Policies & forms PGME Policies Forms for Residency & Fellowship Administration

PGME Policies

The Postgraduate Medical Education (PGME) Office develops and maintains policies that guide residency and fellowship education and ensure consistent, fair, and high-quality training experiences.

Policies are developed and reviewed by the PGME Policy Subcommittee. For more information on policy development and review processes, please see the PGME Policy on Policies.

Policy / Resource	Description	Category
Resident Assessment and Appeals Policy Grounds for Appeal & Appeals Process Flowchart	Defines how resident performance is assessed and outlines formal appeal processes.	Assessment & Appeals
Assessment Data Security Policy	Ensures secure handling and protection of resident assessment data.	Assessment & Appeals
Assessment Verification Period (AVP) Policy AVP: Outcomes and Decision Pathway Council of Ontario Faculties of Medicine AVP Policy	Describes the process for assessment of CaRMS-matched International Medical Graduates (IMGs) starting a PGY1 residency program.	Assessment & Appeals
Pre-Entry Assessment Program (PEAP) Policy Council of Ontario Faculties of Medicine PEAP Policy CPSO PEAP Exemption Requirements	Outlines assessment expectations for Internationally Sponsored Residents (ISRs) and internationally-trained clinical fellows prior to program entry.	Assessment & Appeals
AVP vs PEAP Comparison Chart	Summarizes differences between AVP and PEAP pathways.	Assessment & Appeals
Fellowship Probation/Suspension/Termination & Appeals Policy	Rules for fellowship performance concerns and outcomes.	Assessment & Appeals
Area of Focused Competence (AFC) Appeals Policy	Outlines appeals process for AFC trainees.	Assessment & Appeals
Practice Ready Assessment (PRA) Policy	Defines assessment pathways for practice-ready candidates.	Assessment & Appeals
Residency Leaves of Absence Policy	Details types of leave available and eligibility criteria for residents.	Leaves & Waivers
Leaves Process	Step-by-step guide to requesting and managing a leave of absence.	Leaves & Waivers
Summary of Leaves	Quick reference overview of available leave types and key considerations.	Leaves & Waivers
Royal College Technical Guide: Leaves	Provides national guidelines on leave policies and training requirements.	Leaves & Waivers
Waiver of Training Policy Waiver of Training Request Form	Explains when training requirements may be reduced or waived.	Leaves & Waivers
Program Director Appointment Policy	Guideline on selection, appointment and expectations for new Program Directors.	Program Directors
Program Director Job Description Template	Standard responsibilities outline.	Program Directors
Royal College PD Appointment Policy	National expectations for program director appointments.	Program Directors
Program Resourcing Guidelines	Recommended staffing, time allocation, and support requirements for accredited residency and AFC programs.	Program Directors
Program Responsibilities in Clinical Fellowship Education	Outlines expectations for programs training clinical fellows.	Fellowship & AFC
Fellowship Program Objectives Template	Template for defining goals and outcomes of fellowship programs.	Fellowship & AFC
Fellowship Program Assessment Template	Template for evaluating fellow performance.	Fellowship & AFC
Program Responsibilities in Area of Focused Competence	Defines expectations for programs delivering AFC training.	Fellowship & AFC
Request for Accommodations Guidelines and Process Requesting Accommodation: Process Flowchart	Explains how to request academic accommodations and the steps involved.	Accommodations
PGME Transfers Policy	Outlines the process for transferring between residency programs.	Transfers
PARO Transfer Guidelines	Provides guidance on transfer processes from the resident association perspective.	Transfers
AFMC National Transfer Guidelines	Describes national standards and timelines for residency transfers.	Transfers
Royal College Transfer Guide	Details transfer requirements for Royal College programs.	Transfers
PGME Safety Policy	Outlines safety expectations and reporting processes for trainees.	Health & Wellness
Fatigue Risk Management Guidelines Fatigue Risk Management Toolkit	Provides recommendations for managing fatigue and ensuring safe practice.	Health & Wellness
Redeployment Guidelines (Exceptional Health System Need)	Describes processes for redeploying trainees during system-wide emergencies.	Health & Wellness
COFM Immunization Policy	Details immunization requirements for trainees in Ontario.	Health & Wellness
Public Health Emergency Preparedness Guidelines	Outlines expectations and procedures during public health emergencies.	Health & Wellness
Faculty Teaching Feedback & Evaluation Faculty Evaluation Form	Outlines requirement for feedback on faculty teaching and supervision from trainees.	Supervision
Policy on Faculty Supervision of Trainees	Defines expectations for supervision and oversight of trainees in clinical settings.	Supervision
Policy on Residents/AFC Trainees as Supervisors	Outlines when and how trainees may take on supervisory roles.	Supervision
Charter of Professionalism	Defines expected standards of professional behaviour for trainees.	Professionalism & Ethics
Industry Interaction Policy (Conflict of Interest)	Outlines guidelines for interactions with pharmaceutical and industry representatives.	Professionalism & Ethics
Learner Mistreatment Reporting Portal	Provides a process for reporting concerns related to mistreatment or unsafe learning environments.	Professionalism & Ethics
Western Non-Discrimination / Harassment Policy	Describes institutional policies on equity, inclusion, and respectful conduct.	Professionalism & Ethics
Treating Self and Family Members	Guidance on ethical considerations when providing care to oneself or family.	Professionalism & Ethics
Information & Privacy	Explains responsibilities related to confidentiality and patient information protection.	Professionalism & Ethics
Guidelines for Virtual Care	Provides best practices for delivering care through virtual platforms.	Professionalism & Ethics
Phone Calls from Patients Policy	Clarifies expectations for managing patient phone communication.	Professionalism & Ethics
CPSO Social Media Policy	Outlines expectations for professional conduct on social media platforms.	Professionalism & Ethics
CPSO Advice to the Profession – Social Media	Provides additional guidance on appropriate online presence and communication.	Professionalism & Ethics
PGME Selection Policy	Outlines the official process and standards for selecting residents and trainees across programs.	Resident Selection
CaRMS Match Violation Policy	Defines rules during the CaRMS match process and how violations are addressed.	Resident Selection
Resident and Trainee Selection Guidelines (EDID)	Provides guidance to support equitable, diverse, inclusive, and decolonized selection practices.	Resident Selection
Resident Moonlighting Policy	Defines eligibility and guidelines for residents engaging in external clinical work.	Moonlighting & Licensing
Fellowship Moonlighting Policy	Defines moonlighting rules specific to clinical fellows.	Moonlighting & Licensing
COFM Provisional Registration Policy	Outlines registration requirements for provisional registration trainees in Ontario.	Moonlighting & Licensing
CPSO Provisional Registration Program	Provides information on provisional licensing through the CPSO.	Moonlighting & Licensing
Provisional Registration Info (Program Directors)	Guidance for program directors managing Provisional registration trainees.	Moonlighting & Licensing
Restricted Registration Info (Sites/Supervisors)	Information for clinical sites and supervisors overseeing restricted registration learners.	Moonlighting & Licensing
Resident Electives Rotation Policy	Explains requirements and approval processes for residents completing elective rotations outside of Western.	Electives
CBME Policies Page	Access additional competency-based medical education policies and resources.	CBME