Being the subject of a complaint | School of Medicine

Being the subject of a complaint can be distressing, but it is something that you must take seriously as the outcome can have implications for both your training and future career as a physician. The PGME Office is committed to ensuring a fair and unbiased process and you are encouraged to review the information below.

Your Rights

You are entitled to both fairness and procedural fairness in any process. Please review the graphic below to understand what is meant by both terms and click here to download a copy.

Support

The postgraduate Wellness Office provides support, counselling and referrals for postgraduate residents facing difficulties. In addition, the Wellness team are able to inform trainees about their rights in academic matters.

The Wellness Office is located inside of the PGME Office at 70 Barrie Street. To book an appointment with a member of the Wellness team, contact them at postgradwellness@queensu.ca or by phone at (613) 533-2543.

Another valuable resource for residents is PARO. The PARO 24-hour Helpline is available to residents, their partners and family members, as well as medical students. The toll-free number, 1-866-HELP-DOC (1-866-435-7362), is accessible anywhere in Ontario, 24 hours a day, 7 days a week. In order to provide this service, PARO has partnered with Distress Centres of Toronto. For more information on the Helpline, click here.

In addition to advocating more broadly on behalf of all residents, PARO staff offer confidential, one-on-one support to individuals navigating complex issues related and also unrelated to the PARO OTH Collective Agreement, including academic performance, professionalism or other learning environment concerns.

Do not hesitate to reach out to PARO for tailored, confidential support at paro@paroteam.ca, or 1.877.979.1183.

Process Overview

If you are the subject of a concern or a complaint, the Associate Dean, PGME, will ask to meet with you. After having spoken with both you and the person(s) initiating the complaint, the Associate Dean may decide to suspend you from training. You will continue to receive your salary during this suspension and you will remain suspended until an investigation has been conducted. Suspensions are outlined in Section 13.0 of the PGME Assessment, Promotion, and Appeals (APA) Policy and you will receive a letter from the Associate Dean confirming that a suspension has been initiated. You will also be contacted by the secretary for investigations who will outline the subsequent process and timelines, answering any questions that you may have. The secretary will become your primary contact person in the PGME Office and is tasked with coordinating a fair and transparent process.

The Associate Dean, PGME, will appoint an investigator to conduct an investigation, which will include a review of relevant documents, interviews with individuals who have, or are reasonably likely to have, information that is relevant and necessary to the determination of the facts at issue, and an opportunity for the Program Director(s) and resident to understand and respond to the issues to be determined.

The Investigator will make findings of fact and will provide a copy of their final report to an Academic Review Board (ARB). The ARB will meet to review the Investigator’s report and will determine whether the facts as found by the Investigator support a finding of misconduct.

The ARB will provide you and your Program Director with the Investigator’s Report, and the ARB’s conclusion(s) and reasons, and will also provide each of you with a reasonable opportunity to present your views regarding next steps for the ARB. The ARB will then decide whether to reinstate you (immediately or after a period of time, with or without conditions), or require you to withdraw. The ARB’s decision, including its reasons, shall be provided in writing to the Parties, with a copy to the Associate Dean, PGME. Please refer to Section 13.0 of the APA policy for complete details on this process.

If you do not agree with the outcome of the process, you may appeal the decision of the ARB to a Postgraduate Tribunal. This represents the last route of appeal for postgraduate trainees at Queen's University. Please refer to the 'Initiating an Appeal' section of this website.

Outcomes of an Investigation

When an investigation is completed, a written report is provided to the Associate Dean, PGME.

In situations involving harassment, discrimination, or reprisals, the Associate Dean will ensure that you and your Program Director are informed, in writing, of the outcome of the investigation and any corrective action taken. It should be noted, however, that the report of the Investigator is confidential and will not be shared with either you or your Program Director.

If you have been suspended, the Academic Review Board (ARB) will issue a final report and a decision regarding whether to reinstate you (immediately or after a period of time, with or without conditions), or require you to withdraw. The ARB’s decision, including its reasons, shall be provided in writing to you and your Program Director, with a copy to the Associate Dean, PGME.

It should be noted that any form of retaliation, from any party, against someone who has raised a concern or someone who has participated in an investigation, will not be tolerated.