Frequently Asked Questions
General Registration Questions
VISA TRAINEES:
FAQ Registration
1. When can I register?
Continuing Trainees – you can log into Single Sign-On http://www.schulich.uwo.ca/singlesignon/ using your western email address and your SSO password any time after March 1 to complete online registration. If you do not remember your password, please enter your username in the upper right-hand part of the screen and click “Submit”. Your password will be emailed to your Western email account
New Trainees - An email will be sent to your personal email address and will include your Letter of Appointment, a letter specifying important registration details as well as information you will need to register via our online registration system – Single Sign-On. You will be required to answer a series of questions and pay the annual registration fee. Registration will be complete when you have completed both parts – online registration and fee payment.
2. Is there an annual registration fee?
Yes, there is an annual fee of $550.00 per academic year (July – June). The registration fee is not pro-rated.
3. What is a Letter of Appointment?
The Letter of Appointment is issued to PGME trainees on a yearly basis and will be sent to you via email. You must print, sign, date and return all pages to the PGME office. Instructions regarding registration will be sent in the accompanying email.
4. What do I do if the PGME Office has no record of my documentation?
The department to which you have been accepted must forward your documentation to the PGME office to allow the PGME Office to process your paperwork.
5. Can I make changes on my LOA directly?
No. Please inform the PGME Office directly and they will look after any revisions or changes that must be made to your appointment.
6. How do I apply for my CPSO license?
Application forms can be obtained directly from the CPSO website. The website address is www.cpso.on.ca. You can also call the CPSO directly at Tel. 416-967-2617 or 1-800-268-7096.
7. I have a question about my Letter of Appointment. Who should I contact?
Please contact the PGME Office at postgraduate.medicine@schulich.uwo.ca or Tel. 519-661-2019.
8. I have outstanding Medical Affairs requirements and I need some clarification. Who should I contact?
Please contact Gloria Castelo at Gloria.Castelo@lhsc.on.ca or Tel. 519-685-8500 ext. 75127.
Question(s) Not Answered? Comments? Suggestions? Please contact PGME Office at postgraduate.medicine@schulich.uwo.ca or Tel 519-661-2019.
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Frequently Asked Questions - Visa Trainees, General Questions
1. What is a Visa Trainee?
A Visa Trainee is a medical graduate who is not a Canadian Citizen or does not have Permanent Resident status in Canada. Because postgraduate medical trainees at Western University are considered to have an employment and educational relationship with the hospital and the University, they require a Work Permit for the duration of their training.
2. What is the role of the Postgraduate Medical Education (PGME) Office?
The PGME Office is an administrative office that coordinates and processes the registration of medical graduates, including medical graduates from outside Canada who have a Work Permit for their training here.
3. What kind of postgraduate training is available to me through PGME?
Postgraduate medical trainees register with our office either as Residency trainees or as Fellows. Residency trainees are registered in training programs that will lead to certification of the trainee as a specialist by a certifying body (Royal College of Physicians and Surgeons of Canada or the College of Family Physicians of Canada). Clinical Fellows are trainees who already hold specialty certification and complete their Fellowship training as a "topping off" experience. Research Fellows are trainees who have no patient contact whatsoever.
4. Am I eligible for Residency training?
In order to be considered for Residency training, applicants must be eligible for a Certificate of Registration for Postgraduate Education (an educational-type license) from the College of Physicians and Surgeons of Ontario (CPSO). Successful completion of the Medical Council of Canada Evaluating Examination (MCCEE) is one of the requirements for licensure as a Residency trainee by the CPSO. Information concerning the MCCEE is available through the website of the Medical Council of Canada at www.mcc.ca. For complete details regarding eligibility for licensure (for Clinical Fellows as well as for Residency trainees), please consult the CPSO's website at www.cpso.on.ca.
5. Am I eligible for a Clinical Fellowship?
Clinical Fellows require a Certificate of Registration from the College of Physicians and Surgeons of Ontario (CPSO), the medical licensing authority for the province of Ontario. Because the CPSO regards Clinical Fellowship training as a "topping off" experience, prospective Clinical Fellows must be able to provide evidence that they are recognized as specialists in the jurisdiction where they are currently practicing medicine. For details on the requirements for licensure, please visit the CPSO's website at www.cpso.on.ca. Select "Registration" and then “Applications & Forms”. The application that would be of interest to prospective postgraduate medical trainees is the one for the "Postgraduate Education Applications".
