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New Trainees

Welcome! 

New Resident Info

We are pleased to welcome you to your new residency or fellowship program! 

Before you begin the online registration process, please review the instructions below. Each requirement is outlined. You must complete all of the registration process before you can begin your training.

In order to access the online registration system you must have a Queen’s email account. The PGME Office will send instructions to you on how to activate your Queen’s Network Identity (NetID) and set up your email account.    

Important Information about Timing

For trainees starting on July 1st you will receive an email no later than April 20th. Between now and then, the PGME Office is working on entering all new residents and fellows into the Queen’s University SOLUS system. This system produces your student number so that you can then access a NetID.

For trainees starting off-cycle (after July 1st), the PGME Office will provide the information on a case by case basis.

Please note that after activating your NetID, it may take 24-48 hours before you can successfully log into the registration system. 

Your Queen’s email account is important as once it has been set up, all correspondence from Queen’s University will be sent to this address only.  It is imperative to continuously monitor this email account throughout the registration period and throughout your training.

 

Registration System

Please note that for a July 1 start date you must be registered by June 27.   You cannot begin your program if you are not fully registered.

For trainees starting off-cycle (after July 1st) please check with the PGME Registration Coordinator for your registration deadline.   

All inquiries about registration with the Postgraduate Medical Education Office are to be directed by email to pgme@queensu.ca or by phone at (613) 533-2543.

Please note that you will need to login to the Elentra System using your Queen’s NetID and password.  Once you sign into Elentra, ensure that you have selected 'Resident' in the top right corner to see the PGME Registration Link in the top menu.

 

Click here to Register starting April 11

Verify all details provided in the personalized letter of appointment.  The academic year is from July 1 to June 30. Confirm your acceptance of the Letter of Appointment. If the details are not correct, do not accept the letter of appointment. Contact the Postgraduate Medical Education Office at pgme@queensu.ca or by calling (613) 533-2543.

Once you have verified the details, you may print a copy of the letter. You will receive a copy by email once you have completed all of the Queen’s PGME registration steps.

The Postgraduate Medical Education Office (PGME) will also receive a copy of the your letter of appointment. The PGME office will submit your letter of appointment to the CPSO. You must not submit this directly as it will not be accepted. 

Letter of Appointment

The CPSO, the University and the Paymaster Hospital all require a criminal records check.

This is a mandatory hospital and university requirement centrally coordinated by the PGME Office. All students (Residents/Fellows)  and those working in the hospital must consent to the disclosure of criminal records and information including pardoned sexual offences.

Please review each requirement so that you request the appropriate screen depending on the organization.

  1. KHSC (Paymaster) and Queen’s require a Criminal Records Check with Vulnerable Sector Screen. This may be completed online at your local police force.  Payment for this report is your responsibility. A report cannot be older than six-months from your start date (e.g.,  February 1,  2022 or after for a July 1 start). You may also be able to request this from the Kingston Police Force.
  2. CPSO requires a Criminal Record and Judicial Matters check (Level 2)

* For Residents from the Toronto area, please email Leslie Barroso at barrosol@queensu.ca to request a Consent to Disclosure of Personal Information form in order to apply for a CPIC/VSS search through the Toronto Police Service. 

You are strongly advised to begin this process immediately.  If your identity cannot be verified through a local police records check, you may be required to complete the process by providing fingerprints to a police department or RCMP. This can take up to 120 days.

Background checks issued by third-party commercial vendors, including online vendors, are not acceptable.

 

Submission methods

One original or notarized copy may be mailed to the PGME Office

Postgraduate Medical Education
Queen's University
70 Barrie Street
Kingston, ON  K7L 3N6

or

An electronic copy sent directly from the police service that conducted the check may be submitted to pgme@queensu.ca. An original copy does not need to be mailed.

 

CMPA medical liability protection is mandatory for all Queen’s University trainees (Residents and Clinical Fellows).  You may submit your CMPA membership application at any time and do not have to wait until you’ve received your CPSO certificate of registration.

