Memorial University Of Newfoundland – Student Portal

Memorial University

Contact Information

ugme.electives@med.mun.ca

709.864.6343

med.mun.ca

Faculty of Medicine

300 Prince Philip Drive, Suite M2M101
St. John’s, NL A1B 3V6

About the Faculty of Medicine

Memorial University will begin accepting visiting elective applications on July 4, 2023 for a limited number of clinical learning experiences.

Memorial University is currently accepting visiting elective applications for a limited number of clinical learning experiences. Eligibility is restricted learners who are currently registered in MD programs at Canadian medical schools.

Memorial University will not be accepting visiting elective applications from learners at international medical schools at this time.

ABOUT US
Memorial University is located in the Canadian province of Newfoundland & Labrador on the eastern edge of North America. The size of the faculty and the student body facilitate a personalized learning environment. The Faculty of Medicine excels in clinical teaching and research in clinical specialties, community health and biomedical sciences. The Doctor of Medicine (MD) program places particular emphasis on community and rural medicine, utilizing the Distributed Medical Education team to assist in facilitating rural learning experiences in most clinical disciplines.

Language Requirements
English fluency, including reading, writing, and speaking is required.

Elective Sites
The 5 main teaching facilities in the metropolitan St. John’s area include:
• Janeway Children’s Health and Rehabilitation Centre;
• Health Sciences Centre;
• St. Clare’s Mercy Hospital;
• Leonard A. Miller Centre; and
• Waterford Hospital.
Full list of sites is available on the student portal.

Strategic Plan
As part of the Destination Excellence strategic plan, Memorial University’s Faculty of Medicine developed a vision for the future and crafted strategic directions and goals:

Through excellence, we will integrate education, research and social accountability to advance the health of the people and communities we serve.

The Faculty of Medicine implemented short- and long-term priorities, defined success and established measures of progress and performance to chart the future through engagement with the relevant stakeholder groups.

Accreditation
The accreditation of Memorial University’s Faculty of Medicine is maintained through compliance with the standards and elements set forth by the Committee on Accreditation of Canadian Medical Schools (CACMS) and the Liaison Committee on Medical Education (LCME).

Observerships and Shadowing
Memorial University does not provide observerships or shadowing experiences for visiting elective students.

Application and Fee information
Applications for visiting electives may be submitted 16-28 weeks prior to the start date of the requested elective experience. Elective learning experiences must be a minimum of 2 weeks and are typically arranged in 2 to 4 week blocks. Descriptions of elective experiences can be found in the Elective Opportunities section of the student portal.

In line with the AFMC recommendations, students may complete a maximum of 8 weeks of visiting elective experiences at any one Canadian medical school and a maximum of 12 weeks of visiting elective experiences across all Canadian medical schools. Applicants are required to submit a separate application for each elective experience.

The Memorial University visiting electives team will endeavor to provide a confirmation or cancellation, minimally, 8 weeks prior to the start date of the requested elective. If the applicant’s request cannot be accommodated, the application will be cancelled. Once confirmed by Memorial University, the applicant must accept or decline the offer through the student portal within 7 calendar days. Once an elective is accepted by the applicant, Memorial University will send an acceptance letter which includes, among other materials, forms for completion and submission to the educational registry of the College of Physicians and Surgeons of Newfoundland and Labrador (CPSNL).

*In the absence of approved educational registration with the CPSNL, elective experiences are not approved by Memorial University. In these circumstances where electives are arranged and educational registration with the CPSNL is incomplete, visiting students will not be permitted any patient contact and will not receive academic credit for the elective experience.*

The process of educational registration includes completion of the CPSNL application form, a MINC memo, payment form, a letter of good standing from the home medical school and a Criminal Record with Vulnerable Sector certificate (at the applicant’s expense) dated within eight months of the elective start date. In addition to the Memorial University visiting elective application fee, the CPSNL will assess an educational registry fee. Applicants from non-Canadian medical schools will be required to provide a letter of good standing from the home medical school to the CPSNL 6 weeks prior to the elective start date.

Disclaimers
Students must be in their penultimate or ultimate year of medical studies to participate in a visiting elective experience with Memorial University.

All electives offers are tentative until CPSNL approval is obtained.

Visiting elective application fees are non-refundable.

Memorial University does not provide any financial assistance to visiting elective students.

Policies &
Requirements

1. Eligibility

Students must be enrolled in an undergraduate medical education program at a CACMS-accredited medical school in Canada.
Students must be in the penultimate or ultimate year of an MD program or equivalent at the time of the elective and must be in good standing.
Students must be fluent in English (Reading, writing, speaking).

2. Application Instructions

Application Instructions

All visiting electives requests must be made via the student portal no more than 26 weeks and no less than 16 weeks prior to the start date of the requested elective. All elective placements will begin on a Monday and end on a Friday. Students must select a Monday start date for each elective request. Memorial University will consider permitting up to 8 weeks of electives for visiting students, with a minimum of 2 weeks and a maximum of 4 weeks in any one elective rotation. Select specialties are only able to accommodate 2 week rotations. Refer to the description of the specific elective for further information.

A separate application is required for each elective experience.

Contacting preceptors/departments

Students are not permitted to contact departments or preceptors at any time to arrange an elective. This may be considered a breach of professionalism. All elective requests must be made through the AFMC Student Portal. Once an application has been reviewed, the placement contact will match available preceptors to students where possible.

Blackouts specific to the student type

Winter Holiday Break. (Takes place between Christmas and New Year’s)

Applications

Submitting multiple applications (maximum settings): 4

Electives

Number of electives that can be ranked in one application: 1

Capacity/elective availability

The Electives Office does not provide capacity reports or keep waitlists for any electives, and is unable to determine availability prior to the submission of an application. An elective application does not guarantee an elective experience. Availability will be determined by the space and preceptors available at the time of the requested elective.

Processing times

Our commitment and priority is to accommodate training for Memorial University students. As such, visiting students can expect to receive a response regarding elective requests 8-16 weeks prior to the start date of the requested elective.

Once your elective is confirmed, check your email for instructions regarding your elective.

Contact ugme.electives@med.mun.ca if you have not received any information by 8 weeks before your requested elective start date.

3. Document Requirements

Acceptable file formats (unless otherwise specified): PDF, PNG, JPEG, DOC

WITH APPLICATION SUBMISSION

A recent and clear photo of yourself (Registrant Account) (PNG, JPEG)
Immunization Records & Serology Results (PNG, JPEG, PDF)
Resume / CV (PDF, DOC)
Police Records Check for Service with Vulnerable Sector (PNG, JPEG, PDF)
- The CPSNL requires a police records check and vulnerable sector check, dated no more than 8 months prior to the elective start date. Contact your local police authority to request this document.
Proof of health insurance (PNG, JPEG)
- Please submit a copy of your provincial health card.

AFTER ELECTIVE CONFIRMATION

Application for Educational Register with the College of Physicians and Surgeons of Newfoundland and Labrador (CPSNL)
CPSNL Payment Form
MINC disclosure form
Certificate of completion of the Providing Culturally Safe Health Care for Indigenous Patients in NL course

CLOSER TO ELECTIVE START DATE

Oath of Confidentiality for Eastern Health Authority
- The Oath can be signed and notarized by an official in your home province or notarized by Carol Pye in the UGME office upon arriving for your elective.
HTDM Form (Healthcare Technology & Data Management Password)
- Please be sure to include your signature and a legible e-mail address
Eastern Health Orientation Record of Learning (PNG, JPEG)
- Please provide a screen shot of confirmation of course completion.
PHIA Certificate (Personal Health Information Act) (PNG, JPEG)
- Please provide a screen shot of confirmation of course completion.

The application for Educational Registration with CPSNL, the CPSNL Payment Form, MINC memo, and copy of your Police Records Check should be emailed to cpsnl@cpsnl.ca and cc’ed to ugme.electives@med.mun.ca no later than six weeks prior to your elective start date.

