Med Education EADE Assist From: MED Postgraduate Education RWong Sent: Monday, March 25, 2013 1:49 PM To: Rungta, Kamal Subject: RE: Cardiac Surgery ok thanks Kam, I can try 2:30 pm tomoroniv. Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine I University of British Columbia From: Rungta, Kamal Sent: March-25-13 1:32 PM To: RWong Subject: RE: Cardiac Surgery Sorry, lam not in till about 1.30pm tomorrow. We could talk by phone sometime in the afternoon 604 218 0173. Kam Message?-?-- From: RWong Sent: March 25, 2013 11:27 AM To: Rungta, Kamal Subject: RE: Cardiac Surgery Can I come ?nd you at 10 am tomorrow? Thanks Kam! Roger Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia From: Rungta, Kamal Sent: March-2543 11:15 AM To: RWong Subject: RE: Cardiac Surgery Rogen Thanks for your kind words. This is a or telephone discussion that we should have when you are back. lam here this Tuesday afternoon till about 3.20pm and again next Tuesday afternoon and then off for about 8 days to Toronto. kam From: RWong Sent: March 25, 2013 11:09 AM Cc: Rungta, Kamal Subject: RE: Cardiac Surgery Hi Kam: I would like to thank you again for helping out with CS, from our very ?rst conversation when we ?rst heard about the issue, to overseeing the 2nd iteration for me. I am most grateful. This is a very challenging situation that we were led to get into.Do you have any other thoughts/observations that you would like to share with me? Best, Roger Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia From: RWong Sent: March-22-13 5:12 PM To: Snadden, David; Stuart, Gavin Cc: Rungta, Kamal; RWong Subject: RE: Cardiac Surgery Hi Gavin: Dave's summary is accurate from the procedural point of view. rules say that we are not suposed to remove program postions after iteration and all un?lled spots must flow to 2nd iteration. This is why UBC has done what we have and so the procedures are defensible. Roger Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia From: Snadden, David Sent: March-22-13 4:45 PM To: Stuart, Gavin; RWong Cc: Rungta, Kama! Subject: Re: Cardiac Surgery Dave David Snadden Executive Associate Dean Education UBC Faculty of Medicine Tel: 604-875-4111 Ext 66726 Mailing address: 11th Floor, Gordon and Leslie Diamond Health Care Centre 2775 Laurel Street Vancouver, BC V52 1M9 From: , Gavin Stuart Date: Friday, March 22, 2013 4:30 PM To: Roger Wong Cc: "Rungta, Kamal" David Snadden Subject: Cardiac Surgery Med Education EADE Assist From: Peets, Adam Sent: Friday, March 15, 2013 11:09 PM To: Cook, Richard Rungta, Kamal Cc: Campbell, Alayne (cw.bc.ca); MED Postgraduate Education RWong Subject: RE: proposed changes to carms description Hi Richard and Andrew, If you could please send it along to us that would be great. I think your idea of sharing it with the REC members is a great one. The more everyone understands the process, and the more transparent this process is, the better. Thanks again. Adam. From: Cook, Richard Sent: Friday, March 15, 2013 8:02 PM To: Rungta, Kamal Cc: Peets, Adam Campbell, Andrew; RWong Subject: Re: proposed changes to ca description dear kam, adam, did you want to see our screening process? is it appropriate to share that information with the rec members? we had 96 applicants, and have invited 4 for interviews on tuesday evening. thanks. richard and andrew On 2013-03-12, at 5:45 AM, Rungta, Kamal wrote: It seems okay to me. Kam Kam Rungta, Faculty of Medicine, UBC Kamal.Run ta ubc.ca Original Message From: Cook, Richard To: Rungta, Kamal; Peets, Adam Cc: Campbell, Alayne; RWong Sent: Mon Mar 11 13:40:08 2013 Subject: proposed changes to carms description dear kam, adam, below is our proposed change to the program description on the website. please let us know ifyou think this is appropriate or if there are changes which you would recommend. thanks! richard and andrew Selection Criteria All applications are considered by the Co-Directors of the residency program. Only those applicants invited for an interview will be contacted. The selection committee consists of the Co-Directors, members of each teaching hospital, and one resident representative. Our program seeks individuals who have a demonstrated interest in cardiac surgery, with strong academic records, technical aptitude, a demonstrated research interest and a commitment to learn. Eligible applicants are graduates of medical schools in Canada, the United States of America, the United Kingdom and its Commonwealth countries, and the European Union, where English is the language of instruction and primary language of care. Candidates must demonstrate proof of English language competence as de?ned by and must be either Canadian citizens, landed immigrants, or have refugee status in Canada. Candidates must also provide documentation of sucessful completion of the MCEE exam. Med Education EADE Assist From: Abbassian Milani, Maryam Sent: Tuesday, March 12, 2013 