Examination Procedures.

5.16 University of Manitoba - Final Grades Procedures.


6. CONTACT

Administrator, Pre-Clerkship Evaluation, and OSCE-Type Examinations

Administrator, Clerkship Evaluation


APPENDIX - STUDENT/INVIGILATOR RATIOS

Student – Invigilator Ratios

Number of Students Per

Number of Invigilators

1 - 20

2

21 - 45

2

46 - 70

3

71 - 95

4

96 - 120

5

Supplemental assessments

Policy name Supplemental assessments
Application and scope Undergraduate medical education students
Approved date August 2021
Review date February 2025
Revised date August 2021
Approved by Senate

Student wellness

Accidental exposure to infections and environmental hazards

Policy name Accidental exposure to infections and environmental hazards
Application and scope All registered learners in the MD and MD/PhD programs
Approved date January 2017
Review date July 2026
Revised date July 2021
Approved by UGME Management - July 20, 2021

2. DEFINITIONS

2.1. Infectious exposure – significant contact with an infectious agent (e.g., hepatitis B, measles, tuberculosis) that has the potential of leading to infection in the learner. Infectious exposures include but are not limited to: puncture wounds or scratches due to a potentially contaminated needles or sharp instruments; splashes of blood or body fluid to non-intact, abraded or chapped skin or mucous membrane; bites.

2.2. Injury – significant contact with an environmental hazard (i.e., a substance, state or event) which has the potential to threaten the health of the learner. Injuries may include but are not limited to lacerations, burns, crush injuries, and chemical exposures.

2.3. Environmental Health and Safety Office (EHSO) – an office of the University of Manitoba.

2.4. Learner – a health professional student enrolled in the Rady Faculty of Health Sciences at the University of Manitoba.

2.5. Occupational and Environmental Safety and Health (OESH) – a program of the Winnipeg Regional Health Authority.

2.6. Visiting student – a student from another university participating either in an elective or in the Summer Early Exposure Program.

2.7. Workplace Hazardous Materials Information System (WHMIS) – a system for providing information on the safe use of hazardous products in Canadian workplaces, via product labels, material safety data sheets, and worker education.

2.8. The Workers Compensation Board of Manitoba (WCB) - a workplace injury and disability statutory corporation that insures and support safe and healthy work and workplaces.

2.9. CURIE Student Accident Coverage – a program to provide students with insurance for workplace injury or accident through the Canadian University Reciprocal Insurance Exchange.


3. POLICY STATEMENTS

3.1. All registered learners in the MD and MD/PhD Program shall receive instruction related to infection control and environmental hazards as early as practicable following registration; attendance shall be mandatory for these sessions.

3.2. All learners shall comply with the immunization and testing requirements of the Max Rady College of Medicine.

3.3. All learners shall receive a copy of hepatitis B serological results demonstrating immunity, if such is possible for the learner to achieve. Learners shall have hepatitis B serological test results readily available at all times (e.g., kept digitally on a phone, or as a pocket card in a purse or wallet), in the event of an exposure to blood or bodily fluids. See Appendix 1 for an example of a hepatitis B pocket card. Learners who are hepatitis B non-responders shall receive instructions on what to do in the event of an exposure to blood or bodily fluids.

3.4. Learners shall comply with clinical teaching sites’ respective policies related to infection control and exposure to infectious and environmental hazards, in order to protect the learner’s health and that of patients and facility staff.

3.5. All learners shall receive Workplace Hazardous Materials Information System (WHMIS) training. If a learner has taken WHMIS training in the past this training may carry forward as long as the leaner retains a record or certificate of proof. Note that with the new provincial WHMIS legislation learners are required to receive training for “WHMIS 2015”. Students and staff at the university can access this training and certification by enrolling in the online course available on UMLearn. Instructions on how to self-register (UMNetID and password) for the training are located here.

3.6. A learner who sustains an infectious exposure or injury shall comply with the following procedures:

3.6.1. The learner shall perform or receive from another person immediate first aid:

3.6.1.1. For a puncture injury or laceration, the learner shall wash the injury site thoroughly with soap and water, and cover the area with a sterile dressing if necessary.

3.6.1.2. For an eye or mucosa splash, or exposure to non-intact, abraded or chapped skin, the learner shall flush the injury with water for 15 minutes.

3.6.1.3. For other infectious exposures or injuries, the immediate first steps will depend on the nature of the incident.

3.6.2. The learner shall immediately inform the learner’s clinical supervisor (e.g., attending physician) about the infectious exposure or injury. The clinical supervisor will assist the learner in determining appropriate next steps, which will depend on the nature of the infectious exposure or injury, as well as the time of day it occurred. Some incidents (e.g., lacerations; exposure to blood or bodily fluids) require immediate follow-up; follow-up for certain infectious exposures (e.g., exposure to tuberculosis) may be delayed until the next business day.

3.6.3. The learner shall notify the occupational health service of the clinical or educational institution in which the incident occurred. As the learner may be anxious or confused by the incident, and/or not familiar with how to access the local occupational health service, the clinical supervisor is responsible for assisting the learner with this notification. The occupational health service will provide access to immediate medical assessment and ongoing investigation of the incident. If the occupational health service is not available (e.g., after hours) and immediate follow-up is warranted, the learner shall be directed to the nearest emergency department immediately.

3.6.4. Site occupational health contacts for infectious exposures or injuries are as follows:

3.6.4.1. Infectious exposures or injuries which occur at the University of Manitoba Bannatyne Campus or Health Sciences Centre (HSC):

  • Occupational and Environmental Safety & Health (OESH)
  • SR149-700 William Avenue
  • Office hours Monday to Friday: 7:00 am to 3:00 pm
  • Call 204-787-3312 and ask to speak to the Occupational Health Nurse regarding the infectious exposure or injury.
  • If the incident occurs outside the above stated hours, call 204-787-3312 and leave a message stating the name of the learner, contact phone number, and circumstances of the incident. Then report to the HSC Adult Emergency Department as soon as possible (700 William Ave, Winnipeg, 204-787-3167).

3.6.4.2. Infectious exposures or injuries which occur at the St. Boniface General Hospital or St. Boniface Research Centre:

  • St. Boniface Occupational Health and Safety Department
  • Room TG002B, 409 Tache Avenue
  • Office hours Monday to Friday: 7:45 a.m. to 4:00 p.m.
  • Call 204-237-2439 and ask to speak to the Occupational Health Nurse regarding the infectious exposure or injury.
  • If the incident occurs outside the above stated hours, call 204-237-2439 and leave a message stating the name of the learner, contact phone number, and circumstances of the incident. Then report to the St. Boniface General Hospital Emergency Department as soon as possible (409 Tache Ave, Winnipeg, 204-233-8563).

3.6.4.3. Infectious exposures or injuries, which occur at another facility, shall contact the occupational health office of the appropriate facility (WRHA  information is located here.) If the incident occurs outside the hours of the nearest occupational health office, report to the closest emergency department; follow-up with the occupational health office the next business day.

3.6.5. As soon as practical the learner shall notify the University of Manitoba Environmental Health and Safety Office (EHSO) Occupational Health Coordinator (204-474-6633), EHSO@umanitoba.ca) for all infectious exposures or injuries requiring medical follow-up. The EHSO will assist the learner with reporting the incident to Workers Compensation if required. If reporting is necessary, the EHSO will assist the learner with completion of the Notice of Injury Form.

3.6.6. The learner has the option of notifying the office of Student Affairs Medicine at the University of Manitoba regarding the incident. Student Affairs Medicine can provide the learner the following services as needed. Counseling regarding the incident; assistance with completion of documentation that may be required. Liaison with EHSO and the occupational health services of the institution in which the infectious exposure or injury occurred. Liaison with the learner’s program if there is a need to alter the curriculum or clinical rotation resulting from the incident.

3.7. Documentation of the learner’s immune status will be relevant for many post-exposure assessments involving infectious diseases, and therefore a copy of this documentation should be brought to the assessment, or requested immediately. Such documentation may include the learner’s status regarding measles, mumps, rubella, tetanus, diphtheria, pertussis, polio, hepatitis B, varicella, influenza, and tuberculosis infection:

3.7.1.1. A learner should bring hepatitis B serologic results (e.g., pocket card) to the assessment (see section 3.3 and Appendix 1).

3.7.1.2. A learner or an individual providing care to a learner can request the learner’s immune status record through the Immunization Program office: 204-480-1305, fax. 204-480-1333, immune@umanitoba.ca, P127 Pathology Building, Bannatyne Campus; office hours Monday to Friday 8:30 a.m. – 4:30 p.m.

3.7.1.3. Learners and visiting students attending a host school can access their Association of Faculties of Medicine of Canada (AFMC) Student Portal Immunization and Testing Form online through the AFMC Portal; learners are also encouraged to keep a copy of their records handy while visiting a host school.

3.8. The clinician providing an assessment following significant contact with an infectious agent may require additional details regarding the source of an exposure; for example, the risk level or serologic status of a client to whose blood or bodily fluids the learner was exposed. The clinician providing the assessment should liaise with the clinical supervisor for any necessary information regarding the source or incident. A learner should not approach a client or review the clinical chart to obtain information necessary for a post-exposure assessment, and a learner should not be involved with arranging testing of a client for this purpose.

3.9. If an infectious exposure or injury occurs outside of Winnipeg or Manitoba learners should promptly access all necessary care locally. If additional follow-up is warranted this can be provided by contacting WRHA OESH upon the learner’s return to Manitoba (see contact information in section 3.6.4.1). EHSO should be notified of all infectious exposures or injuries requiring medical follow-up occurring in the course of the learner’s training regardless of at which site the exposure occurred.

3.10. Financial responsibility following learner Infectious exposure or injury: all learners, including visiting students on placement who sustain an infectious exposure or injury (as defined in section 2) have full coverage through the Workers Compensation Board of Manitoba (WCB) that is governed by The Workers Compensation Act (Manitoba).

The University also has reciprocal agreements with the governing WCB authorities in the Provinces of Alberta, Ontario, and the Territory of Nunavut. For the remaining jurisdictions, the University has an Accidental Injury Coverage for the Student Placements Policy. This coverage is provided through Industrial Alliance Insurance, and is the equivalent to the WCB coverage.

Further, the Canadian University Reciprocal Insurance Exchange (CURIE) provides liability insurance to all students on placement regardless of their location.

3.11. Manitoba's Testing of Bodily Fluids and Disclosure Act enables a person who has come into contact with a bodily fluid of another person to apply for a court order requiring the other person to provide a blood sample which will be tested to determine if that person is infected with hepatitis B, hepatitis C or HIV. More information on this legislation is available here.

3.12. This policy shall apply equally to all visiting students. Of note:

3.12.1.1. Visiting students have access to all local post-exposure services including occupational health offices and emergency departments.

3.12.1.2. Visiting students are expected to have received instruction related to infection control and environmental hazards prior to attending the University of Manitoba for an elective.

3.13. This policy is consistent and complimentary to the University of Manitoba Biosafety Guide (March 2005), produced by EHSO.

Note: occupational health contact information and business hours found in the current policy are more up-to-date.

3.14. This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF THE PRE-CLERKSHIP AND CLERKSHIP ADMINISTRATORS, UGME

4.1. In each academic year Undergraduate Medical Education will provide instruction related to infectious exposures and injuries as follows:

4.1.1. Year I learners will participate in a mandatory Infection Control and Prevention session that is in accordance with the Winnipeg Regional Health Authority program for healthcare workers.

4.1.2. The UGME Administrator, Enrolment will ensure that at the beginning of Year 1 all learners receive a card outlining the procedure following infectious exposures or injuries. Learners are to wear this card on their lanyard and are expected to keep it for the full duration of their time in UGME Program (Appendix 2).

RESPONSIBILITIES OF THE IMMUNIZATION PROGRAM

4.2. Ensure learners comply with the immunization and testing requirements of the Max Rady College of Medicine; advise the Associate Dean Undergraduate Medical Education when learners are not meeting requirements.

4.3. Provide learners with a copy of hepatitis B serological results and provide advice to learners who are hepatitis B non-responders.

4.4. Provide learners an immune status orientation session, which includes information on infectious exposures and injuries.

RESPONSIBILITIES OF THE LEARNER

4.5. All learners shall attend the mandatory sessions related to infection control and environmental hazards offered following registration.

