UGME students with any of the following concerns should contact Dr. Cornelia (Kristel) van Ineveld, Advisor, Student Affairs, to go over specific options available to help with these issues.

Schedule an appointment by:

Phone: (204) 789-3213
E-mail: Cornelia.VanIneveld@med.umanitoba.ca

Accommodation Policy, Faculty of Medicine

Initial Identification of Students

Student can be identified in one of four ways:

(1) The student may already be known to Student Accessibility Services (SAS) and is now entering the MD program. On acceptance to the program if he/she wishes to continue receiving accommodation they will have indicated this in the admission package. SAS will meet with these students and confirm accommodations requested for the MD program and forward recommendation to the Advisor, Student Affairs (Advisor, SA)
(2) On acceptance to the MD program the student may indicate a need for accommodation in the admission package. These students will be contacted by Student Affairs and asked to meet with SAS.  SAS will meet with these students and forward accommodations requested for the MD program to the Advisor, SA
(3) In the course of the MD program, a student may disclose information to Student Affairs or UGME suggesting they would benefit from accommodations. These students will be directed to SAS.
(4) In the course of the MD program, a student may contact SAS directly to request accommodations

Disclosure of the Nature of the Disability

At all times, the student will be encouraged to disclose the nature of the disability to the Advisor, SA, as this will assist the Faculty in planning the educational course and aid in career counseling.  The Advisor, SAwill only disclose, on an as needed basis, with the student’s permission.

• Types of disabilities and prevalence will be presented (in aggregate form only) to the Progress Committee, Faculty Executive Council and the Vice-Provost Students as requested.
• At the level of the Accommodations Committee (AC) the nature of a student’s disability will only be discussed with the student’s permission.
• All medical and confidential material that relates to the nature of the disability is kept on file by SAS.

Recommendations for Accommodation (Post contact with SAS)

• SAS generates recommendations for accommodation and forwards these to the Advisor, SA.
• The Advisor, SA in turn presents the recommendations for accommodation to the Accommodations Committee for discussion and approval.
• Advisor, SA can grant interim approval, on behalf of the AC, if the request involves an examination that will take place prior to the next meeting.
• If the committee is concerned that a recommendation is beyond what can be reasonably accommodated by the Faculty, or compromises the academic integrity of the MD program, then the matter is referred to Progress Committee for review.

Once recommendations for accommodation are approved:

• A letter is sent to the student confirming that the recommended accommodations will be in place, including the effective date(s).
• A copy of the letter, along with the SAS recommendation are sent the UGME Evaluations Office for implementation and for inclusion with the student file

Timeframes

An initial request for accommodations to SAS should normally be initiated, at minimum, 3 weeks prior to the next examination. Requests initiated later than that cannot be guaranteed to be processed and approved in time for the upcoming scheduled examination. 

NOTE: A request initiated in a short time frame, that cannot be considered and approved prior to the exam seating, will not be considered grounds for an exam deferral.

Exam Procedures - for students who have approved accommodations in place

Once accommodations have been granted it is the student’s responsibility to request SAS support for private/semi-private exams, no later than two weeks prior to the exam. The student must complete an “Exam request form” on-line (link referred to as "Request for Examination and test booking") and submit to SAS so they can arrange an invigilator for the specified exam. 

• It will be the responsibility of the UGME Evaluation personnel to organize booking of appropriate private/ semiprivate spaces
• It will be a SAS responsibility to organize the invigilator and communicate with UGME Evaluation personnel if special considerations are in place for an accommodated student i.e. oral reader.
• The invigilator meets the designated UGME Evaluations personnel prior to the examination start to collect examination materials.
• If an invigilator does not arrive to collect materials for a private/semi-private exam, UGME Evaluation personnel will cancel the arranged room booking and the student will write the exam in the   
   large exam setting for the general examination time.  No accommodations will be in place for that particular exam. 

Follow up required by students receiving exam accommodations -

Students will be expected to:

• Meet annually with the Advisor, SA as a minimum, more frequent meetings are recommended
• Meet annually with SAS

MCC exams

Requests by MCC for confirmation of the type of exam accommodations provided to a student will responded to by the Advisor, SA and should be directed to Student Affairs - Medicine.

_{Revised December 22, 2011}