4:48 PM To: Rungta, Kamal; ?Abel,DrJames 'Bashir, Dr. Jamil Campbell, Alayne (cw.bc.ca); ?Cheung,Dr.Anson 'Cook, Dr. Richard Karim, Dr. Shahzad Skarsgard, 'Ye, Dr. Jian 'Celia Magraw ?Charissa D'Cruze Emily Chan; 'Jackie Juan Joyce Cheng; 'Karen Romein Rebecca Miles; 'Rita Moore'; Yamashita, Dr. Michael Subject: Meeting re Second Iteration Interview Ranking Importance: High Please be informed that the meeting regarding the interview and ranking of CARMS second iteration applicants will be held as follows: Date: Tuesday March 2013 Time: 1700 hours Location: Conference room 443, Floor Burrard building, St. Paul?s Hospital Dinner will be served. Thank you, Maryam A. Milani Senior Administrative Assistant UBC Division of Cardiovascular Surgery Phone: (604) 806-9307 Fax: (604) 806-9654 Med Education EADE Assist From: MED Postgraduate Education RWong Sent: Friday, March 08, 2013 12:39 PM To: MED Postgraduate Education RWong Subject: cardiac surgery - meeting March 8, 2013 Follow Up Flag: Follow up Flag Status: Flagged March 8, 2013 (0800?0900) Attended by Richard Cook, Andrew Campbell, Kam Rungta, Adam Peets (audio bridge), RW 0 Process must be fair, transparent and consistently applied to all applicants. 0 Guidance from Kam and Adam as the 2 PGME appointees to oversee the process and be resource people to the Program. - Filters PBS to determine selection criteria prior to the opening of 2nd iteration. Examples of possible filters include CMG academic transcripts (homogenous), standardized exam scores (MCCEE, MCCQEI, MCCQEZ, NAC OSCE), English Language Proficiency requirement by (TOEFL, IELTS). - Confidentiality must be maintained at all times. 0 Potential/actual conflicts of interest - members of the Resident Selection Committee must declare all potential or actual conflicts of interest. - Shortlisting of applicants for interview can be done by the PBS. 0 Interviews may be done by phone and/or Skype. - ROL determination to be done in a face to face meeting in the same room to maintain confidentiality of discussion. Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia UBC RJchard C. Cook, MD, Adult Cardiac Surgery, Minimally Invasive Cardiac Surgery The University of British Columbia Division of Cardiovascular Surgery March 2013 Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine, University of British Columbia Dear Roger, Thank you for meeting with us last Friday. We appreciate your assistance with the process of the second match. As we have discussed on several occasions, it was never our intention to act in a manner which was in violation of the match process. We welcome the assistance and input from Dr. Kama! Rungta and Dr. Adam Peets, and their inclusion as non-voting members of the new selection committee for the second iteration of the match. As per Dr. Rungta's recommendation, we have also invited Dr. Anson Cheung to be involved in the selection committee for the second iteration of the match. Since our meeting, we have identi?ed a date for interviewing the short?listed candidates by phone or by Skype. We now have con?rmation from enough members of the new selection committee that we are con?dent that we will have a quorum on that date. As Dr. Rungta advised us on Friday, Dr. Campbell and I will personally review all of the applications and screen them according to our screening criteria. We will be discussing those criteria with Dr. Rungta and Dr. Peets prior to our review of the applications. We will then create a short-list of candidates to be interviewed, and will distribute the applications of those candidates to the selection committee members prior to the meeting date. We will also be creating a list of criteria to be used for inclusion and ranking of the candidates on the rank order list. Thank you again for your assistance with this process. We are con?dent that the procedures taken will ensure that the second iteration of the match will be entirely in accordance with the spirit and rules of the match. Richard C. Cook, MD Andrew Campbell, MD Co-Directors, UBC Cardiac Surgery Resident Education RC/kr Clinical Of?ce: St. Paul?s Hospital, 'I?el: 604-806-960l Room 489 - 1081 Burrard Street, Fax: 604-806-8375 Vancouver, BC V62 Med Education EADE Assist From: Rungta, Kamal Sent: Thursday, March 07, 2013 1:29 PM To: MED Postgraduate Education RWong; Amann, Rose Cc: Moen, Lois; Snadden, David Subject: RE: cardiac surgery Rogen Excellent letter!! I just got off the phone with Sandy Banner from Ca RMS and she said one 0 tion is that From: RWong Sent: March 7, 2013 1:17 PM To: Amann, Rose Cc: Moen, Lois; Snadden, David; Rungta, Kamal; RWong Subject: FW: cardiac surgery Hi Rose: Would you please put the following on letterhead for me to sign? Thanks. Roger Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine Universuty of British Columbia March 7, 2013 Dr. Richard Cook Co-Program Director, Cardiac Surgery UBC Faculty