4.6. All learners shall comply with the immunization and testing requirements of the Max Rady College of Medicine. Learners who may have a medical or health condition necessitating a possible exemption from a specific immunization or test requirement must notify the Immunization Program of this.

4.7. A learner who experiences an infectious exposure or injury shall:

4.7.1. Perform or receive from another person immediate first aid, including referring to WHMIS as appropriate;

4.7.2. Notify the clinical supervisor of this immediately;

4.7.3. Notify the occupational health service of the clinical or educational institution in which the incident occurred, or equivalent (e.g., emergency department) as appropriate;

4.7.4. Notify EHSO (for all incidents requiring medical follow-up); and

4.7.5. Follow instructions provided by the entities listed above.

RESPONSIBILITIES OF THE CLINICAL SUPERVISOR

4.8. All clinical supervisors shall be familiar with their responsibilities under this policy.

4.9. All clinical supervisors who are contacted by a learner regarding an infectious exposure or injury shall without delay provide the learner all necessary support; this includes:

4.9.1. Assisting the learner in determining appropriate next steps, which will depend on the nature of the infectious exposure or injury and the time of day it occurred.

4.9.2. Assisting the learner in determining the most appropriate location for an evaluation and assessment, if one is indicated.

4.9.3. Providing the learner time off from clinical duties, as necessary, to obtain an evaluation and assessment if one is indicated.

4.10. Clinical supervisors shall understand that the learner may be anxious or confused, and/or not familiar with how to access the necessary services, and therefore additional supports may be necessary.

4.11. Clinical supervisors shall be available to correspond with the clinician providing the post-exposure assessment, if additional information regarding the source or incident is necessary.

RESPONSIBILITIES OF THE ASSOCIATE DEAN UGME STUDENT AFFAIRS

4.12. The Associate Dean UGME Student Affairs is available to provide counseling as needed to learners regarding infectious exposures and injuries, liaison with the institution in which the infectious exposure or injury occurred, and support the learner in obtaining and completing all EHSO appropriate forms. It is not necessary for the learner to contact the Associate Dean UGME Student Affairs for all types of infectious exposures or injuries; however, support is available for learners who require it.

4.13. If, as determined by the clinician assessing the learner, a leave of absence from the scheduled curriculum is required because of an infectious exposure or injury, the clinician shall contact the Associate Dean UGME Student Affairs and confer with the appropriate faculty to develop an appropriate alternate schedule.

RESPONSIBILITIES OF THE ADMINISTRATOR, ELECTIVES, UGME

4.14. Provide each visiting student a link to this policy when the visiting student accepts a clinical placement at the University of Manitoba.


5. POLICY CONTACT

5.1. Contact the Associate Dean, UGME Student Affairs with questions respecting this policy.


6. REFERENCES

6.1. Liaison Committee on Medical Education: Functions and Structure of a Medical School. Medical Students: Standard MS-30.

6.2. Winnipeg Regional Health Authority. Blood and Body Fluid – Post Exposure Management. September 2011.

6.3. UGME Policy & Procedures – Medical Learners with Blood Borne Pathogens

6.4. University of Manitoba Biosafety Guide (2005)


Appendix 1

All learners shall provide a copy of hepatitis B serological results demonstrating immunity, if such is possible for the learner to achieve. Learners will be encouraged to keep hepatitis B serological test results readily available at all times, in the event the Learner needs this information due to an exposure to blood or bodily fluids. Learners who are hepatitis B non-responders will receive instructions on what to do in the event of an exposure to blood or bodily fluids. The Leaner’s pocket cards stating hepatitis B serologic results (see sample shown below) shall be on hand with the Learner at all times.


Appendix 2

The UGME Administrator, Enrolment will ensure that at the beginning of Year 1 all learners receive a card (shown below) outlining the procedure following infectious exposures or injuries. Learners must wear this card on their lanyard and must keep it for the full duration of their time in UGME Program.

Immunization and tuberculin skin test cost recovery

Policy name Immunization and tuberculin skin test cost recovery
Application and scope Max Rady College of Medicine
Approved date June 2018
Review date June 2023
Revised date June 2018
Approved by UGME Management Committee (June 2018)

1. PURPOSE

The Rady Faculty of Health Sciences Immunization Program provides required vaccines, select optional vaccines, and Tuberculin Skin Tests to students enrolled in the following programs: College of Dentistry, College of Pharmacy, College of Rehabilitation Sciences, Genetic

Counselling, Max Rady College of Medicine, Pathology Assistant, Physician Assistant Studies, and School of Dental Hygiene.


2. DEFINITIONS

2.1. Rady Faculty of Health Sciences Immunization Program (”Immunization Program”) – A program which provides services to all healthcare students at the Bannatyne Campus. Activities involve assessing the immune status of students, and offering optional limited healthcare services on site to students. The Immunization Program provides services to all College of Dentistry, College of Pharmacy, College of Rehabilitation Sciences, Genetic Counselling, Max Rady College of Medicine, Pathology Assistant, Physician Assistant Studies, and School of Dental Hygiene students.

2.2. Required Vaccines – Immunizations required by students as part of their healthcare program at the Bannatyne Campus; this may include one or more of the following vaccines, depending on the needs of a particular student: diphtheria, Hepatitis B, influenza, measles, mumps, pertussis, polio, rubella, tetanus, varicella.

2.3. Optional Vaccines – Immunizations not required by students as part of their healthcare program at the Bannatyne Campus, but rather requested by the student. The most common example of this is Hepatitis A vaccine, but it may also include combined Hepatitis A+B vaccine, and human papillomavirus (HPV) vaccine.

2.4. Tuberculin Skin Test – A test for latent tuberculosis infection. Tuberculin is injected under the skin of the forearm, and then the site is assessed 48 to 72 hours later by a clinician; a reaction (induration) of a particular size may indicate the presence of infection with Mycobacterium tuberculosis inside the body.


3. POLICY STATEMENTS

3.1. Immunizations required by students as part of their healthcare program at the Bannatyne Campus will be provided at no cost to students if the student accesses services through the Bannatyne Clinics. The Immunization Program will comply with The Workplace Safety and Health Act of Manitoba; in particular, that for “any person undergoing training or serving an apprenticeship at an educational institution or at any other place” for work in a healthcare facility, the University must provide the student “information about any vaccine recommended in the Canadian Immunization Guide published under authority of the Minister of Health (Canada)” and arrange for the student “to receive the recommended vaccine and pay any associated costs”.

3.2. Tuberculin Skin Tests required by students as part of their healthcare program at the Bannatyne Campus will be provided at no cost to students if the student accesses services through the Bannatyne Clinics.

3.3. Students who choose to access services through their own healthcare providers will need to pay the costs of any vaccines and tests.

3.4. Students who request an optional vaccine through the Bannatyne Clinics will be expected to pay all associated costs for the vaccine and service. This will include the cost of the vaccine as charged by the pharmacy, plus an administration fee per dose administered.

3.5. Students who fail to attend for a Tuberculin Skin Test without informing the Immunization Program in advance will be charged a fee.

3.6. While Hepatitis B is a required vaccine, and Hepatitis A is an optional vaccine, students who choose to receive the combined Hepatitis A+B vaccine will be expected to pay the full cost of the vaccine, although without an administration fee.

3.7. Students who have failed to pay for an invoice after 100 days will have their student University accounts frozen.

3.8. This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF STUDENT

4.1. Students who have chosen to obtain services from their own healthcare provider are expected to pay all costs of any immunizations and tests received.

4.2. Students who have chosen to obtain services from the Immunization Program must attend school clinics or attend for blood testing diligently.

4.3. Students who fail to attend for a Tuberculin Skin Test reading without informing the Immunization Program in advance must pay a fee. This charge does not apply to students who fail to attend for a Tuberculin Skin Test administration.

4.4. Students who have received invoices for immunizations or administrative fees must pay these fees within 30 days.

RESPONSIBILITIES OF THE DIRECTOR, IMMUNIZATION

4.5. Explains to students during the first-year orientation policies regarding costs of services, required vaccines, optional vaccines, and Tuberculin Skin Tests.

4.6. Writes prescriptions for students who wish to obtain an optional vaccine (typically Hepatitis A vaccine and combined Hepatitis A+B vaccine).

4.7. Arranges for immunizations and Tuberculin Skin Tests to be administered at the Bannatyne Campus.

RESPONSIBILITIES OF THE IMMUNIZATION PROGRAM ASSISTANT

4.8. Sends completed prescriptions to the pharmacy for processing.

4.9. Provides the Financial Reporting Assistant (Finance, Max Rady College of Medicine) with a list of students to be invoiced for non-required vaccines and/or missed TST readings.

4.10. Provides students with an invoice package, including information on how to pay an invoice.

4.11. Places a copy of the invoice in the student’s health file.

4.12. Works with the Financial Reporting Assistant to track students who have not yet paid for an invoice and arranges reminders.

RESPONSIBILITIES OF THE FINANCIAL REPORTING ASSISTANT

4.13. Creates invoices for optional vaccines, administration fees, and missed Tuberculin Skin Test readings.

4.14. Provides the Immunization Program Assistant with invoices for optional vaccines, administration fees, and missed Tuberculin Skin Test readings.

4.15. Works with the Immunization Program Assistant to track students who have not yet paid for an invoice and arranges reminders.


5. REFERENCES

5.1. For more detailed information on the processes and documents used to invoice students for services refer to the document “Student Invoicing Process”, available through the Director, Immunization.


6. POLICY CONTACT

Please contact the Director, Immunization with questions respecting this policy.

Learners with bloodborne pathogens

Policy name Learners with bloodborne pathogens
Application and scope All applicants and registered learners in the MD, MD/PhD, MPAS Programs and Postgraduate Medical Trainees
Approved date June 2011
Review date Three (3) years from the last revised date
Revised date September 2012; October 2014; April 3, 2019
Approved by College Council, Max Rady College of Medicine: October 24, 2018; Faculty Council, Faculty of Graduate Studies: December 13, 2018; Senate, April 3, 2019

1. PURPOSE

To outline the required communication and necessary procedures in the situation where an applicant or learner is known to be seropositive for a bloodborne pathogen.


2. DEFINITIONS

2.1 Bloodborne Pathogens – communicable diseases including but not limited to the hepatitis B virus (HBV), hepatitis C virus (HCV), and human immunodeficiency virus (HIV).

2.2 Bloodborne Pathogens Subcommittee – a subcommittee of the Central Standards Committee of the College of Physicians and Surgeons of Manitoba.

2.3 CPSM – College of Physicians and Surgeons of Manitoba.

2.4 Learners – students in the MD, MD/PhD, MPAS Program and Trainees at the Max Rady College of Medicine.

2.5 MD Degree - four year program leading to the doctorate of medicine degree.

2.6 MD/PhD - graduate education and advanced research training in a specific discipline of the candidate’s choice, for individuals who are currently pursuing an MD Degree and who wish to develop a career as a clinician scientist.

2.7 MPAS – Master of Physician Assistant Studies.

2.8 Student Affairs – the Office of the Associate Dean, Student Affairs, Max Rady College of Medicine (UGME or PGME, as applicable).

2.9 Trainee - a postgraduate resident, fellow, or AFC student participating in a training program of an accredited university based in one or more of the training sites and who is appropriately licensed by the College of Physicians and Surgeons of Manitoba (CPSM) or other applicable licensing authority.

2.10 UGME - Undergraduate Medical Education.

2.11 PGME – Postgraduate Medical Education.

2.12 Visiting Student or Visiting Trainee – an external learner from another university participating in an approved elective.


3. POLICY STATEMENTS

3.1 No applicant shall be denied consideration of acceptance into a Max Rady College of Medicine program on the basis of HIV, HBV, or HCV serostatus. Evaluation for admission and continuation in the programs will focus on whether the individual, in their current state of health and with reasonable accommodations, will be able to successfully complete the essential elements of the educational program.

3.2 Individuals who are known to be seropositive for a bloodborne pathogen and who are contemplating application to medical school for an undergraduate or postgraduate program should seek counsel regarding their intention. Counsel could be received from a medical doctor with expertise in infectious diseases or hepatology, or the Office of Student Affairs in a university with medical and doctoral programs.

3.3 Learners who are known to be seropositive for any blood-borne pathogen must notify Student Affairs at the time of admission.


4. PROCEDURES

4.1 Learners who become seropositive for any bloodborne pathogen at any time while registered in their training program must notify the Student Affairs as soon as practicable after the seropositive status is confirmed.