You cannot begin your training without CMPA medical liability protection.

Information on how to apply for a membership can be found on the CMPA website at http://www.cmpa-acpm.ca or at 1-800-267-6522.

*For trainees sponsored by the Canadian Forces, your medical liability protection is provided by the Forces, exempting you from CMPA.  Please send proof of coverage by the Canadian Forces to pgme@queensu.ca.

The CPSO is the licensing body for Ontario and it is your responsibility to ensure that you apply for an Educational Certificate of Registration (license). You cannot begin your program without a CPSO Postgraduate Education Certificate.

For more information on the application process visit https://www.cpso.on.ca/Physicians/Registration/Apply-for-Registration. You may also call the CPSO directly at 416-967-2617 or 1-800-268-7096 for further information.

If this is your first  certificate of registration, you must have your applicant number (AP#) before you will be able to accept your Queen’s eLOA. The CPSO will be providing AP numbers to the PGME Office. Please review the number and ensure it matches your records. If the field is blank, you can enter the number the directly and we encourage you to do so to avoid undue delays.


Please note that there are two separate fees for the CPSO so review your member portal carefully:

  1. Application fee (to start the application process)
  2. Membership Fee (to issue the license).

Both fees must be paid before the CPSO will issue your license.

It is your responsibility to check the Member Portal regularly and advise the PGME Office if your license will not be issued by July 1.

Please review important information on CPSO’s Policy on Blood Borne Viruses

 

 

 

 

 

 

Incoming PGY1 residents, except Pediatrics trainees,  are required to have a current Advanced Cardiovascular Life Support (ACLS) Certification prior to beginning their residency. The course  must have an in-person component.  The Hearth and Stroke Foundation ACLS Course is preferred.

Incoming PGY1 Pediatric residents are exempt from the ACLS course.  Your program will organize a Pediatric Advanced Life Support (PALS) course early in your residency training.  You are responsible for ensuring you have the prerequisites for the PALS course.  Please contact Liz King, Pediatrics Program Assistant if you have any questions

Incoming senior residents are not necessarily required to have current ACLS. Please confirm with your program director. Reimbursement for mandatory courses is between the Department requiring ACLS and the trainee.

 

Already Certified:

Please send a copy of your certification to the Postgraduate Medical Education Office by email

 

Require Certification:

Find a course that is convenient for you and register. You are strongly encouraged to complete this course prior to beginning your residency.

 The Postgraduate Medical Education Office will reimburse you for the cost of the course up to a maximum of $450.  The cost of the course manual and any prerequisites are not eligible for reimbursement.

You are eligible for a lieu day for each day of the course (maximum of two days) once you begin your training provided that:

  1. The course was taken between April and June 2022 on the trainee’s own time
  2. The course was not part of scheduled activities with the Undergraduate Medical Education Curriculum.
  3. A lieu day for each day of the course should be granted. Proof of course length must be provided to the program.

 

If you are unable to complete the course prior to beginning your residency, you must have the permission of your program director to defer the course. The course must be completed by the end of September.

Courses offered by Queen’s and Lakeridge Health (Oshawa) (check frequently for updates):

Clinical Simulation Centre, Queen’s University

LHEARN Centre- Lakeridge Health - June 23 & 24, 2022. 
For anyone who registers in your group, please have them use the coupon code acls22 at check-out to receive a 15% discount on their registration.   Please see here for information on BLS courses offered at Lakeridge.

 

*Pre-requisites are your responsibility.

 

 Instructions for Reimbursement

  • The PGME Office will reimburse up to $450 for course registration fees.
  • Courses must have been taken between April 2022 and September 30, 2022.
  • Provide the PGME Office with a copy of your ACLS certificate as proof of successful completion and complete this form to request reimbursement.
  • Reimbursements at Queen’s are processed using the Expense Reimbursement System. You must have your banking information entered into the SOLUS system before an expense can be processed.
  • The PGME Office will work with Financial Services to submit the claim on your behalf.