of Medicine Dear Dr. Cook: Further to our meeting at the Postgraduate Medical Education (PGME) Of?ce on March 4, 2013, I am writing to con?rm our discussion and set out the next steps as we proceed to the second iteration of the 2013 Canadian Resident Matching Service Match for the two un?lled Cardiac Surgery Residency Program positions. Our initial conversation on February 19, 2013, was prompted by the fact that the Program submitted only 1 candidate on the Rank Order List (ROL) for the two positions allocated to the ?rst iteration of the 2013 Match, thereby leaving one position in the first iteration to be unfilled and potentially saved for the second iteration without a bone fide attempt to ?ll the two allocated positions in the ?rst iteration. In that discussion you confirmed that the Program intended to leave a position unfilled so that it would become available to a candidate who was not eligible for the first iteration match but who had done an elective rotation with the Program and was the preferred candidate. I advised that the Program's actions were not compliant with the Ca RMS rules and procedures and that this irregularity could be contested to in the future by a candidate and/or a medical school. I advised that this is a serious situation that will be actively monitored by the PGME Office and the Faculty of Medicine. As we discussed the match process must follow the UBC PGME Resident Selection Policy (the Policy) which is available on the PGME website. I provided a print copy to you on March 4, 2013. The above-mentioned irregularity in the Cardiac Surgery Program is not consistent with the Policy. To address this issue the PGME Of?ce will assist the Cardiac Surgery Program to fully implement the spirit and substance of the Policy and to ensure that the selection process is fair, transparent and provides equitable access to all candidates who apply. In this second iteration of Ca RMS we must ensure that no candidates is unfairly advantaged in the process. This is a competitive process and all candidates must be given full and fair consideration. The actions of the Program and the irregularity that occurred during the first iteration has introduced a reasonable apprehension of bias in the Resident Selection Committee which could have a negative effect on the second iteration process. To ensure there is no taint on the process in the second iteration match, a different Resident Selection Committee must be convened. In addition the PGME Of?ce is appointing 2 members to represent the PGME Of?ce at the new Resident Selection Committee. These members will provide oversight of the entire second iteration match process (including but not limited to ?le review, invitation to interview, interview process, and deliberation to generate the second iteration ROL, etc.) I am pleased that Dr. Kamal Rungta, Senior Advisor to the Dean and Past Executive Associate Dean, Education, and Dr. Adam Peets, Associate Head, Department of Medicine have agreed to represent the PGME Office at the new Resident Selection Committee. I would like to reiterate that the Program Directors of the Cardiac Surgery Program have access to the PGME Of?ce any time for support including during the match process. Thank you for your kind attention in this important matter. Sincerely, Roger Y.M. Wong, MD, FACP Associate Dean, Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine, University of British Columbia Med Education EADE Assist From: Moen, Lois Sent: Thursday, March 07, 2013 11:28 AM To: Rungta, Kamal Subject: RE: cardiac surgery - meeting with PD March 4, 2013 Here is the link to the 2nd iteration time table timetabIeRl 2nd e.shtm Lois Moen Director. Administration Postgraduate Medical Education Phone: 604-875-4834 Fax: 604-875-4847 DO NOT FORWARD THIS EMAIL OR ADD RECIPIENTS TO YOUR REPLY WITHOUT MY PERMISSION. This material is intended for the use of the individual to which it is addressed and may contain information that is privileged and confidential. If you are not the intended recipient or the person responsible for delivering the material to the intended recipient, you are notified that any dissemination, distribution or copy of this communication is prohibited. If you have received this communication by error, please notify the sender immediately and delete this e-mail From: Rungta, Kamal Sent: Thursday, March 07, 2013 11:19 AM To: Moen, Lois Subject: RE: cardiac surgery - meeting with PD March 4, 2013 Thanks Lois, What are the timelines for the second iteration for programs to submit rank order lists etc? Kam From: Moen, Lois Sent: March 7, 2013 9:15 AM To: Rungta, Kamal Subject: FW: cardiac surgery meeting with PD March 4, 2013 Hi Kam, The selection committee members are highlighted below. Richard Cook/Adam Campbell co Program directors Shahzad Karim Former Program director James Abel Cardiac - SPH J. Ye Cardiac SPH P. Skarsgaard Former UBC resident. Cardiac Jamil Bashir Cardiac SPH Michael Yamashita Current PGY6 Cardiac Resident were the first residents to complete the UBC Cardiac program when is became accredited. We will get you the members ofthe RTC and forward to you. Lois Moen Director. Administration Pasleraduate Medical Education Phone? 