4.2 Learners who are known to be seropositive for HBV, and/or HCV, and/or HIV must notify the CPSM of their serological status at the time of registration with CPSM and annual renewal of such registration.

4.3 Student Affairs shall advise the CPSM of Learners who are known to be to be seropositive for HBV, and/or HCV, and/or HIV.

4.4 Student Affairs shall liaise with the CPSM and the Learner regarding the implementation of recommendations and/or requirements from the Bloodborne Pathogens Subcommittee of the CPSM. Student Affairs shall work with the relevant Program (UGME, MPAS, PGME) regarding recommendations of the CPSM that impact on learning objectives and clinical activities for the Learner with a bloodborne pathogen.

4.5 Confidentiality of the assessment by the Bloodborne Pathogens Subcommittee or its expert panel shall be maintained in accordance with the Personal Health Information Act (PHIA), Freedom of Information and Protection of Privacy Act (FIPPA) and Personal Information Protection and Electronic Documents Act.

4.6 Student Affairs shall provide counseling for all Learners who are seropositive for bloodborne pathogens regarding selection of elective rotations. Student Affairs shall liaise with their counterparts at the host university for electives external to the University of Manitoba

4.7 The Student Affairs shall provide career counseling for all MD, MD/PhD and MPAS learners who are seropositive for bloodborne pathogens, and shall assist in identifying postgraduate program(s) and/or future field(s) of practice suitable for the Learners’ specific health condition(s).

4.8 Visiting Students who are seropositive for bloodborne pathogens may be considered for electives however, they must notify the UGME Electives Director at the time of application. Recommendations on clinical activities must be provided from the Visiting Student’s home institution and the respective professional regulatory body. The decision to accept a Visiting Student who is seropositive for bloodborne pathogens shall be made by the Electives Director in consultation with the Clerkship Director and others as may be required.

4.9 A Visiting Trainee who is known to be seropositive for bloodborne pathogens, at the time of approval of the elective must notify Student Affairs, who shall advise the CPSM regarding recommendations and/or requirements of the Bloodborne Pathogens Subcommittee that may impact on learning objectives and clinical activities of the visiting resident.

4.10 Learners will notify Student Affairs of any significant change in his/her health status and/or practice circumstances to allow for a further review by the Bloodborne Pathogens Subcommittee , if necessary to assess whether any further modifications and/or restrictions to his/her clinical practice are required.

4.11 MD, MD/PhD, MPAS leaners and Trainees are all members of the CPSM and therefore must be familiar with, and abide by, the CPSM regulations including without limitation By- Law 11: Schedule J – Bloodborne Pathogens, at the link provided in the references section.


5. REFERENCES

5.1 College of Physicians and Surgeons of Manitoba By-Law 11: Schedule J – Bloodborne Pathogens

5.2 Roth V, and Worthington J. Implementing a Policy for Practitioners Infected with Blood- Borne Pathogens. Health Care Quarterly: Volume 8, October 2005.


6. POLICY CONTACT

Associate Dean, Student Affairs, PGME Associate Dean, Student Affairs, UGME

Student immune status requirements

Policy name Student immune status requirements
Application and scope Max Rady College of Medicine
Approved date June 2011
Review date July 2023
Revised date July 2018
Approved by UGME Management Committee (June 2018); MPAS Curriculum Committee (July 2018); College Executive Council (August 2018); Faculty of Graduate Studies Program & Guideline (November 2018); Faculty of Graduate Studies Faculty Council (December 2018); Senate Committee on Instruction and Evaluation (February 2019); Senate Executive (March 2019); Senate (April 2019)

1. PURPOSE

The Student Immune Status Requirements policy has been developed to protect the wellbeing of healthcare students, and the health of patients and communities with whom they will have contact during the curriculum. The Immune Status Requirements are derived from recommendations found in the Canadian Immunization Guide and the Canadian Tuberculosis Standards, as well as in consultation with experts in the relevant fields.


2. DEFINITIONS

2.1 Immune Status Requirements – Immunizations and tests necessary for students to have documented in order to ensure immunity to, or absence of infection from, a range of vaccine preventable diseases. This includes immunizations and/or tests for tetanus, diphtheria, pertussis, polio, measles, mumps, rubella, varicella, Hepatitis B, and influenza, as well as testing for tuberculosis infection.

2.2 Rady Faculty of Health Sciences Immunization Program (”Immunization Program”) – A program which provides services to all healthcare students at the Bannatyne Campus. Activities involve assessing the immune status of students, and offering optional limited healthcare services on site to students. The Immunization Program provides services to all College of Dentistry, College of Pharmacy, College of Rehabilitation Sciences, Genetic Counselling, Max Rady College of Medicine, Pathology Assistant, Physician Assistant Studies, and School of Dental Hygiene students.

2.3 Student Manual – A document updated annually which describes the Immune Status Requirements for students enrolled in the Max Rady College of Medicine. The document also provides information on vaccines, vaccine preventable diseases, privacy legislation, costs of services, and additional health information relevant to students.

3.1 All students must comply with the immunization and testing requirements of the Max Rady College of Medicine, posted online in the Student Manual. The Student Manual is required reading for all new students.

3.2 Students may be granted an exemption from a specific immunization or test requirement for a medical or health condition; such conditions will generally fall under one of the following categories: allergy, pregnancy or family planning, and immunosuppression. Different immunization or testing requirements may be indicated for such students.

3.3 The Immunization Program shall provide an information session regarding Immune Status Requirements for newly registered students in the MD, MD/PhD, or MPAS program. This information session shall be scheduled as early as practicable following registration; attendance shall be mandatory.

3.4 The Immune Status Requirements may change from time to time. The Immunization Program shall discuss and seek approval for changes from all programs whose students are monitored by the Immunization Program. The Immunization Program shall notify students of the changes in requirements. It is the responsibility of students to comply with revised and applicable requirements as soon as practicable following notification.

3.5 Students who do not comply with Immune Status Requirements may be restricted from participation in components of the academic program. A student’s continued non- compliance may result in the student being asked to withdraw from the program in which the student is registered.

3.6 The Immunization Program can assist students in meeting the requirements of a specific external teaching site if these are different from the requirements of the Max Rady College of Medicine.

3.7 Student health records are protected by The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA) of Manitoba. Only the minimal amount of health information required will be collected, used, or disclosed. On occasion records may be obtained from, or shared with, certain individuals or organizations as necessary in order to determine a student’s ability to participate in patient-related activities in the student’s current program of study.

3.8 The Immunization Program will comply with The Workplace Safety and Health Act of Manitoba; in particular, that for “any person undergoing training or serving an apprenticeship at an educational institution or at any other place” for work in a healthcare facility, the University must provide the student “information about any vaccine recommended in the Canadian Immunization Guide published under authority of the Minister of Health (Canada)” and arrange for the student “to receive the recommended vaccine and pay any associated costs”.

3.9 The immune status record for every student will be kept for a minimum of 10 years after the student’s expected date of graduation. Eventually the Immunization Program will destroy all immune status record in a secure and confidential manner, consistent with accepted methods of disposal of health records. Students may request a copy of their record at any time while the program has these records. All students shall receive a copy of their immune status record upon graduation.

3.10 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF STUDENT

4.1 All students must comply with the immunization and testing requirements of the Max Rady College of Medicine. Students who may have a medical or health condition necessitating a possible exemption from a specific immunization or test requirement must notify the Immunization Program.

4.2 Students must attend the immune status orientation session at the beginning of their first year of studies.

4.3 Students must notify the Immunization Program if they wish to receive clinical services relating to the Immune Status Requirements from their own healthcare provider, or from the Immunization Program.

4.4 Students who have decided to obtain services from their own healthcare provider must provide documentation of the relevant immunizations and tests by the deadlines provided. Students who have decided to obtain services from the Immunization Program must attend school clinics or attend for blood testing diligently.

RESPONSIBILITIES OF DIRECTOR, IMMUNIZATION

4.5 The Director, Immunization oversees and directs the operations of the Immunization Program; this includes but is not limited to:

  • Reviewing national immunization and testing guidelines; updating existing documents and health forms provided to students;
  • Reviewing all health documentation sent to or obtained by the Immunization Program;
  • Contacting students to obtain additional information or clarification;
  • Providing an immune status orientation session for new students;
  • Creating an immunization clinic schedule including individual student notices;
  • Organizing and provides training sessions for student immunizers;
  • Supervising immunization and tuberculin skin test clinic for student clients;
  • Reminding students when serological testing is overdue;
  • Editing and approving letters for students;
  • Completing immunization forms for external electives;
  • Bringing issues of concern to the attention of the Business Manager, UGME, Program Director MPAS, the Associate Dean, UGME, and/or the Dean of Medicine;
  • Remaining available to students as a source of information regarding immunizations and tests;
  • Participating on national committees regarding external elective requirements.

RESPONSIBILITIES OF THE IMMUNIZATION PROGRAM ASSISTANT

4.6 The Immunization Program Assistant supports the operations of the Immunization Program; this includes but is not limited to:

  • Receiving and processing Immunization Packages from new students.
  • Receiving and processing immunization and testing documentation sent to the Immunization Program;
  • Printing off a copy of the students’ provincial immunization registry records
  • Creating student health files;
  • Distributing to students immunization clinic schedules;
  • Assisting with the organization and set up of training sessions for student Immunizers;
  • Assisting with the organization and set up of immunization and tuberculin skin test clinics for student clients;
  • Sending immunization records to public health for entry into the provincial immunization registry;
  • Copying records for students on request, and at graduation;
  • Reminding students when serological testing is overdue;
  • Creating letters for students at the request of the Director, Immunization;
  • Processing completed immunization forms for external electives;
  • Bringing issues of concern to the attention of the Director, Immunization or the Business Manager, UGME;
  • Acting as the first point of contact for students requesting additional information or assistance from the Immunization Program.

5. POLICY CONTACT

Please contact the Director, Immunization with questions respecting this policy.

 

Respiratory protection (“mask-fit”)

Policy name Respiratory protection (“mask-fit”)
Application and scope All registered students in the MD and MD/PhD programs
Approved date February 2018
Review date February 2023
Revised date January 2018
Approved by UGME Management Committee (February 2018)

1. PURPOSE

Affiliated teaching sites of the Max Rady College of Medicine have respiratory protection policies and procedures to follow when health care providers are at risk of exposure to airborne infectious agents. The Public Health Agency of Canada (PHAC) has established guiding principles for infection control measures for health care workers in acute care, chronic care and primary care facilities. This policy has been developed to protect the health and safety of health professional students, patients and staff.


2. DEFINITIONS

2.1 UGME – Undergraduate Medical Education

2.2 WRHA – Winnipeg Regional Health Authority

2.3 PHAC – Public Health Agency of Canada

2.4 OPAL – Online Portal for Advanced Learning

2.5 TTC – Transition to Clerkship

2.6 FIT TESTING – The process by which an individual within the medical profession is sized for a facial mask of the proper fit and size.


3. POLICY STATEMENTS

3.1 All students registered in the MD or MD/PhD Program shall receive infection control instruction as early as practicable following registration; attendance shall be mandatory for this curriculum.

3.2 The Max Rady College of Medicine shall provide fit testing for N95 respirators (or respirator type identified by PHAC) following registration and prior to patient contact.

3.3 The Undergraduate Medical Education Office shall maintain a record of respirator-fit data including model, size of respirator, expiration date of respirator-fit and site of testing for each student.

3.4 Students must comply with the clinical teaching sites’ respective policies on respiratory protection in order to protect their health and/or that of patients and facility staff.

3.5 Students must report incidents of airborne infectious exposure in accordance with the Faculty’s Accidental Exposure to Infectious and Environmental Hazards Policy and Procedures.

3.6 Visiting elective students are expected to provide evidence of respirator fit-testing at the time of application, or must provide evidence of current fit-testing with an acceptable model of respirator prior to commencing patient care activities. Failure to comply may jeopardize the student’s eligibility for the elective.

3.7 WRHA will cover the cost of fit testing Med III students.

3.8  Any student who does not get fit-tested in the scheduled time will make arrangements for such at own expense and within a period of time acceptable to UGME by liaising with the Administrator, Clerkship.

3.9 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

Responsibilities of the Student:

4.1 Appear for fit-testing during TTC at the assigned time in OPAL.

4.2 If the student is unable to attend at the assigned time, make arrangements to change the time with another student and inform the Administrator, Clerkship of the change.

