UGME Student Info

UGME’s Student Appeals Committee (SAC) is the first level of appeal for academic decisions for UGME students. SAC is comprised of 3 voting members and a non-voting chair. The committee is comprised of faculty members, course/clerkship directors, and student representatives appointed by the Manitoba Medical Students’ Association (MMSA).

Appeals are a highly technical and procedural process that focus on policy and conformity to the rules and regulations of the program rather than consideration of a student’s personal circumstances. To proceed with submitting an appeal to the SAC a student must establish the required grounds for an appeal.

GROUNDS FOR APPEAL

1. The student believes that course regulations in the academic calendar of the University of Manitoba have not been applied fairly or that procedural errors in the application of regulations have occurred. The student must clearly identify which policy or regulation was violated by citing the relevant policy point and providing a clear explanation and supporting evidence of UGME’s violation of that policy.
2. The student believes that the course regulation on its face is either unfair or obsolete. The student must clearly cite the policy or regulation that is unfair and have a robust argument as to why the policy is unfair, and how the application of that policy resulted in a biased or unfair result to the student. The student must be able to articulate how a change in the policy and regulation would result in a more just outcome for their specific case, and as well deliver a more just and fair assessment overall should the policy change be implemented.
3. The student believes they are being discriminated against by a member of the faculty, staff, or other students within the UGME Program because of race, gender, ethnic origin, religion, disability, or other grounds as stipulated by the Human Rights Code. It is recommended that the student get advice in this matter from the Office of Equity, Access and Participation of the University of Manitoba before appealing a discrimination issue to UGME SAC.

Compassionate circumstances

Compassionate circumstances are not grounds for an appeal. Appeals will only proceed to a hearing for consideration if the student can establish that UGME made a significant policy error in addressing the student’s situation. A student must establish, with evidence, that UGME made a significant error in following policy or procedure for consideration of their appeal request. 

If a student is experiencing adverse circumstances that they anticipate will impact their ability to perform their best clinically or academically and only route to address this is through the Exam Deferral Policy.

Students, as members of a self-regulating profession, are expected to self-assess their circumstances and determine whether they are fit to perform or practice at the minimum required level. If a student feels they cannot perform at the required level, they should contact UGME Student Affairs Medicine to arrange exam deferrals or to arrange time away from the program as required.

In the event of emergency circumstances, a student can request a deferral of the examination up to 48 hours after the exam start time, provided the student has not submitted the examination as completed.

Students who become ill or receive word of a family emergency during the examination and are unable to continue must inform the Chief Invigilator immediately and follow the steps in the UM procedure. Submitted exams are not eligible for retroactive deferrals.

Students may apply for an examination deferral due to a known condition, such as participation in an inter university, provincial, inter-provincial, national or international scholastic or athletic event; religious obligations; or a medical condition, they must file an application (20) working days prior to the scheduled examination.

Exams can be deferred at any time before submission, after an exam is submitted it cannot be deferred. If a student identifies during an exam that they are not fit to perform at the required academic standard the student should immediately discontinue writing the exam and report to the invigilator that they will not complete the exam and will request a deferral.

Deferral requests for urgent matters, including and especially medical reasons (physical and mental health) can be completed with UGME Student Affairs Medicine up to 48 hours after the exam.

Student Advocacy can certainly assist a student in navigating exam deferral requests.

Student Advocacy is a supporting role, based on empowering you to represent yourself and your perspective. 

You have the right to choose to work with an advocate or not. Advocates can be heavily involved in supporting you through a situation, or minimally involved, based on discussion between you and the Advocate about your options. Some students may want support attending a meeting, taking notes, and having discussions with faculty/administrations, or other students may want to debrief after a meeting without having their advocate attend.

An advocate’s advice is based on what you report and is subject to change if new or different information comes to light, or as we navigate our way through any given situation. Advocates expect that in our work together, given the confidential nature of our meetings, that you are completely upfront and honest, so they can give you the best and most accurate advice possible.