*For elective placements at Eastern Health sites ONLY. Email Eastern Health documents to ugme.electives@med.mun.ca no later than four weeks prior to your elective start date.

1. Eligibility

Students in their final or penultimate year of studies in an undergraduate medical education program at a medical school included on the Foundation for Advancement of International Medical Education and Research (FAIMER) World Directory of Medical Schools.
Students must be able to read, write and speak English fluently. Proof of English language proficiency may be requested of students who do not originate from an English-speaking country.
Priority for international applications will be given to residents of Newfoundland & Labrador who are studying at international medical schools
- Students enrolled in an undergraduate medical education program at a FAIMER medical school must be able to provide proof of residency in Newfoundland and Labrador.

Students who qualify and have been vetted by the Canadian Federation of Medical Students (CFMS) Exchange Program Officer for Canada

2. Application Instructions

Application Instructions

A separate application is required for each elective experience.

Contacting preceptors/departments

Students are not permitted to contact departments or preceptors at any time to arrange an elective. This may be considered a breach of professionalism. All elective requests must be made through the student portal. Once an application has been reviewed, the placement contact will match available preceptors to students, where possible.

Blackouts specific to the student type

Winter Holiday Break. (Takes place between Christmas and New Year’s)

Applications

Submitting multiple applications (maximum settings): 1

Electives

Number of electives that can be ranked in one application: 1

Capacity/elective availability

The Electives Office does not provide capacity reports or keep any waitlists for any electives, and is unable to determine availability prior to the submission of an application. An elective application does not guarantee an elective experience. Availability will be determined by the space and preceptors available at the time of the requested elective.

Processing times

Once your elective is confirmed, check your email for instructions regarding your elective.

Contact ugme.electives@med.mun.ca if you have not received any information by 8 weeks before your requested elective start date.

3. Document Requirements

Acceptable file formats (unless otherwise specified): PDF, PNG, JPEG, DOC

WITH APPLICATION SUBMISSION

A recent and clear photo of yourself (Registrant Account) (PNG, JPEG)
Immunization Records & Serology Results (PNG, JPEG, PDF)
Proof of Malpractice Insurance (PNG, JPEG)
- Written confirmation must be provided of malpractice insurance where coverage is in place with a minimum of five (5) million dollars Canadian per occurrence. In the event that the minimum required coverage is not in place, malpractice insurance is available for purchase directly through Memorial University at a cost of $510.
Resume / CV (PDF, Doc)
Identification (Other) (PNG, JPEG)
Police Records Check for Service with Vulnerable Sector (PNG, JPEG, PDF)
- The CPSNL requires a police records check and vulnerable sector check, dated no more than 8 months prior to the elective start date. Contact your local police authority to request this document.

AFTER ELECTIVE CONFIRMATION

Application for Educational Register with the College of Physicians and Surgeons of Newfoundland and Labrador (CPSNL).
- Please ensure that a representative from your school signs the form and includes an official school seal or stamp.
CPSNL Payment Form
- Please include your signature at the bottom of the form.
MINC disclosure form
A Letter of Good Standing from your home school.
- Letter must be dated within nine (9) weeks of Elective start date;
- With signature and seal from your school’s dean or designate.
Two identical passport-sized colour photos of your current likeness (clearly showing your head and shoulders).
- photos must be dated and have been taken within eight (8) months of the start of the elective;
- one photo must be verified to be your true likeness by your home school with signature and seal from your school’s dean or designate;
- The photos must show your likeness as you present yourself for the Elective (e.g., beard/no beard; eyeglasses/no eyeglasses).
Certificate of completion of the Providing Culturally Safe Health Care for Indigenous Patients in NL course.

CLOSER TO ELECTIVE START DATE

Oath of Confidentiality for Eastern Health Authority
- The Oath can be signed and notarized by an official in your home province or notarized by Carol Pye in the UGME office upon arriving for your elective.
Eastern Health HTDM Form (Healthcare Technology & Data Management Password)
- Please be sure to include your signature and a legible e-mail address
Eastern Health Orientation Record of Learning (PNG, JPEG)
- Please provide a screen shot of confirmation of course completion.
Eastern Health PHIA Certificate (Personal Health Information Act) (PNG, JPEG)
- Please provide a screen shot of confirmation of course completion.