4.3 If fit-testing is not done in accordance with the assigned schedule, arrange to have fit- testing completed and show proof of such to Administrator, Clerkship by the end of TTC for Med III students, knowing that the related costs are the responsibility of the student.

4.4 If the student does not wish to be fit tested they must provide the reason why in writing to the Associate Dean, UGME.

4.5 If proof of fit-testing is required for electives or clinical rotations, a card is provided at the time of completing the fit-testing. A copy of this card can be used for these purposes. If you prefer, please contact the Administrator, Enrolment for a letter certifying the type and size of fit-testing obtained and date of fit-testing.

Responsibilities of the Administrator, Enrolment:

4.6 Upon request from a student, provide a letter certifying the type and size of fit-testing obtained and date of fit-testing.

Responsibilities of the Administrator, Clerkship:

4.7 Organize the schedule of fit-testing for Med III students. Generally the schedule will be as follows:

  • Med III – As assigned groups during TTC Module 4, normally over a three day period.

4.8 Contact the respective office of WRHA to confirm availability of personnel to complete fit- testing and to address changes to proposed schedule as required.

4.9 Book the appropriate room within Banner and Ad Astra.

4.10 Confirm that there are no changes to TTC schedule and send a copy of confirmed schedules to WRHA.

4.11 Enter student fit-testing schedule into the respective areas of OPAL.

4.12 Liaise with WRHA personnel to obtain completed list of students, with required information for their student files, who complied with TTC scheduled test dates.

4.13 Contact students who did not complete fit-testing during their assigned date/time and ask them to liaise with WRHA to find a suitable time to complete this requirement or make note of the reason for not participating.


5. REFERENCE

5.1 UGME Policy and Procedures – Accidental Exposure to Infectious and Environmental Hazards, 2011.


6. POLICY CONTACT

Please contact Administrator, Enrolment with questions respecting this policy.

Transfer or withdrawal

Transfer into the undergraduate medical education program

Policy name Transfer into the undergraduate medical education program
Application and scope Candidates for transfer to undergraduate medical education
Approved date November 7, 2018
Review date November 2023
Revised date January 2018
Approved by Admissions Committee, Max Rady College of Medicine: May 23, 2018; Reviewed by Dean’s Council Max Rady College of Medicine: June 5, 2018; College Executive Council, Max Rady College of Medicine: August 21, 2018; Senate: November 7, 2018

1.  PURPOSE

The criteria for which the Max Rady College of Medicine accepts undergraduate medical student transfers under exceptional circumstances.


2. DEFINITIONS 

2.1 Transfer: the transfer of an undergraduate medical student into the undergraduate medical education (UGME) program at the Max Rady College of Medicine.

2.2  Manitoba Resident: for purposes of undergraduate admission to the University of Manitoba, a Manitoba Resident shall be defined as a Canadian Citizen or Permanent Resident of Canada who, at the application deadline, meets any of the following four descriptions:

1. Has graduated from a Manitoba high school.

2. Has a recognized degree from a university in Manitoba

3. Has completed either one year or two consecutive years of full time academic studies in a recognized program at a university in Manitoba, while physically residing in Manitoba. The duration shall be determined by the program of study and identified in the respective Applicant Information Bulletin or Supplemental Regulations.

4. Has resided continuously in Manitoba for any two year period following high school graduation. The two year residence period shall not be considered broken where the program’s admission committee is satisfied that the applicant was temporarily out of the province on vacation, in short-term volunteer work or employment, or as a full-time student.


3. POLICY STATEMENTS

3.1 Requests for transfer will only be considered from students currently enrolled in a medical school accredited by CACMS or LCME.

3.2 Transfers will only be considered on the basis of compassionate grounds, if there are extraordinary personal or family circumstances that would be alleviated by Transfer. W here it is impossible to predict all situations for which a Transfer on compassionate grounds might be considered, some such situations may include: illness within an immediate family member or personal illness of significant magnitude requiring a move to be close to such an immediate family member or to obtain treatment in Manitoba.

3.3 Requests for Transfer based solely on financial hardship will not be considered.

3.4 Transfers will only be considered for individuals who are Canadian citizens or Permanent Residents of Canada at the time of application for transfer. In deliberation about Transfers, consideration will be given to Manitoba residents.

3.5 Given the variations in curriculum for undergraduate medical education in Canada and the USA, there will only be consideration for a transfer request from students attending a medical school with Clerkship commencing in Year 3. This will allow a transfer into Year 3 only. Transfers are not permitted into Year 1, 2 or 4.

3.6 Transfers can be considered only when there is an open position, by attrition, in the class to which the student will transfer.

3.7 Students requesting a Transfer must meet academic criteria and technical standards requirements comparable to regular applicants for admission into the Undergraduate Medical Education Program.

3.8 Letters of request to Transfer must be received by the Director, Admissions, Max Rady College of Medicine by April 1 of the academic year of anticipated enrollment. Should the applicant appear to meet the eligibility criteria for transfer the Director, Admissions shall request full documentation for adjudication. Such documentation must be received by May 1 of the academic year of anticipated enrollment, and shall consist of:

i. Cover Letter outlining reasons for transfer;

ii. Release for discussion with decanal leadership at the applicant’s present school;

iii. Medical School Performance Record or equivalent document identifying performance to date in the undergraduate medical education program, notation of any leaves of absence, schedule modifications, and accommodations of curriculum; eligibility (or expected eligibility) of the individual for promotion to the next academic year must be explicitly identified. The document should also include specific comment on any infractions of the school's code of ethical and professional conduct.

iv. Transcripts sent and received from the issuing university for all pre-medical undergraduate courses of study, and from the applicant’s present school.

v. Curriculum Vitae

vi. Two letters of recommendation from present school faculty members.

vii. A disclosure of the present school curriculum blueprint and course outlines.

3.9 The Transfer committee, a subcommittee of the UGME Admissions Committee, chaired by the Director of Admissions, Max Rady College of Medicine, and membership oftwo faculty members and one medical student who are members of the UGME Admissions Committee, and the Associate Dean, UGME will meet to review any Transfer applications, and shall conduct interviews of eligible applicants. Following the interview(s) applicant(s) will be notified whether they are eligible for Transfer into an open position. Eligibility for Transfer does not infer acceptance into the Max Rady College of Medicine; admission will be contingent on there being an open position for Transfer. 

3.10 Applicants eligible for Transfer must be aware that the Max Rady College of Medicine may not know whether there will be open positions until continuing-student registration is complete. The Max Rady College of Medicine will notify eligible applicants of open positions as quickly as possible. If no position becomes open for an eligible Transfer applicant, admission cannot be deferred to subsequent year. The Max Rady College of Medicine cannot be held liable for fees and costs incurred by an eligible Transfer applicant if no position becomes available.


4. PROCEDURE STATEMENTS

N/A


5. POLICY CONTACT

Please contact the Director, Admissions, Max Rady College of Medicine with questions respecting this policy.

Withdrawal

Policy name Authorized withdrawal or program withdrawal from the MD program
Application and scope All students registered in the UGME program
Approved date December 2011
Review date Five (5) years from the last revised date
Revised date January 9, 2019
Approved by Reviewed at UGME Progress Committee: September 14, 2018; College Council, Max Rady College of Medicine: October 24, 2018; Senate: January 9, 2019

1. PURPOSE

To define the criteria and process for Authorized Withdrawals and Program Withdrawals from the Undergraduate Medical Education Program. This Policy and Procedure is intended to complement and supplement The University of Manitoba Authorized Withdrawal Policy and Authorized Withdrawal Procedure.


2. DEFINITIONS

2.1. Authorized Withdrawal - an approved withdrawal from one or more of Med I, Med II, Med III or Med IV, (each year constituting a “Term” or course under the University’s Authorized Withdrawal Policy) for medical or compassionate grounds, in accordance with the process set out in this Policy. An Authorized Withdrawal will appear on the Student’s Medical School Performance Record (“MSPR”) (also called the “Dean’s Letter”) but not on any Official Transcript issued by the University’s Registrar’s Office.

2.2. Curriculum Management System – the software application that enables the Max Rady College of Medicine and University of Manitoba to manage UGME student data.

2.3. Leave of Absence or LOA – a period of leave, established, administered and approved by the Program that enables a student to take a temporary leave from the Program, in accordance with the UGME Leaves of Absences (LOA) Policy. Any Leaves of Absence during an academic year are addressed in the UGME Leaves of Absences (LOA) Policy and not under this policy.

2.4. Program – the four-year Doctor of Medicine program at the Max Rady College of Medicine, University of Manitoba.

2.5. Program Withdrawal– a withdrawal by a student from the Program in its entirety, who no longer wishes to participate in the Program, and who does not meet the criteria for an Authorized Withdrawal. A Program Withdrawal under this Policy is distinguishable from a Voluntary Withdrawal under the University’s Voluntary Withdrawal Policy, which contemplates withdrawal from a particular course in accordance with certain timelines, without academic penalty. Such parameters do not apply in the Program, as each academic year of the Program, i.e., Med I, Med II, Med III and Med IV constitute a “Term” and course under the University’s Academic Calendar, and each Program Term must be successfully completed in order to move on to the next Program Term, in accordance with the UGME Policy on Promotion and Failure. A Program Withdrawal granted under this Policy will appear on the Student’s MSPR (also called the Dean’s Letter) and on any Official Transcript issued by the University’s Registrar’s Office.

2.6. UGME – Undergraduate Medical Education.

2.7. Voluntary Withdrawal – a registration option that enables students in some programs to withdraw from a course of courses after the registration revision period without academic penalty. This option is not available to students in the Program.


3. POLICY STATEMENTS

3.1. Any student considering withdrawal or temporary leave from the Program should first meet with the Associate Dean, Student Affairs, UGME, to discuss the options available to the student, and consider all possible implications (e.g., academic progression, financial aid eligibility, student visa requirements) prior to making a decision. The student may also wish to consult with the Office of Student Advocacy (including discussing the matter of possible fee appeals to the Registrar’s Office).

3.2. Ceasing to attend classes, rotations or other course requirements, regardless of reason, will not constitute an Authorized Withdrawal, Program Withdrawal or Leave of Absence. Students who do not complete a Program Withdrawal, receive an Authorized Withdrawal, or receive an approved Leave of Absence remain enrolled in the Program and will receive a final grade.

3.3. The Max Rady College of Medicine must provide an annual report on Authorized Withdrawal and Program Withdrawal applications and approvals to the Provost and Vice-President (Academic), University of Manitoba.

Program Withdrawal

3.4. If a student wishes a Program Withdrawal, the student shall provide a request in writing to the Associate Dean, UGME.

3.5. The Associate Dean, UGME shall provide written confirmation of the student’s decision of Program Withdrawal to:

(a) the student;

(b) the Administrator, Enrolment, Max Rady College of Medicine; and

(c) the Administrators, Clerkship, Pre-Clerkship, Clerkship Evaluations and Pre-Clerkship Evaluations (as applicable).

3.6. Upon Program Withdrawal, the student is considered to have withdrawn from the Program with no anticipated date of return.

3.7. If, at a later date, a student with a Program Withdrawal wishes to return to the Program, the student must re-apply for Program admission as if he or she were a new applicant and in accordance with the Program admission and eligibility requirements as they then exist and are set out in the Program Applicant Information Bulletin.

Authorized Withdrawal

3.8. An Authorized Withdrawal may be approved under the following circumstances:

(a) Medical Grounds. When a serious event, including but not limited to illness, accident or injury affects a student’s ability to attend classes and/or complete course requirements; and/or

(b) Compassionate Grounds. When an extraordinary personal circumstance, including but not limited to a serious illness or death of a significant person in a student’s life affects a student’s ability to attend classes and/or complete course requirements.

3.9. If a student wishes an Authorized Withdrawal, the student shall provide the request for Authorized Withdrawal in writing to the Associate Dean, UGME. The request shall be made prior to the end of the Term to which the Authorized Withdrawal applies. The Authorized Withdrawal request shall include:

(a) A letter from the student requesting an Authorized Withdrawal with an explanation detailing how the circumstances or symptoms affected his/her ability to attend classes and/or complete course requirements;

(b) Supporting documentation including but not limited to:

a. Letters or documents from objective, credible and verifiable health care professionals.

