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Admissions/Regulations (Faculty of Medicine)

FACULTY OF MEDICINE

 
ADMISSIONS POLICIES

OMSAS

Application to the Northern Ontario School of Medicine (NOSM) is through the Ontario Medical School Application Service (www.ouac.on.ca/OMSAS). The official admissions policy for the Undergraduate Medical Program will be published in the Ontario Medical School Application and Instruction Booklet available on the OMSAS website.

All deadlines relevant to the application process will be published in this booklet. These deadlines will be strictly observed. This will include not only the application itself but the receipt of all relevant documentation. Applicants are advised to follow the application instructions precisely. Failure to meet the deadlines or to follow the application instructions will result in disqualification of the application.

Important dates are:

- Mid July: COMPASS.OMSAS on-line application available.
- Mid September: Deadline to create an account for the on-line application. Applicants who miss the deadline and who obtain a COMPASS.OMSAS account originally created by a third party will not be considered.
- Beginning October: Last day for submitting applications.
- Beginning October: All transcripts and academic documents must be received by this date.



Eligibility

The minimum requirement is a 4 year undergraduate university degree or equivalent in any discipline (e.g. Science, Arts, Commerce, Engineering, Pharmacy) from a recognized Canadian university or equivalent. No preference will be given to a particular discipline over another. While there are no specific course requirements, the Northern Ontario School of Medicine will be looking for students with a broad undergraduate education. For example, those students with majors in science will be expected to include some arts, social sciences and/or humanities courses in their degree programs while those students with majors in arts, social sciences and/or humanities will be expected to include some science courses in their degree programs.

Students may apply in the final year of their 4 year degree program. However, proof of completion of the 4 year degree will be required by 1 July of the year of enrolment. The following will be accepted as equivalent to a 4 year undergraduate university degree:
- A Diplome d'études collégiales (DEC) from the Province of Quebec plus an undergraduate degree from a Quebec university.
- A prescribed Qualifying Year after a 3 year degree (leading to eligibility for graduate studies) which is identified as such on the transcript, or in a letter from the Registrar.
- A 4th year diploma after a 3 year degree for Laurentian graduates.
- Formal conversion of a 3 year degree to a 4 year degree (and identified as such on the transcript).

Applicants who are 25 years of age or older on 1 October for the year in which they apply will be considered Mature Applicants. The minimum requirement for Mature Applicants will be a 3 year university degree in any discipline.

The minimum Grade Point Average (GPA) is 3.0 on a scale of 4.0. The GPA will be calculated with the grades of courses taken as of the application deadline for the year in which they apply Only grades from undergraduate university programs will be used in the calculation of the GPA. Applicants transferring from college programs to university degree programs must have completed a minimum of the equivalent of one full year of undergraduate degree level credits (not including college transfer credits) at the time of application.

Applicants who have completed Graduate Degrees by the application deadline for the year in which they apply will be required to have met the GPA cut-off with their undergraduate grades but for the purposes of further screening will have 0.2 added to the overall GPA determined from their undergraduate grades. Graduate students enrolled in a graduate program at the time of application must provide a letter from their supervisor or Department Chair, addressed to the Northern Ontario School of Medicine, indicating that the applicant's Department is aware of the application. This letter must be received at OMSAS by the application deadline date. Applicants in Graduate degree programs not completed by the application deadline for the year in which they apply will have the overall GPA determined from their undergraduate degree. There will be no additional score added to the GPA or other credit given for applicants who have not completed a Graduate degree.

An applicant must be either a Canadian citizen or a permanent resident of Canada by the application deadline for the year in which they apply.

Transcript Requirements

Applicants will be required to report and supply transcripts for all degree credit courses in which they have been registered including grades that they have received for these courses. All transcripts must go directly to OMSAS either electronically via the Electronic Request Form or by mail. Failure to report all courses, programs or grades on the Academic Record will result in disqualification of the application.

Students enrolled in co-op programs will be required to submit directly to the Northern Ontario School of Medicine, a schedule of their work and academic terms.

Applicants who are submitting transcripts for post secondary education completed at universities outside of Canada or the United States will be required to have their foreign documents assessed by the World Education Service (WES). The evaluation must include a program equivalency conversion, an overall grade point average conversion for each year of study, as well as a course-by-course conversion.

This requirement will be waived for those applicants completing foreign coursework of two semesters or less.

Skills and Abilities for our Medical Program

Students in medicine must be able to communicate with patients and colleagues, make observations about patients, gather information and analyze data in order to arrive at medical judgments. Applicants who may need accommodation to undertake the Medical Program at the Northern Ontario School of Medicine are advised to review the Skills and Abilities policy on the OMSAS or NOSM website and to contact the Learning Assistance Office at Lakehead University or the Special Needs Office at Laurentian University for more information.

English Language Proficiency

Students at the Northern Ontario School of Medicine must be proficient in written and spoken English. All application material must be submitted in English. The School reserves the right to deny admission to any applicant whose ability in written and spoken English is judged to be inadequate.

The Aboriginal Admissions Stream

Aboriginal applicants may choose either the general admissions stream or the Aboriginal Admissions Stream. Aboriginal applicants choosing either stream will be required to fill in the on-line application form through OMSAS. Those who wish to be considered for the Aboriginal Admissions Stream will also be required to submit:

- A letter declaring Aboriginal ancestry and giving specific information about First Nation, Treaty, community or organizational affiliation. The letter should request consideration under the alternate process and should expand on the applicant's academic and personal background, as well as reasons and motivation for wishing to become a physician.
- A letter of recommendation from the First Nation, Band Council, Tribal Council, Treaty, community or organizational affiliation
- Proof of Aboriginal ancestry.

This documentation must be submitted to OMSAS by the application deadline for the year in which they apply.

Applicants considering the Aboriginal Admissions Stream are strongly urged to contact the Office of Admissions and Student Affairs for further information.

The Admissions Process

The mandate of the School's Admissions Committee is to reflect the demographics of Northern Ontario in the medical school class profile. The final selection for Admission will be based on the overall GPA, the score of the admissions questionnaire, the score from the interview and reference letters. Applicants from within Northern Ontario, rural and remote areas in the rest of Canada, and Aboriginal and Francophone applicants will have an advantage in the admissions process. Selection procedures for the Northern Ontario School of Medicine include:

Stage 1: Applications are examined to ensure that they are complete and that minimum requirements are met.

Stage 2: Admissions questionnaires are scored and overall GPAs are confirmed.

Stage 3: Invitations to interview are extended.

Stage 4: Final score for all applications of interview candidates are completed and rankings are determined.

Stage 5: Offers of admission are sent to top 64 candidates. Waiting list is developed.


Additional Admissions Requirements

Successful applicants are required to provide proof of up-to-date immunization status. Information on specific requirements will be included with the offer of admission. Also, a current Basic Cardiac Life Support Certificate and a current Criminal Records Check will be required. Failure to comply with any of these requirements may result in students being denied access to clinical settings. Proof must be provided by 30 September of the year of admission.

Unsuccessful Applicants

Applicants who are not invited for an interview will receive a letter in March of the year following application indicating that they have been unsuccessful at that stage in the admissions process. Those applicants who are interviewed will be sent notification the last working day of May as to their status: accepted, on the waiting list or unsuccessful.

Applications are not held over from one year to the next. Unsuccessful applicants will be required to reapply through OMSAS with a new application for the following admissions cycle.

Transfers

Due to the integrated nature of the curriculum, NOSM cannot accept transfer students.



GENERAL ACADEMIC MEDICAL EDUCATION REGULATIONS

By registering at the Northern Ontario School of Medicine (NOSM), the Faculty of Medicine of Lakehead University and Laurentian University, students accept that they have joined the medical profession community and as such, are bound to conduct themselves in a manner reflective of the academic, professional and ethical expectations/standards of the medical education program and of the practice of medicine.


1. Requirements for Graduation with a MD degree

The requirements for the four year MD degree from Lakehead and Laurentian Universities' jointly held Faculty of Medicine, the Northern Ontario School of Medicine, are established by the School of Medicine Academic Council and approved by the Lakehead and Laurentian University Senates and allow no exceptions. Students are required to successfully complete all requirements of the medical doctor curriculum as outlined in the current School regulations for each year of the program and to pass the prescribed academic and professional examinations.

Assessment of professionalism will cover not only the skills expected of the student, but also personal conduct and relationships with peers, patients, hospital personnel, faculty and staff. A student who fails to meet the standards of professional behaviour may be withdrawn from the program even though all other course work has received a passing grade.

Required Remote Experiences
In order to be eligible to graduate from the Northern Ontario School of Medicine with the MD degree, students must successfully complete, as part of the program requirements noted above, education experiences remote from the Lakehead University and Laurentian University campuses. These required experiences include:

1. Case Based Module - Integrated Community Experience 106
2. Case Based Module - Integrated Community Experience 108
3. Case Based Module - Integrated Community Experience 110
4. The Comprehensive Community Clerkship and Electives in Year 3 (Phase 2)
5. The required Clerkships and Electives in Year 4 (Phase 3)
6. All other required electives in Year 1 & 2 (Phase 1) or Year 3 (Phase 2).

Additional information may be obtained from the Office of Undergraduate Medical Education and via the NOSM website www.normed.ca.


2. Grading

The Northern Ontario School of Medicine employs a 'Pass/Fail' course grading system. The 'Pass/Fail' standing in a course is based on a summation of assessments within a course using the weightings given for individual course assessed components. All 'Pass/Fail' percentages can be found within Student Assessment and Promotions Regulations.

To achieve a passing grade in Phase 1 courses, a minimum of 60% is required.
To achieve a passing grade in Phase 2 courses, a minimum of 60% is required.
To achieve a passing grade in Phase 3 courses, a minimum of 60% is required.


3. Interruption in Attendance/Leave of Absence

Students are expected to attend all of their educational sessions and to be punctual.

An interruption in attendance (less than 5 days) is distinguished from a leave of absence (5 days or more) by the length of time a learner is absent from educational sessions.

3.1 Interruption in Attendance

Duration of an Interruption in Attendance
An interruption in attendance is any absence from education sessions of less than 5 days. Please refer to the phase-specific document "Protocol for Interruptions to Learner Attendance and Leave of Absence".

3.2 Leave of Absence

Duration of Leave of Absence

A leave of absence is any absence from education sessions of 5 days or more. Please refer to the phase-specific document "Protocol for Interruptions to Learner Attendance and Leave of Absence".

Leaves of absence may vary in duration depending on the needs of the student. The length of time for individual leaves will be determined by the student and Associate Dean, Undergraduate Medical Education (UME)* in consultation with the Assistant Dean, Learner Affairs (LA)*.

Cumulative requests for leaves of absence totaling greater than one academic year will be brought to the Student Assessment and Promotion Committee and the Associate Dean, UME for consideration. Such leaves must be approved by both the Student Assessment and Promotion Committee and the Associate Dean, UME.

A leave of absence of greater than four weeks will result in the repeat of the academic year.

Personal and academic leaves of absence will not exceed a period of two years. Educational leaves should usually not exceed a period of two years.


Types of Leaves of Absence

3.2.1 Personal Leave of Absence
Requests for personal leaves of absence must be submitted in writing for consideration/approval to the Assistant Dean, LA.
(a) Leaves of abasence may be obtained for reasons of parental leave, illness or significant personal issue.
(b) All requests for leave must be accompanied by a physician's certificate or other supportive documentation.

