STANDARD 11: MEDICAL STUDENT ACADEMICSUPPORT, CAREER ADVISING, AND EDUCATIONAL RECORDS
A medical school provides effective academic support and career advising to all medical students to assist them in achieving their career goals and the school’s medical education program objectives. All medical students have the same rights and receive comparable services.
11.1 ACADEMIC ADVISING
A medical school has an effective system of academic advising in place for medical students that integrates the efforts of faculty members, directors of required learning experiences, and student affairs staff with its counseling and tutorial services and ensures that medical students can obtain academic counseling from individuals who have no role in making assessment or advancement decisions about them.
Definition taken from CACMS lexicon-Required learning experience: An educational unit (e.g., course, block, clerkship rotation or longitudinal integrated clerkship) that is required of a student in order to complete the medical education program. These educational units are usually associated with a university course code and appear on the student’s transcript. Required learning experiences are in contradistinction to electives, which are learning experiences of the student’s choosing.
SUPPORTING DATA
Table 11.1-1 | Academic Advising/Counseling / Source: AFMC GQProvide school data from the AFMC Graduation Questionnaire (AFMC GQ) on the percentage of respondents that were satisfied/very satisfied (aggregated) with academic advising/counseling. Add rows as needed for each campus.
Campus / School %
2017 / 2018 / 2019
Table 11.1-2 | Academic Advising/Counseling by Curriculum Year / Source: ISA
Provide data from the independent student analysis (ISA), by curriculum year, on the percentage of respondents that were satisfied/very satisfied (aggregated) with academic advising/counseling services. Add rows as needed for each campus.
Campus / Year 1 / Year 2 / Year 3 / Year 4
Table 11.1-3 | Academic Advising/Counseling / Source: School-Reported
Indicate how the following services are made available to students at each campus and sites away from the medical school where medical students spend six or more consecutive months (e.g., LIC, distributed rotation-based clerkships, etc.),by placing a “Y” for Yes in the appropriate columns(s). Add rows as needed for each campus/site.
Campus / site / Academic counseling services available to students via
Personnel located on campus / site / Visits from personnel from a different campus / E-mail or tele/ videoconference / Student-travel to a different campus
Table 11.1-4 | Attrition and Academic Difficulty / Source: School-Reported
Provide the percentage of first-year medical students and the percentage of all medical students who withdrew or were dismissed from the medical school in the indicated academic years. Add rows as needed for each campus.
Campus / AY 2016-17 / AY 2017-18 / AY 2018-19
First-year students
All medical students
Table 11.1-5 | Attrition and Academic Difficulty by Curriculum Year / Source: School-Reported
Provide the number of medical students in each of the following categories during the listed academic years. Count each student only once.Add rows as needed for each campus.
Campus / AY 2017-18 / AY 2018-19
Year 1 / Year 2 / Year 3 / Year 4 / TOTAL / Year1 / Year 2 / Year 3 / Year 4 / TOTAL
Withdrew or were dismissed
Were required to repeat the entire academic year
Were required to repeat one or more required learning experience
Moved to a decelerated curriculum
Took a leave of absence as a result of academic problems
Table 11.1-6 | Average Graduation Rates Over Five Years / Source: School-Reported
Provide the overall graduation rate, and the percentage of medical students that graduated atthe expected timeaveraged over the past five years. Add rows as needed for each campus.
NOTE: These data should be updated immediately prior to submission of the DCI.
Campus / Expected time graduation rate / Overall graduation rate
NARRATIVE RESPONSE
a.Describe how and when medical students experiencing academic difficulty are identified.
b.Describe the types of academic assistance available to medical students. For each type of assistance provided to students, summarize the role and organizational locus (e.g., medical school, university) of the individual(s) who provide this support and how medical students can gain access to each of the resources.
c.Describe how the medical school ensures that medical students can obtain academic counseling from individuals who have no role in assessment or advancement decisions about them.
11.2 CAREER ADVISING
A medical school has an effective and where appropriate confidential career advising system in place that integrates the efforts of faculty members, directors of required clinical learning experiences, and student affairs staff to assist medical students in choosing elective courses, evaluating career options, and applying to residency programs.
Definition taken from CACMS lexicon-Required clinical learning experience: A subset of required learningexperiences that take place in a health care setting involving patient care that are required of a student in order to complete the medical education program.These required clinical learning experiences may occur any time during the medical educational program.
SUPPORTING DATA
Table 11.2-1 | Career Planning Services / Source: AFMC GQProvide school data from the AFMC Graduation Questionnaire (AFMC GQ) on the percentage of respondents that were satisfied/very satisfied (aggregated) in the following areas. Add rows as needed for each campus.
Campus / School %
2017 / 2018 / 2019
Overall satisfaction with career planning services
Information about specialties
Information about the changing workforce environment
Table 11.2-2 | Career Planning Services by Curriculum Year / Source: ISA
Provide data from the independent student analysis (ISA), by curriculum year, on the percentage of respondents that were satisfied/very satisfied (aggregated) with the adequacy and confidentiality of career advising. Add rows as needed for each campus.
Campus / School %
Year 1 / Year 2 / Year 3 / Year 4
Adequacy of career advising
Confidentiality of career advising
Table 11.2-3 | Electives Advising / Source: AFMC GQ
Provide school data from the AFMC Graduation Questionnaire (AFMC GQ) on the percentage of respondents that were satisfied/very satisfied (aggregated) in the following area. Add rows as needed for each campus.
Campus / School %
2017 / 2018 / 2019
Guidance when choosing electives
Table 11.2-4 | Electives Advising by Curriculum Year / Source: ISA
Provide data from the independent student analysis (ISA), by curriculum year, on the percentage of respondents that were satisfied/very satisfied (aggregated) with the following area. Add rows as needed for each campus.