Students are encouraged to consult the Guidelines for Health Care Professionals that are available through the University’s Office of Student Advocacy;

b. A funeral program and/or obituary;

c. A police report or auto accident report and/or

d. Travel receipts (e.g. airline, rail, bus).

3.10. The Associate Dean, UGME shall determine whether an Authorized Withdrawal is approved, taking into consideration the Medical Grounds and/or Compassionate Grounds affecting the student as well as the student’s current academic record and if so approved, the conditions for re- enrolment.

3.11. An Authorized Withdrawal shall have conditions for re-enrolment, as determined by the Associate Dean, UGME. The conditions for re-enrolment shall include:

(a) At the time of the request for re-enrolment, the student has met the academic criteria and technical standards requirements or will satisfactorily complete any such requirements prior to re-enrolment.

(b) The year of re-entry (e.g., Med I, Med II, Med III or Med IV) will be based on the educational level of the student at the time of the request for re-enrolment, based on the review of the Associate Dean, UGME, considering curriculum requirements as they then exist compared to when the AW was granted.

(c) The student must comply with all other regular Program requirements, including providing evidence of student registration with the College of Physicians and Surgeons of Manitoba, providing updated clearance checks for criminal records, adult abuse registry and child abuse registry, compliance with applicable immunization requirements and CPR requirements, and ensuring payment of all University tuition fees and expenses.

(d) If a student has been on Authorized Withdrawal for three (3) years or longer, the student shall be required to re-apply for admission through the regular first-year admissions process as if she/he were a new applicant and meet the Program admission and eligibility requirements as they then exist and are set out in the Program Applicant Information Bulletin.

3.12. Additional conditions for re-enrolment may include, without limitation: (a) Meeting with an academic advisor;

(b) Producing a certificate of fitness to return to studies; (c) Making use of support services on campus;

(d) Re-enrolment subject to availability of space given that the Program is a limited enrolment program.

3.13. If the student receives an Authorized Withdrawal, the Associate Dean, UGME shall provide written confirmation of the Authorized Withdrawal with the conditions for re-enrollment to:

(a) the student;

(b) the Administrator, Enrolment, Max Rady College of Medicine; and

(c) the Administrators, Clerkship, Pre-Clerkship, Clerkship Evaluations and Pre-Clerkship Evaluations (as applicable).

3.14. If a student is unsuccessful in receiving an Authorized Withdrawal, the student may appeal the decision to the UGME Student Appeals Committee, within ten (10) working days of the decision, in accordance with the process set out in the Undergraduate Medical Education Student Appeals (UGME SAC) Policy.

3.15. If, at a later date, a student with an Authorized Withdrawal wishes to return to the Program, the student should discuss their potential re-enrolment and actions that must be taken to facilitate a re-enrolment with the Associate Dean, UGME, and/or Associate Dean, Student Affairs, UGME. Should the student wish to re-enrol, the student shall provide a written request with appropriate documentation showing compliance with the conditions of re-enrolment to the Associate Dean, UGME.

3.16. Within thirty (30) working days of receipt of the student’s re-enrolment request, the Associate Dean, UGME will review the request, meet with the student if required, and determine the student’s eligibility for re-enrolment based upon the conditions for re-enrolment.

3.17. The Associate Dean, UGME, will communicate, in writing, the decision regarding re-enrolment (which may include a request for further documentation to corroborate documentation already received) and appropriate date for return, if applicable, to:

(a) the student;

(b) the Administrator, Enrolment, Max Rady College of Medicine;

(c) the Administrators, Clerkship, Pre-Clerkship, Clerkship Evaluations and Pre-Clerkship Evaluations (as applicable); and

(d) the University’s Registrar’s Office.

3.18. If re-enrolment is denied, and/or the student is otherwise not accepting of the decision of the Associate Dean, UGME, the student may appeal the decision to the UGME Student Appeals Committee, within ten (10) working days of the decision, in accordance with the process set out in the Undergraduate Medical Education Student Appeals (UGME SAC) Policy.


4. PROCEDURES

Responsibilities of the Administrator, Enrolment

Upon receipt of the letter confirming Authorized Withdrawal or Program Withdrawal from the Associate Dean, UGME, the Administrator, Enrolment:

4.1. Contacts the Registrar’s Office to provide student’s full name, student number, type of withdrawal and date of withdrawal. Liaises with Registrar’s Office personnel to update the student’s Aurora file and place student file on permanent hold;

4.2. Ensures that the student’s contact information is up to date in AURORA Student;

4.3. Liaises with Financial Services to ensure that all financial obligations to the University for the student are completed;

4.4. Contacts the College of Physicians and Surgeons of Manitoba to inform them of student’s withdrawal and date of withdrawal;

4.5. Creates permanent file for student and forwards to off-site storage;

4.6. Removes the student from any existing Curriculum Management System class lists and changes student status;

4.7. Collects lock, locker keys and mailbox keys from the student and updates lists as required. Responsibilities of the Administrator, Clerkship:

Upon receipt of the letter confirming Authorized Withdrawal or Program Withdrawal from the Associate Dean, UGME, the Administrator, Clerkship:

4.8. Collects the student’s pager and return for deactivation to the Manitoba e-Health Telecommunications Office;

4.9. Collects the student’s hospital access card and arrange for deactivation with hospital Security Services;

4.10. Arranges for deactivation of hospital computer privileges with Manitoba e-Health;

4.11. Arranges for deactivation of clerkship stipend payment with WRHA-HRSS Office;

4.12. Removes student from all clerkship groups and notifies department administrators. Responsibilities of the Administrator, Pre-Clerkship:

Upon receipt of the letter confirming Authorized Withdrawal or Program Withdrawal from the Associate Dean, UGME, the Administrator, Pre-Clerkship:

4.13. Removes the student from any Pre-Clerkship student listings/groups in the Curriculum Management System;

4.14. Removes the student from external records outside of the Curriculum Management System such as attendance sheets or student listings sent to departments.


5. REFERENCES

5.1. University of Manitoba Authorized Withdrawal Policy

5.2. University of Manitoba Authorized Withdrawal Procedure

5.3. University of Manitoba Voluntary Withdrawal Policy

5.4. Undergraduate Medical Education Leaves of Absence (LOA) Policy 

5.5. Undergraduate Medical Education Student Appeals (UGME SAC) Policy


6. POLICY CONTACT

Please contact the Associate Dean, UGME, Max Rady College of Medicine with questions respecting this policy.

Travel

International travel - UGME

Policy name International travel
Application and scope Undergraduate Medical Education (UGME) students
Approved date  
Review date August 2023
Revised date August 2018
Approved by Curriculum Executive Committee

1. PURPOSE

Increasingly, Undergraduate Medical Education (UGME) students are requesting Exposures and Selectives in international settings. The medical and cultural benefits of these experiences are recognized by the Max Rady College of Medicine. International Exposures and Selectives pose potential risks for the trainee and the receiving community/institution, therefore specific preparation, supervision and follow-ups are required. For International Exposures and Selectives, students may be required to carry out special preparation, particularly important for those planning to work in low resource settings and developing countries.

This policy will outline the requirements for application and successful completion of International Exposures and Selectives to receive faculty support and recognition for these activities.

2. DEFINITION

2.1 Pre-Clerkship – Year I and Year II of the UGME program.

2.2 Clerkship – Year III and IV of the UGME program.

2.3 Selective – Three (3) week block in February and March during Module Seven (7) of the curriculum.

2.4 Exposure – An experience in a clinical setting taking place during the summer months of

Pre-Clerkship of the MD Program.

2.5 Final In-Training Evaluation Report (FITER) – A comprehensive summary of student performance as a necessary component of their Clerkship training which demonstrates the full range of competencies (knowledge, skills and attitudes) required of a physician. Electronically distributed at the start of each rotation, FITERs must be completed and submitted electronically at the end of the rotation. This should include a narrative description of medical student performance.

2.6 Pre-Departure Training – Didactic presentations and small-group sessions covering the following pertinent topics: personal and patient safety, availability of emergency care (i.e. resources in case of natural disasters, political instability, exposure to disease), preparation for medical placements, common clinical diseases, intercultural communication, how to incorporate global health into your training, cultural sensitivity, potential challenges to the code of medical ethics adopted by the home school and past Exposure/Selective experience presentations given by medical students.

2.7   Clinical supervision – Intervention that is provided by a senior member of a profession to a junior member of that same profession with the purpose of enhancing the students’ skills, competence and confidence.

  • Such intervention monitors that the quality of professional services offered to the patients is deemed to be safe, ethical and competent and ensures compliance with professional and organizational treatment standards and practice.

3. POLICY STATEMENTS

3.1 International Travel must take place at the designated time in the summer months for Pre- Clerkship students and during Module Seven, Transition to Residency.

3.2 Students are only allowed one (1) International Exposure/Selective during Module Seven.

3.3 Student’s international supervisor must be a practicing physician able to ensure good quality clinical supervision that matches the student’s level of training. Student must not be supervised by an immediate, extended, or in-law family member.

3.4 Students are strongly encouraged to attend a travel clinic prior to departure.

3.5 This policy will be reviewed on the first anniversary of its first anniversary of its original passage and every five years thereafter.

4. PROCEDURES

RESPONSIBILITIES OF STUDENT

4.1 Request for International Exposures/Selectives must be submitted to the Director, Electives via email a minimum of three (3) months prior to their International Exposure/Selective start date. This will allow the student to properly prepare for the International Selective and allow enough time for required immunizations, visas, passports, and pre-departure training.

4.2 The student must include the following information with their request:

  • Provide as much information on where you are planning to do your International Exposure/Selective (Country, Title of Exposure/Selective, Supervisor’s Name, Name & Address of Hospital, Dates of International Exposure/Selective, etc.)
  • Student is required to investigate the intended location and provide your analysis of the risk factors that will be posed by the requested placement by attaching a document with the application.
    • Students can get access to the latest medical and travel security advice through the U of M online service: INTERNATIONAL SOS at: https://www.internationalsos.com/medical-and-security-services login with membership password: 27AYCA524935 or Visit the link below to get information about country's risk factors- i.e. political instability, infectious diseases, crime, etc.
    • The website address is that of the Department of Foreign Affairs and International Trade (DFAIT), which provides travel updates regarding health and safety around the world. The website address is: https://travel.gc.ca/travelling/advisories.
  • Identify the purpose of the International Exposure/Selective educational experience.

4.3 Individual students are responsible for applying for and covering the cost of any passport, visa, comprehensive insurance (such as health, evacuation and repatriation), and any other requirements.

4.4 Once the student receives approval from the Director, Electives, the student must complete the following:

  • Travel Forms (Emergency Contact/Liability Waiver) – submit to ElectivesUGME@umanitoba.ca.
  • Mandatory Pre-Departure Training session through UM Learn, organized by the Administrator, Electives. This training is required for all those undertaking International Exposures/Selectives in low and middle resource settings, for areas designated medium to high risk by the Foreign Affairs and International Trade Travel Reports & Warnings website, and for culturally diverse destinations.
    • Students are exempt from pre-departure training (but are still encouraged to attend) if their International Exposure/Selective takes place in developed countries approved by the Director, Electives.
  • Students may be required to take part in Post-Exposure/Selective debriefing sessions, as appropriate. For all students, the Office of Student Services, along with the Student Affairs, are available, at any time, to students wishing to debrief about their experience.

4.5 Upon completion of the International Exposure/Selective, all students are required to provide a Post-Exposure/Selective summary reflecting on their overall educational experience. The summary will include an overall assessment of their learning experience and the adequacy of the instructional site.

4.6 Upon completion of the International Exposure/Selective, all students are responsible for ensuring that both a student evaluation and preceptor evaluation are completed, and emailed to the Administrator, Electives, UGME. International Selective students will complete the Student Evaluation and ensure that their preceptor completes the Preceptor Evaluation, which are distributed through the Curriculum Management System.

RESPONSIBILITIES OF DIRECTOR, ELECTIVES

4.7 A student’s International Exposure/Selective will be pre-approved by the Director, Electives if the following requirements are met:

  • The destination region for the International Exposure/Selective does not carry a warning of “Avoid Non-Essential Travel” or “Avoid All Travel” on the Department of Foreign Affairs and International Trade Canada Travel Reports & Warnings webpage.
  • Student has identified the purpose of the International Exposure/Selective educational experience and what they hope to accomplish while participating in their international placement.
  • Student has provided complete addresses of the place they will be working as well as the place they will be staying, for emergency response purposes and supervisors name and title.
  • Student has completed Pre-Departure Training.

