BOE Process for Residents in Academic Difficulty
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Key Step for BOE process
Identify Resident in academic
difficulty that may need to
undergo formal remediation
and be presented to the Board
of Examiner’s (BOE)
Be aware of the BOE
document deadlines
The Faculty Lead for BOE will
contact you and provide you
with a presentation time,
process instructions, and
remediation report templates
Refer to the Guidelines for
Evaluation of Postgraduate
Trainees – Remedial Periods
Draft remedial plan for the
Resident
Revised August 2014
Notes & Details
Notify PGME Office contact pgboe@utoronto.ca as early as possible.
There are many supports & resources for program directors. Email relevant ITERs and other evaluations
which demonstrate issues for remediation. Please note, new cases will not be included on the BOE
meeting agenda until ITERs are received.
The BOE is a Faculty of Medicine committee. The processes are highly structured and the timeframe is
not flexible. EARLY discussion is important to get paperwork to the BOE and Faculty lead for BOE. BOE
meeting dates and deadlines can be found at: http://www.pgme.utoronto.ca/content/board-examinersboe-pg-0
For all New Cases, Extension Requests and Dismissal Requests the Program Director must present
their case at the BOE meeting in person.
BOE meeting dates and deadlines can be found at: http://www.pgme.utoronto.ca/content/boardexaminers-boe-pg-0
Guidelines for Evaluation of Postgraduate Trainees (Feb 2007) can be found at:
http://www.pgme.utoronto.ca/content/board-examiners-boe-pg-0
Remediation plan templates can be found at: http://www.pgme.utoronto.ca/content/board-examiners-boepg-0 New cases use “Request for Remediation” template.
SAMPLE plans and support to draft plans are available through the PGME office so contact
pgboe@utoronto.ca as early as possible. Send draft remedial plan to PGME Office by/before posted
deadline to pgboe@utoronto.ca
Work with the PGME Office to
A PGME office educational consultant will review the draft remediation plan and provide feedback to
develop the plan.
assist you in preparing the plan for submission to the Board of Examiners.
Review plan and processes
Let the Resident know:
with Resident
1. 1. The date of RPC meeting at which the plan will be discussed and invite Resident to attend.
2. 2. That they must meet with the Vice Dean or designate the week prior to the BOE meeting. PGME office
will contact your Program Administrator with the scheduled meeting details. If the resident is not
available to meet with the Vice Dean at the assigned time, the case will be moved to a subsequent
meeting.
Review and approve the draft plan at
Per Faculty requirements, new cases must be reviewed by RPC to be included on the BOE meeting
the Residency Program Committee
agenda. The RPC meeting may be in person or by teleconference. Resident to be offered attendance to
(RPC) meeting. Consider input &
make a presentation and be excused for discussion and decisions. Program Director to document offer of
perspective provided by resident at RPC attendance and/or declining offer. Revise the plan and incorporate any suggested/required edits. Insert
meeting.
PD signature and date on last page. Electronic signature is acceptable.
Send revised plan to Faculty
Send revised plan (i.e. reviewed with the Resident and approved by the RPC) to Faculty Lead for BOE
Lead for BOE and PGME
and PGME Office by/before deadline at faculty.affairs@utoronto.ca and pgboe@utoronto.ca
Office by/before deadline
Please reformat document accordingly. Note that remediation plan and appendices need to be ONE
continuous document with consistent formatting, page numbers etc. Please use Arial 11 or 12 pt. font.
Note that late or incomplete submissions will removed from agenda by the Faculty Lead for BOE
On the day of the meeting:
Please wait until you are met and invited to join the BOE meeting.
Program Director to arrive at
the PGME Office 10-15
minutes prior to the
presentation time.
At the meeting:
At the meeting provide a
- 3-5 minute synopisis of the educational history of the resident
Provide the Board with a brief
summary of the case and plan
- 3-5 minute outline of the remedial plan
for remediation; answer
- be prepared to answer questions from the BOE about the case.
questions.
Note that no commentary on details related to resident wellness are to be disclosed at the BOE meeting
OR in the remediation documents.
The Chair of the Board will thank you for attending and the Board will discuss and decide the case in
private.
