Templates and Examples:  

Phase IV: Evaluation

At the end of the rotation, the learner’s progress is evaluated.


Progressing well

If the learner is progressing well you can sign off on the current support plan. The learner’s performance should continue to be monitored at 3, 6, and 12 month intervals. We suggest you make a note in your diary as a reminder to follow-up at these intervals.


Needs further support

Renew support plan

If the learner is not progressing well another support plan needs to be put into place for another rotation. Before developing a new plan it is worthwhile to review with the learner and support team the reasons why the academic support process was not entirely successful. Identify the obstacles that prevented the learning objectives from being achieved and determine whether they are learner, preceptor, and/or system related. Click on the Overcoming Challenges button on the left for further resources.

If they are preceptor related obstacles the support team should meet and identify strategies to remediate. If they are learner related obstacles the support team and learner should clearly define the obstacles that prevented progress and either create a new support plan or intensify the existing support plan. If they are system related obstacles it is important to recognise whether or not they are within your control.


Formal remediation contract

If the learner is still not meeting his or her academic goals with the Academic Support Process, a formal remediation should be requested. This process is generally clearly defined by the postgraduate office at your university. For the successful completion of a remediation, it is important to follow the process precisely. Formal remediation may provide extra funding for academic support, check with your university to inquire about funding opportunities and the process for applying. As well, putting a learner on formal remediation starts a university process that formalises the stages of support.

If the learner requires a formal remedial contract, refer to your university's policy and procedures, as well as remedial contract information. Each university is different, but you can see the University of Ottawa’s Formal Remediation Process here.



In a situation where a resident has not successfully completed an Academic Support Plan and a formal remediation period, the preceptor and Support Team may proceed to a formal Probation period. Probation is defined as “a period of training, like remediation, during which the resident is expected to correct identified weaknesses and/or deficiencies”. Under certain circumstances, formal probation may be requested even without a prior Academic Support Plan or formal remediation. Unsuccessful formal probation may lead to dismissal.

Probation at each university is different, so check the policies and procedures at your university. You can access information about the University of Ottawa’s Formal Probation Process here.

Learner centred barriers
  • Physical health
  • Mental health
  • Stressors or distractors
    • Relationships (e.g., partners, spouse, parents, children, deaths, divorces)
    • Learning disabilities
    • Cultural challenges
    • Communication style/breakdown
    • Addictions
    • Financial
Preceptor centred barriers
  • Teaching style mismatch
  • Unclear preceptor expectations
  • Poor feedback
  • Lack of consensus in teaching team
  • Under-staffing
  • Personal issues
  • Personality clash
System centred barriers
  • Overworked due to poor call schedule
  • Sleep deprivation
  • Assignments with similar deadlines
  • Lack of proper orientation

Welcome to the Academic Support Process website

Which version of the site do you want to view?

  • uOttawa Family Medicine preceptors click here
  • Preceptors not affiliated with the Department of Family Medicine at uOttawa click here


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