6. Am I eligible for a Research Fellowship?
Because Research Fellows have no patient contact, licensure by the College of Physicians and Surgeons of Ontario (CPSO) is not required. However, you must have a medical degree to be eligible.
7. How long does this process take?
If you are not a Canadian trainee and you require a work permit to train in Canada, please allow a 4-6 month window to complete this process. After you have been provided with and returned your Letter of Appointment a request for a Letter of Eligibility will be sent to the CPSO that will take 4-6 weeks to obtain. Citizenship and Immigration Canada will require 1-3 months to process the work permit application that MUST be a complete package included the Letter of Eligibility. Once the Post Graduate office has received a copy of the work permit, there is a 3-5 day wait to convert the license.
8. I am already a residency trainee in Canada or the United States. Am I eligible for an Elective appointment (short-term training)?
You are eligible for an elective any time after medical school graduation.
9. I am already a residency trainee outside Canada or the United States. Am I eligible for an Elective appointment (short-term training)?
Elective trainees require Certificate of Registration from the College of Physicians and Surgeons of Ontario (CPSO), the medical licensing authority for the province of Ontario. As stated in the CPSO's schedule of requirements, international residents must have completed at least two years of training in the discipline in which they are seeking an Elective (with the exception of Family Medicine) and the language of patient care during this previous training must have been in English or French. For details on the requirements for receiving a temporary Educational Certificate, please contact the CPSO. The CPSO can be reached at 1-800-268-7096 and they can issue an application package.
10. Can I arrange an Observership?
Observerships have no university status as there is not an educational component to an observership. Medical practitioners who wish to arrange an observership can do so by contacting the department directly where they wish to have observer status. The department will then contact Medical Affairs and complete an observer-request form.
11. How do I apply for a Residency position?
Graduates of acceptable unaccredited medical schools (medical schools outside Canada and the U.S.A.) who are not Canadian Citizens (or who do not have Permanent Resident status in Canada) are not eligible for Ontario Ministry of Health-funded positions. Appropriate non-Canadian sponsoring agencies may be considered acceptable sources of funding (for example, governments, universities, hospitals). The sponsoring agency would be required to pay a tuition fee to The University of Western Ontario and salary/benefits at a level equivalent to Ontario trainees for the duration of the Residency training program. Self-funding is not permitted for Residency trainees.
Agreements regarding sponsorship must be arranged directly between the sponsoring agency and the Postgraduate Medical Education Office. Your sponsoring agency would need to contact Vanessa Law, Visa Trainee Support, at the Postgraduate Medical Education Office (e-mail postgraduate.medicine@schulich.uwo.ca) to arrange a postgraduate training agreement. Unfortunately we cannot arrange funding for applicants without a sponsor. Candidates themselves should not contact the postgraduate office directly.
Your application package must be received from the sponsoring agency directly and must include the following items:
-
Letter from your sponsor, including confirmation of
- MCCEE results (USMLE is not an acceptable substitute)
- Up-to-date Curriculum Vitae
- Copy of medical degree (with English translation if applicable)
- Copy of medical school transcript (with English translation if applicable)
- 3 letters of reference, written within two years of the date of application
- Brief personal statement of interest in the residency program applied for (recommended for most programs)
Incomplete applications are not accepted. Complete application packages are forwarded to the appropriate Program Director at Western University for review and acceptable candidates are offered an interview. The application process is a competitive process; not all applicants are given an interview.
