An article submission confirmation email from a journal will NOT be accepted nor ... An email from a journal stating the
Training Program Application Portfolio Submission Regulations & Guidelines
2016 Version 2
Prepared by:
Professor Sulaiman Al Emran Deputy Secretary General Saudi Commission for Health Specialties Riyadh, Saudi Arabia Dr. Mohammed Al Sultan Assistant Secretary General for Postgraduate Studies Saudi Commission for Health Specialties Riyadh, Saudi Arabia Dr. Fadi Munshi Director, Training and Supervision Department Saudi Commission for Health Specialties Riyadh, Saudi Arabia
Formatted by:
Mrs. Vittoriana Crisera Journal Manager, Journal of Health Specialties Saudi Commission for Health Specialties Riyadh, Saudi Arabia
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PORTFOLIO ................................................................................................................................ 1 Submission Guidelines .......................................................................................................... 1 Evaluation Process ................................................................................................................ 3 Research Activity ............................................................................................................. 3 Health related courses or workshops .............................................................................. 4 Health Promotion (Awareness) Activities ........................................................................ 6 Conference/Symposium Attendance and Presentation .................................................. 7 feibicte Explrilbcl/Dltb’s Lisa Awtrd ............................................................................. 7 Specialty/City Options ..................................................................................................... 8
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PORTFOLIO Submission Guidelines
Every applicant should use the electronic admission system to submit information about his/her academic achievements and any other significant activities during his/her undergraduate studies and beyond, with evidence/proof (e.g. Certificates, Diplomas, etc.) for each provided. NB: All evidence/proof submitted will be evaluated and marked out of 20. Any submission lacking evidence/proof will not be counted and will be marked as “zlro”. Criteria and score distribution are subject to an annual review and possible modifications which will be announced accordingly. The Portfolio Evaluation decision is final and any official appeal should be filed electronically over the Saudi Commission for Health Specialties (SCFHS) admission system as per the approved process. Application will require a nominal processing fee that is non-refundable. In case of an appeal, an administrative fee will be requested and a re-evaluation will be performed by a different evaluator. Take note that the decision taken after the reevaluation is final, with no further appeal allowed. The electronic admission system will be available on the SCFHS website during the admission period which should be used to complete all the required attachments; NO hardcopy will be accepted. Once the application is submitted electronically, no further amendments can be incorporated. No further documents can be included, answers changed, or scores modified. The electronic admission system will open and close at specific dates and NO application will be accepted after midnight of the closing date. In each submission ONLY INCLUDE ONE PAGE attachment, as only the FIRST page will be reviewed regardless of how many pages are included, except for the two questions related to research activity in which multiple pages are allowed. All documents should be in either Arabic or English language. Any document in another language should be translated by an authorized translation office into one of these two languages. Providing a translation after submitting the documents or a document in a language other than Arabic or English will NOT be considered.
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Each document/activity can only be used as evidence or proof for ONE question. If included in multiple questions, it will only be counted for one. Any documents presented with a potential conflict of interest will NOT be considered. Such documents will be reviewed by two independent evaluators and their decision is this regard is final with no appeal accepted. Evaluator has the right to reject any questionable document from an unverifiable source. Such documents will be reviewed by two independent evaluators and their decision is this regard is final with no appeal accepted. Applicants are encouraged to finish the application process at least a week before the submission deadline and prior to the peak utilization period when SCFHS website may be less accessible. SCFHS does not guarantee the availability of the electronic admission system at all times. Regardless of the purpose, SCFHS does not provide any applicant with copies of documents submitted. All application requests and documents will be deleted and destructed after three months of announcing final matching results. After this period, SCHFS is free of all liability and responsibility for anything related to the results or documents.
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Evaluation Process An evaluator will review an applicant's submission and evaluate it based on the following components:
Research Activity 1. NO YES
Have you participated in writing a research proposal or participated partially in a research activity in which you did not meet the criteria for authorship? (2 points) Upload scanned evidence/proof
Submission Criteria Any research proposal submitted has to be published or authenticated by an authority (Department, College, Hospital/Research Centre, etc.). The same research article or abstract CANNOT be used for both questions, 1 and 2. If the applicant is mentioned in a published manuscript as a collaborator or in the acknowledgment section, he/she will receive the score for question ONE only. Effort should be made by the applicant to highlight his/her name in the document or proof submitted in this category. 2. Are you an author or co-author of a published research article? (2 points) NO YES Upload scanned evidence/proof
Submission Criteria The same research article or abstract CANNOT be used for both questions, 1 and 2. However, if applicant has more than one published article he/she can submit it for question one. If the applicant is mentioned in the published manuscript as a collaborator or in the acknowledgment section, he/she will receive the score for question ONE only. Publication has to be in a journal indexed in databases such as Index Medicus, Medline, PubMed, EMBASE, SCOPUS, EBSCO Publishing's Electronic Databases, SCIRUS, etc… The applicant should be an author or co-author in the published manuscript. An oral presentation at a conference will NOT be considered as a publication, even if the presentation was published in proceedings of the conference in an international indexed journal.
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A poster presentation at a conference will NOT be considered as a publication, even if the presentation was published in proceedings of the conference in an international indexed journal. An article submission confirmation email from a journal will NOT be accepted nor considered as a publication, whereas an email from the journal confirming that the article has been accepted for publication will be considered. An email from a journal stating the submission is under review or will be considered for publication after review/revision will NOT be accepted. Effort should be made by the applicant to highlight his/her name in the document or proof submitted in this category.
