International Trainees, including those from the United States | School of Medicine

Elective Application Process for International Trainees, including the United States, requiring a Canadian work permit

Important Timelines

Start your application 6 months in advance of the elective start date. This timeline includes the time required to produce your Letter of Appointment from Queen’s University, which is needed to initiate your CPSO application. This must be coordinated before contacting the CPSO to apply for a certificate of registration. Failure to apply 6 months in advance, will result in the elective being declined.

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

Basic Eligibility for medical license through the CPSO:

Be currently enrolled in a residency or fellowship program.
Have completed at least two years of training in the discipline in which you are seeking an elective (one year for Family Medicine electives)
Use English as the language of patient care in your current training program

Please begin the process below if you meet the above 3 basic eligibility requirements. More information on CPSO requirements can be found in section 4.

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 “PGME Registration Fee”.

STEP TWO

Submit Required Documents

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

From the receiving program director:

Confirmation letter including:

Elective dates
Preceptor/supervisor name(s)
Elective location
Approval of the elective

From your home program:

Letter of good standing confirming:

Elective start/end dates
Current training level and program at the time of the elective
That you are not on probation or suspension
Elective is part of your training program
The primary language used for patient care in your training program
That funding for your salary will continue from your home institution

Other Required items:

Medical degree
Up to date curriculum vitae
Proof of citizenship
Evidence of full funding support (salary) from the funding institution for the duration of the elective if different then your home training program
Home university student number

STEP THREE

PGME Office Actions

PGME will advise you when to pay the $750 registration fee. This includes a $500 non-refundable deposit.
Once payment is received, PGME will issue you an Elective Letter of Appointment (ELOA) for your acceptance.
Once ELOA is accepted, PGME will forward to the CPSO to confirm elective at Queen’s University.

All international elective trainees (excluding US trainees) must successfully complete a two-week Pre-Entry Assessment Program (PEAP). The PEAP will be conducted by the elective supervisor when you start your elective appointment, it does not occur separately from your regular elective training. This time is clearly marked in the letter of appointment.
- PGME will issue paperwork and information to the applicant on how to apply for a work permit by providing an approved “Letter of Employment” that will enable the applicant to apply for the appropriate work permit with Immigration, Refugees and Citizenship Canada (IRCC).
Applicants who are not Canadian citizens and/or permanent residents of Canada must have a work permit that is valid for the duration of their elective.
IRCC requires the “Letter of Employment” to confirm that the foreign national is being remunerated at a rate commensurate with that of a Canadian performing the same duties in the same location of work. Elective trainees must have funding for their elective rotation that meets the requirements of the scale of remuneration of the PARO-OTH Agreementas noted on the letter from their home program under section 2.

STEP FOUR

Elective Applicant Actions

Apply to the CPSO

Submit your application to CPSO.
Send your CPSO Applicant Number (AP#) and date of birth to barrosol@queensu.ca.
It is the responsibility of the trainee to contact the College of Physicians and Surgeons of Ontario (CPSO)for a license application package and to ensure that all the licensing requirements are met prior to the elective period.

Apply to the IRCC

Once the PGME Office provides you with a “Letter of Employment,” including an IRCC Employment Number, you may begin your work permit application with Immigration, Refugees and Citizenship Canada.

Apply to the CMPA

Upon arrival to Canada, trainees must apply for coverage under the Canadian Medical Protective Association (CMPA). CMPA coverage is mandatory for all Queen’s University trainees and is required before beginning the elective. Contact the CMPA at 1-800-267-6522 or http://www.cmpa-acpm.ca for more information.

STEP FIVE

Confirmation of Elective Registration

PGME will:

provide the affiliated Medical Affairs office your credentials for them to release and approve hospital privileges for the duration of the elective.
email you and the program administrator once you are authorized to start your elective.

STEP SIX

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 SEVEN

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.