Annual Report to MD-PEC
Richard van Wylick, Director Progress Promotion and Remediation
November 3, 2014
Major Accomplishments
Policy Review and Revisions
Progress and Promotion Policy
This policy was revised in order to clarify the existing process for reconsideration of decisions and appeals to the Faculty of Health Sciences Student Appeal Board and to the Senate of the University. A new clause that clarifies the requirements for graduation to include passing all courses and setting standards for professional behaviour was added and language throughout the document was clarified.The requirements for transition of QuARMS Students to the MD Program were consolidated in this document ensuring consistency of appeals process. STATUS: Approved by SOMAC
Professionalism Policy
This policy was revised to clarify the role of the Professionalism Advisory Committee as an advisory body to the Progress and Promotion (P&P) Committee and to create a clear process for the classification of professionalism incidents and making recommendations to P&P. Language was also clarified and made consistent in the document. The requirements for QuARMS Students were consolidated in this document ensuring consistency of application and appeals. STATUS: Approved by SOMAC
Accommodation Policy
A new policy was developed to address the issue of academic accommodation in consultation with Student Affairs and the Office of Disability Services. This policy now brings the MD Program process in line with the rest of the University, ensures a clear and arms-length process for students and clarifies that students must meet the requirements of the program regardless of the need for accommodation. STATUS: Approved by SOMAC
Access to Student Records and Privacy Procedure
This new procedure clarified MD Program-specific access levels and requirements for the safe-keeping of student records, building upon the over-arching university policy on student records. STATUS: Approved by MD PEC
Student Assessment Policy
The Student Assessment Policy was reviewed with the Director, Student Assessment to ensure consistency, particularly around the role of the examiners.
Committee Structure
Academic Affairs Committee
A new Committee was created via the approval of new Terms of Reference that brings the policy-making process for student progress and promotion, professionalism, communicable diseases and immunization, student registration, leave of absence and reintegration, student awards, content of transcripts, medical student performance records , academic accommodation, complaints, ethical conduct and the content and management of student records under a single structure that includes broad stakeholder representation including students. STATUS: Terms of Reference approved by SOMAC. First meeting mid-December.
Progress and Promotion Committee
The Terms of Reference were revised to reflect the new committee structure, removing policy-making from this committee, clarifying its direct reporting relationship to SOMAC and Faculty Board in its role as the body responsible for all aspects of individual student progress, promotion and the recommendation to the Senate for the granting of degrees. Two new members joined the committee this year (1 additional member and one term limit replacement). Year Directors have been given committee resource status and are added to the regular circulation of committee notices. STATUS: Approved by SOMAC
Professionalism Advisory Committee
The Terms of Reference were revised to reflect the new committee structure, remove policy-making and clarify the role of the Committee as advisory only to the Progress and Promotion Committee. A new committee chair was appointed this year due to term limits. Status: Approved by SOMAC
Other Accomplishments
Leaves of Absence
The procedures for sanctioned leaves of absence was further strengthened to require a formal application by students and consideration of reintegration plans for all extended leaves.
Marks Release
The marks release procedures were altered in consultation with the Director, Student Assessment to ensure timely marks release, to notify students in advance of potentially adverse results, to notify students of the procedures that will be followed at P&P when marks are considered and to allow opportunity for students to prepare a submission to P&P for consideration at the time of initial marks review.
QuARMS
The Progress and Promotions Committee received its first progress report and had its first review of QuARMS students. QuARMS reviews were formally scheduled for 2014-15 and beyond with a view to ensuring a timely decision about progress from QuARMS to the MD Program with the first cohort this year. Progress expectations have also been made more explicitly known to QuARMS students.
Legal Counsel
I held regular meetings and consultation with University General Counsel throughout the year to address various issues.
Canadian Conference on Medical Education
Ms. Schutt and I attended a first-ever meeting of faculty and administrators who have similar responsibilities for student progress, promotion and professionalism at other schools of medicine. Plans are being developed to continue these meetings regularly.
Initiatives in Progress
Student Appeal Board Terms of Reference
These require review to address changes in policy, committee structure and the changes to Appeals processes in Postgraduate Medicine that no longer involve the Board. This review will need to take place at Faculty Board since this is a Faculty-wide committee. STATUS: in discussion
Criminal Records Check Policy
This Faculty-wide policy is due for review which must address whether it reflects new governance structures, has a well-described appeals process and meets the needs of all Schools. This review will need to take place at Faculty Board since this is a Faculty-wide policy. STATUS: in discussion
Awards Committee
Terms of Reference of this committee must be reviewed to reflect the governance structure and University-wide awards, to remove policy-making functions and ensure direct reporting of Awards recommendations to SOMAC and Faculty Board. STATUS: draft in development
Awards System
The School of Medicine Awards must be reviewed to make recommendations for changes to terms of awards, where possible, to reflect the competency-based curriculum and changes in recent years. STATUS: Review committee in development
Communicable Disease Advisory Group
Terms of Reference of this committee must be reviewed to reflect the governance structure and ensure consistency of language. STATUS: draft in development
Communicable Disease and Immunization Policies
Policies must be reviewed to reflect the governance structure and ensure consistency of language. STATUS: draft in development
Attendance and Absences in Undergraduate Medicine Policy
This policy is due for periodic review. STATUS: to be placed on Academic Affairs Committee agenda.
QMed Help
Work has begun to create QMed Help, a one-stop access point for students who need immediate direction on an academic or personal issue. This would include easy to interpret algorithms for common student emergencies such as needing to miss an exam, need for emergency leave, concern about a mark, a complaint about faculty professionalism, occupational concern or injury, or a crisis. Modeled after the University of Toronto “Red Button” ( , this should help reduce student confusion or anxiety about common urgent concerns. A proposal to make this in mobile app version for easy access has also been brought forward.