604-875-4834 Fax: 604-875-4847 DO NOT FORWARD THIS EMAIL OR ADD RECIPIENTS TO YOUR REPLY WITHOUT MY PERMISSION. This material is intended for the use of the individual to which it is addressed and may contain information that is privileged and confidential. If you are not the intended recipient or the person responsible for delivering the material to the intended recipient, you are notified that any dissemination, distribution or copy of this communication is prohibited. If you have received this communication by error, please notify the sender immediately and delete this e-mail Med Education EADE Assist From: Moen, Lois Sent: Thursday, March 07, 2013 10:42 AM To: Rungta. Kamal Cc: MED Postgraduate Education RWong Subject: RTC Members - Cardiac Surgery Importance: High Follow Up Flag: Follow up Flag Status: Flagged Hi Kam, Below is the RTC membership which appears to be the same as the selection committee, with the addition of Anson Cheung. ois Moen Director. Administration Postgraduate Medical Education Phone: 604-875-4834 Fax: 604-875-4847 DO NOT FORWARD THIS EMAIL OR ADD RECIPIENTS TO YOUR REPLY WITHOUT MY PERMISSION. This material is intended for the use of the individual to which it is addressed and may contain information that is privileged and confidential. If you are not the intended recipient or the person responsible for delivering the material to the intended recipient, you are notified that any dissemination, distribution or copy of this communication is prohibited. If you have received this communication by error, please notify the sender immediately and delete this e-mail From: Abbassian Milani, Maryam Sent: Thursday, March 07, 2013 10:17 AM To: Moen, Lois Subject: RE: RTC Members - Cardiac Surgery Importance: High Dear Lois, Here is the list of REC members: Drs. Cook Campbell (Program Directors) Drs. Shahzad Karim, James Abel, Anson Cheung, Peter Skarsgard, Jamil Bashir, Jian Ye Chief resident (Michael Yamashita at this present time) Thank you, Maryam Milani Senior Administrative Assistant Division of Cardiovascular Surgery University of British Columbia Ph: 604-806-9307 Fax: 604-806-9654 From: Moen, Lois [Ioismoen@postgrad.med.ubc.ca] Sent: March-07-13 9:20 AM To: Abbassian Milani, Maryam Subject: RTC Members - Cardiac Surgery Hi Maryam, Could you please send us the names ofthe members of your program?s Residency Training Committee? Thank you. Lois Moen Director, Administration Postgraduate Medical Education Phone: 604-875-4834 Fax: 604-875-4847 DO NOT FORWARD THIS EMAIL OR ADD RECIPIENTS TO YOUR REPLY WITHOUT MY PERMISSION. This material is intended for the use of the individual to which it is addressed and may contain information that is privileged and confidential. If you are not the intended recipient or the person responsible for delivering the material to the intended recipient, you are notified that any dissemination, distribution or copy of this communication is prohibited. If you have received this communication by error, please notify the sender immediately and delete this e-mail Gordon Leslie Diamond Health Care Centre 11th floor, 2775 Laurel Street Vancouver. BC Canada V52 1M9 a place of mind Faculty of Mediclne BIA Dean's Of?ce, Postgraduate Education Phone 604 875 4834 Fax 604 875 4847 postgrad@p05tgrad.med.ubc.ca March 7, 2013 Dr. Richard Cook Co-Program Director Cardiac Surgery UBC Faculty of Medicine Dear Dr. Cook: Further to our meeting at the Postgraduate Medical Education (PGME) Of?ce on March 4, 2013, I am writing to con?rm our discussion and to set out the next steps as we proceed to the second iteration of the 2013 Canadian Resident Matching Service Match for the two un?lled Cardiac Surgery Residency Program positions. Our initial conversation on February 19, 2013 was prompted by the fact that the Program submitted only one candidate on the Rank Order List (ROL) for the two positions allocated to the ?rst iteration of the 2013 Match, thereby leaving one position in the ?rst iteration to be un?lled and potentially saved for the second iteration without a bona ?de attempt to ?ll the two allocated positions in the first iteration. in that discussion you con?rmed that the Program intended to leave a position un?lled so that it would become available to a candidate who was not eligible for the ?rst iteration match but who had done an elective rotation with the Program and was the preferred candidate. I advised that the Program's actions were not compliant with the rules and procedures and that this irregularity could be contested to in the future by a candidate and/or a medical school. i