Illustration by Erick Grigorovski

Below are links to UBC Policies and Procedures, Administrative and Academic Forms, Rotation End-of-Shift and Progress Forms, and additional resources from your Rotation Leads.

Scheduling, Absences, and Vacation Requests

Shift Changes/Absences: All shift changes or notifications of absence (including illness or medical appointments) must be reported via email. You must notify your FP Primary Preceptor or Rotation Lead and the Program Coordinator, Rhea Ignacio at rhea.ignacio@fraserhealth.ca

Academic Half Day (AHD): Attendance every Thursday morning is mandatory for all residents, with the exception of those on rural or elective rotations. If you’re unable to attend for any reason, please notify our Program Assistant, Susan Hart at susan.hart@fraserhealth.ca and Program Coordinator, Rhea Ignacio at rhea.ignacio@fraserhealth.ca to update the attendance tracking sheet.

Vacation Leave: Please submit vacation requests at least 8 weeks in advance using the Vacation Flex Lieu form. This ensures everyone is informed and allows us to draft your schedules accordingly.

Administrative/Academic Forms
Conference Leave:Form
Elective Request: Form
Generic End-of-Shift: Form
Vacation Flex Lieu: Form
Video Review Report & Consent: Consent Form & Video Review

UBC Policies, Procedures & Guidelines
UBC Faculty of Medicine: Postgraduate Education Policies & Procedures Guide
UBC Family Practice Residency: Program Expectations (2022-2024)
UBC Family Practice Residency: Assessment & Evaluation
UBC Family Practice Residency: Benchmarks (2024-2025)

Exam Preparation
Anatomy of a SOO: by Dr. Iris Liu
A Resident’s Guide to the CCFP Examination: by Dr. Joseph Westgeest
CCFP Exam: Preparation & Resources

Scholar Project Resources
R1: UBC PIP & CQI Projects
R2: UBC Resident Scholar Projects
Dr. Rita McCracken’s Scholar Project Manuscript Format Overview
UBC Scholar PPTs: Hanbidge & Stimson UBC Garden Project 2020

Assessment & Evaluation
UBC Assessment and Evaluation: Resident Assessment for Learning

Rotation: End of Shift Forms
UBC Curriculum: Objectives
Anaethesia: End of Shift Form
Emergency: End of Shift Form
General Surgery: End of Shift Form
IMCS: End of Shift Form
Nephrology: End of Shift Form
Obstetrics: End of Shift Form
Orthopaedics: End of Shift Form
Paediatrics: End of Shift Form
Palliative: End of Shift Form
Psychiatry: End of Shift Form

Rotation Guides
Anaesthesia Rotation: Rotation Progress Form
Residents please use this tracking tool for your Anaesthesia rotation. The tool is designed to assist you and your preceptors in documenting your progress and determining the completion of your rotation’s learning objectives.

1. Print and review before rotation.
2. Meet daily with your preceptor to discuss progress.
3. Preceptor: Initial boxes (1-5) and add comments.
4. Complete 4 fieldnotes on: pre-operative evaluation, breathing management, airway care, and key areas for family physicians.
5. Note multiple preceptors in the “Comments” section if applicable.
6. Complete all learning objectives.


Cardiology Rotation: Cardiology Primer Guide (3.0)
ARHCC Cardiologist Dr. Nader Elmayergi, along with Dr. Bains (Medical Director, Heart Failure), Dr. Gusbi (Medical Director, Cardiodiagnostics), & Dr. Rezazadeh (Electrophysiology & Pacemaker Clinic Director) have created a primer for residents entering their Cardiology rotation. Please print and review.


Geriatrics: Rotation Progress Form
Use this tracking tool to log your progress in Care of Elderly. Designed by Dr. Kelly Little, UBC Home VIVE Physician and Director of Community Geriatrics.


Gynecology: Rotation Progress Form
Use this tracking tool for your Gynecology rotation to document progress and complete learning objectives.

  1. Print and review before rotation.
  2. Meet daily with your preceptor to discuss progress.
  3. Preceptor: Initial boxes (1-5) and add comments.
  4. Complete 4 field notes on: contraceptive counselling, sexual health, gynecological exams, and key areas Family Physicians should not miss.
  5. If working with multiple preceptors, note them in the “Comments” section and complete field notes accordingly.
  6. It is your responsibility to meet all learning objectives.


Obstetrics Rotation: Rotation Progress Form
Use this evaluation for OB/GYN clinics and offices to track progress and learning objectiv

  1. Print and review the evaluation before rotation.
  2. Meet daily with preceptors to discuss progress.
  3. Initial in the box for each topic covered.
  4. Tally participation in the Activities Checklist.
  5. Use Resident Notes/Comments to document learning insights and challenges.
  6. It is your responsibility to meet all learning objectives.


Ophthalmology Elective: Rotation Progress Form
Use this tracking tool for your Ophthalmology rotation to document progress and learning objectives. Please review UBC’s Ophthalmology Video Suite before your rotation.

  1. Print and review before rotation.
  2. Meet daily with your preceptor to discuss progress.
  3. Preceptor: Initial boxes (1-5) and add comments.
  4. Complete 4 field notes on slit lamp examination, ocular exam, professionalism, and key areas Family Physicians should not miss.
  5. It is your responsibility to meet all learning objectives.


Paediatrics Rotation: Please download, print, and review the 2 forms below:
1. Expectations & Objectives
2. Paediatrics Ward Rounds Evaluation
3. Field Note

At the end of each week:

  1. Schedule a meeting with your Pediatrician of the Week (PoW) to assess performance.
  2. Create a preceptor-endorsed field note documenting strengths and areas for coaching.
  3. Add additional comments on the Paediatrics Ward Rounds Evaluation sheet.
  4. Within 24 hours of the 4-week rotation, email your 4 field notes and photos of the evaluation to Dr. Sinha for final ITAR completion.
  5. It is your responsibility to meet all learning objectives.


Learning Resources