FAQS

ACADEMIC

1.What should I do when I am ill and have an upcoming exam that I am feeling unprepared for?

Request a deferral. The Student Affairs office can “support” a student’s request for deferral using the form found on the UGME website at: http://undergraduate.medicine.dal.ca/policies.htm.

These requests are very straightforward but we recommend you see a doctor to get a note about your symptoms so that you have the proper documentation to support the request.

Once the request form is submitted to UGME they will write to you and confirm the deferral request with more information to follow at a later date regarding the scheduling of this exam.

2.  I am experiencing some personal difficulties prior to the exam that I feel may interfere with my performance, however, I do not want to defer. What should I do?

Put a letter to file to explain your situation. The letter is sealed and dated and given to the UGME office prior to the exam. The letter can just indicate that you have been experiencing difficulties this year and exam preparation has been difficult. You can provide as much or as little information in this letter and then place in a sealed envelope and write your name on the front along with "only to be opened in the event of academic jeopardy".
Although this letter does not change your grade it will help to serve as an explanation should your results get discussed at Progress.

3. How does a deferred exam affect my transcript?

If you are granted a deferral on a unit exam, the original grade will be recorded as a “DEFR”. Once you write the exam the grade on that exam will then replace the “DEFR”.


4. What does a student do if they have an identified “learning difference” which requires some form of accommodation both within the program of study as well as with exams?

The Office of Student Affairs works very closely with the University office of Student Accessibility and Accommodation

This office has an established “Accommodation Policy for Students and is responsible for the administration of this. Their office is Dalhousie's centre of expertise for student accessibility and accommodation. All requests for academic accommodation and non-academic accommodation made by registered students must be directed to OSAA.  For further information on the process contact Student Affairs.


6. What happens if I fail an exam?

Although it may feel like it is the end of the world, it really is not. Failure of one unit exam requires you to write a supplemental exam sometime in July. You must pass this supplemental exam in order to be promoted to the next year. On your transcript the original grade received will be recorded as a “F”, however the grade received on the supplemental will be recorded as well.

CAREERS

7. What do I do if I am struggling with making a career decision? I always thought I knew what my career path would be, even from the time I entered medical school. Now with all of the clinical exposure, I am having second thoughts? Where can I get some help and guidance?

This is a common occurrence and the more knowledge and information a student gains as they progress through the undergraduate program, the more areas they begin to consider as they expand their horizons. Start by using the CiM (Careers in Medicine decision model) to at least ensure you are considering the factors that are important to you in making this very important decision. Afterall, this is your career so you want to be happy. Make an appointment to meet with the Office of Student Affairs and they can help guide you through some questions and will offer you resources and ideas that will support you.

8. I have completed all of my “core” rotations and still do not know what I want to do, what should I do now?

The Office of Student Affairs is a good place to start if you find yourself in this type of situation. They would review some of the rotation options that may have appealed to you and will work out a plan to provide you with some guidance as you move forward. As well they can pair you up with a physician/resident as well as discuss some different career paths that you may be of interest.

PERSONAL SUPPORT

9. I may need to take a few days off due to a personal family matter that has recently arisen. How do I go about gaining approval for this?

The UGME office has a “Time off Request Policy” that can be found here : http://undergraduate.medicine.dal.ca/policies.htm
If you do not wish to disclose personal information, the Office of Student Affairs (OSA) can help to facilitate your leave without informing them of any details. The OSA and the UGME offices have an established trust when dealing with student situations. UGME will seek advice and work closely with the Student affairs staff to assist students in all regards.


10. My long term relationship recently ended, who can I speak to for counseling? 

There are several options available to students who are faced with relationship issues while in medical school. The Office of Student Affairs maintains an open door and students do not necessarily require an appointment to meet with someone to discuss personal issues. As well, students may choose to see the Student Advisor, Dr. Gita Sinha, to talk about their particular issue. If further help is required, students can contact the Counseling and Psychological Services office on campus at 494-2081. They always have a limited number of emergency appointments for students each day and will provide you with guidance and support during difficult times.


11. What are some examples of “extenuating circumstances” that might require a student remaining in metro and or another location to complete their clerkship track?

Some examples might be as follows:

1. An ill parent, child or spouse that requires the student to remain close to home to provide care and support
2. Pregnancy
3. Medical reasons supported by documentation from a physician
4. Children

These are just examples and not an all inclusive list of the reasons why special accommodations may need to be arranged.


12. I am pregnant; can I take some time off for maternity leave?

 Yes, but depending on the timing (clerkship or 1st 2 years of study) you may be required to graduate late.  The Office of Student Affairs will work with students and UGME to find various scheduling options that will allow you the time off that you require. We recognize that each student is unique in their needs and situations and will try to find the best solution for you.

IMMUNIZATION

13. Am I required to provide documentation of my flu vaccine?

It is strongly encouraged that you receive an annual flu vaccine. It is in your best interest to submit documentation to the Admissions & Student Affairs Office and it will be entered into your DalMedix immunization record.


14. What if my serology report indicates that I am Non-Immune?

You can go to Dalhousie University Health Services for a “booster” vaccination then repeat serology in 6 weeks.


15. How often do I require a Diphtheria, Tetanus, Pertussis Booster?

Every 10 years.


16. Is documentation of 1 (MMR) Measles, Mumps, Rubella booster enough?

No, all enrolled medical students must now have a 2nd MMR.  Serology for both the Measles and Rubella are required. Mumps serology is not a requirement but the NACI (National Advisory committee on Immunizations) states that a 2nd dose of MMR demonstrates a 99% immunity to Mumps)


17. How often do I require a TB test?

The requirements at Dalhousie Faculty of Medicine are that a 2-Step TB test is required at entrance followed by an annual 1-Step.



GENERAL

18. How do I arrange and or request funding for upcoming travel arrangements?

The Office of Student Affairs administers a small amount of funds for student travel annually. In order to be eligible, the student must be approved to present a poster, workshop and/or research at a conference. The application and guidelines can be found on the Student Affairs website at http://studentaffairs.medicine.dal.ca/financial-links.htm


19. How much input will I have when it come to the location of my clerkship rotations?

The first step dealing with clerkship rotations is the selection of tracks. This process begins sometime in mid December. Once you have your track assignments there are certain rotations where students determine the location of the rotation. Students are asked to work in their track groups to determine who will go away and submit the selections to the UGME office. Each year there are a small number of students who may require “special accommodations” with their track assignments based on extenuating circumstances only. The Office of Student Affairs will review these requests and make recommendations to the UGME office with respect to track assignments and locations based on information and documentation provided by the student.


20.  If I am having difficulty with a tutor or senior staff personnel where can I go for assistance?

It is important to first try to work the situation out with the individual in question. The Office of Student Affairs is always willing to provide advice on how to approach difficult situations and will assist students in determining the right pathway to follow depending on the particular issues.

21. Is there a possibility that I can take a leave of absence to pursue other studies such as a Master’s degree?

Requests of this nature must be submitted to the Undergraduate office and be approved. The Associate Dean may request a meeting with the student to gain a further understanding of what it is you hope to accomplish. As well, you will be required to add the same length of time at the end of program to finish the MD degree.

22. I failed my last exam/rotation and feel that I want to appeal the grade, what do I do?

The appeals process for the Faculty of Medicine is outlined within the Promotion and Evaluation Regulations. Ensure you familiarize yourself with these regulations before proceeding.  The Office of Student Affairs will assist you in the appeal process, attending progress committee meetings and other meetings as required. They will act as your advocate and provide support and guidance throughout.