Drafting an External Individual Accommodation Plan (ExIAP) is a confidential process that involves collaboration between an Advisor from Student Accessibility & Achievement (SAA), the learner with a documented disability, and the officemedlearneraffairs [at] mcgill.ca (Assistant Dean of Resident Affairs (PGME)). 

The steps for engaging in this process are as follows:

  1. The learner meets with an Advisor from SAA to review their medical documentation, discuss the barriers that they experience or foresee experiencing in an off-site placement, and brainstorm possible reasonable accommodations or considerations.
  2. The Advisor reviews the proposed accommodations with the Assistant Dean of Resident Affairs to confirm whether or not they are reasonable in relation to the learner’s medical documentation, accommodation precedent, and core rotation objectives.
  3. The Advisor follows up with the learner by email or by calling a second meeting with the Assistant Dean of Resisent Affairs present.
  4. Once the accommodations are confirmed, the Advisor drafts the ExIAP, including appropriate contact information, accommodations, as well as dates of implementation and expiration.
  5. The Assistant Dean of Resident Affairs reviews, edits (if necessary), and signs the ExIAP.
  6. The learner reviews and signs the ExIAP.
  7. The Advisor signs the ExIAP.
  8. The Assistant Dean of Resident Affairs e-mails the signed ExIAP to the respective Program Director and Program Administrator, with the learner and SAA Advisor in Cc, and requests a read-receipt.
  9. To ensure that accommodations follow the learner from rotation to rotation, the learner must send a reminder to the Program Administrator 2 weeks prior to the start of a new rotation, who then promptly informs individuals on a need-to-know basis (e.g. off-site administrators and/or the person responsible for creating the resident schedules and/or the clinical supervisors) with relevant information only, and puts the SAA Advisor in Cc.  

Roles and Responsibilities
 

Learner's Responsibilities

  • Making an appointment with SAA.
  • Ensuring that the accommodations agreed upon in the ExIAP are being upheld.
  • If accommodations are not being upheld, informing the Assistant Dean of Resident Affairs and SAA Advisor with the Program Administrator in Cc by email as soon as possible.
  • Reminding their Program (or Site) Administrator 2 weeks prior to a new rotation to communicate relevant information to the appropriate parties on a need-to-know basis.
     

SAA Advisor’s Responsibilities

  • Scheduling a meeting between the learner, SAA Advisor, and, if needed, the Assistant Dean Resident Affairs.
  • Drafting the ExIAP and sharing the signed agreement with all parties.
     

Assistant Dean, Resident Affairs' Responsibilities

  • Reviewing and authorizing the accommodations outlined in the ExIAP.
  • Sending the signed ExIAP to the respective Program Director and Program Administrator (Ccing the SAA Advisor and the Learner).
  • Following up with Program Director and Program Administrator when accommodations are not being upheld.  
  • Acting as a point of a contact for the Program Director and Program Administrator, should they have any questions regarding implementation.
     

Program Administrator’s Responsibilities

  • Communicating monthly via e-mail relevant information from the ExIAP to relevant parties at the off-site where the Learner is scheduled to rotate through (Ccing the Assistant Dean, Learner, and SAA advisor) to ensure continuation of ExIAP. 


For any questions regarding this procedure, please contact the Assistant Dean Resident Affairs at officemedlearneraffairs [at] mcgill.ca (officemedlearneraffairs[at]mcgill[dot]ca)