advised that this is a serious situation that will be actively monitored by the PGME Of?ce and the Faculty of Medicine. As we discussed, the match process must follow the UBC PGME Resident Selection Policy (the Policy) which is available on the PGME website. I provided a print copy to you on March 4, 2013. The above-mentioned irregularity in the Cardiac Surgery Program is not consistent with the Policy. To address this issue, the PGME Of?ce will assist the Cardiac Surgery Program to fully implement the spirit and substance of the Policy and to ensure that the selection process is fair, transparent and provides equitable access to all candidates who apply. In this second iteration of we must ensure that no candidate is unfairly advantaged in the process. This is a competitive process and all candidates must be given full and fair consideration. The actions of the Program and the irregularity that occurred during the ?rst iteration has introduced a reasonable apprehension of bias in the Resident Selection Committee which could have a negative effect on the second iteration process. To ensure there is no taint on the process in the second iteration match, a different Resident Selection Committee must be convened. in addition, the PGME Of?ce is appointing two members to represent the PGME Of?ce at the new Resident Selection Committee. These members will provide oversight of the entire second iteration match process (including but not limited to file review, invitation to interview, interview process, and deliberation to generate the second iteration ROL, etc.) I am pleased that Dr. Kama] Rungta, Senior Advisor to the Dean and Past Executive Associate Dean, Education, and Dr. Adam Peets, Associate Head, Department of Medicine have agreed to represent the PGME Of?ce at the new Resident Selection Committee. I would like to reiterate that the Program Directors of the Cardiac Surgery Program have access to the PGME Of?ce any time for support including during the match process. Thank you for your kind attention in this important matter. Sincerely, Roger Y.M. Wong, MD, C, FACP Associate Dean, Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine, University of British Columbia fra Med Education EADE Assist From: Amann, Rose Sent: Thursday, March 07, 2013 8:37 AM To: Peets, Adam Rungta, Kamal Cc: MED Postgraduate Education RWong Subject: RE: urgent meeting con?rmed for Fri. March 8 at 8am at Postgrad of?ce Dr. Peets, Please dial-in to the meeting as follows: Toll free: 1-866-792-1316 or Local: (604) 678-9970 Participant ID: 1590002 Moderator: Dr. Wong will be the moderator (1640) Thank you. Rose Amann Secretary to the Deans UBC Faculty of Medicine Dean's Of?ce, Postgraduate Education Gordon Leslie Diamond Health Care Centre 11th Floor- 2775 Laurel Street Vancouver, B.C. VSZ 1M9 Phone: (604) 875-4834 Fax: (604) 875?4847 email: rose.amann@postgrad.med.ubc.ca This e-mail message and any attachments thereto are intended solely for the use of the individual or entity to whom it is addressed and contains information that is con?dential and may be privileged and exempt from disclosure. Any distribution, copying or disclosure is strictly prohibited. If you have received this e- mail in error, please notify the sender immediately by return email and delete the message unread without making any copies. Thank you. From: RWong Sent: Wednesday, March 06, 2013 10:35 PM To: Peets, Adam Rungta, Kamal Cc: Amann, Rose Subject: RE: urgent meeting con?rmed for Fri. March 8 at Sam at Postgrad of?ce Yes - Rose can you book 11116 and set up teleconference line? Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia From: Peets, Adam Sent: March-06-13 9:14 PM To: RWong; Rungta, Kamal Cc: Amann, Rose Subject: RE: urgent meeting con?rmed for Fri. March 8 at Sam at Postgrad office Hi Roger, Would it be possible for me to do it via teleconference? Adam. From: RWong [pgdean@postgrad.med.ubc.ca] Sent: Wednesday, March 06, 2013 7:17 PM To: Rungta, Kamal; Peets, Adam Cc: RWong; Amann, Rose Subject: FW: urgent meeting con?rmed for Fri. March 8 at 8am at Postgrad of?ce Hi Kam and Adam: Thank you again for kindly agreeing to represent the PGME of?ce in providing oversight and support for the Cardiac Surgery Program as they proceed with 2nd iteration match. I would like to invite you to join me at my meeting with the co?PDs this Friday March 8 at 8 am in my office. Please let me know if you would be able to join us. My intention is to go over the selection process and expectations with the co-PDs. Many thanks in advance for considering and with best regards, Roger Roger Y.M. Wong, BMSC, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia From: Amann, Rose Sent: Wednesday, March 06, 2013 12:39 PM To: Campbell, Alayne; Cook, Richard Cc: Milani, Maryam; Magraw, Celia Subject: Re: urgent meeting con?rmed for Fri. March 8 at Sam at Postgrad office Dear Cook and Campbell, Thank you for your quick responses. The meeting with Dr. Roger Wong is con?rmed for this Friday, March 8 at 8:00am in person at our Postgrad of?ce. If anything comes up and you are unable to attend in person, please let us know so we can provide a dial-in number for you. Once again - many thanks for making yourselves available on such short notice! Rose Amann Secretary to the Deans UBC Faculty of Medicine Dean's Office, Postgraduate Education Gordon Leslie Diamond Health Care Centre 11th Floor - 2775 Laurel Street Vancouver, B.C. V52 1M9 Phone: (604) 875-4834 Fax: (604) 875?4847 email: --n?