Administrative Activities

Policy Updates
The Leave of Absence policy update was approved by the Postgraduate Medical Education Office, the School of Medicine Academic Council and the Faculty Board Executive. This policy does not supersede the PARO/CAHO agreement but does provide clarification and guidance to residents and programs regarding leaves of absence. The policy can be reviewed here:

The Clinician Investigator Program was re-activated at Queen’s University in July 2012 and this year, two of the first three trainees successfully completed the CIP and defended their thesis.  The third original trainee is still in the program and is following the fractionated pathway.  Two new trainees also started in the program this year, with expressions of interest from many more residents.

New Programs
Applications were submitted by Geriatric Psychiatry and Child and Adolescent Psychiatry to the Royal College of Physicians and Surgeons of Canada. The applications were both approved as accredited new programs. The PGME office is pleased to welcome Dr. Marian Hussain as the Program Director for Geriatric Psychiatry and Dr. Sarosh Khalid-Khan as the Program Director for Child and Adolescent Psychiatry.

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.

Information Technology Updates
The Educational Technology Unit worked on a number of exciting initiatives for the Postgraduate Medical Education Office. They refined and enhanced the Medical Trainee Days data tracker for program administrators and hospital administrators. They have also been working diligently at developing enhanced assessment and evaluation tools that will support the requirements of competency-based medical education. A working group including representatives from postgraduate medical education, undergraduate medical education, and the educational technology unit met regularly throughout the year to determine program operational needs. We are excited about the direction this project is taking and will provide regular updates on the piloting of the new tools and resources in the upcoming academic year.


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 three program administrators meetings in the 2014-2015 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, the Program Administrators Executive continues to meet to provide oversight on the preparation of the agenda, input into the guest speakers series, and to discuss issues, concerns and resource requirements. The Program Administrators Executive, with the support of Barb Heffernan (PGME Office) have developed a new Program Administrators Responsibilities resource page on the website. To access the information please go to:

Thank you to the executive members: Chantal Van Parys (Family Medicine-Peterborough), Jennifer Brierley and Jennifer Wells (Family Medicine-Kingston), Jeanine MacRow (General Surgery), Micheline McDonald (Radiation & Medical Oncology), Jennifer Purvis (Obstetrics & Gynecology), Renata Sobiesiak (Nephrology), Denise Jones (Internal Medicine).

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 at conferences and residency education events. In 2014-2015, the PGME office provided the following support:

  • New Program Directors were supported to attend the Program Directors meetings at the International Conference on Residency Education
  • Subsidies were provided to residents to attend the International Residency Leadership Summit
  • Subsidies were provided to support program assistants attend the Program Administrator Conference of the International Conference on Residency Education
  • Support for participation in ASPIRE (advancing patient safety in residency education conference)
  • Support for participation in Principles of Assessment for the Continuum of Clinical Competence (CAME-PACCC)

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:

New national guidelines were approved by the Postgraduate Deans at the Associate of Faculties of Medicine Meeting, April 2015. To review the national transfer guidelines, go to:

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 Dr. Jean-Marc Lafleur (Family Medicine-Kingston-1000 Islands Site) at the 2015 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


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