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QMED Help Tool

What is the QMED Help Tool?

This tool is intended as a quick reference for medical students at Queen’s University who find themselves in an emergency or crisis situation or needing quick reference/guidance.

Note: The Help Tool provides information and links to resources, but does not connect you directly to assistance.

If your health or safety, or the health or safety of someone else, is at risk, please call 911 or seek immediate medical assistance.

For advice, choose from the categories below:

COVID 19: Vaccination

Novel coronavirus disease 2019 (COVID-19) vaccination is required for clinical teaching activities and clinical placements. Medical learners should follow NACI recommendations on the use of COVID-19 vaccines. Medical learners who choose not to have COVID-19 vaccination should be notified that university and hospital policies may preclude them from clinical teaching and/or clinical placements that are curricular requirements.

You are responsible to receive the vaccine at your earliest convenience and when available, providing confirmation to learnerwellness@queensu.ca

Please email proof of your second dose to learnerwellness@queensu.ca. If you do not have your receipt, you can go HERE and download it.

Unfortunately, the UGME will not be able to provide vaccine to students. You should follow Public Health instructions for access to the vaccine.

The requirement will be that you are vaccinated prior to starting curriculum in September. If you have difficulty, please get in touch with us and let us know.

COVID 19: Clerkship

In the event that you develop any symptoms that may be due to COVID-19 infection you must:

 

·       Inform Occupational Health at the clinical site where you are working and follow recommendations for testing

·       Contact your preceptor, course director, Clerkship Director/Co-ordinator to make them aware of their absence

·       Complete the COVID Assessment Survey, Ontario Ministry of Health and follow the recommendations provided. Self quarantine at your current place of residence, only leaving to access COVID-testing at the nearest assessment site.

·       Continue to self quarantine at the current place of residence until the results of COVID testing are available.

·       If your COVID test is negative, then you can return to the clinical placement once they have been asymptomatic for 24 h or cleared by Occupational Health at the site where you are working

·       While in self quarantine and awaiting COVID test results, you are required to quarantine to your private space as much as possible, continuing to practice social distancing, frequent hand washing and, if in common areas at any time, all parties should wear a mask.

In the event that your roommate develops any symptoms that may be due to COVID-19 infection you:

 

·       are encouraged to self-isolate until your roommate’s test result is confirmed as negative.

·       should contact Occupational Health of the site where you are working for direction re duration of your self isolation.

·       must self-isolate until your roommate’s COVID test result is confirmed negative if this is explicitly required by Occupational Health at the site where they are working.

·       If you are self-isolating you must contact your preceptor, course director, AND Clerkship Director/Co-ordinator to make them aware of your absence.

·       do not need to access COVID testing before your roommate’s results are available unless:

o   you develop any symptoms that may be due to COVID-19

o   you are directed to do so by Occupational Health at the site where you are working, or local Public Health

If the COVID test is positive the student is required to :

o   Contact Occupational Health at the clinical site where they are assigned for further direction if not involved already

o   Co-operate with the regional Public Health efforts around contact tracing.

o   Notify Learner Wellness, Student Affairs UGME, Clerkship Year Director

Decisions regarding the medical student’s roommates / co-habitation with a COVID positive roommate will be determined in consultation with the Clerkship Director, the local Public Health/Occupational Health services and the students involved

 

Only if you are asymptomatic:

You should follow the directions of the app, and let your preceptor, course director, Vanessa Thomas and Occupational Health at your site know. You should also identify yourself as a Healthcare worker if you present for testing prior to speaking to Occupational Health. Healthcare workers have their swabs prioritized so this will minimize the impact on absence from clerkship. Once you have a swab you must wait for results before returning to work.

 

You must follow their directions. If you are to miss time from your placement, please let your preceptor, course director and Vanessa Thomas know.

Only if you are asymptomatic:

You may call Occupational Health, but you are to continue with regular duties until told otherwise. In the case of room-mates, it is advised that they isolate within the home and not enter shared spaces as much as possible (and mask if they do) until the result of their test is back.

Crisis / Professionalism

If your health or safety, or the health or safety of someone else, is at risk, please call 911 or seek immediate medical assistance or go to the nearest Hospital Emergency Department

THERE IS HELP AVAILABLE NO MATTER HOW DIFFICULT THE SITUATION IS. There are a number of options available for support and counseling

STUDENT MAY:

1. Contact Student Affairs, Learner Wellness Centre to make an appointment.

  1. Our Wellness Advisors can meet with you to discuss any concerns
  2. All meetings are confidential
  3. Email: learnerwellness@queensu.ca Phone: 613-533-6000 X78451

2. Contact Student Wellness Services

  1. There is a Queen’s counsellor dedicated to providing services for medical students and residents
  2. All meetings are confidential Phone: 613-533-6000 ext. 78264 Identify yourself as a Queen’s Medical Student

3. If you are on a regional rotation, you may contact one of our Student Affairs Contacts Outside of Kingston

4. Contact Office of the Interfaith Chaplain

      a. Kate Johnson is available for individual counselling on any topic (spiritual, religious, personal, financial, crises)

      b. Email Kate via Chaplain@queensu.ca or visit the website: https://www.queensu.ca/faith-and-spiritual-life/home

 

Refer to: Student Wellness Services – Urgent Help

If you are concerned about immediate or impending harm to yourself or someone else, please seek immediate assistance from onsite security or other authorities or call 911.

The UGME is committed to a safe and healthy work environment and encourage you to address you concern. If you have experienced or witnessed a faculty member, other student, resident, other learner, health professional or administrative staff member do something that was disturbing to you, please reach out.

STUDENTS MAY CONTACT:

  1. Assistant Dean - Academic Affairs - ugmeacademicaffairs@queensu.ca
  2. Assistant Dean - Student Affairs - rf6@queensu.ca
  3. Associate Dean, UGME - ugmedean@queensu.ca

Options are described in the Student Complaints Policy.

Students may also contact:

  1. The University Coordinator of Dispute Resolution (613-533-6095)
  2. The Human Rights Office
  3. Queen’s Student Accessibility Services (QSAS)
  4. Chief of Medical and Academic Affairs, KHSC (613-549-6666 x4205) - christopher.gillies@kingstonhsc.ca 

Injury / Illness

AS SOON AS POSSIBLE, YOU MUST:

1. Percutaneous injury: allow the puncture, cut or abrasion to bleed freely, then wash well with soap under running water

2. Immediately notify the Supervisor, Resident or attending Physician

3. Present to Occupational Health & Safety: Monday – Friday 7:00 am – 4:00 pm. After Hours or weekends: Present to the nearest Emergency Department (or urgent care clinic) within 2 hours of exposure *Refer to the Occupational Exposure to a Bloodborne Pathogen procedure

4. After initial care, follow up with Occupational Health @ HDH within 24 hours Fiona.Byington@kingstonhsc.ca 

5. Once physically able, notify the Learner Wellness Centre/Curricular Coordinator of the incident

AS SOON AS POSSIBLE, YOU MUST PERSONALLY:

1. Seek medical attention as needed. Options: local emergency room or urgent care, personal physician, student health

2. Contact the Year or Clerkship Director or Curricular Coordinator to notify of injury or illness

3. Obtain response/confirmation of receipt. Resend if no reply within 48 hours

4. Notify Student Affairs of your absence

5. Provide Supporting Documentation if requested

Exams

The Exam is a MIDTERM

AS SOON AS POSSIBLE, YOU MUST PERSONALLY:

  1. Contact the Course Director, Year Director, Curricular Coordinator & Assessment Coordinator
  2. Obtain response/confirmation of receipt. Resend request if no reply within 48 hours
  3. Provide Supporting Documentation if requested

 

Course Director and Year Director determine whether supplemental examination or reassignment of grade values to other assessments will be considered.

Course Director and Year Director communicates decision and plan to student.

The Exam is a FINAL or an NBME

AS SOON AS POSSIBLE, YOU MUST PERSONALLY:

  1. Contact the Year or Clerkship Director, Curricular Coordinator & Assessment Coordinator
  2. Obtain response/confirmation of receipt. Resend request if no reply within 48 hours
  3. Provide Supporting Documentation if requested

The Assistant Dean, Academic Affairs & Programmatic Quality Assurance determines the appropriate course of action and communicates outcome/decision to student.

STUDENT MAY:

  • Contact the Assistant Dean, Student Affairs at rf6@queensu.ca
  • Contact the Year Director or Course Director and request a meeting

  •  Request appointment with an Academic Advisor by contacting the Student Affairs Office at learnerwellness@queensu.ca

 

STUDENT:

ExamSoft Issues – contact the Assessment Coordinator

General Computer Issues – contact Queen’s ITS

You are required to possess a personal laptop for taking exams. Personal laptops must meet the requirements as set out in the School of Medicine Computer Requirements.

You should make every effort to ensure you have access to a laptop for examinations. Notify the UGME, as soon as possible, if you are unable to provide a laptop for your upcoming examination.

There are a limited number of computers available and allocation is based on need and availability.

*Backup laptops are intended for use only when an unforeseen issue occurs during examinations.

Students without a laptop may be required to write a paper version of the examination OR may not be eligible to write at the schedule time, final decision is at the discretion of the Year Director.

References:

School of Medicine Computer Requirements

Procedures for Electronic Examinations

Accommodations

STUDENT:

Registers with Queen’s Accessibility Services (QSAS)

Student Affairs Advisors can assist if desired. Email learnerwellness@queensu.ca, or ugmestudentaffairs@queensu.ca.

STUDENT:

Obtains Letter of Accommodation and individualized accommodation plan from QSAS

Forwards copy of Letter of Accommodation to Student Affairs Office at learnerwellness@queensu.ca *Obtains response/confirmation of receipt from Student Affairs

The Student Affairs office will ensure:

Notification and plan is sent to the Assistant Dean, Academic Affairs & Programmatic Quality Assurance

An accommodation plan is communicated to the Student

 

An accommodation plan is communicated to appropriate curricular leads on a need-to-know basis for implementation

 Short Term = defined issue with known ending and is not recurrent or ongoing

Example: injuries such as a broken arm

STUDENT:

Contacts the Year Director and Curricular Coordinator

YEAR DIRECTOR/CURRICULAR COORDINATOR:

Determines implications of impact on schedule

Informs relevant parties, Student Affairs Office and the Assistant Dean, Academic Affairs & Programmatic Quality Assurance

Works with student to determine and implement plan

Monitors progress and duration of short-term

YEAR DIRECTOR:

Notifies Student Affairs and the Assistant Dean, Academic Affairs & Programmatic Quality Assurance in the event long term accommodation is recommended or required

 

Absences

My Leave is URGENT (Immediate & Unplanned)

STUDENT MUST:

1. Contact the Assistant Dean, Academic Affairs & Programmatic Quality Assurance or the Associate Dean, UG

*Each have the ability to grant leave immediately and application may be received after the leave has commenced.

2. Obtain response/confirmation of receipt

or

STUDENT MAY:

1. Contact appropriate Faculty Lead and Curricular Coordinator

2. Obtain response/confirmation of Receipt

STUDENT WILL:

Remain in contact with UG as directed and provide notification of expected date of return as soon as known

The Assistant Dean, Academic Affairs and Programmatic Quality Assurance will determine best reintegration plan for student Communicate outcome/decision to student 

My Leave is NON-URGENT (Planned in Advance)

Years 1, 2, C1, C2 & C3

STUDENT MUST:

1. Determine if there are any mandatory sessions during time away

2. Seek approval from Teachers and Course Director providing approach for missed sessions

3. For Clinical Skills – Contact Term Director for approval

4. Complete Approval for Time Off. Supply any supporting documentation & plan for make up of missed sessions

5. Obtain response/confirmation of approval

During CLERKSHIP Block Excluding personal days

STUDENT MUST:

1. Notify & Seek approval from the relevant Course Director or Delegate. Determine plan for make up sessions as necessary.

2. Complete Approval for Time Off; Supply any supporting documentation & plan for make up of missed sessions

3. Obtain response/confirmation of approval

4. Notify any Clinical Areas where working

5. In the case of Call – arrange for coverage

Personal Days

STUDENT MUST:

1. Determine if they have days remaining

2. Determine if there are any mandatory sessions or events during time away; plan make up for missed sessions

3. Complete Approval for Time Off 6 weeks in advance

4. Obtain response/confirmation of approval from Coordinator

5. Notify any Clinical Areas where working

6. In the case of Call – arrange for coverage

The Assistant Dean, Academic Affairs & Programmatic Quality Assurance will consider any re-entry requirements based on length of absence Communicate outcome/decision to student

 

Reference: