Administrative Activities

Assessment Promotion and Appeals Policy

The Assessment Promotion and Appeals Policy is reviewed annually. The updated policy can be accessed online by visiting

The annual review process includes consultation with Queen’s Legal Counsel, the Associate Dean, the Educational Advisory Board, the Director of Assessment and Evaluation, PARO, and the Postgraduate Medical Education Committee. The policy must be reviewed and approved by the Postgraduate Medical Education Committee, the School of Medicine Academic Council (SOMAC) for approval, and the Faculty Board. The review process begins in September of each year for implementation in the new academic year (July of each year).


Clinician Investigator Program (CIP)

The Clinician Investigator Program was re-activated at Queen’s University in July 2012. The program was mandated to undergo an internal review in 2013 as part of the Royal College of Physicians and Surgeons of Ontario accreditation cycle. The program received the status of accredited program with an on-site survey in 2017 as part of the normal accreditation cycle. Dr. Graeme Smith, CIP Program Director, along with the support of the Residency Program Committee, and Ms. Krista Knight, Program Assistant, are to be commended for their enthusiasm and dedication to the CIP program. This accreditation status is a great accomplishment and speaks to the dedication and commitment of the Program Leadership and residents in the program.


General Internal Medicine

In the spring of 2014, General Internal Medicine applied to become an accredited two-year program. All across Canada General Internal Medicine programs are expanding to two-year programs fully recognized by the Royal College of Physicians and Surgeons of Canada. The program was approved with a status of accredited new program.



The PGME Registration Coordinator works closely with new and returning residents and clinical fellows to ensure that they have completed all of the necessary registration requirements in time to begin their new postgraduate academic year. Licensure by the CPSO, membership in the CMPA, a criminal record check, and the completion of a variety of hospital requirements are all important steps to registration. Ongoing guidance and support is also provided to residents for such things as electives, leaves of absence, visas, and work permits.


Resident Resources and Educational Support

This electronic educational and practice tool was provided to all residents and clinical fellows through an institutional site license. Accessible from anywhere, this go-to resource has been beneficial for trainees during their studies and in the provision of patient-care.


Two resident formative OSCEs were delivered this year. The two sessions were designed to provide residents in Royal College and Family College programs an opportunity to prepare for the MCCQE Part 2 exam. Dr. Melanie Jaeger, lead faculty for the postgraduate OSCEs, worked collaboratively with the OSCE Committee, a joint Undergraduate and Postgraduate endeavor, to design and implement the two formative OSCEs. Work continues on creating rigorous stations and assessment practices to provide residents with the best possible preparation support.


Program Administrators Meetings

There were four program administrators meetings in the 2013-2014 academic year. These meetings bring together all program assistants/coordinators/managers to review and discuss program issues and innovations, review administrative processes and timelines (e.g., CaRMS, Accreditation), share best practices, and identify training needs. This forum provides professional development and excellent networking opportunities. These sessions have been well attended by all program assistants, and those working off-site have been able to join by videoconference.

In addition to the ongoing Program Administrators meeting, a new committee, the Program Administrators Executive was created. In the first year, the Executive has developed terms of reference, established a new format for the program assistants meetings, and provided consultation on the development and implementation of PGME policies. The Program Administrators Executive meet monthly from September to June.


Conference Attendance

The PGME office is pleased to provide financial support, when feasible, to facilitate the participation of Program Directors, Faculty Leads, Residents and Program Assistants attend conferences and residency education events. In 2013-2014, the PGME provided the following support:



The PGME Program Manager provides confidential guidance and administrative support to those residents considering a transfer to a new residency program. Anyone considering a transfer is encouraged to speak, in confidence, with the Director of Resident Affairs, regarding their personal circumstances and career goals. Information on the transfer process can be accessed here:


The Dr. Sanjay Sharma Clinical Resident Award

The Dr. Sanjay Sharma Clinical Resident Award was created to recognize residents who go above and beyond the call of duty in providing outstanding patient care.  The award was presented to Drs. Davin Johnson (Ophthalmology) and Jennifer Tang (Emergency Medicine) at the 2014 Convocation Ceremony. Nominations for this award can be made at any time during the year with the Awards committee reviewing the applications in May, announcing the selection in June, and presenting the award at the annual convocation ceremony.


Educational Advisory Board (EAB)

The Educational Advisory Board was created to provide support to Program Directors in the development and implementation of remediation and probation plans. The Educational Advisory Board membership includes a Chair,a deputy Chair, faculty members, resident members, the Director of Resident Affairs, and the Director, Assessment and Evaluation. Administrative support for the EAB is provided by the Postgraduate Medical Education Office. The EAB is a resource available to all programs and residency program committees to support residents in meeting their goals and objectives.


Internal Reviews

Each year, in advance of the next on-site accreditation survey, programs must undertake an internal review of their program. Internal reviews for the next accreditation, October 2017, began in 2013-2014. Furthermore, regular meetings with all programs, the Dean, Vice-Dean, Associate Dean, Departments Heads, and hospital administration are underway to review the strengths and challenges, and how to address the challenges, to ensure a positive accreditation outcome in 2017.


Medical Trainee Days

In 2013-2014, the PGME office, working with Undergraduate Medical Education and Regional Education, began implementation of a new medical trainee days data collection process. The Ministry of Health and Long-Term Care, the Ontario Hospital Association and the Council of Ontario Universities Faculties of Medicine, have developed a new process of the collection and submission of medical trainee days. Queen’s University now has 13 regional partners, from Brockville to Oshawa and up north to Moose Factory. In 2013-2014, the PGME office worked to establish the process and relationships required to fully implement the changes occurring across the province.

Jordan Sinnett is the Program Manager for Postgraduate Medical Education.  She can be contacted at