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, you may wish to review the registration requirements below. You will need to meet all of the criteria in order to register with the Postgraduate Medical Education Office.
Please note that the online registration system will be now available on April 3, 2020 at 5:00pm and that you must be registered by June 26, 2020 to commence your training on July 1, 2020. A late fee of $50 will be applied to all registrations after June 26. Please note that the CPSO, CMPA, and Queen’s will be closed on July 1.
If you are not registered by Friday, June 26 at 12:00 noon, the following people will be notified that you are not able to work as of July 1, 2020:
- Chief, Medical and Academic Affairs, Kingston Health Sciences Centre
- Associate Dean, Postgraduate Medical Education
- Your Program Director
- Financial Services - Payroll, Kington Health Sciences Centre
- University Registrar
Please note that you will not be allowed to start in your program if you are not completely registered.
All inquiries about registration with the Postgraduate Medical Education Office are to be directed by email to firstname.lastname@example.org or by phone at (613) 533-2543.
You will log into the Registration System using your Queen’s NetId and Password. You will be guided through each requirement of the registration process, and further information is provided below. For some requirements, you will not be permitted to proceed until you have completed the necessary pre-requisite steps.
In order to access the online registration system, you must obtain a Queen’s Network Identity (NetID), Password and Email address. Instructions on setting up your Queen’s NetID, Password and Email address will be sent to you by email by April 3, 2020 by 5:00 pm. If you do not receive this information, please contact email@example.com.
* You must set-up your Queen’s NetId and Password by April 22, 20209.
Your Queen’s email account is important as all email correspondence from Queen’s University will be sent to this address only. Please note that after activating your NetID, it may take 24-48 hours before you can successfully log into the registration system. To obtain your Net ID and Queen’s email address please visit the Queen’s NetID website at: http://www.queensu.ca/its/netid
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 firstname.lastname@example.org 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.
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
70 Barrie Street
Kingston, ON K7L 3N6.
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 email@example.com 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).
*For trainees sponsored by the Canadian Forces, your medical liability protection is provided by the Forces, exempting you from CMPA.
If you do not have a CMPA application package, you may obtain one from the CMPA website. You cannot begin your program without CMPA medical liability protection.
Contact the CMPA at 1-800-267-6522 or http://www.cmpa-acpm.ca to apply for membership .
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). If you do not receive an application package for your Certificate of Registration for Postgraduate Education by April 1, you should contact the CPSO immediately. Please note that the CPSO is asking everyone to submit their applications and supporting documentation electronically.
For more information on the application process visit the CPSO website. You may also call the CPSO directly at 416-967-2617 or 1-800-268-7096 for further information.
If you do not receive the certificate before the starting date of your appointment, you must contact the CPSO Registration Department to confirm that you are registered. You cannot begin your program without a CPSO Postgraduate Education Certificate.
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* are required to have a current Advanced Cardiovascular Life Support (ACLS) Certification prior to beginning their residency.
*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.
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
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.
Instructions for Reimbursement
- The PGME Office will reimburse up to $400 for course registration fees and only for courses taken between March 1st to June 30, 2020.
- Provide the PGME Office with a copy of your ACLS certificate as proof of successful completion (firstname.lastname@example.org)
- 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 August 31, 2020.
A provincial postgraduate registration fee of $805 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 only, 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.
You may pick up your student card anytime after July 1 from the Office of the University Registrar, Gordon Hall.
The photo you provide will also be used to generate your KHSC Security Badge. You will pick up your badge during Orientation.
For Family Medicine residents in the Belleville-Quinte, Peterborough-Kawartha, and Bowmanville-Oshawa-Lakeridge programs, your student cards will be forwarded to your Program Assistants to distribute to you.
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 email@example.com
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
KHSC Occupational Health, Safety and Wellness