What we do
The Extenuating Circumstances Committee is composed by three members of the College. The members are appointed by the Board for a term of three years which can be extended once with another term of three years. The past Chairs President of the Credential, Education and Examination Committees and the Vice President of the Board are appointed ex officio as members of the Extenuating Circumstances Committee. A senior member of the Committee in terms of service shall serve as Chairperson.
The Extenuating Circumstances Committee has the responsibility for ensuring that Residents with serious, temporary and unexpected/unforeseen personal circumstances beyond their control (ie. serious illness, family bereavement, etc), are treated fairly and in a manner that optimises their attainment overall. These circumstances that might prevent them from attending and actively participating in timetabled activities or meeting the requirements of for their residency programme of residency or from meeting the requirements of the programme and/or undertaking assessments as expected outlined.
The Committee will report to the ECPHM Board anonymised data/trends to inform action plans.
If a resident is unable to complete assignments or attend exams due to unforeseen circumstances, he/she can apply for extenuating circumstances. If he/she is granted extenuating circumstances, he/she will have the opportunity to retake this part/exam in the following year.
The extenuating circumstance will be evaluated by the committee who will decide about eventual change in the timeline of the resident.
Terms of reference for the Extenuating Circumstances Committee
- ensure the timely processing of all applications for Extenuating Circumstances to support residents' wellbeing.
- ensure all applications for Extenuating Circumstances are considered in a fair and consistent manner.
- ensure all applications for Extenuating Circumstances are accurately and securely recorded.
- communicate the outcomes of Extenuating Circumstance applications to the credential committee and to the secretary to ensure the accuracy of the resident record.
- Provide regular reports (minimum two per year) to the ECPHM Board to show anonymised data/trends to inform action plans.
Form and procedure
To apply for extenuating circumstances, resident have to compile the online form, the system will automatically send it to the Committee chair for evaluation and approval.
The evaluation and approval process needs 14 working days after the application. Resident applying for extenuating circumstances will receive more info requests or/and the approval mail on the e-mail address reported on the application.
CLICK HERE TO CONTACT THE CHAIR OF THE COMMITTEE