1. GENERAL PRINCIPLES
1.1 Each training program will have written learning objectives, and the Residents will be provided with these objectives upon entering the program.
1.2 The evaluation process is based on these training objectives.
1.3 The Program Director ensures that Residents are familiar with the rules and regulations governing evaluation and promotion.
1.4 The evaluations are confidential documents. Access should be restricted to the OMSB Scientific Committees and the Resident.
2. THE EVALUATION PROCESS
2.1 At the completion of each rotation, the Resident should be given feedback.
2.2 The evaluation at the end of each rotation is made by the Supervisor/Consultant responsible for the Resident during that rotation. If more than one member is involved in the supervision of a Resident during a rotation, the information will be summarized by one person, and the global evaluation represents a consensus opinion.
2.3 Ongoing verbal feedback is important for all residents, and is of particular importance to residents experiencing difficulty. Supervisors will make every effort to provide such feedback.
2.4 The Resident bears responsibility for ensuring that the evaluations are completed in a timely fashion, and that he/she has received feedback.
2.5 Successful completion of a rotation is defined as obtaining a SATISFACTORY global assessment.
2.6 An UNSATISFACTORY or BORDERLINE global assessment on any evaluation is not considered a passing grade.
2.7 A Resident with an UNSATISFACTORY or BORDERLINE global evaluation for any rotation must be notified immediately.
2.8 An INCOMPLETE rotation should be completed, the duration of which is determined by the Scientific Committee.
2.9 After 6 months of training, a PROGRESS REPORT is prepared by the Scientific Committee for each Resident and will be submitted to the OMSB. This evaluation represents a summary of the resident's performance over the preceding 6-month period.
2.10 After 12 months of training (or at the end of the academic year) a summative evaluation is prepared by the Scientific Committee for each Resident. This END OF ACADEMIC YEAR report represents a summary of the Resident's progress and overall performance during the academic year. The resident must sign the 6-month evaluation as well as the end of the year evaluation.
3.1 Specific Promotion Regulations:
3.1.a Promotion of a Resident to the next academic level occurs if all rotation periods during the year have been completed with SATISFACTORY or higher global evaluations.
3.1.b During the academic year, an UNSATISFACTORY in one rotation period, with SATISFACTORY completion of all others, requires the Resident to REPEAT a rotation of the same duration.
3.1.c During the academic year, a BORDERLINE evaluation in one rotation period with SATISFACTORY completion of all others may require a REPEAT rotation. This is left to the discretion of the Scientific Committee.
3.1.d A REPEAT rotation should be undertaken before promotion to the subsequent academic year.
3.1.e When it is recognized that a Resident is in academic difficulty, the Scientific Committee will identify the areas of weakness, and will attempt to support and assist the Resident in addressing those weaknesses.
3.1.f REPEAT rotations, whenever possible, could be undertaken in a different hospital/setting.
3.1.g An UNSATISFACTORY or BORDERLINE evaluation in a REPEAT rotation period will require that a Resident be placed on PROBATION.
3.1.h During the academic year, an UNSATISFACTORY and/or BORDERLINE evaluation in two rotation periods, will require the Resident to be placed on PROBATION as per probation guidelines.
3.2.a A resident will be placed on PROBATION for any of the following reasons:
i) UNSATISFACTORY or BORDERLINE in a REPEAT rotation period
ii) UNSATISFACTORY and/or BORDERLINE in two rotation periods in one academic year.
iii) Upon recommendation by the Scientific Committee.
3.2.b The duration of the Probationary Period for academic or non academic reasons will be 6 months.
3.2.c The terms of the Probationary Period must be outlined in writing to the Resident, with copies to the OMSB.
3.2.d During the Probationary Period, efforts will be made to assist the Resident in addressing areas of weakness.
3.2.e The Probationary Period will include clinical experiences that are appropriate for the resident's level of training. A written evaluation will be provided at the end of each period to the OMSB.
3.2.f UNSATISFACTORY or BORDERLINE evaluations during the Probationary Period will require the Scientific Committee to refer the case to the Executive Board.
3.2.g A Resident may be placed on PROBATION on only one occasion during postgraduate training. If, during a subsequent academic year, a Resident meets the criteria for PROBATION for the second time, the Scientific Committee will refer the case to the Executive Board.
3.2.h Successful completion of a Probationary Period requires SATISFACTORY global evaluations on all rotations.
3.2.i The decision to place a resident on PROBATION should be made by the Scientific Committee.
3.2.j The decision placing the Resident on PROBATION should be conveyed to the Resident by the Chairman/Program Director of the Scientific Committee in person and in writing within a week of the Scientific Committee meeting held for the purpose.
4. RECONSIDERATION OF A ROTATION EVALUATION
4.1 A resident who does not agree with a rotation evaluation, he/she should discuss that evaluation with the Supervisor/Consultant who wrote it. The supervisor will review the evaluation, speaking with others if indicated, and then has two choices:
4.1.a The Supervisor/Consultant may revise the evaluation and the "revised" evaluation becomes the official one, or
4.1.b The Supervisor/Consultant may choose not to alter the evaluation believing it is fair and accurate.
4.2 If a resident wishes a formal reconsideration of a rotation evaluation, this request must be submitted in writing to the Program Director within 28 days and the Scientific Committee will meet with the concerned Resident to consider the case.
4.2.a The Specialty Scientific Committee has several options:
i) the evaluation can remain unchanged;
ii) an Unsatisfactory or Borderline Global Evaluation can be changed to Satisfactory;
iii) A Borderline Global Evaluation can be changed to Meets Expectations or Unsatisfactory.
4.2.b Minutes of the meeting should be kept and the decision should be conveyed as soon as possible to the Resident in person, and in writing. The minutes and all written communication should be sent to the OMSB office.