Administrator, Visiting Electives
1151 Richmond Street
London, Ontario, N6A 3K7
Students from Canadian Medical Schools may be eligible for these opportunities. Please visit the Canadian Students information tab on the AFMC portal; see Policies and Requirements. For information on the prerequisite verification process, see the Synergy page.
Starting on February 9, 2023, Western University will begin the process to receive International Student applications for electives, with placements beginning in June 2023. Please visit the International Students information tab on the AFMC portal; see Policies and Requirements. For information on the prerequisite verification process, see the Synergy page.
Acceptable file formats (unless otherwise specified): PDF, PNG, JPEG
Click here to visit Schulich’s Undergraduate Medical Education Policy webpage.
Acceptable file formats (unless otherwise specified): PDF, PNG, JPEG
Click here to visit Schulich’s Undergraduate Medical Education Policy webpage.
Pre-Placement Requirement Clearance in Partnership with Synergy Verified
Western University has partnered with Synergy Verified to provide support and clearance for pre-placement requirements. You will not be required to upload prerequisite documents into the AFMC portal with your initial application. Once you have applied, and if a visiting elective placement offer is made and accepted, you will then undergo prerequisite verification through Synergy Verified.
To have your documents validated you are required to book an Electronic Student Permit Checking (ESPC) appointment through Verified, a proprietary platform that is used by students across Ontario for the purpose of digitally collecting placement requirements and documentation for verification.
As part of your visiting elective application, you will need to complete and upload a form providing consent for your personal information to be shared with Synergy for the purpose of pre-placement clearance. On this form, you will be required to provide your MINC number so that you can be uploaded into the Synergy Verified system, should you accept a visiting elective offer.
Your ESPC Appointment
After you have accepted a visiting elective offer, your information will be turned over to Synergy. Once Synergy has added you to their system, you will receive login credentials to access your Verified account. You will use Verified to:
You will have three weeks from the time you accept your visiting elective offer to complete and pass your Synergy Verified clearance. You are encouraged to book your appointment early, even if you do not have all documentation in place. Do not wait until a week or two before the deadline to book your appointment; appointment times will fill.
You are encouraged not to book your appointment for the last available date to allow time for you to book a follow-up appointment before the deadline should you have documentation missing.
Ensure all pre-placement documents are uploaded to your account by 9:00am on the day of your appointment. If documents are missing or a requirement is not complete, you will not be cleared for placement and will need to book a follow-up appointment for an additional fee.
You do not need to be “present” on the day of your appointment – this is the date that staff at Synergy Verified retrieve your documents for review. Your Verified account status will be updated (pass/fail/pending) once your documents have been reviewed and verified by Synergy staff.
Once you have been cleared by Synergy Verified for your elective placement, the elective coordinator will notify the clinical department of your status.
Synergy Pre-Placement Requirement Clearance Information – Canadian Students
Synergy Pre-Placement Requirement Clearance Information – International Students
School | Canadian Student Application Fee | Canadian Student Acceptance Fee | International Student Application Fee | International Student Acceptance Fee | Additional Fees Outside Portal |
Western University | $100 | $0 | $500 | $445 | The $445 malpractice insurance fee is covered by the International Student Acceptance Fee. |
Purpose
Statement
Principles
Appeal
There may arise in the process of application, a dispute on acceptance of a VSE experience from a learner or faculty. If the request does not meet the processes of the AFMC Portal or there are concerns communicated, the request may affect Schulich Medicine student learning.
Written requests for relief from a VSE denial or review of an application for VSE or Observership in clinical learning through the MD Program will be reviewed by the Chair of Clinical Electives for decision and action.
Tobacco Enforcement Officers can conduct inspections of public places and workplaces to ensure compliance with the law, respond to complaints about offences and lay charges when necessary. Smoke-Free Ontario Act fines range from $300 to $300,000.
Observerships have no Western University (academic) status. Medical learners who wish to arrange an observership do so by contacting the department / hospital where they wish to have observer status.
