Violation review

Policies and procedures for reporting and investigating violations of CaRMS contracts

Match violations

CaRMS seeks to protect the integrity of the matching process by requiring all match participants to behave in a professional, ethical and responsible manner.

Policy

General

CaRMS requires applicants and faculties participating in a match to enter into a CaRMS contract. CaRMS will investigate and take steps to resolve all alleged violations of such contracts, including but not limited to:

  • Failure to comply
  • Failure to provide complete, timely, and accurate information within the Application or Program Descriptions
  • Submission of altered, falsified or fraudulent information or documentation
  • Discrepancies in graduation credentials
  • Failure to abide by the Interview Guidelines
  • Attempts to violate eligibility requirements
  • Failure to protect the Privacy of participants or their match information/documentation
  • Failure to abide by the CaRMS match timelines
  • Failure to offer or accept appointments as required by the results of a match
  • Failure to act in a professional or ethical manner
  • Any other irregular behavior or activities that occur in connection with the match process

Scope

This policy applies to all CaRMS match participants.

Procedure

Reporting procedures

Any person, including but not limited to: applicants, program directors, postgraduate and undergraduate deans of medicine, and institutional officials may report suspected violations to CaRMS.

To report a suspected violation, contact CaRMS at:

CaRMS Violations Review Committee
171 Nepean Street, Suite 300
Ottawa, ON
K2P 0B4
violations@carms.ca

No investigation will be initiated until CaRMS has received written notification of the suspected violation. Notifications must include, but are not limited to:

  • Your name and contact information
  • The named participant
  • Your affiliation to the named participant
  • Details outlining the suspected violation

Any request for anonymity will generally not be granted, except in the most exceptional circumstances.

CaRMS will acknowledge receipt of notifications within seven business days. CaRMS will make an effort to investigate the allegation(s) in a timely manner while ensuring accuracy and completeness of the process.

CaRMS is authorized to contact other individuals/institutions/organizations in the course of acquiring information about the suspected violation.

Review process

The CaRMS violations review process operates as follows:

Step one: A suspected violation is reported to the CaRMS Violations Review Committee (the Committee).

Step two: An acknowledgement of receipt is sent to the complainant within seven business days.

Step three: Notification letters are prepared and all parties identified as relevant to the suspected violation are requested to provide the Committee with their version of the incident in writing, and if necessary, their response to the allegations. Relevant supporting information, documentation and facts, are to be provided within 14 business days from the date of the request. Should responses not be received within 14 business days, the process may continue without the requested representations.

Step four: A preliminary report is prepared as soon as practicable, documenting the nature of the allegation and the results of the investigation for use during deliberation by the Committee. Copies of the preliminary report may be distributed to relevant parties, upon request, and at the approval of the Committee.

Should the results of the investigation indicate that a violation has not occurred, the matter will be closed at this stage, with notification to all relevant parties.

The Committee maintains the discretion to remove an alleged violator from the match before issuance of the final report where the Committee believes it has credible evidence that a violation of the applicable CaRMS contract has occurred.

Step five: The Committee will review the preliminary report and issue a final report outlining their decision and, if applicable, the sanction.

Timeframe: The Committee strives to complete the review process in a timely manner. As each case is unique a specific timeframe cannot be guaranteed, but to act as a general guideline:

  1. Parties involved will be notified once the investigation is completed, with notice of the Committee review meeting date.
  2. Parties involved can expect the Committee’s final report within 45 business days of the completed investigation notification.

Violation sanctions

Violations by Applicants

If allegations of a violation are confirmed, the Committee may issue a sanction, which may include but is not limited to:

  • A remedial caution
  • Withdrawal from the current match
  • Suspension or termination of access to CaRMS Online
  • Exclusion from entry to subsequent CaRMS matches for up to two years
  • Such other action as the Committee considers just and appropriate in the circumstances, including permanent exclusion from future CaRMS matches

For example, if an applicant violates the CaRMS contract by declining to accept their match and does not commence their residency training by the agreed upon date, they will be placed on a two-year match participation ban. Their violation and sanction(s) will be reported to:

  • Their school of graduation (Undergraduate Dean)
  • Their matched school of residency (Postgraduate Dean and Program Director)
  • AFMC
  • CFMS or FMEQ
  • ECFMG (if an IMG)
  • The complainant
  • And additional parties as decided by the Committee

Violations by Programs and Faculties

If allegations of a violation are confirmed, the Committee may issue a sanction, which may include but is not limited to:

  • A remedial caution
  • Program(s) withdrawal from the current match
  • Suspension or termination of access to CaRMS Online
  • A public posting on CaRMS’ website
  • Such other action as the Committee considers just and appropriate in the circumstances

For example, if a program fails to disclose pertinent information regarding their accreditation status or changes to their status, within their Program Description during an active match, they will be issued a remedial caution. Their violation and sanction(s) will be reported to:

  • The Postgraduate Dean
  • The Program
  • The Royal College of Physicians and Surgeons of Canada
  • The CFMS, FMEQ, RDoC, FMRQ
  • The complainant
  • And additional parties as decided by the Committee

Violations by Faculty, Staff, and other match participants

If allegations of a violation are confirmed, the Committee may issue a sanction, which may include but is not limited to:

  • A remedial caution
  • Suspension or termination of access to CaRMS Online
  • Exclusion from entry to subsequent CaRMS matches for up to two years
  • Such other action as the Committee considers just and appropriate in the circumstances

For example, if a participant violates the confidentiality of applicant information, they will be banned from accessing CaRMS Online for two years and their violation and sanction(s) will be reported to:

  • The Postgraduate Dean
  • The AFMC
  • The CFPC, FMEQ, RDoC, FMRQ
  • The Accrediting body
  • The complainant
  • And additional parties as decided by the Committee

Appeals

Appeals of the final report and sanction(s) can be made to the CaRMS Board of Directors. A decision of the Board will be a final decision.

Reporting of violations

The Committee has discretion regarding which additional parties to whom the final report will be delivered.  Other relevant parties may include, but are not limited to:

  • The Canadian faculties of medicine
  • The Royal College of Physicians and Surgeons of Canada
  • The College of Family Physicians of Canada
  • The provincial and territorial medical regulatory authorities
  • The Canadian Federation of Medical Students
  • Fédération médicale étudiante du Québec
  • Resident Doctors of Canada
  • Fédération des médecins résidents du Québec
  • The Medical Council of Canada
  • The Educational Commission for Foreign Medical Graduates
  • The Electronic Residency Application Service
  • The National Resident Matching Program
  • Law enforcement