QMED Help Tool | School of Medicine

What is the QMED Help Tool?

This tool is intended as a quick reference for medical students at Queen’s University who find themselves in an emergency or crisis situation or needing quick reference/guidance.

Note: The Help Tool provides information and links to resources, but does not connect you directly to assistance.

If your health or safety, or the health or safety of someone else, is at risk, please call 911 or seek immediate medical assistance.

For advice, choose from the categories below:

I have experienced or witnessed threatening, concerning, or unprofessional behaviour.

If you are concerned about immediate or impending harm to yourself or someone else, please seek immediate assistance from onsite security or other authorities or call 911.

The MD Program is committed to a safe and healthy work environment and encourage you to address your concern. If you have experienced or witnessed a faculty member, other student, resident, other learner, health professional or administrative staff member doing something that was disturbing to you, please reach out.

YOUR FIRST POINT OF CONTACT is the Assistant Dean, Student Affairs via either:

Email (learnerwellness@queensu.ca)
The Learning Environment Feedback tool that can be found on Elentra here (bottom left corner). All emails submitted through this tool will be reviewed by Dr. Renee Fitzpatrick, Assistant Dean, Student Affairs.

The Assistant Dean, Student Affairs will meet with you in a safe and confidential space to debrief and to discuss next steps, one of which may be to make a formal report (anonymously or not) if you have provided explicit consent to do so.

If you feel that you have a conflict with Student Affairs, your option is to contact:

Associate Dean – Dr. Gena Piliotis mddean@queensu.ca

Options are described in the Student Complaints Policy.

Additional resources outside of the School of Medicine:

The University Coordinator of Dispute Resolution (613-533-6095)
Human Rights Advisory Services
Queen’s Student Accessibility Services (QSAS)
Chief of Medical and Academic Affairs, KHSC (613-549-6666 x4205) - christopher.gillies@kingstonhsc.ca
Office of the University Ombudsperson

Absences

I need to know about being absent from school (immediately and unplanned).

STUDENT MUST:

Contact appropriate Faculty Lead and Curricular Coordinator and obtain response/confirmation of receipt.
1. Year 1 Curricular Coordinator (Kingston)
2. Year 1 Curricular Coordinator (Lakeridge)
3. Year 2 Curricular Coordinator (Kingston)
4. Year 2 Curricular Coordinator (Lakeridge)
5. Year 1 & 2 Clinical Skills (Kingston)
6. Clerkship Coordinator (Core Blocks)
7. Clerkship Coordinator (Clinical Blocks)

For leaves with unknown duration, the Associate Dean, MD Program has the ability to grant leave immediately and application may be received after the leave has commenced.

STUDENT WILL:

Remain in contact with MD Program as directed and provide notification of expected date of return as soon as known.

A reintegration plan will be determined and communicated to student.

I need to know about taking a leave of absence and requesting time off

My Leave is NON-URGENT (Planned in Advance)

YEAR 1, YEAR 2, CLERKSHIP C-COURSES

(Requests must be submitted at least 4 weeks in advance for pre-clerkship, and 6 weeks in advance of the clinical rotation for clerkship).

STUDENT MUST:

Determine if there are any mandatory sessions during time away.
Complete the online form “Pre-clerkship and C-courses Time off Request” on the Elentra MD Resources Community. Supply any supporting documentation & plan for make up of missed sessions.
Obtain response/confirmation of approval. A Curricular Coordinator will be in touch within 3-5 business days.

During CLINICAL CLERKSHIP Block

STUDENT MUST:

Determine if there are any mandatory attendance dates during time away (ie. mandatory teaching, orientation, mid or end of rotation assessment meeting, SIM, exam).
Complete the appropriate online form found on the Clerkship Overview page on Elentra. Supply any supporting documentation & plan for make up of missed sessions.
Obtain response/confirmation of approval email from respective Program Administrator.
Notify preceptors and chief residents, and switchboard at your hospital.
In the case of call – arrange for coverage with another clerk.

Re-entry requirements will be based on length of absence and communicated to student.

Reference:

I need to know about applying for an extended leave (1 week or more)

Applying for extended leave (1 week or more)

STUDENT MUST:

Submit request in writing to Associate Dean, MD Program – include expected date of return if possible.
Advise appropriate Year Director or Coordinator of the nature of the leave request.
1. Year 1 Curricular Coordinator (Kingston)
2. Year 1 Curricular Coordinator (Lakeridge)
3. Year 2 Curricular Coordinator (Kingston)
4. Year 2 Curricular Coordinator (Lakeridge)
5. Year 1 & 2 Clinical Skills (Kingston)
6. Clerkship Coordinator (Core Blocks)
7. Clerkship Coordinator (Clinical Blocks)
Obtain response/confirmation of approval.

Re-entry requirements will be reviewed by the MD Program Academic Advisory Group, and outcome/decision will be communicated to student.

Exams

I've missed an exam (or am about to miss an exam)

The Exam is a MIDTERM

AS SOON AS POSSIBLE, YOU MUST PERSONALLY:

Contact the Course Director, Year Director, Curricular Coordinator & Assessment Coordinator
Obtain response/confirmation of receipt. Resend request if no reply within 48 hours
Provide Supporting Documentation if requested

Course Director and Year Director determine whether supplemental examination or reassignment of grade values to other assessments will be considered.

Course Director and/or Year Director and/or Curricular Coordinator communicates decision and plan to student.

The Exam is a FINAL

AS SOON AS POSSIBLE, YOU MUST PERSONALLY:

Contact the Year or Clerkship Director, Curricular Coordinator & Assessment Coordinator
Obtain response/confirmation of receipt. Resend request if no reply within 48 hours
Provide Supporting Documentation if requested

The appropriate course of action and outcome/decision will be communicated by the Assessment Coordinator.

I am worried about my performance on an exam or assessment

STUDENT MAY:

Contact the Assistant Dean, Student Affairs at rf6@queensu.ca
Contact the Year Director or Course Director and request a meeting
Request appointment with an Academic Advisor by contacting the Student Affairs Office at learnerwellness@queensu.ca

I am having issues with my laptop and there is an upcoming examination

STUDENT:

ExamSoft Issues – contact the Assessment Coordinator

General Computer Issues – contact Queen’s ITS

You are required to possess a personal laptop for taking exams. Personal laptops must meet the requirements as set out in the School of Medicine Computer Requirements.

You should make every effort to ensure you have access to a laptop for examinations. Notify the MD Program, as soon as possible, if you are unable to provide a laptop for your upcoming examination.

There are a limited number of computers available and allocation is based on need and availability.

*Backup laptops are intended for use only when an unforeseen issue occurs during examinations.

References:

School of Medicine Computer Requirements

Procedures for Electronic Examinations

Workplace Injury

I have experienced a workplace injury

AS SOON AS POSSIBLE, YOU MUST:

1. Percutaneous injury: allow the puncture, cut or abrasion to bleed freely, then wash well with soap under running water

2. Immediately notify the Supervisor, Resident or attending Physician

3. Present to the nearest Occupational Health & Safety Department or Emergency Department. After Hours or weekends: Present to the nearest Emergency Department (or urgent care clinic) within 2 hours of exposure *Refer to the Occupational Exposure to a Bloodborne Pathogen procedure

4. After initial care, follow up with Occupational Health @ HDH within 24 hours Jayne.Leonard@kingstonhsc.ca

5. Once physically able, notify the Learner Wellness Centre/Curricular Coordinator of the incident

Accommodations

I may require an academic accommodation

STUDENT:

Registers with Queen’s Accessibility Services (QSAS)

(Student Affairs Advisors can assist if desired. Email learnerwellness@queensu.ca, or mdstudentaffairs@queensu.ca).

Obtains Letter of Accommodation and individualized accommodation plan from QSAS.

Emails Student Affairs Office at learnerwellness@queensu.ca to notify of accommodations (and sends a copy of the Letter of Accommodation). *Obtains response/confirmation of receipt from Student Affairs

The Student Affairs office will ensure:

Notification and plan is sent to the Year Director and an accommodation plan is communicated to the student.

An accommodation plan is communicated to appropriate curricular leads on a need-to-know basis for implementation

I may require short term academic accommodations

Short Term = defined issue with known ending and is not recurrent or ongoing.

(Example: injuries such as a broken arm)

STUDENT:

Contacts the Year Director and Curricular Coordinator

YEAR DIRECTOR/CURRICULAR COORDINATOR:

Determines implications of impact on schedule

Informs relevant parties: Student Affairs Office

Works with student to determine and implement plan

Monitors progress and duration of short-term

YEAR DIRECTOR:

Notifies Student Affairs in the event long term accommodation is recommended or required.

I am feeling distressed OR I am worried about a peer in distress.

If your health or safety, or the health or safety of someone else, is at risk, please call 911 or seek immediate medical assistance or go to the nearest Hospital Emergency Department.

THERE IS HELP AVAILABLE NO MATTER HOW DIFFICULT THE SITUATION IS. There are a number of options available for support and counselling.

STUDENT MAY:

1. Contact Student Affairs, Learner Wellness Centre to make an appointment.

Our Wellness Advisors can meet with you to discuss any concerns.
All meetings are confidential.
Email: learnerwellness@queensu.ca Phone: 613-533-6000 X78451

2. Contact Student Wellness Services

There is a Queen’s counsellor dedicated to providing services for medical students and residents.
All meetings are confidential
Phone: 613-533-6000 ext. 78264 (Identify yourself as a Queen’s medical student)

3. If you are on a regional rotation, you may contact one of our Student Affairs Contacts Outside of Kingston

4. Faith and Spiritual Life / Interfaith Chaplain's Office

a. The Chaplains are available for individual counselling on any topic (spiritual, religious, personal, financial, crises)

b. Email via Chaplain@queensu.ca or visit the website: https://www.queensu.ca/faith-and-spiritual-life/home

Refer to: Student Wellness Services – Urgent Help

I need contact information for responding to emergencies on campus.

If your health or safety, or the health or safety of someone else, is at risk, please call 911 or seek immediate medical assistance or go to the nearest Hospital Emergency Department.

Download the SeQure App here.

The SeQure App is the university's mobile security and safety app that provides quick access to security resources including the campus security emergency line, quick access to *9-1-1, push notifications and AMS Walkhome for the entire Queen's community.

Additionally, students can refer to this document which includes contact information for responding to emergencies on campus.