The Faculty Lead for BOE will forward
Make required revisions to the plans by the noted deadline.
the decision letter from the BOE Chair
Also note the BOE date(s) and deadlines for submisssion of required future interim report(s).
approximately 1 week after meeting.
*Please note that each step of this process is important and in order to include all steps the process should start no later than 3 weeks prior to the
BOE meeting date.
NOTES for completion:
 Please review one-pager on process
 Fill in YELLOW information.
 Delete yellow sections that do not apply
 Reformat the document.
o Send final version and all appendices in ONE continuous document with
consistent formatting, page numbers etc.
o Please use Arial 11 or 12 pt. font
REQUEST FOR REMEDIATION
Date:
<Date>
FOR:
< Resident LAST NAME, First Name >
< Training Program Name >
< Training Year >
A. REQUEST OF RESIDENCY PROGRAM COMMITTEE TO
PGME BOARD OF EXAMINERS
Remediation for << period of time, e.g. 3-6 months >> for the dates X to Y
Probation for << period of time, e.g. 3-6 months >> for the dates X to Y
Remediation and Probation for << period e.g. 3-6 months >> for dates X to Y
Dismissal
OTHER:
B. BACKGROUND
1.
Trainee Information
Dr. << First Name, Last Name>> is a currently a << Resident OR Fellow OR
Other >> in the XX year of the << Program >>.
The << Program>> is a << duration>> training program.
Based on current level of performance, we request that during this period of
remediation, Dr. << Resident’s Name>> will be evaluated at the PGYX level.
© Glover Takahashi, S. Nayer, M. Postgraduate Medical Education, University of Toronto, November 2014
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2.
Board of Examiner’s Profile
Outline previous Board of Examiner actions for this trainee:
Not Applicable
Dr.<< Resident’s Name>> was previously considered by the Board of
Examiners
 on <DATE> with respect to << REQUEST>>.
On <DATE>, the Board of Examiners decided << OUTCOME>>.
3.
Training Profile
The overview of the training profile for each training year is outlined below:
In the <<Program>> program, a “pass” is << benchmark for passing grade, e.g.
3/5>>
PGYX
Dates
Block
#
Block
Name
ITER
Scores
Comments from ITER
Examination Results for all years of residency
Group like examinations together for comparison purposes (e.g. in-training
exams for each year grouped together, OSCE scores for each year grouped
together)
Dates
Test
Result
Comparator
(e.g. mean & SD for comparators)
NOTES:
 Send most recent and all relevant ITERs by the requested deadline
 Attach other relevant evaluations, documents
C. PLAN
1.
Rationale
 Identify the aspects of the Trainee’s performance or behaviour that
require remedial attention (i.e. Provide a brief summary in narrative form
that outlines the rationale for request.)
© Glover Takahashi, S. Nayer, M. Postgraduate Medical Education, University of Toronto, November 2014
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2.
Purpose of Remediation/Probation
To provide a period of focused education to enable the resident to meet the
<<Program>> Goals & Objectives for << Residency Training Level >>
To provide a period of focused education to << DETAILS>>
Other: << DETAILS>>
Specifically, the PLAN will focus on meeting the goals and objectives related to:
Note: the remedial plan should focus on no more than 2-3 CanMEDS Roles at a time
Medical Expert
Collaborator
Scholar
Professional
3.
