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Policy

MD Program Site Assignment Appeal

Categories: MD UGME appeal Site assignment

Accreditation

From the LCME/CACMS Accreditation Standards for the Program Leading to the MD Degree, May 2012 –

ED-43. A medical education program must assume ultimate responsibility for the selection and assignment of all medical students to all instructional sites or educational tracks. There must be a process whereby a medical student with an appropriate rationale can request an alternative assignment when circumstances allow for it. [Emphasis added]

A medical education program having multiple instructional sites or distinct educational tracks is responsible for determining the specific instructional site or track for each medical student. That responsibility should not preclude medical students from obtaining alternative assignments if appropriate reasons are given (e.g., demonstrable economic or personal hardship) and if the educational activities and resources involved allow for such reassignment. It is understood, however, that movement among campuses may not be possible (e.g., because the instructional sites may offer different curricular tracks).

Overview

Some students may request a change in their site assignment based on consideration of highly extenuating (new, serious, unanticipated and/or unavoidable) circumstances, such as health conditions, personal issues, or similar compassionate grounds. Such students should first seek the assistance of the Office of Student Affairs (OSA), in order to explore all available options for support in managing the situation. The Site Assignment Appeal Committee (SAAC) would then be convened as needed, at the request of the OSA.

Appeals

Site assignments that may be considered on appeal include

  • Pre-clerkship base assignment (i.e., Regina or Saskatoon)
  • Clerkship base assignment (i.e., Regina, Saskatoon, or PA/other rural sites as developed)
  • Family Medicine Clerkship rural site assignment. (Note that this would almost always entail possible transfer from one rural site to another and/or a shift in the timing of the assignment. It is considered highly unlikely that the requirement for rural family medicine experience would ever be waived altogether.)

SAAC Membership

The SAAC membership is as follows:

  • Associate Dean Education (Chair – to vote only to resolve impasse)
  • Two Geographic Associate Deans from currently assigned site and proposed new site
  • Student representative, appointed by SMSS – from one year ahead (except in year four), preferably from the requested site
    • Prior to appointment of the student representative, the transfer applicant may identify to the Chair any students with whom there is a real or perceived conflict of interest – the Chair, within reason and at his/her sole discretion, will mediate the choice of student representative(s) by the SMSS to avoid such conflicts of interest.
    • The transfer applicant may waive student representation for privacy reasons. In such a case, the Chair will solicit information from class representatives about perceived capacity at the requested site and provide that information during the committee’s deliberations.
  • Registrar and Director of Academic Service, SESD
  • OSA observer (voice but no vote)

Process

The reconsideration process is as follows:

  1. The student will be instructed to put the request for a change of site in writing to the Chair, SAAC, and will include any supporting documentation.
  2. The SAAC will meet (via videoconference) as soon as possible to review the written request and any supporting documentation, usually within ten working days. At the discretion of the Committee, the student may be asked to meet with the SAAC in person to discuss the change request.
  3. The SAAC will determine whether the student’s request will be granted. The decision of the committee will be sent in writing to the Assistant Dean, UGME within three days of the committee meeting. The decision of the SAAC will be final and binding. The Assistant Dean, UGME will inform the student of the decision.