Policies & Procedures

The Following is applicable to students who applied before Feb 3, 2017 on the UBC Application System. All new applicants should refer to the AFMC Student Portal.
WHEN TO APPLY
  • Canadian Medical Schools: a maximum of 7 months in advance and a minimum of 3 months prior to elective start date.
  • International Medical Schools: a maximum of 6 months in advance and a minimum of 3 months prior to the elective start date.
  • Placement Timeline:  Placement priority is established by paid date. As such students are encouraged to apply as soon as they are eligible. All efforts will be made to provide feedback on availability shortly after students have applied, however at certain times of the year, there may be a delay to accommodate UBC student elective selection. (This will not effect a students priority in the placement queue).
FEES

   Canadian schools: $200 total at time of application

  • $100 non-refundable application fee, $100.00 elective fee (see refund policy)

   International schools: $825 total at time of application

  • $500 to apply for an elective: $250 non-refundable application fee, $250 elective fee (see refund policy)
  • $325 mandatory malpractice fee (see below)
Payment & Refund Policies
  • Should a placement for a student not be secured 8 weeks prior to the start of the elective, the elective fee will be refunded (see placement policy below)
  • No refund will be provided if a student chooses to withdraw or cancel their application at any point during the process.
  • Due to capacity, final placements may not be in a specialty / location originally requested by the student. The revision of elective requests is a consultative process with the student. Refunds are not provided if the student is confirmed in an elective that was not originally included in their application form.
  • Refunds are not granted if the student is waitlisted for one or more of their elective choices. Students will be given the opportunity to select new choices should this situation arise.
  • Students who are unplaced 8 weeks prior to the elective start date have the option of amending their dates for a second attempt at a placement, at no additional fee.
  • Malpractice Insurance fees will be refunded if the student withdraws their application or if UBC is unable to secure a placement 8 weeks prior to their start date. Malpractice fees are NOT refunded if the student cancels 6 weeks or less prior to the start of their confirmed elective.
  • Payment is made through the UBC application portal by credit or debit card. Payment is required AFTER your application has been reviewed and accepted. You will receive an email confirming your acceptance and prompting you to pay. Note that your placement in the queue of applications is based on when payment is received.
LENGTH OF ELECTIVES
  • Electives are either 2 OR 4 weeks in duration only. They begin on Mondays and end on Fridays. Weekends are allotted for travel time. Subsequent electives cannot be the same rotation. (Note – Visiting Students are expected to complete call shifts as per UBC students. This may include weekends during the rotation).
  • As per the College of Physicians and Surgeons of BC,  students are permitted to complete a maximum of 8 weeks of electives in BC per registration year, which runs between Aug 25 – Aug 24 of the following year. (i.e. 4, two week electives or 2, four weeks; 1 four, 2 two weeks).
IMMUNIZATIONS & MASK FITTING
  • To be eligible for an elective students must meet the requirements identified on the AFMC Student Portal Immunization and Testing Form found on the Portal Immunization Page.
  • This form has been implemented by all Canadian Medical schools as of January 17, 2017
  • Students must have a health care professional validate that they will meet these requirements during the elective
  • Students who have started their immunization process based on the previous UBC specific immunization requirements and form (available prior to Jan 17, 2017) may submit that form with their application for any electives occurring in 2017.
  • Submit immunization forms to apply.electives@ubc.ca
MALPRACTICE INSURANCE
  • Canadian Students: Proof of malpractice insurance is not required
  • International Students: To ensure complete and inclusive protection for all stakeholders, ALL students studying abroad must purchase malpractice insurance through UBC.  (This also applies to students who already have malpractice insurance provided by their home university). UBC insurance coverage is $5 million Canadian. Students completing multiple electives are only required to pay one malpractice fee per calendar year. A $325 malpractice fee will be added to your application fee when the Electives Office approves your application.
  • Applicants that withdraw their application or whom we are unable to secure a placement 8 weeks prior to their start date will have their malpractice fee refunded.
CANCELLATION POLICY
  • If a student wishes to cancel an elective, the Visiting Student Electives Program Assistant in the Dean’s Office and the clinical department administrator should be notified in writing ASAP.
  • As electives are highly desired and involve the time and effort of various parties, we request that students do not cancel 6 weeks or less prior to the elective start date. All cancellations must be received via email.
  • IMPORTANT: As per the National Electives practice, students who cancel an elective less than six weeks prior to the start date will receive a letter denoting unprofessional behavior. A student’s home school, however will determine if the cancellation is due to mitigating circumstances and will follow up with the host school.
PLACEMENT POLICY
  • We will attempt to secure a placement until 8 weeks prior to the elective start date.
  • If an elective has not been secured by this time, applications will be cancelled to provide students the opportunity to book an elective at their home school. Students will receive regular communications regarding their application status.
  • Due to capacity we cannot guarantee that all applicants will receive a confirmed elective.
  • The timeline in which students receive a confirmation is subject to variables such as:
    • If there is capacity in the elective choices provided on the application
    • How many times elective choices are changed / updated
    • How quickly the department/preceptor provides confirmation of availability
  • The UBC Electives Office will email students directly to request new elective choices if their is no capacity in the original selections.
CHANGE REQUESTS
  • The Electives Office will consider change requests to elective choices/dates if a placement has not been offered or confirmed.
  • No changes are permitted once an offer or confirmation has been sent to the student.
CUSTOMS & IMMIGRATION
TEMPORARY EDUCATIONAL LICENSING
  • All students wishing to complete an elective in BC, must be licensed through the College of Physicians & Surgeons of British Columbia (CPSBC). Failure to register with the CPSBC may result in the delay or cancellation of the student’s elective. Links to the forms for licensure are provided upon confirmation of your elective. All paperwork is required to be submitted to the CPSBC six weeks prior to your electives start. Note that the CPSBC will provide licensure for a maximum of eight weeks of clinical experience during the CPSBC’s registration year (August 25 to August 24 of the following year) for visiting medical students. (This is a combined total of 8 weeks should a student do both UBC and non-UBC electives arranged through the CPSBC).
ENGLISH LANGUAGE REQUIREMENT
  • In order to obtain the mandatory temporary educational license, students must comply with the College of Physicians and Surgeons of British Columbia (CPSBC) English Language Proficiency (ELP) Policy
  • Effective for electives starting July 1, 2018 and later the CPSBC will only accept the IELTS-Academic examination as proof of English language proficiency. (TOEFL will no longer be accepted).
  • Prospective students should proceed with the IELTS-Academic exam
  • UOttawa students must have their Electives Coordinator (elective@uottawa.ca) submit a “statement of studies”/”attestation d’étudies” to undergrad@cpsbc.ca when the student is applying for their license which denotes whether the student is in the Anglophile or Francophile stream of study. Students in the Francophile stream will need to meet CPSBC language requirements by completing the IELTS-Academic exam.
NON-UBC ELECTIVES
  • Only electives that are on the UBC Electives List (see electives offered) can be approved and arranged by the UBC Electives office.  Further, only students who meet our eligibility criteria and who comply with our application process will be approved for a UBC elective. For situations that fall outside these guidelines, students should contact the College of Physicians and Surgeons for assistance.  Students wishing to complete a UBC elective should not contact physicians or departments directly; any independent arrangements cannot be facilitated by UBC.
  • Note that non-UBC clinical electives will not be supported on Vancouver Island as per the Vancouver Island Health Authority. Please contact: Antoinette Picone, Program Coordinator at VIHA should you have questions.
OBSERVERSHIPS & SHADOWING
  • Non-UBC medical students who want to set up observerships/job shadowing for the purpose of their educational experience are required to be registered and licensed with the College of Physicians and Surgeons of British Columbia. Anytime a non-UBC medical student is in the room during any type of patient interaction they are required to hold a valid license for public safety reasons. Note – The UBC Visiting Electives Office does not coordinate the above educational experiences. UBC facilitates senior clinical electives for students who meet our eligibility criteria.
PERSONAL HEALTH INSURANCE
  • Students undertaking electives in British Columbia are strongly encouraged to obtain personal health insurance prior to arrival. It is the student’s responsibility to ensure he/she has adequate health insurance coverage.
ACCOMMODATION
  • Housing arrangements are the responsibility of the student. The Electives Office will provide accommodation resources upon confirmation of their elective.
HEALTH & SAFETY PROCEDURES
  • The Blood & Bodily Fluid Protocol for Visiting Students provides key instructions for students who encounter such an issue whilst on elective at UBC. After informing your preceptor and obtaining the appropriate care in the ER, please ensure you contact the Electives Office.
ATTENDANCE