Campus / School %
Year 1 / Year 2 / Year 3 / Year 4
Guidance when choosing electives
Table 11.2-5 | Optional and Required Career Advising Activities / Source: School-Reported
List each career information session and advising activity available to medical students during the most recently completed academic year. Indicate whether the session was optional (O) or required (R) for students in each curriculum year. Add rows as needed for each campus.
Campus / Advising activity/info session / Year 1
O/R / Year 2
O/R / Year 3
O/R / Year 4
O/R
Table 11.2-6 | Career Advising / Source: School-Reported
List the titles of the individuals who provide career advising services and their campus location. Indicate how career advising services are made available to students at each site by placing a “Y” for Yes in the appropriate column(s). Add rows as needed for each person.
Titles of individuals / Campus location / If individuals located at a differentcampus, indicate availability to other campuses’ students
Email or tele/videoconference / Visit from personnel from a different campus / Student-travel to a different campus
Table 11.2-7 | Residency Match Rates / Source: School-Reported
Provide the percentage of participating medical students who remained unmatched at the end of the second iteration of the Canadian Residency Match Service (CaRMS) match. Add rows as needed for each campus.
Campus / % unmatched
AY 2016-17 / AY 2017-18 / AY 2018-19
NARRATIVE RESPONSE
a.Summarize the system of career advising for medical studentsat allcampuses. Indicate the individual(s) with primary responsibility for career advising.
b.Identify the individual(s) who are primarily responsible for providing guidance to medical students on their choice of intramural and extramural electives during each year of the curriculum. Note the role(s) or title(s) (e.g., student affairs dean, faculty advisor) of the individual(s) who are responsible for the formal approval of medical students’ elective choices. Describe any formal (required) sessions where counseling on electives occurs.
11.3 OVERSIGHT OF EXTRAMURAL ELECTIVES
If a medical student at a medical school is permitted to take an elective under the auspices of another medical school, institution, or organization, a centralized system exists in the dean’s office at the home school to review the proposed extramural elective prior to approval and to ensure the return of a performance assessment of the student and an evaluation of the elective by the student. Information about such issues as the following are available, as appropriate, to the student and the medical school in order to inform the student’s and the school’s review of the experience prior to its approval:
a)potential risks to the health and safety of patients, students, and the community;
b)availability of emergency care;
c)possibility of natural disasters, political instability, and exposure to disease;
d)need for additional preparation prior to, support during, and follow-up after the elective;
e)level and quality of supervision;
f)potential challenges to the code of medical ethics adopted by the home school.
NARRATIVE RESPONSE
a.Describe how extramural electives are reviewed and approved prior to being made available for student enrollment.
b.Describe how the medical school evaluates each of the following areas in its review of electives in which there is a potential risk to medical student and patient safety:
1.the availability of emergency care
2.the possibility of natural disasters, political instability, and exposure to disease
3.the need for additional preparation prior to, support during, and follow-up after the elective
4.the level and quality of supervision
5.potential challenges to the code of medical ethics adopted by the medical school
c.Outline how the medical school provides informationand prepares medical students about potential risks to the health and safety of patients, students and community prior to approval of the electives.
d.Describe the system for collecting performance assessments of medical students and evaluations of electives from medical students completing extramural electives.
e.Describe how the evaluation data on extramural electives provided by medical students are used by the school.
11.4 PROVISION OF THE MEDICAL STUDENT PERFORMANCE RECORD
A medical school provides a Medical Student Performance Record required for the residency application of a medical student only on or after October 1 of the student's final year of the medical education program.
NARRATIVE RESPONSE
- Provide the earliest date for release by the medical school of the Medical Student Performance Record (MSPR).
11.5 CONFIDENTIALITY OF STUDENT EDUCATIONAL RECORDS
At a medical school, student educational records are confidential and available only to those members of the faculty and administration with a need to know, unless released by the student or as otherwise governed by relevant legislation. A medical school follows policy for the collection, storage, disclosure and retrieval of student records that is in compliance with relevant privacy legislation.
NARRATIVE RESPONSE
a.Describe how the medical school differentiates between student educational records and other relevant records to maintain appropriate separation and assurance of confidentiality.
b.Describe how the medical school determined which individuals have permission to review a medical student’s file i.e., have ‘a need to know’. List the titles of the individuals who are permitted to review medical student records. How does the medical school ensure that student educational records are available only to those individuals who are permitted to review them?
c.Describe the location(s) where medical student academic records are kept.
SUPPORTING DOCUMENTATION
a.The policy or equivalent document for the collection, storage, disclosure and retrieval of student records that is in compliance with relevant privacy legislation.(Appendix11.5 a)
11.6 STUDENT ACCESS TO EDUCATIONAL RECORDS
A medical school has policies and procedures in place that permit a medical student to review and to challenge his or her educational records, including the Medical Student Performance Record, if he or she considers the information contained therein to be inaccurate, misleading, or inappropriate.
NARRATIVE RESPONSE
a.Describe the procedure that medical students must follow in order to review or challenge their records. Note if there are any components of students’ records that students are not permitted to review and the reasons for not permitting the students to review them.
b.Indicate whether medical students are permitted to review and, potentially challenge, the following records. If review and challenge are possible, describe the procedures used:
1.content of the Medical Student Performance Record (MSPR)
2.required learning experience data (e.g., examination performance, assessments from tutor/preceptor)
3.final grades for required learning experiences
c.Describe how the medical school’s policies and procedures related to students’ ability to review and challenge their records are made known to students and faculty.
SUPPORTING DOCUMENTATION
a.Medical school policies and procedures related to medical students’ ability to review and challenge their records, including the length of time it takes for students to gain access to their records. (Appendix 11.6 a)
CACMS DCI – Standard 11 (AY 2019-2020)Page 1