Communicator
Advocate
Manager
Details of Remedial Plan
 State the specific duration of remediation period;
 List the assigned rotation(s), training location(s), and length of time/dates
spent at each rotation/location, during remediation period
© Glover Takahashi, S. Nayer, M. Postgraduate Medical Education, University of Toronto, November 2014
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4. Specific remedial plan goals, strategies, evaluation/outcome measures are listed in the following table:
 If possible use one table for each CanMEDS role
4.1 Month/Block:
CanMEDS Role:
e.g. Months 1-2; Medical Expert
Note: the remedial plan should focus on no more than 2-3 CanMEDS Roles at a time
Goals & Objectives
e.g. To improve in…; To
satisfactorily complete…; To
demonstrate…
Learning or Teaching
Strategy
 Describe the proposed remedial
education and the resources
available to the Trainee;
 Append detailed schedule for
teaching topics, faculty for each
topic, approach to teaching
© Glover Takahashi, S. Nayer, M. Postgraduate Medical Education, University of Toronto, November 2014
Assessment of Achievement
State the:
 evaluation method/ tool,
 criteria being evaluated,
 PGY level to be evaluated at
 frequency of evaluation
 benchmarks for achievement (e.g. 70% or greater in XX is a pass)
APPEND assessment tool(s)
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4.2 Month/Block:
CanMEDS Role:
e.g. Months 1-2; Professional
Note: the remedial plan should focus on no more than 2-3 CanMEDS Roles at a time
Goals & Objectives
e.g. To improve in…; To
satisfactorily complete…; To
demonstrate…
Learning or Teaching
Strategy
 Describe the proposed remedial
education and the resources
available to the Trainee;
 Append detailed schedule for
teaching topics, faculty for each
topic, approach to teaching
© Glover Takahashi, S. Nayer, M. Postgraduate Medical Education, University of Toronto, November 2014
Assessment of Achievement
State the:
 evaluation method/ tool,
 criteria being evaluated,
 PGY level to be evaluated at
 frequency of evaluation
 benchmarks for achievement (e.g. 70% or greater in XX is a pass)
APPEND assessment tool(s)
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4.3 Month/Block:
CanMEDS Role:
e.g. Months 3-4; Medical Expert
Note: the remedial plan should focus on no more than 2-3 CanMEDS Roles at a time
Goals & Objectives
e.g. To improve in…; To
satisfactorily complete…; To
demonstrate…
Learning or Teaching
Strategy
 Describe the proposed remedial
education and the resources
available to the Trainee;
 Append detailed schedule for
teaching topics, faculty for each
topic, approach to teaching
Evaluation of Achievement
State the:
 evaluation method/ tool,
 criteria being evaluated,
 PGY level to be evaluated at
 frequency of evaluation
 benchmarks for achievement (e.g. 70% or greater in XX is a pass)
APPEND assessment tool(s)
NOTES:
 Comment on who is the Remediation Coordinator for the remedial plan (i.e. the person responsible for
overseeing the entire plan throughout the remediation period; often this is the Program Director, however it may
be someone else)
 Comment on who is/are the Rotation Supervisor(s)(i.e. the person(s) responsible for daily oversight of the
resident on a particular rotation)
 Comment on who is/are the mentor(s) during the remediation period (i.e. mentor to provide support to resident
with non-evaluative role)
 Other evaluation of remedial progress
© Glover Takahashi, S. Nayer, M. Postgraduate Medical Education, University of Toronto, November 2014
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
Outline typical week during remediation period for each different type of
session (e.g. noting academic half-day, clinical sessions, coaching sessions,
protected reading time, etc.)
Monday
Tuesday
Wednesday
Thursday
Friday
AM
PM
* Please note that faculty/coach remediation sessions will depend on schedule
availability.


5.
Time off during the remediation period, for vacation or CME leave, requires
approval by the remediation coordinator and program director.
Generally time off is not taken during the last month of remediation, during
any scheduled evaluation (e.g. OSCE) or during the week before any BOE
meeting where the resident’s case is being presented.
Outcome of Remediation
Upon successful completion of the remedial plan:
 Dr. <<Resident’s Name >> would begin residency training for PGY
<<training level>>
OR
 Dr. <<Resident’s Name >> would have completed the PGY <<training
level>> residency training
OR
 Dr. << Other planned next step>>
Upon unsuccessful completion of the remedial plan
 << planned next step>>
6.
Development of the PLAN
 This PLAN was reviewed by the Resident on <<DATE>>.
 The Resident was offered the opportunity to meet about the PLAN with the
Residency Program Committee and <<ACCEPTED or DECLINED>>.
 This PLAN was reviewed and approved by the Residency Program
Committee on <<DATE>>.
 There are extenuating circumstances identified by the Residency Program
Committee which may impact the implementation of this PLAN:
Yes
(do not identify details anywhere in plan)
No
7.
Signed & Dated
______________________________
Program Director, <<PROGRAM>>
© Glover Takahashi, S. Nayer, M. Postgraduate Medical Education, University of Toronto, November 2014
_________________________
Date
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