Verify all details provided in the personalized letter of appointment, which covers the academic year from July 1 to June 30.  Confirm your acceptance of the Letter of Appointment if the details are correct.  If there is a problem with the information, do not accept the letter of appointment but instead 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.

The Postgraduate Medical Education Office (PGME) will also receive a copy of your Letter of Appointment (LOA) and will submit it to the CPSO. Please do not submit the LOA directly to the CPSO yourself as they will not accept it.

This is a mandatory requirement coordinated by the PGME Office on behalf of KHSC and Queen’s University.  All trainees (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. The PGME Office  requires a Criminal Records Check with Vulnerable Sector Screen. This may be completed online at your local police force or by requesting  this from the Kingston 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 will be required to submit an electronic copy via the PG Registration site
2. The CPSO requires a Criminal Record and Judicial Matters check (Level 2) or VSS

* 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.

CMPA medical liability protection is mandatory for all Queen’s University trainees (Residents and Clinical Fellows). Information on how to apply for a membership can be found on the CMPA website at https://www.cmpa-acpm.ca/en/joining-cmpa/how-to-apply or at 1-800-267-6522. Follow their instructions and we encourage you to start the application as soon as possible. You do not have to wait until you’ve received your CPSO certificate of registration to apply for your CMPA membership.

You cannot begin your training without CMPA medical liability protection.

*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.

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 Heart 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 or equivalent courses. Please confirm with your program director. If there is a program requirement, the PGME Office will provide reimbursement for the course (see notes below).

Already Certified:

Submit an electronic copy of the ACLS certificate via the PGME Registration site.

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, excluding the course manual and any prerequisites. The maximum amount of reimbursement for ACLS will be $450.  If you are required to take a different course your program should consult with the PGME Office regarding the maximum 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 2023 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 if the trainee completed the course on their own time.  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.

Click to view information on courses offered through Queen’s Health Sciences Clinical Simulation Centre and Lakeridge Health Education and Research Network (LHEARN) Centre.

Instructions for Reimbursement 

• The PGME Office will reimburse up to $450* for course registration fees.
• Courses must have been taken between April – June 2023.
• 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.
  
  

* The maximum amount of reimbursement for ACLS will be $450.  If you are required to take a different course your program should consult with the PGME Office regarding the maximum reimbursement.

A provincial postgraduate registration fee of $910 is required.  This is the final step in the online PG Registration process. You cannot complete this step until the PGME Office has confirmed that you have been issued a Certificate of Registration and you have CMPA (or equivalent) coverage.  

Do not pay the $910 Registration Fee through the Queen’s SOLUS system.  You must submit payment through the PGME Online Registration Payment System.

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. 

If your address changes after you have registered on-line, you will need to update your personal information in three places as follows:

1. Log into Elentra system, go to 'PGME Registration', and change your address 
2. Email KHSC People Services at residents@kingstonhsc.ca
3. Email the Office of the University Registrar at solus@queensu.ca

Student Cards 

You will receive an email from the Office of the University Registrar, sent to your Queen’s email address (@queensu.ca), with instructions on how to complete the required information and submit a photo. Queen’s graduates must 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 19.

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

Hospital Badges

The hospital security office needs a photo by May 19 so that your badge can be produced then sent to KHSC Human Resources to be included in your individual onboarding package.

Please note that the documents you must complete are accessible through the online PGME registration portal. However, do note that some of the documents requested must be submitted via 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 and follow the checklists 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.

All trainees, even if not paid by KHSC, must complete documentation and mandatory training modules. You will be guided through the process using the on-line PGME registration system. The information you are provided is specific to your funding source.

MOH-funded trainees will receive paystubs electronically, sent 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.

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.

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.ca

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