London, Ontario
Distributed Education = Rural/Regional Community Site placement
Southwestern Ontario (Approximately 400km/2)
Distributed Education electives are referred to as “Regional” electives in the Portal
Windsor and (Windsor Area), Ontario
(Approximately 200km south west from London Ontario)
London Family Medicine
Students are responsible for arranging their own transportation at their own cost.
As a visiting student you are responsible for your own accommodations while on elective.
Please do not make any travel arrangements unless you have a confirmed elective.
Also please note special notes on the “Formal Elective Offer” as some rural placements do have a contact person to assist with housing needs.
Parking information for London Hospital sites (correct as at July 12, 2019):
https://www.lhsc.on.ca/about-lhsc/lhsc-maps-and-directions
No. Electives are given on a first-come, first-served basis. The number of spaces available vary per department and time of year.
Western does not arrange observerships as it is not for academic credit. For information, please visit the individual clinical department’s website for full information on how to apply for an observership.
No. Fees are non-refundable. For this reason, we strongly encourage students to read all our requirements before submitting their application.
International students are expected to have completed the core rotation(s) covering the areas they apply before attending an elective. Core training must be completed prior to the elective start date.
Family Medicine, Internal Medicine, Obstetrics/Gynecology, Pediatrics, Psychiatry, Acute Care, and Surgery.
We do not keep a central database of available positions so can’t provide you with availability.
Prerequisite documentation is not required during the application process. If an elective placement is offered and accepted, visiting elective students will then have their documentation reviewed through a third-party organization, Synergy Verified. See the Synergy page for more information.
No. This ensures that all students have appropriate coverage.
All schools require a baseline TB assessment upon entry into medical school, as outlined on the AFMC Form. In addition, Western University requires a repeat TST for students who answered “Yes” to any of the three TB exposure questions found in Section F. Tuberculosis (TB) of the AFMC Form. Quantiferon is NOT the gold standard when being used for the purposes of health care screening.
Here are the Canadian TB standards:
Repeat Chest X-ray: All schools require students with a positive TST documented or any other positive TB history to have a chest X-ray dated subsequent to the positive TST or other positive TB history. A routine repeat or recent chest X-ray is not required unless there is a medical indication (e.g., symptoms of possible TB disease), Attach the report (or letter from a TB physician specialist or TB clinic report describing the film). This requirement does not apply to the following situations:
Situations in which TST is recommended for testing but an IGRA is NOT acceptable:
And the Ontario Hospital Standards:
The turnaround time varies with each department, and elective choices can only be processed one at a time.
No. Students are not to contact a preceptor or department directly to arrange an elective. Failure to comply may result in a Letter of Professionalism and/or cancellation of your application.
No. We will only discuss your application with you.
Due to the volume of requests, we cannot offer status updates.
Western is committed to provide you with a status update no later than 8 weeks prior to the elective start date. Should you not hear from Western approximately 10 weeks prior to the elective start date, then please do email us for a status update.
No. Submitting an application does not guarantee a placement.
Yes. This is a formal offer and at this time, you can no longer request any changes. You now have 7 days to accept or decline the elective offer. Should you decline the offer, then your application will automatically be cancelled and closed.
Note that students are not permitted to participate in ANY OTHER elective choices during the approved elective period as outlined and stipulated in the Formal Offer.
While we appreciate your enthusiasm, giving a gift of monetary value is discouraged as it can put the preceptor in an awkward position. Please feel free to show your appreciation with a hand-written letter or card expressing your thanks.
If Requested: Some departments may request that elective students complete an evaluation of the staff they have spent time with.
You may bring an evaluation form from your school and have the preceptor complete the form during the rotation. Please return the fully completed homeschool evaluation form to your homeschool as Western does not require a copy thereof, neither will Western follow up on behalf of homeschools on outstanding evaluations
The AFMC Student Portal Immunization and Testing Form 2020 is now available on Immunization requirements page of the Portal.
All students entering the AFMC Student Portal process for the first time must use the 2020 form. If a student had the 2018 or 2019 AFMC Student Portal Immunization and Testing Form completed prior to January 1, 2020, the student may continue to use the previous versions of the Form for the duration of the student’s time in medical school.
