Assessment and Appeal Policies

Background

This policy outlines the appeal process within the Department of Family Medicine for Postgraduate training.

The principles of the appeal process for the Postgraduate Program of the Department of Family Medicine follows those outlined in the Resident Evaluation and Appeals Policy of the Postgraduate Medical Education Office (PGME Office) at Schulich. 

Under the Resident Assessment and Appeals Policy of the PGME Office at Schulich , the only situation where a resident can launch an appeal is when an end of rotation in-training evaluation report has an overall assessment statement of "Does Not Meet Expectations" or "Unsatisfactory".

Step-by-Step Instructions

1) In the event of a "Does Not Meet Expectations" or "Unsatisfactory" overall assessment for a rotation, it is recognized that different individuals (the resident him/herself, postgraduate director, program directors, resident's family medicine preceptor) may be notified concurrently.

All individuals who are notified of such an assessment MUST report this ASAP to the Postgraduate Director of the Department.

2) The Postgraduate Director or the Associate Program Director will then involve the appropriate personnel in the situation to verify and understand the concerns in the rotation and a decision will be made by the Postgraduate Director and/or Associate Program Director whether a resident will continue with his/her training program without alterations or a modified work plan or a leave of absence may be necessary in the interim.  The principles that will guide this decision include patient safety, resident well-being and education needs, and service requirements.

3) The resident receiving the "Does Not Meet Expectations" or "Unsatisfactory" is encouraged to discuss the ITER with the Rotation Supervisor and also seek support through the Learner Experience Office or PARO.

4) The resident then has a choice of whether he/she wants to appeal the "Does Not Meet Expectations" or "Unsatisfactory" overall assessment of the ITER according to the protocol outlined in the Resident Assessment and Appeals Policy of the PGME Office at Schulich. 

If a resident chooses NOT to appeal, remedial training will be planned and implemented according to the protocol outlined in the Resident Assessment and Appeals Policy of the PGME Office at Schulich. 

If a resident chooses to appeal, he/she  MUST follow the appeal protocol outlined in the Resident Assessment and Appeals Policy of the PGME Office.  Once a submission of appeal is received, the program will ensure that there is a timely hearing for the appeal.

Additional Notes

The committee in the Department of Family Medicine that will hear appeals related to Postgraduate Training is the Postgraduate Education Executive Committee.  The members of this committee include:

  • Postgraduate Director
  • Associate Program Director
  • Program Director(s)
  • Chief Resident(s)
  • Postgraduate Education Coordinator
  • Additional members may be invited by the Postgraduate Director at his/her discretion to participate in the appeal.
  • The rotation supervisor or anyone with a potential conflict of interest is excluded from this Committee.

A resident is free to seek legal assistance in the appeal process but legal representatives are not permitted to attend any meetings or hearings that may take place with respect to the appeal.  In addition, the program will only communicate directly with the resident and NOT his or her legal representation.

The process of the appeal at the Department of Family Medicine is summarized below:

  • The resident receives an ITER with an overall assessment of "Does Not Meet Expectations" or "Unsatisfactory".
  • The resident is encouraged to further discuss ITER with rotation supervisor and seek additional support through PARO or the Learner Experience Office.
  • The resident makes a decision whether he/she will appeal the overall assessment. If the resident decides not to appeal, a remediation plan will be developed by the program and the resident according to Schulich policy and requirement. If the resident decides to appeal, he/she will submit a written submission of the intent of appeal to the program.
  • The Postgraduate Director or Associate Program Director or the Postgraduate Education Executive Committee will invite the resident to meet with a member of the Postgraduate Education Executive Committee or the Committee to make an oral submission. This meeting is not mandatory for the resident.
  • The Postgraduate Education Executive Committee will meet to hear and decide on the appeal and the resident informed of the decision.
  • The resident is advised of next steps.

Last updated: September 10, 2023 - Approved October 4, 2023 at PG Education Committee meeting