Trainees from Ontario Universities | School of Medicine

Elective Application Process for Trainees from Ontario Universities

Important Timelines

Start your application at least 90 business days in advance of the planned elective start date. Failure to apply 90 business days in advance, may delay your start date or result in the elective being declined.

Electives should be a maximum of 4 weeks and will not normally exceed six (6) months.

Important Notice*

If you are an internationally sponsored trainee, please contact the PGME Registration Manager before starting your application. Additional requirements (e.g., work permit, notifying your sponsor) may apply.

Step-by-Step Process

STEP ONE

Confirm Availability with Program and/or regional hospitals

Contact the program administrator, in the program you wish to conduct the elective at Queen’s, directly to request an elective opportunity. If the program agrees, a letter should be provided to you confirming their acceptance to conduct the elective. This letter will allow you to go to #2 “Submit Required Documents”.

If you are planning on conducting an elective at one of our off sites hospitals, please contact the appropriate hospital and if appliable the Rural Ontario Medical Program (ROMP) or the Eastern Regional Medical Education program (ERMEP).

If the elective is not based in Kingston, Ontario (i.e., Belleville, Oshawa) and not under direct supervision of a Queen’s accredited program, the supervising preceptor must hold a Queen’s adjunct appointment or demonstrate that they are in good standing with both their medical affairs department and the College of Physicians and Surgeons of Ontario (CPSO).

STEP TWO

Submit Required Documents

Send one email to barrosol@queensu.ca with the following attachments:

From the receiving program director or off-site Medical Affairs Office:

Confirmation letter including:

Elective dates
Preceptor/supervisor name(s)
Adjunct appointment status or confirmation letter from medical affairs office (if elective will not be conducted at KHSC or PHC)
Elective location
Approval of the elective

From your home program:

Letter of good standing confirming:

Elective start/end dates
Current training level and program
Not on probation or suspension
Elective is part of your training program
Continued funding for salary and workplace injury insurance

Other Required Items:

Proof of CMPA membership (or equivalent)
Medical degree
Work permit (if applicable) *
Home university student number
Date of Birth

STEP THREE

Confirmation of Elective Registration

PGME will:

Provide confirmation of your elective by email once your documents have been reviewed.
Request your hospital privileges from the affiliated Medical Affairs office one month before your elective start date, to ensure they are approved for the full duration of the elective.
Email you and the program administrator once you are authorized to start your elective.

STEP FOUR

Hospital Privileges and Work Authorization

Medical Affairs department will:

Send you confirmation of your hospital privileges, including all requirements you must complete before starting your elective.
Provide instructions on how to upload your photo for creation of your hospital ID badge.
Give guidance on completing the security payment required for the hospital ID badge.
Provide information about required LUMEO training that must be completed prior to starting your placement.

STEP FIVE

Elective Program Responsibilities

The elective program will:

Provide your clinical schedule
Advise and arrange any additional program‑specific access requirements (e.g., scrubs)
Inform you where and when to pick up your onboarding package (which will include Hospital ID badge and IT access) on the first day of your elective.