Evaluation Process Roles and Responsibilities
A list of roles and responsibilities for the PGME evaluation process. A PDF version is also available.
Resident
Role
- Review and comment on written plan
- Awareness of due process
- Fulfill requirements of written plan
Responsibilities
- Reviews the formal learning plan and confirms that he/she understands the plan
- Accepts or declines invitation to meet with RPC about the plan prior to PGME Evaluation Subcommittee meeting
- Meets with Assistant Dean, PGME prior to the PGME Evaluation Subcommittee meeting
- Fulfills the requirements of the written plan
Program Director
Role
- Identifies when a resident may need to undergo a formalized plan and discuss with RPC
- Attends the PGME Evaluation Subcommittee meeting or sends a delegate
- Monitors resident on remedial plan
- Adheres to PGME Evaluation Subcommittee deadlines
Responsibilities
- Ensures resident is invited to attend RPC meeting where consideration being given to recommend a formalized plan and gives resident opportunity to present either in person or to submit documentation to the committee for consideration
- Notifies the Assistant Dean, PGME that a recommendation for a formal learning plan needs to be presented at an upcoming PGME Evaluation Subcommittee meeting
- Prepares draft formal learning plan (in writing) and supporting documentation and submits to PGME office at pgmecom@uottawa.ca
- Meets with resident to notify of the intention to present them to the PGME Evaluation Subcommittee for formalized plan
- Provides a copy of the written formal learning plan to the resident to review and get their input
- Advises resident to contact the office of the Assistant Dean of Wellness if needed
- Works with Director of Academic Support to refine and finalize the written formal learning plan
- Ensures the resident has the opportunity to review and provide comment on the draft plan being submitted to the PGME Evaluation Subcommittee
- Ensures RPC reviews and approves the final formal learning plan
- Presents case at PGME Evaluation Subcommittee and responds to questions from members of the subcommittee
- Completes any modifications to the formal learning plan as per the PGME Evaluation Subcommittee recommendations, by the requested deadline
PGME Evaluation Subcommittee
Role
- Accept (ratify) or deny (fail to ratify) a recommendation for a formalized plan
- If fail to ratify, decide on an alternate plan
- Make recommendations for modifications to written plan
Responsibilities
- Ensures that due process was followed
- Considers the submission which includes:
- Formal learning plan from program director
- Evidence that trainee was given the opportunity to address the RPC and review the formal learning plan
- Review of all evidence that was reviewed by the RPC in coming to its recommendation
- Report from the Assistant Dean, PGME
- Renders a decision
Chair, PGME Evaluation Subcommittee
Role
- Conducts the meeting, ensuring that key steps and due process are followed as mandated by the ‘Policy for the Assessment of Postgraduate Trainees’
Responsibilities
- Acknowledge notification of the upcoming recommendation for a formal plan, communicate with the PD to identify necessary documentation that needs to be received by the committee prior to the review
- Reviews and approves the agenda
- Ensures that a quorum is present
- Chairs the meeting
- Drafts meeting notes and ‘Letter of Decision’ (letter sent to PD with a cc to PGME Assistant Dean and resident)
- Notify Assistant Dean, PGME that the plan is finalized for sign off
Assistant Dean, PGME
Role
- Consults with program directors who have residents in difficulty
- Monitors due process
- Meets with the resident
- Reports to the PGME Evaluation Subcommittee with respect to due process
- Advises Program Director on the PGME Assessment Policy and on the PGME Evaluation Subcommittee process
Responsibilities
- Obtains the resident’s interpretation of the situation
- Ensures that resident is aware that he/she has the right to address the RPC in person or in writing when RPC is considering recommending a formal learning plan
- Ensures that PD is aware that the resident has the right to address the RPC in person or in writing prior to the RPC making a recommendation for a formal learning plan
- Meets with the resident to ensure the resident understands the assessment policy, procedures and processes, including appeal mechanisms
- Finalizes and approves the formalized learning plan based on input received from the PGME Evaluation Subcommittee
- Communicates with the Senior Medical Officer at the site where the formalized plan will be carried out
- Ensures resident has reviewed the formal learning plan
- Explores any extenuating circumstances which may interfere with the start of a formal learning plan
- Sends written communication to the Chair of the Evaluation Subcommittee confirming the above
- Monitors that the Program Director has followed due process
Director of Academic Support, PGME
Role
- Provides advice and feedback to program directors as it relates to the design and educational quality of the written plan
- Assists in implementation of accommodations
- Acts as a resource person for program directors to assist them with understanding various tools and methodologies to support remediation
- Monitors programs and trainees throughout a remediation or probation
Responsibilities
- Reviews formal learning plans for educational content and appropriateness
- Provides input/feedback for refinements to be made to the formal learning plan
- Advises the Evaluation Subcommittee on the rationale of the formal learning plan
- Monitors implementation and fidelity of process at direction of the Assistant Dean of PGME
- Acts as liaison between wellness and the program
- Assists Program Directors in writing robust learning plans utilizing the SMART methodology to set clear and realistic objectives where appropriate
- Assists Program Directors with understanding documentation requirements
- Provides ongoing support to the Program Director and trainee throughout the period of remediation or probation
- Meet with RPC as required to answer questions regarding the remediation process, status and outcomes
Executive Assistant and Administrative Supervisor, PGME
Role
- Liaise with the Chair of Subcommittee on the preparation of the agenda; collects and forwards all case materials for posting
- Provides support to the Chair as it relates to meetings, documentation and minutes
- Provides support to the Director of Academic Support
Responsibilities
- Ensures list of remediations / probations is kept current
- Creates outcome of remediations / probations documents
- Keeps track of status of outcome document and ensures completion prior to the end of the block / remediation period, reminds PD to complete outcome document throughout process
- Proactively monitors which formal learning plans are coming to an end, and requests the outcome of formal learning plan from the Program Director
- Monitors and collates documentation from Program Directors for submission to the Chair
- Maintains Evaluation Subcommittee database and resident files
- Prepares the agenda
- Records meeting minutes and prepares Letters of Decision which are approved by the Chair
- Monitors document submissions with respect to timeliness, sending reminders as necessary and tracks open cases