12. How do I apply for a Clinical or a Research Fellowship?
I am a citizen of a country with whom the Schulich School of Medicine & Dentistry has already arranged a postgraduate training agreement…
Postgraduate training agreements have previously existed between the Schulich School of Medicine & Dentistry, Western University and with governmental agencies of the following countries:
Bahamas, Bahrain, Bangkok, Thailand, CBIE Libya, Kuwait, Lebanon, Libya, Oman, Qatar, Saudi Arabia, Saudi Aramco, The University of Jordan, United Arab Emirates, Yemen
If you are a citizen of one of these countries, the Postgraduate Medical Education Office must receive your application directly from appropriate sponsoring agency in your country. Contact information for sponsoring agencies can be requested from our office by e-mail at postgraduate.medicine@schulich.uwo.ca. Please contact your sponsor to determine if a valid contract is in place.
Your application package must be received directly from the sponsoring agency and include the following items:
-
Letter from your sponsor, including confirmation of
- MCCEE results (USMLE is not an acceptable substitute) – if applicable
- Up-to-date Curriculum Vitae
- Copy of medical degree (with English translation if applicable)
- Copy of medical school transcript (with English translation if applicable)
- 3 letters of reference, written within two years of the date of application
- Brief personal statement of interest in the Fellowship program applied for (recommended)
Incomplete applications are not accepted. Complete application packages are forwarded to the appropriate Program Director at Western University for review and acceptable candidates are offered an interview. The application process is a competitive process; not all applicants are given an interview.
I am a citizen of a country which has not arranged a postgraduate training agreement with the Schulich School of Medicine and Dentistry …
If you are a citizen of a country with whom the SSMD has not arranged a sponsoring agreement (you are not a citizen of one of the countries listed above) then you should apply directly to the Postgraduate Fellowship program that is of interest to you. Your funding arrangements will be subject to the approval of the Fellowship Program Director.
13. Do I need to take the TOEFL and TSE?
As of January 1, 2003, the TOEFL/TSE are no longer requirements of the College of Physicians and Surgeons of Ontario. However, some departments/divisions may require one or both tests as part of their application criteria so please check with the department/division to which you are applying for specific language requirements.
14. What is the CPSO (College of Physicians and Surgeons of Ontario)?
The College of Physicians and Surgeons of Ontario (CPSO) is the medical licensing authority for the province of Ontario. “The CPSO issues certificates of registration to doctors to allow them to practice medicine, monitors and maintains standards of practice. A Postgraduate Education certificate is renewed annually and held during postgraduate medical training at an Ontario medical school. There are terms, conditions and limitations to the certificate”. For more information and a downloadable application, please go to www.cpso.on.ca. Select "Registration" and then “Applications & Forms”. The application that would be of interest to prospective postgraduate medical trainees is the one for the "Postgraduate Education Applications".
15. What is the CMPA (Canadian Medical Protective Association)?
All trainees who whose work involves patient contact must obtain Canadian Medical Protective Association (CMPA) membership for the duration of their registration at Western University. The CMPA is a non-profit medical mutual defense organization that protects the professional integrity of doctors by providing services including legal defense, indemnification, risk management, educational programs and general advice. Detailed information, including a downloadable form, is available through the CMPA’s website at www.cmpa-acpm.ca. Membership cannot begin until the CPSO has issued your Certificate of Registration, but it is still possible to apply ahead of time and thereby accelerate the processing of your membership.
16. Where can I look for accommodation?
Clinical Fellows, Residents, and Research Fellows are considered to be regular full-time Western students and therefore, Western Housing Services are available. Information regarding housing on campus can be viewed at http://www.uwo.ca/hfs/housing/residence/index.htm. Please note that housing for upper-year students is not guaranteed. However, there are other options available for finding housing in London and the following website will provide you with information: http://www.middlesex.ca/living-here or http://www.residenceatwestern.ca/graduate.cfm or http://www.goodmovelondon.com/home/.
Question(s) Not Answered? Comments? Suggestions? Please contact PGME Office at postgraduate.medicine@schulich.uwo.ca or Tel 519-661-2019.
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Frequently Asked Questions - Visa Trainees, Registration Questions
1. I have been appointed to a position but the
The Departments to which you have been accepted must forward your documentation to the
2. What information will be sent to me once the PGME has my appointment paperwork?
Once we approve of your appointment we will send you an e-mail acknowledging your appointment and confirming the approval of the PGME Office. We will also send you a Welcome Package which will include some initial paperwork, including your Letter of Appointment (LOA). Residents’ LOAs are issued every academic year (July 1st to June 30th) and are a requirement for your licensure by the College of Physicians and Surgeons of Ontario (CPSO). Fellows sign one Letter of Appointment at the beginning of their training which is used for the duration of the appointment. It is important that you return the signed letters when you receive your package as the signed documentation confirms your intention of training at Western and allows us to proceed with processing your application.
Once we have received the necessary approvals from the external agencies we work with, we will send you the documentation you require to obtain your work permit. See Q & A regarding the Work Permit process for further details.
3. What is a PEAP and why do I need one?
To obtain an unrestricted postgraduate medical education Certificate of Registration (Educational License) from the College of Physicians and Surgeons of Ontario (CPSO), international medical graduate (IMGs) must complete the Pre-Entry Assessment Program (PEAP) as a condition of licensure.
The PEAP is an assessment process that evaluates IMGs to determine whether they can function at the appointed level of training. It is normally between 4 to 12 weeks in duration. Assessment is to take place in a supervised clinical, multidisciplinary environment where there is patient input on an ongoing basis. Assessors are to ensure that candidates are: mentally competent to practice medicine; able to practice with decency, integrity and honesty and in accordance with the law; have sufficient knowledge, skill and judgment to engage in postgraduate medical training as authorized by the educational license; can communicate effectively and display an appropriate professional attitude.
For further information on the Pre-Entry Assessment Program please visit the CPSO website at www.cpso.on.ca.
4. What documentation/information do I need to forward to the PGME Office in order to complete my registration with Western University?
LOA: You must sign and return the Letter of Appointment that was sent to you. This Letter is issued every academic year and is a requirement for licensure by the CPSO.
CPSO LICENSE: You need a Certificate of Registration from the College of Physicians and Surgeons of Ontario (CPSO), the medical licensing authority for the province of Ontario, for your training. The CPSO will contact you via e-mail to inform you when you should apply.
You will not be able to satisfy the CPSO's requirements completely until you have arrived in London and provided a copy of your work permit. However, you should complete the application form and submit it to the CPSO with as much of the required supporting documentation as possible in advance of your arrival. Applying early will ensure that the CPSO assesses your application in sufficient time. Please note that some supporting documents that the CPSO requires should not be submitted more than six months prior to the start date of your training. Please read the CPSO application carefully.
** Research Fellows do not need to be licensed by the CPSO as they have no patient contact. All trainees who have patient contact need to be licensed. ***
UHIP/OHIP: You must purchase health coverage under the University Health Insurance Plan (UHIP) for yourself and any accompanying family members within 1 month of arrival in Canada. UHIP costs and information can be viewed at http://www.uhip.ca. If your appointment is longer than six months you may be eligible for health coverage under the Ontario Health Insurance Plan (OHIP). There is, however, a three month waiting period during which the UHIP plan will cover you. Accompanying family members may not be eligible for OHIP coverage unless your appointment is longer the 3 years in length. If your family is not eligible for OHIP you can purchase UHIP coverage for them in the Human Resources Office, Stevenson-Lawson Building, Room 262. For further OHIP information please visit the Ministry of Health and Long-Term Care of Ontario website at: http://www.health.gov.on.ca/english/public/program/ohip/ohip_mn.html.
CMPA: You will require Canadian Medical Protective Association (CMPA) membership during your training here. The CMPA is a non-profit medical mutual defense organization that protects the professional integrity of doctors by providing services including legal defense, indemnification, risk management, educational programs and general advice. Detailed information, including a downloadable application form, is available through the CMPA's website at www.cmpa-acpm.ca. Membership cannot begin until the CPSO has issued your Certificate of Registration, but it is still possible to apply ahead of time and thereby accelerating the processing of your membership.
**Research Fellows do not need membership with CMPA as they have no patient contact. All trainees who have patient contact need CMPA coverage. **
ON-
Upon completion of on-line registration, you will be able to print off a copy of your Registration Confirmation. This is the documentation required by the training facilities as proof of registration with the Schulich School of Medicine & Dentistry.
5. I wish to have further information on Registration. Where do I go?
Visit the following link on our website: Registration Info ►
Question(s) Not Answered? Comments? Suggestions? Please contact PGME Office at postgraduate.medicine@schulich.uwo.ca or Tel 519-661-2019.
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Frequently Asked Questions - Visa Trainees, Work Permit Questions
1. What are the steps that PGME has to follow in order for me to apply for my Work Permit with my Confirmation of Offer of Employment Letter and HRSDC System File Number?
Once you have has been offered a position, the Departmental Program Director or Chair sends a Notification of Training Appointment form to the Postgraduate Office. The program also sends documentation including a curriculum vitae, medical diploma, specialty certification (where applicable), MCCEE results (where applicable) and proof of citizenship. The PGME Office then makes a preliminary decision on the file and sends the trainee an offer e-mail as well as an electronic welcome package including a Letter of Appointment and a Declaration. The welcome package also includes a letter detailing the trainee’s next steps. The International Trainee will be asked to submit a $150 Postgraduate International Trainee Processing Fee. Note: the International Trainee Processing Fee must be paid before immigration documentation will be sent to the trainee. The International Trainee will be asked to sign and return the Letter of Appointment as well as sign the Declaration, have it notarized and return it to our attention.
For all Residents and Clinical Fellows, PGME obtains a letter from the College of Physicians and Surgeons of Ontario (CPSO) that confirms the appointee’s eligibility for a Certificate of Registration for Postgraduate Education.
Fellowship appointments for periods longer than 36 months will require CPSO Registration Committee approval. Please refer to CPSO regulations for details.
PGME requests Ontario Ministry of Health & Long-Term Care approval for a Work Permit for the postgraduate trainee.
The Ministry of Health notifies Human Resources and Skills Development Canada (HRSDC) of its approval. The Ministry of Health can require two weeks to process an application.
HRSDC confirms your offer of employment and makes the file available to the Canadian Visa Post (the Case Processing Centre in Vegreville, Alberta, for all renewals). Confirmation normally occurs within two to three weeks of Ministry approval.
*HRSDC letters are currently not required for medical residents, research and clinical fellows.
PGME issues a “Confirmation of Offer of Employment” letter to you, advising you that HRSDC has confirmed the offer of employment and providing you with information on the application process for the Work Permit.
You will then apply for the work permit through a Canadian Consulate abroad.
2. What is a Declaration?
The Declaration is an affirmation by a trainee that he/she intends to leave Canada upon completion of training. The Declaration will be sent in your Welcome Package and should be returned to the PGME Office. The Ministry of Health requires this signed and dated document in order to approve a request for temporary employment within Ontario.
3. Where can I find information about Canadian Visa Posts around the world?
If you would like to find out information on the different Canadian Visa Posts around the world, please refer to http://www.cic.gc.ca/english/information/offices/missions.asp.
Please also consider the wait times in different countries: http://www.cic.gc.ca/english/information/times/temp.asp
4. How do I know if I will have to undergo a medical examination when applying for a work permit?
When you are employed in an occupation in which protection of public health is essential, the Canadian Visa Post may require you to undergo a medical examination by a Canadian Government designated physician. The Canadian Visa Post provides you with the appropriate medical report form for this purpose, after receiving your application for the Work Permit. The processing of the medical report form by Citizenship and Immigration Canada can take six weeks or more, so it is in your interest to learn as early as possible from the Canadian Visa Post if it is necessary to undergo a medical examination.
5. How many weeks should I arrive prior to the start date of my training?
Registration with Western University typically takes between 2-3 days (if everything with the CPSO and CMPA has been completed prior to arriving). If possible, the recommended time of arrival prior to commencement of training is minimally one week. This is to ensure that there are no problems or delays before your start date. The Letter of Employment given to you with work permit documentation will provide a one month duration prior to starting in order to allow trainees time to settle. It should be stressed however, that regardless of your starting date, no action (for example, selling a property or booking a flight) should be taken until the Canadian Visa Post has approved the issuance of your Work Permit and Immigration papers.
Question(s) Not Answered? Comments? Suggestions? Please contact PGME Office at postgraduate.medicine@schulich.uwo.ca or Tel 519-661-2019.
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