Principle

The Faculty of Medicine (FoM) offers Postgraduate Training Programs that are accredited by the Royal College of Physicians and Surgeons of Canada (RCPSC) and the College of Family Physicians of Canada (CFPC). Each year, the FoM participates in the matching process for Postgraduate Training Positions which are administered by the Canadian Resident Matching Service (CaRMS).

Purpose

The FoM recognizes that there may be exceptional situations in which a Learner feels they are enrolled in a Postgraduate Training Program that is not appropriate for their needs. This policy establishes the conditions under which a program transfer may occur. 

Scope

This policy applies to all eligible Learners matched to a Postgraduate Training Program at Memorial University (Memorial) through the CaRMS.

Definitions

Academic Year (Program Transfer policy) — The time interval that commences July 1 and finishes June 30. On occasion, a learner may be out-of-phase and may have a starting date other than July 1 and will be promoted to the next year of training on the anniversary of their start date, adjusted on an ongoing basis.

Associate Dean, Postgraduate Medical Education (PGME) — The senior faculty officer, appointed by the Dean of Medicine, who is responsible for the overall conduct and supervision of PGME with the Faculty of Medicine (FoM) or delegate as appointed from time to time. 

Learner (Program Transfer Policy) — A trainee registered in a Postgraduate Training Program accredited by the Royal College of Physicians and Surgeons of Canada (RCPSC) or the College of Family Physicians of Canada (CFPC).

Out-of Phase — A start and end date of Postgraduate Training other than the defined date of July 1 to June 30th.

Postgraduate Training Program — A period of training in a specific program of medicine with a set of Educational Objectives prescribed by the Royal College of Physicians and Surgeons of Canada (RCPSC) or the College of Family Physicians of Canada (CFPC) leading to certification by one of these bodies.

Program Director — The faculty member assigned responsibility for the overall conduct of the Postgraduate Training Program.  

Residency Program Committee — A committee established to assist the Program Director in the planning, organization, and supervision of the residency program.

Policy

1.0 General Provisions

1.1 Learners with a return-in-service contract are only eligible to apply for an internal program transfer with written approval from the Department of Health and Community Services.

1.1.1 All requests must be received prior to the first iteration CaRMS match day.

1.2 Requests to switch from one stream to another within the same program does not qualify as an Internal Program Transfer.

2.0 Internal Program Transfers should not subvert the CaRMS match.

2.2 A Learner may request an Internal Program Transfer once during their postgraduate training program. A second change of program may be considered in exceptional circumstances.

2.3 Learners must complete their PGY 1 year before approved transfers can begin. All approved Internal Program Transfers cannot begin until at least July 1.

2.4 Internal program transfer requests must be made in writing and received by the Postgraduate Medical Education (PGME) Office by the date (s) specified on the PGME Webpage each year.

2.4.1 The Learner may withdraw their application at any time until a letter of offer to transfer has been signed and submitted to PGME.

2.4.2 Signed and submitted letters of offer to transfer are binding and cannot be withdrawn.

2.5 In addition to applicant suitability, capacity, funding, and other constraints may limit the availability of Internal Program Transfers; therefore, it may not be possible to accommodate all requests. The PGME Office reserves the right to make the final decision on which Internal Program transfers are approved.

2.5.1 Learners are encouraged to apply to the second iteration of the CaRMS match as it may result in a higher chance of success compared to only applying for an Internal Program Transfer.

2.6 All internal program transfers must follow the process outlined in the Internal Program Transfer Procedure.

Procedures: