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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

For the most up to date information with respect to COVID 19 guidelines and rules at Queen's, please refer to the following websites:

Faculty of Health Sciences COVID 19

Queen's University COVID 19

 

If you have specific questions, please contact Dr. Cherie Jones, Assistant Dean of Academic Affairs and Programmatic Quality Assurance

 

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 MD Program 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.

I am experiencing a personal crisis OR I am worried about a friend in crisis.

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. Faith and Spiritual Life / Interfaith Chaplain's Office

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

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

 

Refer to: Student Wellness Services – Urgent Help

I have experienced or witnessed threatening, concerning, or unprofessional behaviour.

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

 

YOUR FIRST POINT OF CONTACT:

Assistant Dean, Student Affairs via learnerwellness@queensu.ca, or through the Learning Environment Feedback tool that can be found on Elentra here (bottom left corner). All emails submitted through this tool will be reviewed by Dr. Renee Fitzpatrick, Assistant Dean, Student Affairs.

The Assistant Dean, Student Affairs will work in consultation with the student and the Assistant Dean, Academic Affairs as required. This will only occur if the student has provided explicit consent to do so.

 

If you feel that you have a conflict with Student Affairs, your option is to contact:

Assistant Dean - Academic Affairs – Dr. Cherie Jones ugmeacademicaffairs@queensu.ca

 

Options are described in the Student Complaints Policy.

Additional resources outside of the School of Medicine:

  1. The University Coordinator of Dispute Resolution (613-533-6095)
  2. Human Rights Advisory Services
  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 Assistant Dean, Curriculum.

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, MD Program

*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 MD Program 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: