ELECTIVE APPLICATION PERIODS

The AFMC is pleased to announce that the Capacity-Based Model will launch on May 11th, 2025, with learners applying for placements starting August 4th, 2025.

The Capacity-Based Model will provide a robust, efficient, and cost-effective platform for learners to secure a wide range of visiting electives in a timely manner.

Learners will apply for visiting electives in 2-week blocks. Application rounds will open 12 weeks prior to start date of the elective. These application rounds will open on the same days for all schools. A lottery will be applied to select who to publish offers to.

Note: The application windows that are in RED, are BLACK OUT PERIODS, where NOSM University doesn’t accept applications during these time frames.

The benefits for Learners include:

• Standard application process for all learners
• Schools can no longer cancel an accepted placement; they will need to find the learner an alternate placement
• Learners will get responses in a timely manner
• No application fees, learners only pay for acceptance fee
• Elimination of Core Requirements Increase in the number of learner applications; learners can submit a maximum of 3 applications per school and a maximum of 12 applications per 2 week-block
• Lottery Process ensures fairness to all learners.
• Learners will have adequate time to apply, no more late nights waiting for application rounds to open
• Higher probability of getting desired electives

Health & Safety

ONTARIO & OUT OF PROVINCE LEARNERS

At all times you should endeavour to protect yourself from harm at work through proper use of personal protective equipment (PPE) and safety practices.

Nonetheless, incidents may occur despite your best efforts. Therefore, it is important to review and understand the safety protocols of the institution in which you are working. In the event of an injury at work, please read the appropriate following information based on your learner classification.

Medical students and residents from a medical program in Ontario

If the injury is severe enough where medical attention is required, present to the nearest Emergency Department. All injuries incurred in the workplace must be promptly reported to the Occupational Health Department at your training site and your preceptor. In the event of a needlestick or biological contamination, your site-specific Occupational Health department may advise for additional forms or testing as required.

Ontario learners must contact their home school to report the injury. Your home school will be able to provide you with the next steps.

In the event of any interruption to your rotation, you must notify your Preceptor and your NOSM University Elective Coordinator. Your NOSM University Electives coordinator may be reached through their NOSM University personal email or at electives@nosm.ca.

Medical students and residents from a medical program outside of Ontario, including international students.

If the injury is severe enough where medical attention is required, present to the nearest Emergency Department. All injuries incurred in the workplace must be promptly reported to the Occupational Health Department at your training site and your preceptor. In the event of a needlestick or biological contamination, your site-specific Occupational Health department may advise for additional forms or testing as required.

All learners must complete in conjunction with their preceptor an Injury/Incident Reporting Form Should you be unable to complete this form, your supervisor must do so on your behalf. All completed forms must be sent to NOSM University Human Resources at hr@nosm.ca or by fax 705-671-3880 and learners must identify in the correspondence that they are a visiting learner, provide their home school name and their learner level. Should you require assistance in completing the reporting form, an Information Sheet is available to assist in the completion of the form.

A NOSM University Human Resources representative will contact you directly to gather additional information and to clarify the status of the injury. The NOSM University Human Resources Unit will generate and submit Form 7 (Employer Report of Injury) to WSIB on your behalf, if required. NOSM University Human Resources or WSIB may require additional follow-up.

Should you have any questions regarding the NOSM University process, contact NOSM University Human Resources at hr@nosm.ca.

All learners should notify their home school of the injury and advise that any reporting if required is completed by NOSM University.

In the event of any interruption to your rotation, you must notify your preceptor and your NOSM University elective coordinator.  Your NOSM University Elective Coordinator may be reached through their NOSM University personal email or at electives@nosm.ca.

INTERNATIONAL LEARNERS

All students must have successfully completed the Workplace Hazardous Materials Information System (WHMIS) training prior to the start of their placement. WHMIS training is for employers and workers information about hazardous materials that are used in various workplaces.

Student will receive a link to complete the training 8 weeks prior to the start date. Students are required to upload their certificate of successful completion to the portal. Should a student already hold a WHMIS certificate, it can be uploaded at time of application

For more information for visiting learners or if you require help, please visit our website: I Need Help – Visiting Electives

Travel &
Accommodation

Elective students are responsible for the cost of their travel and accommodations during their elective.

Housing

NOSM University has permanent leases on several housing units across Northern Ontario. Ministry funding requires us to prioritize the needs of NOSM University learners (full-time NOSM University students) when allocating these housing units.

ALL medical students are expected to review the following documents prior to submitting an application through the portal.

NOSM University Housing Guidelines

Appendix 1: NOSM University Housing Agreement – must be signed and sent to housing@nosm.ca

Key Features
It is important to determine whether the above housing protocols meet your specific requirements. Medical students share a kitchen and bathroom with another medical student (male or female). Overnight guests are not allowed. Family member housing is NOT available for almost all learners as noted on Page 5 of the Housing Protocol. Please also see our smoking/pet/scent restrictions and mixed gender room assignment More information about maps, location, allocation of specific rooms, and delivery of keys are found within the guidelines document.

Availability
All students are encouraged to secure their own housing. If a NOSM University managed unit becomes available four to eight weeks prior to your placement, we will email you and request a cheque or money order in the amount of $375 CAD per week..

Please note: NOSM University housing is allocated to visiting learners on a first come first serve basis. Please let us know in the comments section if you would like us to request NOSM U housing on your behalf. The NOSM University coordinator will continue to process requests even if NOSM University housing is not available. Following confirmation of a secured elective, if NOSM University housing is not available, you will be notified, and additional information may be provided to help you secure accommodation in the community.

Cancellation &
Change Requests

Elective Cancellation Process

While extremely rare, should a confirmed/accepted elective be cancelled by NOSM University (via site or preceptor) due to unforeseen/mitigating circumstances, we will contact the student to obtain consent if they desire NOSM University to find an alternative elective, with the understanding that a student must proceed with the offered alternative. All attempts to find a reasonable placement will be made, however since this is highly dependent on capacity, students must be prepared to be flexible. Students can decline the alternative elective offered, but a refund will not be issued in these circumstances

Note that no refund will be issued if an alternative is found.

A refund will only be issued if a student does not request/consent for NOSM University to search for a reasonable alternative, OR if an alternative elective placement is not available/offered.

CANCELLATION POLICY AND PROFESSIONALISM

In the AFMC Capacity-Based Model, students are not permitted to cancel an accepted elective placement. If there are mitigating circumstances, students must contact their home schools for permission to cancel an elective placement with a visiting school. The home school’s Elective Office must notify NOSM University Electives Office that an elective placement has been approved for cancellation.

Strict Application Process (No Direct Contact Allowed)
• Do NOT contact preceptors or community contacts directly.
• Communities and preceptors cannot respond to inquiries.
• All communications must go through NOSM U scheduling channels.

Matching Process
• You will be matched to a preceptor based on:
• Your chosen discipline
• Your preferred region
• You’ll receive contact details only after acceptance and fees are paid.
• This ensures equity and administrative consistency.

AFMC Portal
• The AFMC Portal shows all available opportunities with NOSM University.
• If it’s not listed there, it’s not available.
• Listings are by region, not by specific community.
• No guarantees for specific communities.

Fairness & Anonymity in Lottery
• Elective coordinators cannot see your name during the matching process.
• Prevents any bias or prioritization.

Check Blackout Dates
• Visit the Elective Application Period tab.
• Red dates = blackout periods
• No electives are allowed during those timeframes.

What You Should Do:
• Only use the AFMC Portal to view and apply for electives.
• Respect the outlined procedures and timelines.
• Do not attempt to bypass the system by contacting individuals directly