Skip to main content

Program Director Guide

The information below has been developed to assist Program Directors with their role, especially those who are new to the position.  It will be updated regularly and we welcome your comments for improvement.  Much of the content has been adapted from The Rookie Book - A Guide for New Program Directors, developed and compiled by Dr. S. Moffatt, MD, FRCP, in 1998.

Every Program Director has a wealth of information with which to become familiar.  It can be a daunting task, so here's a quick guide to the various sources and their contents.

PGME Website:    https://meds.queensu.ca/academics/postgraduate
This should be your number one source for up-to-date information and guidance.  There's a special site for Program Directors, in addition to sections for policies, committees, information for residents, admission information, and an event calendar.

PARO

PARO:  The Professional Association of Residents of Ontario

 

Royal College of Physicians and Surgeons of Canada

Policies and Procedures for Certification and Fellowship

CanERA-Exellence in Residency Accreditation

Specialty Committees

 

College of Family Physicians of Canada

https://www.cfpc.ca/en/home

*see CanERA-Excellence in Residency Accreditation

You're not alone!  A program is a partnership and there are lots of people who can provide assistance when it's needed, including:

  • PGME Dean and Office
    • To keep you informed about current provincial and university regulations and policies
    • To be the contact with the RCPSC for accreditation and documentation
    • To advocate for issues of residency education with Department Heads and hospitals
    • To have a reliable process for internal reviews, evaluations, promotions, and appeals
    • To give advice on special circumstances, residents in difficulty, and a host of other issues
  • Director, Resident Wellness
    • To provide support, counseling and referrals to residents in difficulty, and to facilitate the transition from undergraduate medical student to postgraduate resident.

The RCPSC informs Program Directors on what needs to be accomplished, but each PD will carry this responsibility within the limits of other rules and regulations outside of the jurisdiction of the College.  This includes provincial/university limitations on funding and positions, the PARO contract, hospital rules, and changing service configurations.   It's recommended that you find a good mentor in an experienced Program Director, and to maintain a close and positive relationship with the PG Dean.

For a complete listing of all postgraduate policies, please visit:  

https://meds.queensu.ca/academics/postgraduate/current/policies

CanERA-Excellence in Residency Accreditation

https://www.canera.ca/canrac/home-e

 

Internal Reviews

Information to be posted soon

Once the goals and objectives of the program and rotations have been established, it is important to construct a training sequence that is rational.  It is the Program Director’s responsibility, along with the RPC, to advocate for residency assignments that are based on educational needs, not simply service.

The service-to-education ratio is the critical balance and reflects the 'real' educational philosophy of a program and a department.  It can be a challenge for the Program Director to defend a balance that supports education; criteria need to be established for resident assignment and justified.  In this, Program Directors need the support of the department and Head.  It may help to take a fresh look at traditional assignments and ask:

What is dictating this resident assignment – service needs or educational needs?

Is the sequence of rotations rational for each resident?  Is the sequence responsive to each resident’s training needs and career goals?

It is also essential that every program, by design, permit the resident to have increasing responsibility for patient care.  This should be reflected in the objectives.  

For each rotation, the Program Director needs to designate a supervisor with whom you can liaise about scheduling and discuss resident progress and evaluation.

Other structural concerns:

In planning rotations, the Program Director needs to consider whether the program permits:

  • Electives (these must be possible and appropriate)
  • Community-based rotations (is the supervision adequate and are the objectives clear?)
  • An appropriate inpatient/outpatient mix
  • Access to academic activities and research

Finally, the Program Director needs to review the training template, both from the department's perspective (have the service issues been addressed?) and from each resident’s perspective (how does his/her chronological training map look?).

For information about Competency-Based Medical Education or the Triple C Curriculum, please visit:

 

RCPSC Resources
https://www.royalcollege.ca/rcsite/cbd/competence-by-design-cbd-e


CFPC Resources
https://www.cfpc.ca/CFPC/media/Resources/Education/WGCR_TripleC_Report_English_Final_18Mar11.pdf

 

 

 

AAMC       
Association of American Medical Colleges

ACGME   
Accreditation Council for Graduate Medical Education

ACLS       
Advanced Cardiac Life Support

ACMC       
Association of Canadian Medical Colleges (old name)
now know as Association of Faculties of Medicine of Canada

ACTH       
Association of Canadian Teaching Hospitals

AFMC       
Association of Faculties of Medicine of Canada

AFP       
Alternative Funding Plan

AUCC       
Association of Universities and Colleges of Canada

AVP       
Assessment Verification Period

BCT       
Basic Clinical Teaching

CACMS   
Committee on Accreditation of Canadian Medical Schools

CAHO       
Council of Academic Hospitals of Ontario

CAIR       
Canadian Association of Interns and Residents

CAME       
Canadian Association of Medical Education

CAPER   
Canadian Post-MD Education Registry

CaRMS   
Canadian Resident Matching Service

CAU       
Clinical Academic Units

CCFP       
Certificate, College of Family Physicians

CCT       
Confirmation of Completion of Training (RCPSC Form)

CEHPEA   
Centre for the Evaluation of Health Professionals Educated Abroad

CFMS       
Canadian Federation of Medical Students

CFPC       
College of Family Physicians of Canada

CIHR       
Canadian Institute of Health Research

CITER   
Core In-Training Evaluation Report

COFM       
Council of Ontario Faculties of Medicine

CMA       
Canadian Medical Association

CMG       
Canadian Medical Graduate

CMPA       
Canadian Medical Protective Association

COU       
Council of Ontario Universities

CPD       
Continuing Professional Development (Queen's)