-Origina From: Campbell, Andrew [mailtozacampbell@cw.bc.ca] Sent: Wednesday, March 06, 2013 12:08 PM To: Cook, Richard Amann, Rose Cc: Milani, Maryam; Magraw, Celia Subject: RE: urgent meeting with the cardiac surgery PDs Friday at 8 would work best for me. From: Cook, Richard Sent: Wednesday, March 06, 2013 9:16 AM To: Amann, Rose; Campbell, Andrew Cc: Milani, Maryam; Magraw, Celia Subject: RE: urgent meeting with the cardiac surgery PDs hi, if we need to meet this week, i can meet on thursday afternoon at 1. otherwise, friday am early (ie. 7:30 or 8) as i?m operating that day. i'm in the o.r. all day today. richard From: Amann, Rose Sent: March 6, 2013 9:09 AM To: Cook, Richard Campbell, Andrew Cc: Milani, Maryam; Magraw, Celia Subject: Re: urgent meeting with the cardiac surgery PDs Dear Cook and Campbell, As per the attached email from Dr. Roger Wong requesting an urgent meeting this week, would both of you be available in person or by phone for a 30 minute meeting re: 2nd iteration on the following dates: Today - Wed. March 6 (1200-2z30pm) or (3:30-4:30pm) Fri. March 8 (between 9:003m - 1:00pm) Please note that this meeting needs to be this week. Thank you. Rose Amann Secretary to the Deans UBC Faculty of Medicine Dean?s Office, Postgraduate Education Gordon 8: Leslie Diamond Health Care Centre 11th Floor - 2775 Laurel Street Vancouver, B.C. V52 1M9 Phone: (604) 875?4834 Fax: (604) 875-4847 email: From: RWong Sent: Wednesday, March 06, 2013 8:00 AM To: Amann, Rose Subject: urgent meeting with the cardaic surgery PDs Hi Rose: Would you please arrange an urgent 30-minute meeting with Richard Cook and Andrew Campbell with myself this week? This is to discuss 2nd iteration Thanks. Roger Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia Med Education EADE Assist From: Snadden, David Sent: Tuesday, March 05, 2013 5:11 PM To: Rungta, Kamal Subject: Re: Away this summer all candidates. I am thinking of being away 10-17 August ?though have not firmed anything up yet, Oscar is away in August for three weeks but around the rest ofthe time, I am going to ask Oscar to back me up for a week this month, but I will be in phone and e-mail contact which will give us lots of options this summer! Dave David Snadden Executive Associate Dean Education UBC Faculty of Medicine Tel: 604-875-4111 Ext 66725 Mailing address. 11th Floor, Gordon and Leslie Diamond Health Care Centre 2775 Laurel Street Vancouver, BC V52 1M9 From: , Kamal Date: Tuesday, March 5, 2013 3:22 PM To: David Snadden Subject: RE: Away this summer Dave, I have not confirmed my holidays. Planning on being away roughly one week a month June, July and August. I should know over the next couple of weeks and am also flexible should that conflict with providing coverage for you. Will let you know. Also my calendar available through Holly/Vanessa has all the work related travel for meetings/conferences identi?ed. Spoke to Roger earlier regarding mostly good news. Disturbing regarding Cardiac Surgery and that Roger has confirmed that one the Head of cardiac Surgery. I think Kam From: Snadden, David Sent: March 4, 2013 12:42 PM To: Rungta, Kamal Subject: Away this summer Hi Kam, Can you let me know when you are planning to be away this summer? I haven't figured out when I will be away but am flexible Dave David Snadden Executive Associate Dean Education UBC Faculty of Medicine Tel: 604-875-41 11 Ext 66726 Mailing address 11th Floor. Gordon and Leslie Diamond Health Care Centre 2775 Laurel Street Vancouver. BC V52 1M9 Med Education EAD-E Assist From: Snadden, David Sent: Monday, February 25, 2013 1:27 PM To: Rungta, Kamal Subject: Re: Welcome back Thanks, I do seem be back to back all day, If I get a chance I will call to-day or more likely tomorrow, Thank you for stick handling the chaos Thursday Friday. I knew about cardiac surgery justt before I left, but at that stage we had no details, advised Dave David Snadden Executive Associate Dean Education UBC Faculty of Medicine Tel?. 604-875-4111 Ext 66726 Mailing address: 11th Floor, Gordon and Leslie Diamond Health Care Centre 2775 Laurel Street Vancouver. BC V52 1M9 From: , "Rungta, Kamal" Date: Monday, 25 February, 2013 11:58 AM To: David Snadden Subject: Welcome back Dear Dave, Hope your week in the wilderness was a refreshing break. You have likely heard