3.2.2 Academic Leave of Absence
Academic leaves of absence may be recommended by the Office of UME in conjunction with the appropriate Phase committee to the Student Assessment and Promotion Committee. These leaves will be recommended for purposes of academic probation or remediation.

Leaves of this nature will be recommended to the student in writing by the Student Assessment and Promotion Committee and the student wil meet with the Associate Dean, UME and the Phase Chair to determine appropriate academic support for the year.

3.2.3 Educational Leave of Absence
Learners may request an eduational leave of absence to pursue an alternate educational endeavor. Requests for educational leaves of absence must be submitted in writing for consideration/approval to the Associate Dean, UME.


4. Assessment/Examinations Regulations/Protocol
The NOSM medical education program includes formal assessment (summative) of the student as one of the means of determining the student's level of success in acquisition of knowledge and skills. The Academic Council represents the examining body of NOSM. The Office of Undergraduate Education is responsible for directing the examination process and the releasing of final grades. The Office of UME is responsible for the conduct of examinations and enforcement of the examination regulations. The method by which examinations are conducted (for example those administered on paper, those administered by use of a computer) is decided by the Office of UME.

Note: Items (h) to (j) refer only to computer administered examinations.

(a) Students will be advised at the beginning of each Module of the schedule for examinations.
(b) Students will be admitted to the examination facility 15 minutes prior to the start of the exam.
(c) Students will not cause disruption of the examination process nor for their peers. Students will not be allowed to enter the examination facility/room after the exam has begun. Students who have completed the exam within the first hour of the allotted time will not be allowed to leave the examination without the consent of the invigilator.
(d) Students will display, at all times, their NOSM Student I.D. badge on their person where it can be easily seen for verification.
(e) Students will not engage in any form of unauthorized communication/interaction once they are within the environs of the examination (e.g. with one another, the Internet). The only information to be displayed on their laptop is the examination material provided to them.
(f) Students will commence the exam only on the directive of the invigilator.
(g) No unauthorized or unapproved aids will be allowed into the examination environment (e.g., books and/or notes). Personal communication devices (e.g., mobile phones, iPods, etc.) will be turned off.
(h) Students are required to use their leased, NOSM-issued personal computer when sitting for an exam.
(i) Students are not allowed to break out of the assessment engine of the examination -CD delivery mode (e.g. remove the CD and restart their PC) at any time during the examination.
(j) A student who experiences an electric malfunction must bring the situation to the attention of the invigilator immediately.
(k) Students will leave the examination with the least amount of disruption to their peers still writing.
(l) When used, electronic submission of the assessment tool shall be the official record of student results. In all other cases the submitted response sheet shall be the official record.
(m) Students are not allowed to retain the paper or electronic copy of the Summative Assessment(s).

4.1 Assessment/Examination Cancellation/Disruption Contingency Plan
In the event of extreme weather conditions. technological challenges or other general emergency, the Associate Dean UME or designate, has the authority to postpone an assessment/examination.


5 Academic Disciplinary Measures
Any behaviour deemed unacceptable, poor performance or breach as defined in this document may be grounds for the requirement of remedial work, denial of promotion, or dismissal from the program.

5.1 Breach or Infractions
Infractions of the above academic regulations shall be deemed as a failure to meet the standards of professional behaviour and student code of conduct as required by the Northern Ontario School of Medicine and will be dealt with as such by the School. Action taken by NOSM does not preclude action under other host Universities' policies or the Criminal Code.

Non-academic offences are defined in the Lakehead University Code of Student Behaviour and Disciplinary Procedures and the Laurentian University Statement of Student Rights and Responsibilities, the Code of Student Conduct and Code of Student Conduct (non-academic) Companion Document. Offences which constitute conduct that shall be deemed to be offences of the respective Code and Statement, when committed by a student of NOSM, will be subject to the code of the host University at which the student is registered.

*In all instances the intent is "or designate".