CPSO       
College of Physicians and Surgeons of Ontario

CSCI       
Canadian Society for Clinical Investigation

FAIMER   
Foundation for Advancement of International Medical Education & Research

FITER       
Final In-Training Evaluation Report (RCPSC Form)

FLEX       
Federal Licensing Examination (USA)

FMRAC   
Federation of Medical Regulatory Authorities of Canada

FMRQ       
Fédération des médecins résidents du Québec 
 
FMG       
Foreign Medical Graduate

FMLAC   
Federation of Medical Licensing Authorities of Canada (old name)
now Federation of Medical Regulatory Authorities of Canada

FRCPC   
Fellow of the Royal College of Physicians of Canada

FRCSC   
Fellow of the Royal College of Surgeons of Canada

FSMB       
Federation of State Medical Boards

FTE       
Full Time Equivalent

GIDRU   
Gastrointestinal Diseases Research Unit (Queen's)

HDH       
Hotel Dieu Hospital

IMG       
International Medical Graduate

ITER       
In-Training Evaluation Report

KGH       
Kingston General Hospital

KRCC       
KGH Regional Cancer Centre

LCME       
Liaison Committee of Medical Education

LHIN       
Local Health Integration Network

LMCC       
Licentiate of Medical Council of Canada

LOA       
Letter of Appointment

MCC       
Medical Council of Canada

MCCEE   
Medical Council of Canada Evaluating Examination

MCCQE   
Medical Council of Canada Qualifying Examination - Part I
Medical Council of Canada Qualifying Examination - Part II

MD       
Doctor of Medicine

MOHLTC   
Ministry of Health and Long-Term Care

MTCU       
Ministry of Training, Colleges, and Universities

NBME       
National Board of Medical Examiners

NRMP       
National Resident Matching Program (USA)

OMA       
Ontario Medical Association

OMSAS   
Ontario Medical School Application Service

OPHRDC   
Ontario Physician Human Resources Data Centre

OTPC       
Orientation to Training and Practice in Canada (for specialty programs)  
 
OSCE       
Objective Structured Clinical Examination

OUR       
Office of the University Registrar (Queen's)

PARO   
Professional Association of Residents of Ontario

PC       
Providence Care

PEAP       
Pre-Entry Assessment Program

PGME       
Postgraduate Medical Education

PGMEC   
Postgraduate Medical Education Committee (Queen's)

PGY      
Postgraduate Year

PHAC       
Public Health Agency of Canada

PHP       
Physician Health Program

PRP       
Pre-Residency Program (for Family Medicine)

PSI       
Physicians Services Incorporated

QUIC       
Queen’s University International Centre

RCPSC   
Royal College of Physicians and Surgeons of Canada

ROS       
Return of Service

RPC       
Residency Program Committee (see RTC)

RTC       
Residency Training Committee (see RPC)

SEAMO   
Southeastern Ontario Academic Medical Association

SGSR       
School of Graduate Studies and Research (Queen's)

UMEC       
Undergraduate Medical Education Committee (Queen's)

USMLE   
United States Medical Licensing Examinations

WHO       
World Health Organization

 

Accreditation Without Certification Subspecialties
"Accreditation Without Certification" is a process whereby the RCPSC recognizes subspecialties for the purpose of accrediting programs, but does not offer examinations leading to certification in the designated subspecialty.

Assessment of Training
All applicants must have their residency training assessed by the RCPSC to ensure that the specialty specific training requirements have been met in a program that is recognized and approved by the RCPSC.

Elective
An elective is defined as a discretionary, non-mandatory component of training.

Licensure
The RCPSC does not grant licenses to practice medicine. Applicants who intend to obtain a license to practice in one of the provinces or territories of Canada must hold appropriate registration with the provincial/territorial regulatory authority. Applicants should contact the provincial/territorial medical regulatory authority directly for more information.

Objectives of Training and Specialty Training Requirements
Each specialty and subspecialty recognized by the RCPSC has specific mandatory Objectives of Training and Specialty Training Requirements. Specific information about the objectives of training and specialty training requirements is available for each specialty and subspecialty.

RCPSC Certification Examinations
Applicants are ruled eligible to take the examinations leading to RCPSC certification if all of the criteria of eligibility and residency training requirements have been met. Candidates for the examinations must register with the RCPSC in order to take the examination.

Reciprocity
The RCPSC has no reciprocal arrangements for recognizing examinations or qualifications of any other College or Board in any specialty or subspecialty. Applicants with certification from any other specialty or subspecialty examinations, College or Board, are not exempt from any of the requirements of the RCPSC.

Residency
A residency is a specialty training program that is completed after medical school. These programs offer supervised and specific training for the resident in their chosen specialty/subspecialty.

Ruling
A ruling is a decision on examination eligibility only. Once the applicant's residency training has been assessed, the RCPSC will make a "ruling" (decision) on examination eligibility. The RCPSC retains the authority to review all applications for preliminary assessment of training on a case-by-case basis and to determine the ruling on examination eligibility. The RCPSC also retains the authority to withdraw acceptance of an applicant's credentials and/or require that an applicant complete additional training.

Specialist Certification
Certification in a specialty or subspecialty will be granted upon the satisfactory completion of all credentials, training, and examination requirements. The RCPSC certification confirms that specialist physicians and surgeons have met RCPSC standards and training requirements.