that all was not quiet in your absence. However, there are very capable people working in the faculty who came through to carefully manage the situations that came to my attention. Briefly, there was a situation last week in PG where the Cardiac Surgery program was misbehaving and Roger was on top of it although mildly bruised by the experience. There is a situation in Admissions that Bruce brought to our attention regarding a backdoor method of getting proof of Aboriginality. The NMP Family Grad number controversy seemed to generate a lot of activity and helped focus me on some of our vulnerabilities. I understand you are busy with meetings etc. i am available on my mobile 604 218 0173 if you want to chat. Leave a number and best time to call if you get my voicemail. Kam Med Education EADE Assist From: MED Postgraduate Education RWong Sent: Wednesday, February 20, 2013 11:52 AM To: MED Postgraduate Education RWong Subject: cardiac surgery Follow Up Flag: Follow up Flag Status: Flagged February 19, 2013 (0730 hours) Telephone conversation with Dr. Richard Cook, PD cardiac surgery Discussed number of iteration PGY1 CMG positions approximate quota granted for 2013 2 based on request of cardiac surgery on grounds of HHR needs for however there was only 1 candidate on ROL submitted to PGME office. Dr. Cook explained there were 10 candidates who applied, 4 were shortlisted by the selection committee, and 1 was ranked on ROL. Dr. Cook further stated the program would like to leave 1 position unfilled in iteration and go into 2nd iteration match so that they could consider candidates who are not eligible for the iteration match. i asked for clarity, and Dr Cook stated they had a candidate in mind who is a Canadian studied medicine abroad and did an elective rotation with them, this candidate would not be eligible for iteration but would be eligible for 2nd iteration. I responded that this would not be fair or transparent or equitable for the other candidates, whether CMG or IMG -this would not follow the spirit ofthe Ca RMS match - positions in iteration cannot be held back and saved for 2nd iteration without a bone fide attempt to fill all positions in iteration first. I indicated unless there is an increase in the ROL to at least 2 names to fill the 2 positions, PGME would remove 1 quota position from cardiac surgery. This is well within the responsibility and obligation of the PGME office. Dr Cook understood. By approx. 0830 hours he sent an email/SMS message/ phone call to submit a second name to be added to the cardiac surgery ROL. This was followed by a separate email to Lois Moen with the name and candidate number of this candidate. The finalized ROL was subsequently approved and submitted to prior to deadline of submitting finalized ROL. Roger Y.M. Wong, MD, FACP Associate Dean Postgraduate Medical Education Clinical Professor of Geriatric Medicine Faculty of Medicine University of British Columbia UBC Faculty of Medicine Postgraduate Match 2013 Overall Key Messages The UBC Faculty of Medicine is committed to admitting applicants who are best prepared and qualified to meet the health needs of all British Columbians. The process of matching doctors to residencies is a shared one. Divisions request residency positions, which are reviewed by UBC and approved for funding by the Ministry. Divisions set criteria for selection. They use the national Canadian Residency Matching Service to find candidates through two rounds of matching. The division interviews and selects the candidates in a process overseen by the UBC Faculty of Medicine Postgraduate Medical Education Office (PMGE) The PGME seeks to ensure that the resident selection process is fair and equitable, and that national standards that safeguard the integrity of the process are maintained. UBC monitors the ranking and selection of candidates, and intervenes when necessary to ensure fair process. SHORT STATEMENT IF ASKED SPECIFICALLY ABOUT CARDIAC SURGERY PROCESS In its facilitative and monitoring role, it is not uncommon for the PGME to identify and review specific matching situations. After the first round of the 2013 Canadian Residency Matching Service, which pairs postgraduate applicants with programs, the UBC Cardiac Surgery Postgraduate Program had not filled either of the two approved residency positions. Following the established protocol, the Faculty of Medicine PGME Office reviewed the case and to ensure that all policies were followed in the second round of the Ca RMS match. The UBC Faculty of Medicine PGME Office convened a new selection committee, and appointed two independent faculty members to provide oversight of the file review, interview and final rank process. This was implemented fully in March 2013.The process and policy was followed in the 2"d iteration and the position filled. ยท UBC is confident that it followed established guidelines and exercised