The Letter of Good Standing and two passport photos can be mailed to

The College of Physicians and Surgeons of NL
120 Torbay Rd. Suite W100
St. John’s, NL A1A 2G8 Canada

*For elective placements at Eastern Health sites ONLY. Email Eastern Health documents to ugme.electives@med.mun.ca no later than four weeks prior to your elective start date.

1. Eligibility

Students must be enrolled in the undergraduate medical education program at Memorial University.
Students must be in Year 4 of their MD program at the time of the Elective/Selective.

2. Application Instructions

Application Instructions

All Elective/Selective requests must be submitted via the student portal no more than 16 weeks and no less than 6 weeks prior to the start date of the requested Elective/Selective. All placements will begin on a Monday and end on a Friday. Students must select a Monday start date for each Elective/Selective request. Electives are available in 2, 3 or 4-week blocks, while Selectives are available in 2, or 4 week blocks and P2P rotations are available in a 12-week block only. Select specialties are only able to accommodate 2-week rotations.

Contacting preceptors/departments

Students are not permitted to contact departments or preceptors at any time to arrange Electives/Selectives, with the exception of Research Electives. This may be considered a breach of professionalism. Once an application has been reviewed, the placement contact will match available preceptors to students where possible.

Blackouts specific to the student type

Winter Holiday Break and CaRMs Interview Period.

Applications

Submitting multiple applications (maximum settings): 18

Electives

Number of electives that can be ranked in one application: 3

Capacity/elective availability

An application does not guarantee an Elective/Selective experience. Availability will be determined by the space and preceptors available at the time of the requested rotation.

Processing times

Applications for home Electives and Selectives will be processed on a first come, first served basis with the goal of minimizing turnaround times for requests. Applications will be approved via email from UGME. Confirmation from the preceptor, a verbal discussion with a UGME APA or a confirmation from the student portal does NOT constitute approval.

Contact Lesley Butler at ugme.electives@med.mun.ca for inquiries about Electives.

Contact Ashley Anthony at ugme.phase4@med.mun.ca for inquiries about Selectives.

3. Document Requirements

WITH APPLICATION SUBMISSION

A recent and clear photo of yourself (PNG, JPEG)
(Registrant Account)

School	Canadian Student Application Fee	Canadian Student Acceptance Fee	International Student Application Fee	International Student Acceptance Fee	Additional Fees Outside Portal
Memorial University	$100	$100	$350	$150	In addition to the acceptance fee, learners will also be required to pay the CPSNL Educational Registration Fee ($50 for learners at Canadian medical schools; $125 for learners at medical schools outside of Canada) and Malpractice Insurance ($510) in the absence of proof of coverage $5M per occurrence. These additional fees will be processed outside the AFMC Student Portal.

Health & Safety

Professionalism

Students are expected to behave in a manner appropriate to the medical profession. As all Memorial medical students are listed on the Education Register of the College of Physicians and Surgeons of Newfoundland & Labrador (CPSNL), students are advised to review ethics requirements of the CPSNL in addition to relevant policies of Memorial University and the Faculty of Medicine. Currently, the CPSNL has adopted the Code of Ethics of the Canadian Medical Association, which can be found here.

Students will be respectful and professional towards their fellow students, faculty and staff in all situations. Corrective action regarding breaches of professionalism by undergraduate medical students may include: documentation placed on file, disciplinary measures and/or dismissal depending on the severity of the incident. The process is outlined here.

Orientation

All students visiting the Eastern Health regional health authority must complete an online orientation before beginning an elective with the organization. Medical Students will be provided with orientation information respective to the region, placement contact or health authority where they will be completing their placement a few weeks prior to their arrival on site.

Mistreatment

All visiting students are responsible for making themselves familiar with Memorial University’s guidelines on reporting instances of mistreatment, which can be found here.

Travel &
Accommodation

Travel

Arrangements are the sole responsibility of the applicant.

Transportation in St. John’s

For some rotations it is necessary to rotate between the Health Sciences Centre and St. Clare’s Mercy hospital. There is a shuttle between these two hospitals

Eastern Health offers a shuttle bus service that services the Health Sciences Centre/Janeway, Waterford Hospital and St. Clare’s Mercy Hospital from Monday to Friday, 8:00 a.m. to 4:30 p.m. Students may use this service if needed for their elective placement. Please see the posted schedule within your assigned facility.

For a map of the MUN campus visit https://www.mun.ca/campus_map/

For information regarding public transit in St. John’s, please visit the Metrobus website https://www.metrobus.com/SchedulesOverview/. Students may purchase per-ride or monthly Metrobus passes at the University Centre on MUN campus, among other sites throughout the city.

There are also several taxi companies and rental car companies. Please visit http://www.stjohns.ca/visiting-our-city/plan-your-visit/getting-around-st-johns, or https://www.stjohns.ca/visiting-our-city/plan-your-visit/car-rentals.

If you want to travel off the Avalon Peninsula there also several bus lines. Please visit https://www.newfoundlandlabrador.com/plan-and-book/transportation-and-information.

Meals

Students must arrange for their own meals, which are available at cafeteria prices at most hospital teaching sites.

Housing

Accommodations are not provided for visiting students in the St. John’s area. Students completing electives in the St. John’s area are required to arrange and pay for their own accommodations. The following table contains general information about possible rooms to rent/hotels/B&B’s etc.

Rural Housing

Depending on availability, housing may be provided at no cost to visiting students.

Off-Campus Housing

Website: http://www.mun.ca/international/students/housing

Email: international@mun.ca

Phone: (709) 864-8895

NL Classifieds

Website: http://www.nlclassifieds.com/

Phone: (709) 237-7300

Kijiji Newfoundland

Website: http://www.kijiji.ca/h-newfoundland/9008

On-Campus Housing from May to August months only

Email: housing@mun.ca

Phone: (709) 864-7590

Extended Stay St. John’s

Website: http://www.easternhealth.ca/prc/before-during-and-after-your-hospital-stay/places-to-stay/st-johns/extended-stay-st-johns/

Phone: (709) 777-6831 or (709) 777-6832

Other Sites:

Department of Tourism, Culture, Arts and Recreation

Website: http://www.gov.nl.ca/tcar/

Email: tcar@gov.nl.ca

Phone: (709) 729-7000

NL Tourism Government Website:

Website: http://www.newfoundlandlabrador.com/

The Telegram Newspaper:

Website: http://www.saltwire.com/newfoundland-labrador/

Climate

During the summer, temperatures range between 14 and 24ºC. A sweater and a raincoat is advisable.

During the fall, temperatures range from -2 to +14ºC. There are many outdoor activities and many opportunities for hiking and photography. Warm clothing is advisable particularly at night.

During the winter, temperatures are variable. Average Newfoundland winter temperatures range from -6 to 1 ºC. While St. John’s and the Avalon Peninsula are warmer, wetter, and foggier than other parts of the province, parts of Labrador average -18 to -8 ºC during the winter months. Cold-weather winter clothing and boots are advisable. For short-term visits, students may wish to purchase winter clothing at a local second hand store.

Please visit the Department of Tourism website for additional information about our province. Go to http://www.newfoundlandlabrador.com/

Extracurricular Activities

Larger centres such as St. John’s, Gander, Corner Brook and Grand Falls-Windsor have Arts and Culture Centres, theatres, indoor sports and fitness centers, golf, curling, nightclubs and other big-town attractions. Some of the smaller communities take advantage of nature for recreation. Popular activities, especially in the rural areas include fishing, hunting, hiking, canoeing, photography, painting, visiting historic sites, camping, berry-picking and picnicking. Outdoor winter sports are available in most areas.

www.theworksonline.ca

Elective Sites

Sites in St. John’s-Metro Area

General Health Sciences Centre, St. John’s, NL
St. Clare’s Mercy Hospital, St. John’s, NL
Waterford Hospital, St. John’s, NL
Janeway Children’s Health and Rehabilitation Centre, St. John’s, NL
Dr. Leonard A. Miller Centre, St. John’s, NL

Rural Sites

D.B. Cross Memorial Health Centre, Clarenville, NL
Carbonear General Hospital, Carbonear, NL
Burin Peninsula Health Care Centre, Burin, NL
Dr. W.H. Newhook Community Health Centre, Whitbourne, NL
Dr. A.A. Wilkinson Memorial Health Centre, Old Perlican, NL
U.S. Memorial Health Centre, St. Lawrence, NL
A.M. Guy Memorial Health Centre, Buchans, NL
Dr. Hugh Twomey Health Centre, Botwood, NL
Central Newfoundland Regional Health Centre, Grand Falls-Windsor, NL
Western Memorial Regional Hospital, Corner Brook, NL
James Paton Memorial Regional Health Centre, Gander, NL
Sir Thomas Roddick Hospital, Stephenville, NL
Dr. Charles L. Legrow Health Centre, Port-Aux-Basques, NL
Captain William Jackman Memorial Hospital, Labrador City, NL
Labrador Health Centre, Happy Valley-Goose Bay, NL
Charles S. Curtis Memorial Hospital, St. Anthony, NL

FAQ

Memorial requires a Police Records Check for Service with Vulnerable Sector dated no more than 8 months prior to my requested elective start date, however, my records check is still in the mail. Can I still apply when the application window opens for my desired date?

Yes. Simply upload your existing records check with your application. However, your updated record check will be required before any elective can be confirmed. Please upload the new records check as soon as you receive it.

How do I find out where and when to report on my first day of my visiting elective?

A staff person in the unit will contact you prior to your elective start date. If you have not been contacted two weeks prior to your start date, please email ugme.electives@med.mun.ca.

What am I required to bring with me to my clinical rotation?

Students are required to bring a white lab coat and stethoscope for all rotations. In addition, students may be required to bring additional medical instruments for certain rotations.

Does Memorial offer non-credit electives?

No. All visiting electives must be completed for credit.

Does Memorial provide observerships?

Memorial does not provide observerships or shadowing experiences for visiting medical students.

Does Memorial provide visiting core clinical rotations?

Memorial does not offer core clinical rotations for visiting students.

Does Memorial offer visiting electives for medical graduates?

All visiting students must be currently enrolled in an undergraduate medical program.

Does Memorial provide financial assistance to visiting students?

Memorial does not provide financial assistance to visiting students.

Cancellation &
Change Requests

Change Request Policy

All Change Requests must be submitted through the AFMC Student Portal using the Send Email option. The Electives Office will not process any Change Requests received through email or through departments.
Change Requests apply to dates or locations ONLY. Once an application is received, requests to change specialties are not permitted. A separate application is required for each different specialty request.
To proceed with a Change Request, the Electives Office will cancel the initial elective choices and replace them with the new choices.
No changes are permitted once you receive an elective offer. Should you need to make changes, you must decline the current offer and submit a new application. The cancellation policy will apply. PLEASE NOTE: There is no guarantee that you will receive another elective offer. Your current offer will not be retrievable.
No changes are permitted to confirmed electives. Any requests to change a confirmed elective will only be processed through cancellation and re-application. Fees and cancellation policy will apply.

Cancellation Policy

If your elective request cannot be accommodated, the application is cancelled.
If your request is confirmed by Memorial, you are expected to accept or decline the offer through the AFMC Student Portal within 7 days. After 7 days with no response, Memorial reserves the right to cancel the offer.
Should you decide to cancel the elective once it is confirmed, you will be required to notify us at least six (6) weeks prior to the start of the elective.
There is significant amount of administration to secure an elective placement. Please consider the implications of cancelling a rotation once it has been confirmed. In cases where insufficient or no notice of cancellation is provided by the student, a letter of reprimand citing a breach of professionalism may be sent to the home institution.

As per Memorial policy, the elective application fee is non-refundable. No refunds will be issued on any cancelled applications.

AN INITIATIVE OF