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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: Clarifying Yellow and Red Zones

There have been many questions about what can and can’t be done during the fall’s zones, especially the “yellow” (quarantine) and “red” (cohorted, face-to-face teaching) zones. Here’s some clarification.

Students and members of healthcare professions have a special responsibility to behave in ways to keep themselves and members of the community well – this can mean there are extra tasks and limits imposed on those in these fields and fields of study beyond what is expected from the general population. You have a responsibility to your classmates and the community to follow these extra rules. These are directly reflected in our Queen’s UGME Competency Framework, in the Professional and Leader competencies, with these Curricular Objectives (https://elentra.healthsci.queensu.ca/assets/documents/redbook.pdf):

 

PR1.2.3 Recognize that maintaining personal wellness is a professional responsibility

LD 1.2.3 Develop self-awareness and management strategies to promote personal well-being and professional performance

LD2.1.2 Contribute to a culture of patient safety

 

This is underscored by our Student Professionalism Policy

The rules governing the academic “zones” we’re using were created in consultation with KFL&A Public Health as well as University and hospital leadershipapplying best practices related to COVID-19, as these evolve.

Our goal in implementing this system is to keep you, your classmates, and community members as healthy as possible while enabling us to cover all aspects of our curriculum with the ultimate goal of having you graduate on time. Missing time from the curriculum could impact graduation dates.

The best way to think about “what can I do” during a particular zone is to remember the underlying reason for restrictions, rather than looking for wiggle room. The point is to keep you, your classmates, and community members as safe and healthy as possible. While the “no travel” rules may seem restrictive, keep in mind that we’ve limited these zones to as few weeks as possible for each Year group.

 

Green Zone:

Conduct yourself as a member of the general community, obeying all guidance and directives from the Public Health Authority in the community in which you are residing.

 

Yellow Zone

These are periods of mandatory quarantine for students returning to Kingston. The only exceptions will be students who have already been in Kingston for a full two weeks prior to the beginning of the Yellow Zone period. Otherwise, no one can be granted an exception to yellow zone requirements. If you leave Kingston before or during that two-week zone, upon your return, you must quarantine for 14 days upon your return.

 

Quarantine MUST be done in Kingston, you can only leave your place of residence for medical appointments, picking up takeout food, grocery shopping, and independent exercise. During the quarantine period, students are expected to wear a mask when leaving the house, to maintain physical distancing, and refrain from gathering in groups or dining at restaurants or patios. You can’t have visitors, nor can you leave the city. And no going to the gym! At the end of Yellow Zone, all students will need to be tested for COVID-19 through one of the mechanisms that have been previously circulated.

 

Red Zone

For red zone, the travel restriction remains in place and you need to stay in your cohort, limiting socializing to no more than 10 people. There’s no leaving the city and no visitors from outside the city. Limit interactions with others outside your cohort as much as possible. During Red Zone, you will need to complete the self-assessment screening tool daily and respond as directed.

 

For all zones

Medical students should avoid engaging in high-risk behaviours that could increase possibility of harm to themselves, their classmates, or members of the community. This includes things such as visiting elderly or at-risk family members or friends (inside or outside Kingston), and international travel.

 

Please keep in mind that this system of Red, Yellow and Green Zones was developed to minimize the impact of these restrictions. The alternative would have been to require testing and restrict activity and travel for the entire term.

NO! This has the same potential impact of you travelling to them. The no travel rule works in both directions.

Questions about individual circumstances are to be directed to Dr. Cherie Jones, Assistant Dean – Academic Affairs and Programmatic Quality Assurance (ugmeacademicaffairs@queensu.ca, cjh@queensu.ca) and copied to Dr. Renee Fitzpatrick, Assistant Dean – Student Affairs (rf6@queensu.ca, ugmestudentaffairs@queensu.ca)

 

Drs. Fitzpatrick and Jones review all requests and consult with Public Health and enquiries should be directed to them, not administrative staff.  

(Please note, this is different from regular academic accommodation processes and procedures, which remain in effect).

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 denise.millar@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

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: