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Policies & Committees

UGME Policies

The Queen's School of Medicine operates in accordance with all Policies as set out by the governing bodies of the University. The Senate is one of the three governing bodies of the University, together with the Board of Trustees and the University Council, all of which are administered by the University Secretariat. A full listing of all Senate and Board policies can be found at

The School of Medicine Academic Council is empowered to develop basic policies which are in accordance with the long-term goals of the Faculty and the University.

Every effort is made to ensure the accuracy of this website. However, in the event of any discrepancies between the policy documents approved by the authorizing committee within the Faculty and the versions published via this website, the former shall be the governing version.

Policy # Title Effective Date Last Updated
AD-01 Application to the School of Medicine April 19, 2008 April 19, 2008
AD-02 Aboriginal Admissions January 12, 1999 January 12, 1999
AD-03 Assessment of Graduate Applicants  November 21, 2005 November 21, 2005
AD-04 Applicants with Previous MD Degree  March 18, 2008 March 18, 2008
AD-05 Deferred Registration  March 1, 2005 March 1, 2005
AD-07 Unprofessional Conduct of an Applicant  January 27, 2011 January 27, 2011
AD-08 Police Records Check  July 25, 2007 July 25, 2007
AD-09 Transfer Student  December 16, 2015 December 16, 2015
Policy # Title Effective Date Last Updated
SA-02 v2 Examinations Regulations September 1, 2014 July 14, 2014
SA-05 v8 Student Assessment  September 1, 2019 June 6, 2019
SA-06 v2

Student Progress and Promotion - For the class of QuARMS 2020 please contact the office of Academic Affairs.


July 1, 2019

September 2018

SA-07 v4 Attendance and Absences in UGME October 1, 2018 September 18, 2018
SA-08 v1 Academic Accommodation September 1, 2014 July 14, 2014
Procedure # Title Effective Date Last Updated
SA-05P v4 Student Assessment Practices and Procedures September 1, 2014 November 24, 2016
SA-07P Attendance and Absences in UGME: Procedure for Requesting Approval for Time Off Undergraduate Medicine November 7, 2014 October 5, 2016 
 SA-09P Electronic Examination Procedure July 26, 2016 June 4, 2018
 Policy # Title Effective Date Last Updated
N/A Aesculapian Sociey's Policy:  School of Medicine Builiding Acceptable Use Policy February 29, 2012 October 28, 2015
SC-01 Senate Policy on Academic Integrity Procedures October 23, 2008 October 24, 2011
SC-02 v5 Student Professionalism Policy September 1, 2015 July 1, 2019
SC-03 Immunization and Communicable Disease April 21, 2009 June 14, 2013
SC-04 Authorship July 22, 2010 July 22, 2010
SC-05 v2 Student Complaints Policy July 22, 2010 March 23, 2016
SC-08 Working Policy with Respect to HB Infected Students November 14, 2013 March 5, 2014


Procedure # Title Effective Date Last Updated
SC-08P Communicable Disease Screening Protocol December 2016 December 2016
Policy # Title Effective Date Last Updated
CC-02 v9 Student Observership September 1, 2020 August 2020
CC-04 v1 Ethical Conduct of Clinical Teaching Encounters April 15, 2008 April 15, 2008

CC-06 v101

CC-06 v6

Clerkship Electives v10 for the class of Meds 2021 and subsequent classes

Clerkship Electives v6*for the class of Meds 2020 

June 1, 2019

May 10, 2018

June 1, 2019

May 10, 2018

CC-08 v3 Logging of Mandatory Clinical Encounters and Procedures March 27, 2014 March 27, 2014
CC-10 v2 Teaching Methodology January 5, 2012 Janaury 5, 2012
CC-11 v2 Use, Revision, and Dissemination of the Queen's UGME Compentency Framework & MCC Presentations January 1, 2014 July 21, 2016
CC-12 v2 Curricular Time in Year 1, Year 2 and the Clerkship Curricular Courses November 1, 2014 March 23, 2017
CC-13 v1 Distributed Clinical Site January 1, 2015 December 17, 2014
CC-14 v2 Clerkship Clinical and Academic Activity October 22, 2015 October 22, 2015
CC-15 v2 Guest Teacher November 27, 2015 November 12, 2015
CC-16 v1 Audio and/or Video Recording of Learning Events in UGME December 16, 2015 December 15, 2015
CC-17 v1 Disruption of Educational Activities July 1, 2016 May 18, 2016
CC-18 v2 Course and Faculty Evaluation July 1, 2016 September 18, 2017
CC-19 Extension to Clerkship March 1, 2018 March 1, 2018
Procedure # Title Effective Date Last Updated
CC-02P v7 Student Observerships Procedure  September 1, 2019 July 26,2019
CC-06P v4 Clerkship Electives Procedure August 17, 2011 June 1, 2019
CC-11P v4 Use, Revision and Dissemination of UGME Competency Framework & Medical Council of Canada Presentations Procedure   Sept 28, 2017
CC-15P  Guest Teacher Procedure   March 18, 2015
CC-16P Procedure for Course Directors to make changes to Course Content January 30, 2014 January 30, 2014
Policy # Title Effective Date Last Updated
G-02 v2 International Electives  March 1, 2016 May 17, 2017
G-03 v1 Visiting Medical Electives December 1, 2014 December 1, 2014
Title  Effective Date Revised Date
Access to Student Records & Privacy  October 2014  January 2021
Conflict of Interest Procedures  August 2016  November 2019
Funding for Conferences  August 2016  
Survey-based External Research  September 2016  
Occupational Exposures and Injuries Procedure  March 28, 2019  
Student Vehicle Travel Safety Guidelines  May 19, 2016  

UGME Committees

The “Undergraduate Program” is responsible for the development, operation and continuing review of all processes required for the admission, education and assessment of students enrolled in the MD Degree Program at Queen’s University.

Access to Committee Communities is limited to committee membership.

Academic Affairs Committee
Recommends to MD PEC policy and practices on matters related to academic experience of MD and QuARMS students

Terms of Reference 
Admissions Committee     
Develops and executes admissions policies and processes.    
Terms of Reference
Awards Committee    
Oversee the terms, application and awarding of awards available in the School of Medicine.
Terms of Reference
Communicable Diseases Advisory Group (CDAG)   
Oversees all aspects supporting of the Communicable Disease Policy.
Terms of Reference
Curriculum Committee      
Oversees the design, content and operation of all aspects of the curriculum.    
Terms of Reference
Course and Faculty Review Committee (CFRC)
Develops processes for and executes regular performance reviews of all curricular courses and teaching faculty.
Terms of Reference

Clinical Clerkship Committee
Reports to the Curriculum Committee and provides oversight and leadership for the development and implementation of the Clinical Clerkship curriculum.

Terms of Reference
Diversity Advisory Panel   
Promotes and advances the objectives outlined in the School of Medicine Diversity Statement.
Terms of Reference
Hospital Liaison Committee Established to ensure appropriate coordination between hospital and the UGME program leadership, with the goal of optimizing the educational environment. Terms of Reference
Student Assessment Committee (SAC)        
Sets and reviews standards for student assessment.
Terms of Reference   
Teaching, Learning and Integration Committee (TLIC)  
Oversees teaching methods and policies, faculty development and the promotion of innovation and scholarship.
Terms of Reference
MD Program Executive Committee (MD-PEC)       
Oversees the entire undergraduate MD program. Responsible for policy making and action on all committee recommendations.   
Terms of Reference
Professionalism Advisory Committee (PAC)        
Reviews reports from faculty members, staff, preceptors, clinicians, other allied health professionals concerning the professional conduct of students.
Terms of Reference 
Program Evaluation Committee (PEC)        
Develops and executes processes for reviewing the MD program in its entirety.
Terms of Reference 
Progress and Promotion Committee (P & P)   
Sets standards for and reviews student progress. Makes recommendations for promotion or remediation, as required.
Terms of Reference 
School of Medicine Academic Council (SOMAC)
Members of the Council have the power to meet and to administer the affairs of the School of Medicine.
Student Affairs Committee 
Sets policies and operates processes for student personal support, career counseling and academic support. 
Terms of Reference
Workforce Committee            
Develops processes for the assignment of Undergraduate Medical Education deliverables to Faculty Members of the School of Medicine and to monitor those processes.
Terms of Reference