4.8 NOTE: Once the International Exposure/Selective has been approved by the Director, Electives, it is possible to revoke this decision and the International Exposure/Selective can be cancelled due to a change in conditions in the country to where the student is going, loss of in-country supervisor, OR arising academic or professional concerns on the part of the student.

4.9 The Director, Electives will review all submitted Post-Exposure/Selective summaries and evaluations from completed International Exposures/Selectives to assess the quality of the teaching and of the site so as to inform future decisions regarding approval of other requests for the same International Exposure/Selective experience from other medical students.

RESPONSIBILITIES OF ADMINISTRATOR, ELECTIVES

4.10 Once the student is approved for the International Exposure/Selective by the Director, Electives; the Administrator, Electives will request that the student complete and return the Travel Forms.

4.11 The Administrator, Electives will enroll students in UMLearn for the Pre-Departure Training course and communicate to the students that they have been enrolled and are required to complete the training. The Administrator, Electives will keep track on each student’s progress.

5. REFERENCES

5.1 Summer Early Exposure website: http://umanitoba.ca/faculties/health_sciences/medicine/education/undergraduate/summer earlyexposure.html

5.2 Electives website:

http://umanitoba.ca/faculties/health_sciences/medicine/education/undergraduate/electives.html

5.3 Summer Early Exposure Application Form: http://umanitoba.ca/faculties/health_sciences/medicine/education/undergraduate/media/A pplication_-_Early_Exposure_-_Internal_Students_Mar_2018.pdf

5.4 Summer Early Exposure Travel Forms: http://umanitoba.ca/faculties/health_sciences/medicine/education/undergraduate/media/T ravel_Forms(1).pdf

5.5 Summer Early Exposure Student Form: http://umanitoba.ca/faculties/health_sciences/medicine/education/undergraduate/media/S tudent_Evaluation_-_Rev_Feb_2016.pdf

5.6 Summer Early Exposure Preceptor Form: http://umanitoba.ca/faculties/health_sciences/medicine/education/undergraduate/media/P receptor_Evaluation_-_Rev_Feb_2016.pdf

6. POLICY CONTACT

Please contact Director, Electives with questions respecting this policy.

 

Student travel - UGME

Policy name Student travel
Application and scope Undergraduate Medical Education (UGME) students
Approved date June 2018
Review date June 2023
Revised date June 2018
Approved by UGME Management Committee (June 2018])

1. PURPOSE

Undergraduate Medical Education (UGME) will provide funding and support to medical students to attend identified national/international conferences/meetings related to their required participation as student representatives of the University of Manitoba.

This policy does not apply to financial support for conferences and/or meetings that are generally funded through UGME Awards, Max Rady College of Medicine. 


2. DEFINITIONS

2.1 Academic year – runs from August of one year, to August of the next year.

2.2 CCME – Canadian Conference on Medical Education

2.3 CFMS – Canadian Federation of Medical Students

2.4 MMSA – Manitoba Medical Students Association


3. POLICY STATEMENTS

3.1 A student seeking support under this policy must be in good academic standing and currently registered with the University of Manitoba and the College of Physicians and Surgeons of Manitoba.

3.2 UGME will fund student participation, within available financial resources upon completion of required application (see Appendix 1) and upon recommendation of MMSA.

3.3 A student seeking to attend a conference dealing with leadership in student government or leadership in global health may be supported dependent on available financial resources and upon completion of required application.

3.4 Student participation in national/international leadership events will be at the sole discretion of the Associate Dean, UGME, upon the completion of required application.

3.5 International student travel that is identified from specific trust funding and allocated through UGME will be administered by UGME.

3.6 The allocation of funding will be determined on an annual basis and communicated when the budgeting process is complete.

3.7 Each student must comply with the Max Rady College of Medicine Guidelines for Student Travel (Appendix 2) which is an adaptation of the University of Manitoba Travel Services guidelines.

3.8 This policy will be reviewed on the first anniversary of its original passage and every five years thereafter.


4. PROCEDURES

RESPONSIBILITIES OF STUDENT

4.1 The student seeking funding must complete The University of Manitoba Max Rady College of Medicine Student Travel Application for UGME Funded National and International Conferences/Meetings Form (see Appendix 1) and submit to the Assistant to the Associate Dean, UGME and Business Manager.

4.2 Submissions must be returned no later than two months prior to conference/meeting via fax to 789-3929 or in person to 260 Brodie Centre.

4.3 The student will pay for all remaining costs and submit all original receipts and invoices for reimbursement to the Assistant to the Associate Dean, UGME and Business Manager (see Appendix 2).

4.4 The student must submit all original documentation no later than two months after travel is complete. The student will receive three reminders prior to final deadline date. Reimbursement of receipts/invoices received after the stated deadline date will not be provided.

RESPONSIBILITY OF UGME FACULTY AND STAFF

4.5 Accept students to receive funding, as per the recommendation of MMSA (as per Policy Statement 3.2).

  • CFMS Fall AGM will accept 2 students – Max $2500 (combined total)
  • CFMS Spring AGM/CCME will accept 2 students – Max $2500 (combined total)
  • Western Dean’s will accept 1 student – Max $1250
RESPONSIBILITY OF THE ASSISTANT TO THE ASSOCIATE DEAN, UGME AND BUSINESS MANAGER

4.6 The Assistant to the Associate Dean, UGME and Business Manager will contact the student to confirm flight information and will make the flight arrangements.


5. POLICY CONTACT

Please contact Business Manager, UGME with questions respecting this policy.


GUIDELINES FOR STUDENT TRAVEL

FLIGHTS:

1) The Assistant to the Associate Dean, UGME and Business Manager will contact the student to obtain personal information and arrange their flight.

2) The student must book the following using their personal funds and apply for reimbursement after the trip:

  • Hotel
  • Conference registration
  • Transportation (ex. taxi, bus, car rental, parking)
  • Meals (not including alcohol)

Entertainment will not be reimbursed (ex. movies, pay-per-TV, etc.)

REIMBURSEMENT:

Upon returning from a trip, the student must submit the following to the Assistant to the Associate Dean, UGME and Business Manager:

a) All original receipts and invoices (Note: All meal receipts should include both the itemized receipt and the payment receipt.)

b) For international travel, a credit card statement will also be required. All information, other than name and the specific items to be reimbursed, may be blacked out.

Only original boarding passes and receipts/invoices will be accepted. In special cases, Travel Services may accept computer receipts/invoice but this is not guaranteed. Handwritten receipts (apart from the ones taxis give you) will not be accepted.

IMPORTANT TO NOTE:

All original receipts and invoices must be handed no later than two months after returning from trip. The student will receive three emailed and written reminders to submit their receipts and a final deadline date. Reimbursement of receipts/invoices received after the stated deadline date will not be provided.

If there are any questions, please contact the Assistant to the Associate Dean, UGME and Business Manager.

UGME Student Travel Application Form

School of Dental Hygiene

Accommodation for Undergraduate Dental Hygiene Students with Disabilities

Preamble

The term "disability" is used to summarize a great number of different functional limitations and activity restrictions.

It is identified that people may be disabled by physical, intellectual or sensory impairment, medical conditions or mental illness, and that these may be permanent or transitory in nature.

The Manitoba Human Rights Code identifies that all individuals be accorded equality of opportunity, and that reasonable accommodation be made for those with special needs.

The University of Manitoba is committed to facilitating the integration of students with disabilities into the University community through to reasonable accommodation of the needs of persons with documented disabilities by making efforts to create a barrier-free campus and provide other supports and services within the limits of available resources.

The University will endeavor to meet the identified needs of each student by adapting services, courses, and programs as feasible, and as resources allow, while maintaining appropriate academic standards.

The University expects that the responsibility for making reasonable accommodations will be shared by the students, instructors and support staff.

Within the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene, each student with a disability is entitled to reasonable accommodation that will assist her or him to meet academic as well as technical standards; the technical standards are identified in a policy entitled Essential Skills and Abilities for Admission, Promotion and Graduation in the Dip. (Dent. Hyg.) Program.

Accommodation for Students with Disabilities

Dissemination of this Policy: This policy and the document entitled Essential Skills and Abilities for Admission, Promotion and Graduation in the Dental Hygiene Program are posted on the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene website: http://umanitoba.ca/faculties/dentistry/dentalhygiene/future/index.html.

Both documents are consistent with the University of Manitoba policy entitled Accessibility for Students with Disabilities.

Students are informed of the procedures to request accommodation for disabilities via orientation sessions organized just prior to classes for in-coming students and through an e-mail sent to all students at the beginning of each academic year.

Pre-application Information: The admissions information posted on the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene website: http://umanitoba.ca/faculties/dentistry/dentalhygiene/future/index.html will contain the statement:

“Students concerned about the extent to which they meet the technical standards as outlined in the policy entitled Essential Skills and Abilities for Admission, Promotion and Graduation in the Dip.

(Dent. Hyg.) Program, with or without accommodation, are advised to contact the Director for the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene.”

Pre-application advice that is given to students will be confidential and independent of the admissions process, any records generated in this regard shall be retained independently from a student’s application file, and if applicable, the student’s academic record of the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene.

Accommodation Committee: An Accommodation Committee of the Dr. Gerald Niznick College of Dentistry will be established to oversee the process of integrating students with disabilities who meet the technical standards as identified in the document entitled Essential Skills and Abilities (Technical Standards) for Admission, Promotion and Graduation in the Dental Hygiene Program.

The Accommodation Committee will be chaired by the Director, School of Dental Hygiene or designate, and membership will include the Coordinator of the University of Manitoba Student Accessibility ServicesStudent Accessibility Services or designate, and two full-time Faculty members drawn from the School of Dental Hygiene or from a clinical Department in Dentistry.

The Accommodation Committee may elect to consult with other individuals who may include: other members of Faculty who may be directly involved with specific components of the program and/or student; legal counsel; the Registrar of the College of Dental Hygienists of Manitoba, or designate; and others as deemed appropriate by the Committee.

The Accommodation Committee shall correspond with the Chair, Committee for Selection in Dental Hygiene, and/or the Associate Dean (Academic) as dictated by the circumstances of individual students.

The Accommodation Committee shall submit an annual report of the Committee’s work to Dental Faculty Council Executive.

Student Responsibilities: It is the student’s responsibility to self-identify to the Chair of the Accommodation Committee in a timely proactive fashion.

Where possible, students are requested to declare their needs to Student Accessibility Services at the time of application, or upon admission, or as soon as possible before registration.

Accommodations cannot be made retroactive to an examination or clinical evaluation.

Use of an Intermediary: There are a few circumstances in which an intermediary may be appropriate.

However, no disability can be accommodated if the intermediary has to provide cognitive support, substitute for cognitive skills, perform a physical examination and/or in any way supplement clinical and ethical judgment.

The appropriateness of an intermediary will be assessed on a case-by-case basis.

Confidentiality

Confidential records of all information regarding accommodation will be placed in the student's file and kept secured in Student Accessibility Services Office.

The nature of the disability, the nature of the accommodation, the dates of implementation, as well as any subsequent modification to the original accommodation will be kept on file.

This information will not be placed in, nor form any part of the student's academic file.

Students will be informed that in order for a requested accommodation to be implemented it may be necessary to share relevant information on a need to know, confidential basis with individuals involved in providing the accommodation (e.g., faculty, clinical supervisors, physical plant, etc.) The specific logistical requests for accommodation will be forwarded to those responsible for facilitating them; disclosure of the nature of the disability may be required.

Students must consent in writing to this degree of communication in order to permit the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene to meet their needs.

Procedures

Preadmission: No inquiries regarding an applicant student’s disability shall be made by individuals involved in the admissions process.

Students who meet the technical standards but may require accommodation for the admissions process or degree program can direct requests for information about reasonable accommodation to the Director for the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene, or Student Accessibility Services.

Such requests are kept independent from a student’s admission file.

Application process: An applicant with a disability may request accommodation for the application process.

The request shall be directed to the Chair of the Accommodation Committee, or Student Accessibility Services.

Newly registered students: A student who gains acceptance to the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene may direct a request for reasonable accommodation for disability to the Chair of the Accommodation Committee, or Student Accessibility Services.

