Principle

This procedure is informed by the following Accreditation Standard:

CACMS Element 10.11 states: A medical school assumes ultimate responsibility for the selection and assignment of medical students to each location and/or parallel curriculum (i.e., alternative curricular track) and uses a centralized process to fulfill this responsibility. The medical school considers the preferences of students and uses a fair process in determining the initial placement. A process exists whereby a medical student with an appropriate rationale can request an alternative assignment when circumstances allow for it.

Purpose

As per Faculty of Medicine Regulation 5: Affiliated Teaching Sites, medical learners are required to participate in mandatory medical education experiences that occur at various times and communities outside of their home base throughout the undergraduate medical education program.

Scope

All learners in the Doctor of Medicine (MD) program at Memorial University (Memorial).

Definitions

Campus — An instructional site that offers at least one complete pre-clerkship academic year (or equivalent). A campus is responsible to the University that holds accreditation and degree-granting authority of the medical program. Memorial’s Faculty of Medicine (FoM) has two campuses:

NL Campus – Memorial University medical school campus located in St. John’s, NL

PEI Campus – Memorial University medical school campus located in Charlottetown, PE

Policy

1.0 Pre-Clerkship

1.1 The first two years of the MD program are primarily delivered at each Campus; however, certain activities are delivered across a number of geographical locations and sites. Learners participate in the selection of the timing and location of their Community Engagement I and II experiences.

2.0 Clerkship

2.1 In the final two years, which consist mainly of clinical training, the core rotations, electives, and selectives are delivered at a number of clinical learning sites and geographic locations. Core experiences in clerkship generally occur in the province of the campus to which a student is assigned. Learners participate in the selection of the timing and location of core experiences, electives and selectives (Advanced Practice Integration).

2.2 Learners are directed to identify any special circumstances around their preference for timing and location of their clinical placements. Based on the learner preferences and identified special circumstances (duly authenticated), administrative staff assign learners to sites based on the availability of preceptors, housing and other considerations. Learners are likely to have additional flexibility related to the timing and location of elective and selective experiences; however, capacity limitations may limit options for these experiences.

3.0 Learner Request for Site Reassignment

3.1 Should special circumstances arise (i.e., demonstrable economic or personal hardships), either before or during a placement, a learner may request (in writing) a reassignment.

3.2 A learner's request for reassignment must provide an appropriate rationale for the request. Normally, the request for reassignment is to be sent to the Undergraduate Medical Education (UGME) office, but if the special circumstances are of a highly personal nature, then the learner is encouraged to contact Learner Well-being and Success (LWS) who will liaise with the UGME office.

3.2.1 A learner who requests reassignment from a distributed site must contact the Office of Distributed Medical Education (DME), in writing, with as much advance notice as possible.

3.3 Normally, requests will be handled through a discussion between the appropriate Phase Lead and LWS, only involving other appropriate staff as necessary.

3.4 When a decision to deny a learner's request for reassignment is made, the decision will be reviewed by the Associate Dean, Undergraduate Medical Education (or delegate).

4.0 Learner Request for Campus Reassignment

4.1 Learners who wish to be reassigned from one Memorial Campus to the other must have been enrolled in Memorial’s MD program for a minimum of six (6) months at the time of the request.

4.2 Learner reassignment can only be considered when sufficient capacity and resources are available.

4.3 Learners approved for a campus reassignment are responsible for any expenses and fees they might incur because of the move.

4.4 A learner will only be permitted one campus reassignment. Any learner approved for a campus reassignment must abide by the campus reassignment decision of the panel and prepare to continue their education on the assigned campus.

4.5 A learner who is denied a reassignment and is unable to continue their education at the Campus to which they were originally assigned will be informed about other options, including temporary voluntary withdrawal.

4.6 Notwithstanding the above, and for reasons including but not limited to, preceptor availability, academic performance concerns, professionalism concerns, or housing availability; learners may be assigned to an alternative site either before or during an off-site experience.

5.0 Campus Reassignment Procedure

5.1. Learners who are enrolled in Memorial’s MD program for a minimum of six (6) months may submit a written request to the Associate Dean, UGME for campus reassignment including:

1) A letter of explanation outlining the reason for the campus reassignment request.
2) Documentation (i.e. health care practitioner documentation or other evidence) to support the campus reassignment.

5.2. A panel, whose membership includes the following positions will evaluate the campus reassignment request:

1) The Associate Dean, UGME
2) The Associate Dean, PEI, and,
3) The Associate Dean, LWS

5.3. The panel will reach a consensus to determine whether the campus reassignment request will be approved.

5.4 If the reassignment request is supported by the panel, the Dean of Medicine (or delegate) in consultation with relevant parties (i.e., Chief Operating Officer and provincial government(s)) will determine whether sufficient resources are available to support the reassignment request.

5.5 The learner will be notified of one of the following decisions in writing by the Associate Dean, UGME:

1) The panel has not supported the campus reassignment request.
2) Sufficient capacity and resources are not available to permit a campus reassignment.
3) The learner is approved for a campus reassignment; conditions related to the reassignment will be outlined with approval.

5.6 The decision of the panel is final.

Procedures:

There are no procedures associated with this policy.