its oversight role with due diligence. UBC and its Faculty of Medicine take extremely seriously the integrity of the admissions process. Any suspicion or indeed proof of preferential treatment would be damaging. We go to great lengths, as we did in this case, to ensure that appropriate action is taken on our part. Possible Questions and Answers Q - What happened exactly - how did this case come to light? A - Privacy and confidentiality laws prevent UBC from discussing the exact composition of the committees, the files concerned, or the names of the applicants. However, we can confirm the following: 000059 In February 2013, the UBC Faculty of Medicin~ noticed the Cardiac Surgery Residency Program had not filled its two residency positions during the First Iteration of the Canadian Residency Matching Service (CaRMS) match. As per our protocols, the Faculty intervened in the process to ensure fairness in the selection process. All of our admissions rules and regulations for residency training (post graduate medical education) are public and available on the faculty's post graduate education website. Following the established protocol, the Faculty of Medicine PGME Office reviewed the case and took action to ensure that the UBC PGME Resident Selection Policy would be followed. Q- What action did the Faculty take? A - To ensure that all policies were followed in the Second Iteration of the Ca RMS match, UBC Faculty of Medicine PGME Office convened a new selection committee, and appointed two independent faculty members to provide oversight of the file review, interview and final rank process. This was implemented fully in March 2013. Q - How is it then that this person - the son of a cabinet minister and of the head of that department of cardiac surgeryended up being selected? A - The second match committee and the two members appointed by the Post Graduate Dean of the Faculty of Medicine put the candidates .through a rigorous interview process. Candidates had to satisfy a number of criteria, for example. The successful candidates for the Residency positions were selected in late March. The match results were announced on April 11th. UBC cannot go into the details of the file for reasons of privacy, but UBC is satisfied that the action taken supports a fair process. Q - The fact that the winning candidate is so well connected would seem to indicate that your processes are actually impotent when it comes to real connections. Doesn't this case prove there is nepotism in play here? A - While we cannot speak to specific individuals, in the case of Cardiac Surgery Faculty guidelines and processes were followed. UBC has to ensure that the reasons for selection, or rejection, have nothing to do with a person's personal connections or other equally irrelevant factors in terms of fitness to take on a Residency position. UBC is confident that rigorous process was followed for the second iteration and important oversight was exercised by two appointees of the Post Graduate Dean of the Faculty. Q - Selection criteria can be 'gamed' - it is easy enough to ensure qualifications and experience match the person you want to get the job. How is UBC ensuring this indeed in NOT what took place here? A- Programs such as Cardiac Surgery have a great deal of autonomy in the selection of their Residents - and that is as it should be since those working in these areas of specialization and in distinct workplaces are best equipped to know what it takes to succeed in a Residency. Setting selection criteria is serious business and is not done lightly. All of the criteria included in this particular recruitment process were sound and warranted. Q - What do you say to the public that sees this case confirming their worst suspicions: That connections really matter, especially when it comes to admission to medicine and beyond, to a precious residency spot. After all, this person doesn't even have a Canadian or US medical undergrad degree! A: Sons and daughters of physicians have one advantage: they have parents who know exactly what it takes to succeed in medical school. And this is not a trivial advantage. But our admissions processes, both at the graduate and post 000060 graduate level, are rigorous and fair - and in some cases they are designed to 'blind' the committee 't o the identity of the applicants. This process is not possible for selection to a Residency position. But UBC is satisfied that its rules and processes do take into account the need to intervene in certain cases. Irregularities are flagged and action is taken, following established protocols. UBC and its Faculty of Medicine take extremely seriously the integrity of the admissions process. Any suspicion or indeed proof of preferential treatment would be extremely damaging. We go to great lengths, as we did in this case, to ensure that appropriate action is taken to ensure selection is fair. 000061