 

 

 

 

 

 

 

 

 

 

A provincial postgraduate registration fee of $875 is required. This is the final step in the registration process.

An email confirming receipt of payment and successful registration will be sent to you.  You should print a copy of your confirmation receipt as the Postgraduate Medical Education Office is not able to issue receipts. 

Please do not pay the $875 Registration Fee through the Queen’s SOLUS system as this fee must only be paid once your CPSO and CMPA have been confirmed and by using the PGME Online Registration Payment System.

 

If your address changes after you have registered on-line and obtained your student number and NetID, you will need to update your personal information with Postgraduate Medical Education, KHSC People Services and Organizational Effectiveness, and the Office of the University Registrar.

You will receive an email from the Office of the University Registrar to your Queen’s email address with instructions on how to complete the required information and submit a photo. Queen’s graduates must also provide a new photo.  Once contacted, you will have two weeks to reply with the necessary information.

It’s imperative to submit this photo as soon as possible and no later than May 24.

The photo is used to produce your student card and your hospital ID badge.


Hospital ID Badge

The hospital security office requires all photos no later than the end of May or your badge will not be ready in time for your July 1 start date. The badges are produced and then sent to Human Resources to prepare your individual onboarding package (ID bade, pager, etc).

 

Please note that the documents you must complete are accessible through the online registration portal. However, you must submit your documents by email as directed by the hospital and not through the online system. The information you submit such a payment information and immunization information are processed by  different departments. Read the submission instructions carefully.

 

Paymaster Hospital

Kingston Health Sciences Centre is the paymaster hospital for Ministry of Health funded residents registered in a postgraduate residency program at Queen’s University. You will be required to complete the necessary paperwork and mandatory training modules. You will be guided through the process using the on-line registration system.

Paystubs will be distributed electronically to KHSC email accounts. Any questions regarding salary or benefits should be directed to KHSC People Services and Organizational Effectiveness at residents@kingstonhsc.ca

New trainees and clinical fellows with alternate funding sources (e.g., Department of National Defence, Gulf-State sponsored, etc.) still have mandatory components to complete including the house staff application.  The information you receive online has been tailored based on your funding source.

Your application should be made well in advance of the expected date of appointment as the credentialing process is lengthy.

The following provides an overview of the documents you will have to complete and submit to Kingston Health Sciences Centre. Please ensure you follow the checklist that has been created to specifically address your requirements and submit all of the documentation to the appropriate department.

  • You will complete an Application for Appointment to the House Staff.
    • For Family Medicine Residents in Belleville-Quinte, Peterborough-Kawartha and Bowmanville-Oshawa Lakeridge, please contact your program assistant to complete the appropriate application for privileges at your respective hospital.
  • You will complete a Resident Contract Letter. You will be required to complete mandatory employment forms (e.g., income tax forms, banking information forms, etc.)
  • You will be required to supply information (e.g., immunization information, N95 mask fit test) to Occupational Health, Safety and Wellness.
  • You will be required to complete mandatory training modules on safe practices for residents, workplace violence and harassment, and on accessibility for Ontarians with disabilities.

Carefully review all documentation and submit to KHSC per their instructions.

When all required documentation is completed and submitted to KHSC, your name will be forwarded to the appropriate executive committees at KHSC and Providence Care hospital for the issuance of hospital privileges.  

Should you be refused an appointment, you may apply for a hearing under Sections 37 and 39 of the Public Hospitals Act of Ontario.


Questions about paymaster requirements can be directed as follows:  


KHSC People Services and Organizational Effectiveness
residents@kingstonhsc.c 

KHSC Occupational Health, Safety and Wellness
khscoccupationalhealthsafety@kingstonhsc.ca

 

Vaccination

You are required to submit proof of compliance with Kingston Health Sciences Centre (KSHC) and Queen’s University policies on vaccination. You will have to do this twice as it is a condition of employment for the hospital and a condition of Queen’s University students.

For KHSC, you will be prompted to enter this using the online registration system.

For Queen’s, go to: https://www.queensu.ca/safereturn/vaccination/declaration