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New Trainees

Welcome! 

New Resident Info

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

Registration is an online process and you will be guided through each of the steps within the online system. 

Before you begin the registration process, please review the registration requirements below. You need to meet all of the criteria in order to register with the Postgraduate Medical Education Office (PGME Office). 

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

For trainees starting on July 1st you will receive an email no later than April 27th.

For trainees starting off-cycle (after July 1st), the PGME Office will advise you of when this information will be sent to you

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 all correspondence from Queen’s University will be sent to this address only.  It is imperative to continuously monitor this email account throughout your training.

 

Registration System

Please note that for a July 1 start date you must be registered by June 25.  

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

Please note that you will not be allowed to start in your program if you are not completely registered.   A late fee of $50 may be applied to all registrations after the respective deadlines.

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.

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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

You must contact your local police station and complete the application for a Criminal Record Check (also referred to as a Criminal Background Check or Police Reference Check) including the Vulnerable Sector Search (VSS).  This may normally be done on-line through the website for your local police force.  Payment for this report is your responsibility and when it is ready, you must collect from your police station in person with proper identification. 

The report must be conducted within the last six months and an original copy or notarized copy must be submitted to the Postgraduate Medical Education Office before you will be allowed to register.  Our mailing address is:

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

Please note: If the report is submitted via email directly from your local police station the PGME Office does not require an original or notarized copy mailed in.

It is a condition of employment that all new KHSC staff, including residents, must consent to disclosure of criminal records and information including pardoned sexual offences. 

* 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 you cannot provide identification as noted, the only way your background check can be processed is by submitting fingerprints to the RCMP. The RCMP currently estimates that the delay in processing exceeds 120 days.

You will also be required to supply a separate Criminal Record and Judicial Matters check (Level 2) to other organizations (e.g., CPSO). The PGME office requires the Criminal Records Check and a Vulnerable Sector Search report and they must be  originals or a notarized copy.  Checks issued by third-party commercial vendors, including online vendors, are not acceptable.

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.

It is your responsibility to check the Member Portal regularly and provides updates to the PGME Office if your license will not be available for your start date.

Please review the new and important information on CPSO’s Policy on Blood Borne Viruses at www.cpso.on.ca/Physicians/Policies-Guidance/Policies/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 has to have an in-person component and cannot be solely online. The Hearth and Stroke Foundation ACLS Course is preferred.

If you are unable to complete an ACLS course before July 1 because of pandemic restrictions or the compressed registration timeline, you will have until October 31, 2021, to complete a course.

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

Already Certified:

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

        
Registration, Postgraduate Medical Education Office
70 Barrie Street
Kingston, Ontario
K7L 3N6
pgme@queensu.ca

 

Require Certification:

Option 1: Find a course that is convenient for you and register.  The Postgraduate Medical Education Office will reimburse you for the cost of the course up to a maximum of $400.  The cost of the course manual and any prerequisites are not eligible for reimbursement.

Option 2: Submit your name to the PGME Office indicating that you will sign up for a Queen’s Course that will be offered in September and October, pending demand. Registration details will be communicated to you shortly after you begin your residency training.

 

Instructions for Reimbursement

  • The PGME Office will reimburse up to $400 for course registration fees.
  • Provide the PGME Office with a copy of your ACLS certificate as proof of successful completion.
  • Send the completed form and the original or electronic receipt along with the ACLS Certificate (as proof of successful completion) to Christine McCallum.
  • The deadline to apply for reimbursement is November 30, 2021.

 

 

 

 

A provincial postgraduate registration fee of $840 is required to complete the registration process. 

You will be sent an email confirmation of your payment and registration once you have completed the process.  You may also wish to print a copy of your confirmation receipt as the Postgraduate Medical Education Office is not able to issue receipts. 

This fee must be paid through the PGME online registration system. Do not pay through the Queen’s SOLUS 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*.  Once contacted, you will have two weeks to reply with the necessary information.

*Queen’s graduates must provide an updated photo.

Timeline:

  1. Ensure your primary address where you will be living as of July 1 is updated in SOLUS by June 30.
  2. Student cards will be mailed out to the address in SOLUS after July 2 to all trainees (Kingston, Belleville, Peterborough, Oshawa).

The photo you provide will also be used to generate your KHSC Security Badge. You will receive your KHSC security badge during your program orientation. 

Please do not pay the $840 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.

Paymaster Hospital

Kingston Health Sciences Centre is the paymaster hospital for all 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 these steps 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

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 types of documents you will have to complete and submit to Kingston Health Sciences Centre. Please ensure you follow the checklist and submit all of the required documentation.

  • 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 received at KHSC, your name will be included on a listing indicating completion of all hospital registration requirements which will be forwarded to the Chief Executive Officer or delegate who shall immediately refer the application to the Combined MAC Credentials Subcommittee.  It will then be forwarded to the Medical Advisory Committee which in turn will make recommendations to the Board of each hospital, which makes the final decision. 

Should you be refused 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.ca

 

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