Health-Related Courses or Workshops 1
3-4. Did you attend/participate in any health related workshops/courses? e.g. ATLS , 2 3 4 5 6 ACLS , PALS , FDM , FCCS , APLS , X-Ray reading, review course, Ultrasound courses, 7 8 9 communication skills, ECG interpretation, BOSS , ALSO , etc. (4 points) NO YES
Upload scanned evidence /proof
Submission Criteria Courses and workshops accredited by the Saudi Heart Association, American Heart Association, or any other recognized body are accepted. 10 BLS , CPR, First Aid or other equivalent courses are NOT accepted. Courses mentioned above are only examples, and the list does not cover all the possibilities. Courses or workshops should always involve active participation by the registrant.
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Advanced trauma life support Advanced cardiac life support Paediatric advanced life support 4 Fundamental disaster management 5 Fundamental critical care support 6 Advanced paediatric life support 7 Electrocardiogram 8 Basic operative surgical skills 9 Advanced life support in obstetrics 10 Basic life support 2 3
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If the workshop is considered soft skills, for example, communication skills, professionalism, scientific review courses, submitting a scientific article or applying for a research grant and does not involve active participation, it may still be considered for evaluation. An academic degree (diploma and above) is counted as one course or workshop. 1 2 3 Entry exam certificates, for example for USMLE , MCCEE or MRCP , are NOT considered for evaluation purposes. Courses/workshops should have CME points awarded by either the SCFHS and/or another recognized accrediting body. Applicants must have the course/workshop certificate of completion/attendance; receipt of registration is NOT accepted. Language courses are NOT considered. Activity proof/evidence must have an issue/attendance date. Activity proof/evidence without any date is NOT accepted. Activity proof/evidence with a date and no expiry mentioned will only be valid for 5 years from issue date. Activity must be valid if it has an expiration date. Health related summer courses/clinical observership for a minimum of four weeks is considered as one course.
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Unites States Medical Licensing Examination Medical Council of Canadian Evaluating Exam 3 Membership of Royal Colleges of Physicians 2
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Health Promotion (Awareness) Activities 5-6. Did you actively participate in any health related voluntary social/community activities? Voluntary activities that will be considered for evaluation of application include but are not limited to: Breast cancer campaign, smoking cessation program, Hajj Health helpers, disease awareness day, health education media programs, humanitarian missions, etc. (4 points) NO YES Upload scanned evidence /proof
Submission Criteria The applicant should have actively participated in these activities. Active participation includes, taking a role as a presenter, provider, instructor or organizer but NOT as an attendee only. Activity has to be health-related, targeting ahl commubiay’s bleds. The target group should be the general public, and NOT healthcare providers or medical students. Society memberships are NOT considered under this category. Letters from for-profit non-governmental bodies are accepted; provided that they are authenticated by the Saudi Chamber of Commerce. Work-related activities or appointments are NOT accepted.
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Conference/Symposium Attendance and Presentation
7. Did you attend a conference/symposium? (2 points) NO YES Upload scanned evidence /proof Submission Criteria Local and international conferences or symposia are accepted. If the conference/symposium is local, it should be recognized and approved by the SCFHS. The conference/symposium has to be in a health-related field. The same activity or conference/symposium CANNOT be used for both questions, 7 and 8. 8. Did you present at a conference/symposium? (2 points) NO YES Upload scanned evidence /proof Submission Criteria Local and international conferences or symposia are accepted. If the conference/symposium is local, it should be recognized and approved by the SCFHS. Oral presentations, podium presentations, moderated abstract sessions and poster presentations are counted as presentations. The conference/symposium has to be in a health-related field. The same activity or conference/symposium CANNOT be used for both questions, 7 and 8.
Clinical Experience/Dean’s List Award 9. Does any ONE of the following criteria apply to you? (2 points) NO YES Upload scanned evidence /proof
Submission Criteria Clinical Attachment/Work Experience in your first preferred speciality o The least accepted period is SIX continuous months of clinical attachment/work experience. o A maximum of two letters from different residency training program (RTP) directors within the same specialty are accepted.
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The clinical attachment has to be in the speciality you identified in your application as the first preference. o The first speciality of choice entered in your application will be the only speciality correlated with your proof letter. o A letter from the RTP director is the ONLY accepted form of proof. o The letter must state the nature of your involvement, duration, speciality, hospital and RTP director contact information. o For dentistry, general practice is accepted. Listed for a Dean`s list award. o Dean`s list award is an annual list that has the names of a maximum of 5% unique students within an educational institute. The criterion for enrolment on the list is set and announced by each university/college. The list is sent annually from Dean`s office to SCFHS during a set period. Lists not received within the specific timeline will not be accepted. Only the initial list is accepted. Any amendments to the list will NOT be considered. o Each list will only be considered for the application year it was issued for. o The letter from the dean must state the total number of graduates for that specific year with ONLY a maximum of 5% of the student eisald Cor ahl Dltb’s list award. If the list includes more than 5%, only the first 5% on the list will be considered.
Specialty/City Options 10. Does any ONE of the following criteria apply to you? (2 points) NO YES
Submission Criteria Overall documents submitted are related to the first preferred speciality. o This includes a minimum of FOUR documents submitted in research activity, workshops/courses, health promotion activities, and/or conference attended and topic presented. o This can be categorized by medical/surgical or any other suitable categorization based on the discretion of the evaluator. First preferred specialty chosen is in a city other than Riyadh, Jeddah, Dammam, Makkah, or Abha.
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