Note that applicants from Canadian medical schools should not upload actual proof of immunizations unless required. Only upload the FULLY completed immunization (plus completed addenda as and where required).
Please also see the “FAQ” and “International/Canadian Medical School Trainees: Forms to be completed and uploaded” tabs listed to the left of this page.
Schulich Statement on Immunization
Please take note and be aware of this CPSO Policy Statement #2-16: Physicians Treatment of Self, Family Members, or Others Close to Them.
International trainees
Note that you must also upload proof of the information completed on the immunization form i.e childhood immunization records (yellow card), titers, lab reports, physician letters TOGETHER with the fully completed immunization form.
Canadian trainees
We do not require any proof of actual documentation/lab reports – do ensure that the immunization form is fully completed and signed off.
Health Care Professional (HCP)
Upload only the requested and required documentation into ONE pdf file: DO NOT upload extraneous health information.
Laboratory proof
Laboratory proof means an actual laboratory report with your name on it. We will not accept transcribed information.
It is the SOLE responsibility of every visiting student to ensure that their homeschool assessment/evaluation form has been completed by their preceptor and returned to their home school.
Schulich administration will not be responsible for tracking down any assessment forms after the student has returned to their home school.
Should a homeschool require a completed elective assessment/evaluation, then the student MUST provide such directly to the preceptor at the time of the elective.
The supervising physician or resident is responsible for evaluating students while on an elective. Electronic requests prior or after the elective will not be completed.
Western does not require or keep a copy of any of the completed forms.
Preceptors are Western appointed physicians/residents and can duly complete and sign these assessment/evaluation forms on behalf of the Western Visiting Student Electives Office/Undergraduate Medical Education Dean.
International Homeschool Single Elective Agreements should be sent directly to the Visiting Student Electives Office for completion PRIOR to the elective start date. These can be emailed to electives@schulich.uwo.ca. These completed forms will be duly completed and emailed back to the homeschool. Due to the unreliability of the postal services, forms will not be mailed back to homeschools.
HOSPITAL ONBOARDING REQUIREMENTS/ELEARNING
Alison Clemens – Alison.Clemens@lhsc.on.ca
Contact person for Electronic Health Record (EHR) and Mandatory Online Training Modules
Visiting students with placements in Windsor at the Windsor Regional Hospitals are required to contact:
Coronavirus Update: for latest updates
Additional resources and information?
Public Health Ontario has excellent resources as does Health Canada and the CDC.
Please feel free to reach out and inquire if you have any questions or concerns.
The AFMC Student Portal Helpdesk is where you can ask questions, consult help documents, and find general information related to visiting electives in Canada.
Or reach us directly at
service@afmcstudentportal.ca
Not ready to talk to someone? You can also download a series of comprehensive student resources.
Login
Register
Search Electives
The AFMC Student Portal Helpdesk is where you can ask questions, consult help documents, and find general information related to visiting electives in Canada.
Or reach us directly at
service@afmcstudentportal.ca
Not ready to talk to someone? You can also download a series of comprehensive student resources.
Login
Register
Search Electives
© Student Portal 2022
The AFMC Student Portal for visiting electives is currently closed. Visiting Electives for the Class of 2022 were suspended during the AFMC Board meeting on April 18, 2021. That includes electives for both Canadian and International students. The Undergraduate Deans of Canada’s medical schools are meeting on a regular basis and the decision to re-open the Portal will be made collaboratively and consistently across the country taking into account learning opportunities, provincial covid restrictions and other public health concerns.
We are working with our new Service Provider to build out the new visiting elective service portal. It will be ready when electives are offered again.
The AFMC Student Portal will be offline starting December 23, 2021. The refreshed portal will being rolling out in late February 2022.
For MCAT® Fee Assistance Program Applicants please verify eligibility and submit application through our AFMC website.
We apologize for the inconvenience and appreciate your patience.
If you have any questions, please contact the Help Desk at service@afmcstudentportal.ca