The student requesting the accommodation is responsible for providing Student Accessibility Services with medical documentation to establish that the student has a disability, such that recommendations for accommodation may be determined to be appropriate for the student’s condition.

If the disability is not documented or if the medical or other relevant documentation is not current or complete, the student may be directed to Student Accessibility Services of the University of Manitoba for a preliminary assessment.

The student will then be directed by the Student Accessibility Services office to the appropriate professional for an assessment and for accommodation recommendations.

If there is a delay in acquiring a comprehensive assessment, the Accommodation Committee will meet to develop an interim plan.

The Accommodation Committee will meet with the student to discuss the accommodation plan.

The Accommodation Committee will contact the appropriate persons to facilitate the recommendations.

The Committee will ensure that appropriate individualized accommodation is implemented proactively as the student moves through the Dip. (Dent. Hyg.) Program.

The individual plan will be reviewed as frequently as required as the student progresses through the curriculum, and upon request by the student.

Plans will be reviewed by the Committee to determine whether further accommodation is reasonable in the case of a student who does not progress as expected.

Students in their course of study: Should a student become aware of a disability, or acquire an impairment, condition, or illness during their undergraduate dental education program, the student may direct a request for accommodation for disability to the Chair of the Accommodation Committee, or Student Accessibility Services.

Processes will be invoked as identified above.

Accommodation for disability if required and approved shall be prospective, not retroactive.

Should reasonable accommodation for disability be unsuccessful in assisting the student in attaining the requisite skills and abilities, the student may be requested to withdraw from the dental hygiene program.

Students seeking readmission: Policies and processes regarding students seeking readmission shall be the same as identified above.

Appeals

A student who disagrees with the recommendations of the Accommodation Committee should in the first instance address his/her concerns with the Accommodation Committee.

A student has the right to appeal through the standard appeal process within the Dr. Gerald Niznick College of Dentistry, School of Dental Hygiene.

The student may appeal a judgment to the relevant appeal committee of the University of Manitoba.

Students are encouraged to consult with the Student Advocacy office for information and assistance about the appeal processes.

For information about Respectful Work and Learning Environment policy, students are encouraged to contact Equity Services.

Document Review

The Accommodation Committee will review this policy biannually.

This policy document is adapted from the Max Rady College of Medicine policy document entitled Accommodation for Undergraduate Medical Students with Disabilities.

That document was adapted with permission from the policy document entitled Implementation Policy: Students with Disabilities in the MD Program, approved in 2007 by the College of Medicine, University of Saskatchewan, and is influenced by the AAMC document entitled Medical Students with Disabilities: A Generation of Practice, published June, 2005.

Reference may be made to the University of Manitoba Policy entitled Accessibility for Students with Disabilities.

Student academic appeals policy

Policy: Student academic appeals
Effective date: January 25, 2016
Revised date:   May 1, 2023
Review date:  
Approving body:  Dental College Council
Authority:   Dental College Council
Responsible executive officer: Dean – Dr. Gerald Niznick College of Dentistry
Delegate: Associate dean – Dr. Gerald Niznick  College of Dentistry
Contact:    Chair, Student Academic Appeals Committee
Application:  College/school council; students; academic staff

Part I: Reason for Policy

1.1    The Student Academic Appeals Policy (the “Policy) and related Procedures (the “Procedures”) provide guidance to Dr. Gerald Niznick College of Dentistry/School of Dental Hygiene members charged with determining appeals of an academic nature upon application by the Appellant. These include: appeals of term work; final grades; and decisions of Dental College Council including decisions related to the Professional Unsuitability Committee and the Academic Award Selection Committee. This policy does not pertain to those decisions related to admission, tuition, disciplinary matters, or human rights issues.

1.2    The Policy, and related Procedures, also provides guidance to Appellants and their right of appeal to the Student Academic Appeals Committee (the “Committee”).


Part II: Policy content

2.1    Definitions:

The following terms have the following defined meanings for the purpose of this Policy and its Procedures:

  1. Appellant – the student appealing a decision affecting the student’s own academic standing within the College of Dentistry/School of Dental Hygiene
  2. Chair – the Chair of the Student Academic Appeals Committee
  3. Committee – the Student Academic Appeals Committee
  4. Members – members of the Student Academic Appeals Committee convened for the purpose of:
    1. Determining its jurisdiction
    2. Determining the Appellant’s standing and whether there are grounds of appeal; or
    3. Hearing appeals
  5. Respondent – a representative or representatives of the College/School designated by the Dean/Designate or Director to represent the College/School in relation to an appeal.

2.2    There shall be a Student Academic Appeals Committee:

  1. that shall make decisions on appealable matters that shall be final and binding within the College.

  2. That shall review the Student Academic Appeals Policy and related Procedures periodically and if necessary, recommend changes to Dental College Council.
  3. That shall hear academic appeals from decisions of Department Heads/Director regarding marks assigned to term work, final grades and/or decisions of Dental College Council upon request by students.
  4. That shall inform the Dean/Designate of the results of all appeals submitted to it.
  5. That shall prepare and submit an annual report for presentation to Dental College Council.

2.3    The grounds for an appeal to be heard by the Committee shall include:

  1. Failure of the College/School or Dean/Director to follow procedures

  2. Failure of the College/School or Dean/Director to follow the rules of natural justice
  3. Failure of the College/School or Dean/Director to reasonably consider all factors relevant to the decision being appealed
  4. That a College/School/Faculty/Senate governing document has become inapplicable through lapse of time or was unfairly applied
  5. That there is an apparent conflict between a Senate governing document and a College/School/Faculty governing document
  6. Failure of Senate, the College/School/Faculty, or Dean/Director to comply with applicable legislation

2.4    Composition of Committee:

  1. One (1) faculty member appointed by the Dental College Council Executive as Chair

  2. Two (2) faculty members from the College of Dentistry (One basic scientist and one clinician) and one (1) faculty member from the School of Dental Hygiene elected by Dental College Council 
  3. One (1) dental student and one (1) dental hygiene student appointed annually by their respective Students’ Association and ratified by Dental College Council. A student member shall serve at appeal hearings only if the appellant is from their constituency.
    document and a College/School/Faculty governing document
  4. Where possible the composition of the Committee shall maintain an equitable gender balance.
  5. A list of alternate membership will be established to act in reserve, pending availability and/or suitability (i.e., conflict of interest situations) of original committee membership. Members of this alternate list will be called upon to serve as necessary and in a manner which maintains the composition of the committee as detailed above.

2.5    A quorum for a meeting of the Committee shall be three (3) members including the Chair; except for appeal hearings where the quorum is four (4) members, including the Chair.

2.6    The Chair of the Committee shall be appointed by Dental College Council Executive.

2.7    Committee Members shall serve three (3) years unless otherwise specified.

2.8    Vacancies on the Committee shall be filled by the original bodies that made the appointment or conducted the election.


Part III: Accountability

3.1    The Dean of the Dr. Gerald Niznick College of Dentistry is responsible for advising the Chair of the Student Academic Appeals Committee that a formal review of this Policy is required.

3.2    The Dean or Designate is responsible for the implementation, administration, and review of this policy.

3.3    Dental College Council, Academic Staff and Students are responsible for complying with this Policy.


Part IV: Authority to approve procedures

4.1    The Approving Body may approve Procedures, if applicable, which are secondary to and comply with this Policy.


Part V: Review

5.1    Governing Document reviews shall be conducted every five (5) years. The next scheduled review date for this Policy is May 2028.

5.2    In the interim, this Policy may be revised or repealed if:

  1. Senate or Approving Body deem necessary or desirable to do so; or

  2. The relevant Governing Documents are revised or rescinded.

5.3    If this Policy is revised or repealed, all Secondary Documents will be reviewed as soon as reasonably possible to ensure that they:

  1. comply with the revised Policy; or

  2. are in turn repealed.

Part VI: Effect on previous statements

6.1    This Policy supersedes all of the following:

  1. Student Appeals Committee (approved October 5, 1981); and

  2. All previous Governing Documents on the subject matter contained herein

Part VII: Cross references

7.1    This policy should be cross referenced to the following relevant Governing Documents, legislation and/or forms:

  1. Student Academic Appeals Procedures

Student academic appeals procedure

Procedure: Student academic appeals
Parent policy:  Student academic appeals policy
Effective date: January 25, 2016
Revised date:   May 1, 2023
Review date:  
Approving body:  Dental College Council
Authority:   Dental College Council
Responsible executive officer: Dean – Dr. Gerald Niznick College of Dentistry
Delegate: Associate dean – Dr. Gerald Niznick  College of Dentistry
Contact:    Chair, Student Academic Appeals Committee
Application:  College/school council; students; academic staff

Part I: Reason for procedure

1.1 To set out Procedures secondary to the Policy entitled “Student Academic Appeals” in order to establish a process for appeals to be heard, and to provide guidance to the members of the Student Academic Appeals Committee, the Appellant and the College/School representatives in relation to appeal hearings.


Part II: Procedural content general

2.1 Dental College Council, in approving these Procedures, wishes to impress upon the parties appearing before the Committee that the appeal hearing is intended to be a review of the facts which bear on the issues before the Committee. Questions by the Committee members to the Appellant and to the Respondent during the appeal hearing should be expected. Nothing in these Procedures should be taken, however, as relieving the Appellant of the responsibility of making a submission and presenting evidence in support of their appeal.

2.2 Prior to submitting an appeal to the Committee, the Appellant must have exhausted all procedures and appeal processes available to them at the Department/School/College level and/or the Registrar’s Office (grade appeal).

  1. Processes for the review of Term Work (to include Term Exams)
    1. Students desiring to discuss matters relating to marks assigned to term work should discuss the matter with the Course Coordinator/ Instructor.
    2. Requests by students to review term work are to occur within ten working days of the notification of marks for the term work.
    3. Term work is to be retained by the department/course coordinator where possible and should be kept until six months after the expiration of the appeal period.
    4. If term work is not able to be retained by the course coordinator/instructor for future reassessment, marks in the D/F range shall, in so far as possible, be reassessed by an independent consulting instructor in a blinded fashion prior to returning the term work to the students. The reassessments should be signed and dated by the consulting instructor and kept for a period of six months after the expiration of the appeal period.
    5. Term work marks subject to review/reassessment may not be lowered.
  2. Processes for the Appeal of Term Work including Term Exams
    1. If the review process for term work has been completed and the student wishes to file a formal appeal at the departmental level, they may do so within 10 working days of receiving the mark.
    2. The procedure and fees associated with each term work appeal will follow the University of Manitoba Term Work Appeal Form available online.
  3. Processes for the Appeal of Final Grades
    1. In the first instance, if it is believed that an error was made, the matter should be discussed with the Course Coordinator/Instructor. If appropriate, a Change of Grade form may be submitted through the Department.
    2. A student may enter an appeal through the Registrar’s Office for assessment of one or more Final Grades following procedures and timelines as outlined in the University of Manitoba Final Examination and Final Grades Procedures Document. Application must be made to the Registrar’s Office in accordance with the regulations and deadlines to file an appeal as posted on the Registrar’s Office website. On payment of the prescribed fee, such appeals will be forwarded to the Head of the Department in which the course is offered.
    3. Normally, the re-evaluation of a grade shall be undertaken by the course coordinator and instructor(s) responsible for the particular course in consultation with at least one other instructor – who shall, and as far as is possible, independently assess the final examination script and/or other relevant materials, in a blinded fashion.
    4. With respect to the reassessment of the final grades:
      • In the event that the appealed grade has been awarded on the basis of a final examination only, the entire final examination script will be re- read.
      • Except as noted below, where the grade has been awarded on the basis of a final examination in combination with term work, the final examination script will be re-read, and the term mark calculation reviewed.
      • In the case of grades awarded solely on the basis of term work except as noted below, the calculation only will be reviewed.
      • In instances where term work has been retained by the course coordinator/instructor that term work shall also be re-read.
    5. An appealed grade may not be lowered.
    6. Final examination scripts are to be held by the teaching unit responsible for the course until six months after the expiration of the appeal period. In individual cases where appeals have been initiated, the holding period will be extended accordingly.
    7. Teaching units shall be responsible for destroying examination scripts held by them in accordance with these procedures, ensuring in the process of confidentiality of the documents.
    8. Students whose grades are reassessed as the result of an appeal initiated through the Registrar’s Office may subsequently appeal to the Student Academic Appeals Committee.

