AFMC Student Portal Presentation for Placement Contacts January 2017 www.afmcstudentportal.ca

Agenda About the AFMC Student Portal - Our Partners - Role of the Elective Coordinators - Role of the Placement Contacts - Application Process - Cancellations FAQ

About the Portal The AFMC Student Portal is an online, bilingual service provided by the Association of Faculties of Medicine of Canada to facilitate the application and placement of medical students for undergraduate visiting electives at the 17 faculties of medicine in Canada. The AFMC Student Portal services include: searchable database of visiting electives in Canada; online application process for Canadian and International students; and placement and confirmation tracking tools for elective coordinators at each faculty of medicine. data exchange interface for faculties of medicine

Faculties currently accepting applications through the AFMC Student Portal 12 Memorial University | Dalhousie University | McGill University University of Ottawa | Queen’s University | University of Toronto McMaster University | Western University | University of Manitoba University of Alberta | University of Calgary With Saskatchewan it will be 12 of 17

How the Elective Coordinator uses the Portal Our partners How the Elective Coordinator uses the Portal 1. Set up the AFMC Student Portal according to the schools elective policy and procedures including: student type information, placement contacts (name, emails) , elective opportunities, electives dates availability and more…. 2. Review the student’s application (documents, core rotation information, year of study and more) 3. Manage the placement and confirmation ( ensure the student receives a response in a timely manner for their visiting electives) 3. Modify the application when required (elective request dates, location, cancel the placement request)

Our partners Placement Contact – Receive and respond to placement requests through the Portal 1. Review the placement request sent by Elective Coordinators Janine Corbett or Yvonne Bloos. Respond in a timely matter by clicking on one of the three links in the placement request email. Inform the Elective Coordinators of cancellations by the preceptor. Update preceptor schedule if cancellations by student. Update the Elective Coordinator on placement opportunities.

Application Process Summary 1. Student registers and applies for their visiting electives through the AFMC Student Portal 2. The application received at the Host Institution and reviewed by the Elective Coordinator 3. The Placement Request is sent to the Placement Contact 4. The Placement Contact responds to the placement request ( Accept , Decline, Propose a change) 5. Student responds to an elective offering

Application Process The application is reviewed by the Elective Coordinator Once the Home School Verification is completed and submitted in the Portal, the Elective Coordinator reviews: - Elective request (dates, location, specialty/subspecialty) - Documents ( are they up to date) - Personal information ( graduation date, current year)

Application Process Placement Request is sent via email to the Placement Contact’s email address previously configured in the Portal ( by Yvonne Bloos or Janine Corbett) Placement contacts do not need to log in to the Portal. The Placement Contact reviews: - Student details ( Name, Home school, current year of program and graduation year) - Placement request ( dates, confirm elective is accurate) AND clicks on the link in the email to: ACCEPT DECLINE PROPOSE A CHANGE

Sample of email sent to the Placement Contacts From: AFMC Student Portal [mailto:no_reply@wiredsolutions.ca] Sent: Wednesday, January 04, 2017 3:00 PM To: [your name – placement contact] Cc: Subject: [679 - Joans, F.] Visiting Student - Placement Request 01/04/2017  Dear [your name ,placement contact] You’ve received a visiting medical elective placement request. Student and Elective Information: Student Name: Francine Joans Home School: Cardiff University School of Medicine, Elective Date: May 08, 2017 - May 21, 2017 Duration in weeks: 2 Specialty/ Subspecialty: Anesthesiology / General  Please use the links below to approve or decline the request, or to submit a change request. Should you accept, more details about the student will be sent to you in a subsequent email. Kind Regards, Yvonne Bloos University of Saskatchewan Visiting Electives Office Yvonne.Bloos@rqhealth.ca     Please click here to ACCEPT elective Please click here to DECLINE elective Please click here to propose a CHANGE in elective Thank you, Elective Office

Responding to a placement request Accept when: the request can be approved by your department (dates are available) Decline when: the request cannot be approved by your department Reason for decline: capacity ( you cannot provide any details when you decline therefore the Elective Coordinator) Propose a change when: You wish to offer different dates and/or specify a location. Type of message : We cannot accommodate the dates requested but we can accept from June 5th to Jul19th.

Responding to a Placement request - Propose a change screen When you click on the Propose a Change link in the email you will be directed to a Portal interface to add your changes. Click “Send” once complete.

A confirmation screen when a response is provided Accept Decline Proposing a change

What happens when you accept the placement request You receive a confirmation on screen You will receive an email confirming your action. Your response appears in the student’s application for the Elective coordinator to monitor. The student will automatically receive an email to log into their Portal account and accept or decline the elective offering.

What happens when you decline the placement request You receive a confirmation on screen. You will receive an email confirming your action. Your response appears in the student’s application. The Elective Coordinator may reach out to the student for alternate options

What happens when you propose a change? You will receive a confirmation on screen. You will receive an email ( Outlook) confirming your action. The Elective Coordinator will see your proposed changes in the application (Elective Change Log) He/She will make the changes on your behalf in the student’s application. 5. The system will automatically send an email to the student to accept or decline and you will receive an email confirming the changes. 6. You will receive an email confirming the changes were made. 7. You will receive an email once the student has responded to the elective offering.

Email notification sent to Placement Contacts once the Elective Coordinator applied the changes  

Cancellations – from a student or a Placement Contact From time to time a student will request a cancellation. A cancellation request is done through the Portal and is actioned by the Elective Coordinator If the placement request has been sent to a placement contact it will be cancelled by the Elective Coordinator and the Placement Contact will be notified by email. The Elective Coordinator may send you another request if the student wishes to modify his request.

Continued…..Cancellations Placement Contacts need to inform the Elective Coordinator by email or contact by phone in the event a cancellation is required. If the dates can be modified let the EC know of potential new dates and they will contact the student and make arrangements.

Sample Email notifications sent to Placement Contacts when a placement request is cancelled From: AFMC Student Portal To: (Placement Contact) Subject: [292 - Joans, F.] ApplicationProcess_PlacementRequestCanceledByCoordinator Your faculty logo

Sample Email notifications sent to Placement Contacts when the elective is cancelled From: AFMC Student Portal To: (Placement Contact) Subject: [292 - Joans, F.] ApplicationProcess_ElectiveCanceledByCoordinator

FAQ

AFMC Student Portal view – Coordinator Dashboard Host Institution Administration – Configurations for Student types, fees, required documents, emails, Home School Verifier, Academic Year, Elective Windows, locations, Placement Contact and more.… Reporting function Applications submitted and verified by Home School that require actions will be displayed Priorities and overdue items to address Search applications with specific filters News and Updates Section for FAQs, new features and special announcements

Student Portal Coordinator Dashboard AFMC Student Portal – Student Dashboard Prior to applying students must complete My Profile section, add all required documents and add preferred electives to their wish list. Student Portal Coordinator Dashboard MY Account section for payment information Students need to log in to their Portal account regularly to view “Immediate Action Required” items News and Updates for FAQ’s, announcements, “How to” documents and new features All submitted applications will be housed in “In Process Applications” and in Limited Enrollment Registration if applicable