Filing an Appeal with the Student Academic Appeals Committee

2.3 A Student may file an appeal, along with all relevant documentation, with the Dean of the College of Dentistry within 10 working days following notification of:

  1. a College Council decision of an academic nature that directly affects them; or
  2. a College Council decision of an academic nature that directly affects them; or
  3. a decision by a Department Head/Director regarding an appeal of one or more marks assigned to term work.

2.4    If an Appellant files an appeal beyond the ten (10) working days period, the Appellant must provide written reasons for the delay. The Chair shall have the discretion to extend the deadline for filing an appeal if it is determined that there are special circumstances which justify or excuse the delay. The Chair’s decision is final and not appealable.

2.5    The Appellant must submit all documentation that will be relied on for the appeal and must include the following:

  1. A completed and signed Student Appeals Form (PDF) which is available at the Dean’s/Director’s Office.
  2. A letter to the Chair clearly explaining the nature and grounds for the appeal, with specific reference to sections 2.3 of the Student Academic Appeals Policy and Procedure documents
  3. A copy of the letter of decision from the last appeal level
  4. A copy of all documentation submitted to the last appeal level
  5. The remedy sought of the Committee; note that this should not differ from that requested at the last appeal level unless extraordinary circumstances are presented
  6. The names and contact information of any witnesses who will accompany and assist the Appellant at the hearing. Relevance of the witnesses must be demonstrated in the submitted documentation. Their attendance at the hearing is at the discretion of the Chair
  7. The name and contact information of any spokesperson
  8. The name and contact information of any lawyer who may be present as an observer
  9. Additional information/documents submitted after the filing of the appeal will be considered new information. It will be assessed for admissibility by the Chair and will only be allowed with the consent of the opposing party.

All submitted documents are considered confidential and will be subject to the provisions of The Freedom of Information and the Protection of Privacy Act and The Personal Health Information Act.

2.6    The Appellant shall have the right to be accompanied by a spokesperson:

  1. This spokesperson may be an advocate from the Student Advocacy Office or a representative of the University of Manitoba Students’ Union, or other full-time member of the University community not receiving payment for appearing or a member of the Appellant’s immediate family.
  2. In addition, a lawyer may be present, but as an observer only, who does not participate.
  3. It is the Appellant’s sole responsibility to ensure:
    1. That their spokesperson is familiar with the College of Dentistry Student Academic Appeals Policy and Procedures
    2. The adequacy of their representation

2.7    The Dean shall forward copies of the written appeal to the Chair of the Student Academic Appeals Committee, the Dean’s designated Respondent(s) if applicable and the Head of the appropriate Department/or the Director of the School of Dental Hygiene.

2.8    The Chair of the Student Academic Appeals Committee shall inform the members of the Committee of the nature of the appeal, and call a meeting to determine jurisdiction; whether the Appellant has standing; and whether there are sufficient grounds for the appeal to be heard. The Chair, at their discretion, may invite the parties to make submissions on the question of jurisdiction or standing. The Chair shall direct the Committee that, in its consideration of holding a hearing, the benefit of the doubt will always be given to the Appellant.

2.9    If the Committee determines that there is no jurisdiction to hear the appeal, and/or the Appellant has no standing, and/or there are insufficient grounds to consider an appeal, the appeal will be deemed dismissed and the Chair will inform the Appellant and the Dean by letter.

2.10    If the Committee determines that there is jurisdiction to hear the appeal, the Appellant has standing, and there are sufficient grounds, the Chair shall:

  1. inform the Appellant, the Dean, the designated Respondent(s) and the Department Head/Director in writing that a hearing will be held and the reason for the hearing.
  2. inform the Appellant, the Dean, the designated Respondent(s) and the Department Head/Director of Committee Membership, along with a deadline to submit concerns regarding perceived conflicts.
  3. Request that the Dean or designated Respondent(s) provide a written response to the appeal. At least ten (10) working days must be allowed in which to provide this written response back to the chair.
  4. Establish a date for the hearing based upon availability of the Appellant, Respondent(s) and any resource person(s) as identified in their documentation.

2.11    If the Respondent(s) request an extension beyond the ten (10) working days, they must provide written reasons for the delay. The Chair shall have the discretion to extend the deadline for filing a response if it is determined that there are special circumstances which justify or excuse the delay. The Chair’s decision is final and not appealable.

2.12    The Respondent(s) must submit all documents that will be relied on for the appeal and must include the following:

  1. A letter to the Chair clearly outlining the response to the appeal
  2. The names and contact information of any witnesses who will accompany and assist the Respondent at the hearing. Relevance of the witnesses must be demonstrated in the submitted documentation. Their attendance at the hearing is at the discretion of the Chair.
  3. The name and contact information of any lawyer who may be present as an observer.
  4. Additional information/documents submitted after the filing of the response will be considered new information. It will be assessed for admissibility by the Chair and will only be allowed with the consent of the opposing party.

All submitted documents are considered confidential and will be subject to the provisions of The Freedom of Information and the Protection of Privacy Act and The Personal Health Information Act.

2.13    The Chair shall provide the Appellant with copies of the written response by the Respondent(s) prior to the date of the hearing.

2.14    All members of the Student Academic Appeals Committee will be provided with the Student Academic Appeals Policy and Procedures documents.

2.15    In the cases of absence of members or possible conflicts of interest relative to any members of the Student Academic Appeals Committee, the Chair shall appoint an alternate for the duration of the appeal (see section 2.3 of the Student Academic Appeals Policy).

2.16    In the event that the Chair appoints an alternate to the committee it should be assured that the resultant committee composition does not give rise to perceived gender bias and follows, where possible, the membership composition (section 2.3 Student Academic Appeals Policy).

2.17    All appeal hearings shall be held in closed session(s). No taping or recording of the proceedings will be allowed.

2.18    Each Appellant and each Respondent shall have the right to appear and have standing before the Committee.

2.19    The Committee may request the Appellant or any other party to appear and/or provide information.

2.20    The parts of the meetings required for deliberation shall be held in camera.

2.21    The Committee shall be prepared to meet as quickly as reasonable in those cases that require prompt action and, in general, shall attempt to handle all appeals with due dispatch.

2.22    If quorum is compromised on the day of the appeal hearing, the Chair will offer both the Appellant and the Respondent the opportunity either to waive quorum and continue with the hearing or have it rescheduled as soon as possible. The appeal hearing will be rescheduled if either party so requests.

2.23    The evidence before the Committee will be weighed on the balance of probabilities.

2.24    The determination of all matters before the Committee will be decided by a simple majority.

2.25    The Chair will vote only in the event of a tie.

2.26    A staff member from the Dean’s Office, College of Dentistry will serve as a resource person and recording secretary for the meetings and appeal hearings. The recording secretary shall not have a vote.

2.27    The Appellant may withdraw their appeal by informing the Chair of the Student Academic Appeals Committee in writing prior to the start of the scheduled appeal hearing.

2.28    An Appellant who fails to attend a scheduled appeal hearing may have the appeal considered on the basis of the Appellant’s written submission, the presentation of the Appellant’s spokesperson, if any, and the verbal and written submissions made by the Respondent.

2.29    After the Committee reaches a decision, the Chair will then inform the Appellant, the Respondent(s) and the Dean of its decision. The Dean will inform the appropriate Department Head/Director of the decision.

2.30    The decision of the Committee in respect of each appeal shall be binding on the College Council and involved Department/School.

2.31    If the Student Academic Appeals Committee denies an appeal, a student may appeal to the Senate Appeals Committee.

2.32    All files on completed cases shall be kept in the Dean’s Office and shall remain confidential.

At the Appeal Hearing:

2.33    The Chair will invite both parties to enter the hearing room and announce the appeal hearing is to be in closed session and that taping/recording of the proceedings is not allowed.

2.34    The Chair shall introduce all parties and outline the appeal hearing process, including the identification of all individuals with standing. The Chair shall ask both parties if they have any questions about the process involved in the appeal hearing and/or the guidelines under which the Committee operates. The Chair shall also confirm that all matters of conflict of interest regarding Committee Membership have been addressed and that both parties have no further concerns regarding these matters.

2.35    During the appeal hearing, the Chair:

  1. may limit oral evidence or oral submissions based on relevance, repetition or privacy;
  2. determines all questions on admissibility of evidence and the appeal hearing process;
  3. may allow the submission of new information by the Appellant or the Respondent(s) only with the consent of the opposing party;
  4. may seek legal advice. However, the Committee will consider all matters relating to the interpretation of Senate, College/School/Department governing documents.

2.36    The appeal hearing must recess if any Committee member or individual with standing leaves the room temporarily. Either party may request a recess at any point in the appeal hearing. Such a request shall not be unreasonably denied.

2.37    The Committee may, on its own initiative, decide to call, during the appeal hearing, additional resource individuals for further clarification on any issue raised in the appeal.

2.38    The appeal hearing shall proceed as follows:

  1. the Chair shall ask the Appellant, or their spokesperson, if any, to make an oral statement to the Committee. If the Appellant wishes to make such a statement it may be used to summarize, elaborate upon, or explain the Appellant's written submission;
  2. the Chair shall invite members of the Committee to ask questions arising from the Appellant’s oral statement and submitted documentation. Cross examination will not be permitted;
    The Respondent(s) are allowed to ask questions for clarification pertaining to the statement through the Chair;
  3. the Chair shall ask the Respondent(s), or their spokesperson, if any, to make an oral statement summarizing or elaborating their response;
  4. the Chair shall invite members of the Committee to ask questions arising from the Respondent(s)’s oral statement and submitted documentation. Cross examination will not be permitted. The Appellant is allowed to ask questions for clarification pertaining to the statement through the Chair;
  5. after both parties have presented their statements, Committee members may ask further questions of either party seeking clarification or additional information;
  6. when the Committee is satisfied that it has acquired all of the necessary information, the Chair shall ask each party to make a closing statement;
  7. after both parties have presented their closing statements, the Chair shall temporarily dismiss both parties, and the Committee shall commence its deliberations, in camera;
  8. once the Committee enters its deliberations, it shall be polled by the Chair to determine if they have sufficient information to arrive at a decision or if additional information is required;
  9. if the Committee determines that it has received all of the necessary information to come to a decision, the Chair shall release both parties;
  10. if the Committee determines that more information is required, the Chair will recall the parties into the hearing room. Normally, the Committee will receive the additional information through further questions posed to either the Appellant or the Respondent(s). However, if more detailed information is required, the Committee may reconvene at a later date at which time both parties have the right to be present;
  11. the Committee shall complete its deliberations and voting in camera.

2.39    The Chair of the Committee shall, after a decision has been made, report the results of that decision in writing to the Appellant and the Respondent(s), and/or their spokespersons, if any. The letter shall include either:

  1. that there is no jurisdiction to hear the appeal, the Appellant has no standing, and/or that there are insufficient grounds to proceed to an appeal hearing; or
  2. a brief summary of the following:
    1. the facts of the appeal;
    2. the issues of the appeal; and
    3. brief reasons for the decision of the Committee with specific reference to section 2.3 of the Student Academic Appeals Policy.

2.40    All members of the Committee will keep all materials and information used for the appeal in strict confidence and, following the appeal hearing, surrender such materials to the recording secretary who will arrange to have the materials destroyed in a confidential manner.


Part III: Accountability

3.1    The Dean of the College of Dentistry is responsible for advising the Chair of the Student Academic Appeals Committee that a formal review of this Policy is required.

3.2    The Dean or Designate is responsible for the implementation, administration and review of this policy.

3.3    Dental College Council, Academic Staff and Students are responsible for complying with this Procedure.


Part IV: Review

4.1    Governing Document reviews shall be conducted every five (5) years. The next scheduled review date for this Procedure is May 2028.

4.2    In the interim, this Procedure may be revised or repealed if:

  1. Senate or Approving Body deem necessary or desirable to do so; or 
  2. The Parent Policy is revised or repealed.

Part V: Effect on previous statements

5.1    This Procedure supersedes all of the following:

  1. Student Appeals Committee (approved October 5, 1981; Revised March 28, 1994; January 25, 2016); and

  2. all previous Administration Governing Documents on the subject matter contained herein.


Part VI: Cross references

6.1    This Procedure should be cross referenced to the following relevant Governing Documents, legislation and/or forms:

  1. Student Academic Appeals Policy

  2. Student Appeals Form (PDF)