The regulations on the Undergraduate Doctor of Pharmacy Program (PharmD) are effective and approved by the University of Ottawa Senate on June 19, 2023.
Regulation on the Undergraduate Doctor of Pharmacy (PharmD) Program
This section set out guiding principles or courses of action to be consistently followed by all the students enrolled in the Undergraduate Doctor of Pharmacy Program. They have been designed in accordance with the Faculty of Medicine policies, procedures, and bylaws.
Admission, Standing, & Professionalism
Candidates are admitted subject to, and are bound by, all academic, disciplinary and other regulations of the University of Ottawa and the undergraduate Doctor of Pharmacy (PharmD) program, as well as any amendments thereto, for the full duration of their academic studies in this program.
French language competency is a requirement of the undergraduate Doctor of Pharmacy program. All PharmD courses are conducted in French. Participation in courses, writing assignments or projects, answers to exam questions, as well as oral presentations must all be done in French.
Transfer requests will only be considered in exceptional circumstances and only if they are from a Canadian university offering a pharmacy program in French. These transfer requests will be considered in consultation with the program director, provided that space is available and that all of the following criteria are met.
The applicant:
- must be enrolled as a full-time student in an undergraduate PharmD program in a Canadian university offering an accredited program in French comparable to that offered at the University of Ottawa;
- must apply at least one year prior to the desired transfer year;
- must be in good academic standing and have an overall satisfactory record at the home university;
- must meet the admission criteria, undergo an admission interview and meet the eligibility requirements of the University of Ottawa’s PharmD program;
- must not be on a leave of absence from the home university.
It is the applicant’s responsibility to ensure that the University of Ottawa receives, along with the transfer request, all necessary documentation from the home university.
As future pharmacists, graduates of the undergraduate Doctor of Pharmacy program will be responsible for the physical safety, psychological health and well-being of their patients. Students enrolled in the PharmD program are committed to the highest standards of ethical and professional conduct, in accordance with the values of the University of Ottawa, the Faculty of Medicine, and the values of the profession of pharmacy, as set out in the Principles of Professionalism for the Profession of Pharmacy of the National Association of Pharmacy Regulatory Authorities (NAPRA), and the Ontario College of Pharmacists (OCP) Code of Ethics.
Even if a student demonstrates a sufficient level of clinical knowledge and skills, certain deficiencies in professionalism may result in the failure of a course or placement. All students enrolled in the PharmD program are expected to adhere to the professional standards of the Faculty of Medicine and to behave in a professional manner in all courses and placements, as well as outside the classroom and in clinical settings, when clearly identifiable as pharmacy students. Any unprofessional conduct in a formal setting or official communication will be brought to the attention of the PharmD Program Director (or delegate), which may result in punitive academic measures or remedial action. These may include internal probation, failure of a course or placement, or dismissal from the PharmD program, as recommended by the program director.
Registration, progression & duration
Undergraduate Doctor of Pharmacy students must be enrolled on a full-time basis and take the full course load stipulated by the program. Any exceptions must be approved by the program director. During this period of full-time study, enrolment in other academic or professional programs is prohibited. Due to the heavy course load in the undergraduate Doctor of Pharmacy program, enrolment in additional courses outside the program is strongly discouraged. Any student wishing to enroll in a course outside the program must submit an application for approval by the program director prior to enrolment.
The undergraduate Doctor of Pharmacy program was structured using a spiral learning design that allows a logical progression of students’ clinical knowledge, skills and competencies over the course of their academic career. As such, pharmacy students must follow the course sequence as it was designed.
It is not possible for a student in the undergraduate Doctor of Pharmacy program to withdraw from one or more courses without prior written permission from the program director.
A leave of absence is a formal temporary interruption of study. A request for a leave of absence must be submitted to the program director. In case of illness, a medical certificate is required. Other documents may also be required in certain situations. Except in the case of a request for a leave of absence to complete a combined doctoral program (PharmD / PhD), the leave will not exceed three years. The length of the leave could delay the date of graduation.
A student enrolled in the undergraduate Doctor of Pharmacy program must complete all degree requirements within seven (7) years from the initial registration date. A student who does not complete all degree requirements within this time frame will be withdrawn from the program. A student who wishes to return to the program must submit a new application for admission and will be subject to the admission requirements in force at that time.
Attendance and absences
The learning methods used in the PharmD program require students’ active participation to ensure the smooth running of each session and promote knowledge retention and essential skills development.
Participation in the learning activities is therefore expected of all students enrolled in the undergraduate Doctor of Pharmacy program. Adequate participation in PharmD learning activities will also be considered in the evaluation of professionalism. Irregular attendance or lack of effort may result in dismissal from the program.
In-person participation during all clinical placements is also mandatory. In the event of an unauthorized absence, the student will be required to make up all missed time.
The absence request procedure ensures clear communication and documentation of student absences. Students enrolled in the Pharm. D. program must complete and submit the Declaration of Absence Form. The includes two types of absences:
- Planned absence: A planned absence includes medical appointments, religious holidays, parental obligation, personal reasons or an official representative role. It excludes planned trips, weddings, scheduling conflicts with work, obligations related to non-academic activities, etc.
- Unplanned absence: An unplanned absence includes illness, injury, personal crisis, family emergency, a death of a family member or close relative. It excludes scheduling conflicts with work, obligations related to non-academic activities, etc.
- A student who wishes to make a request for a planned or unplanned absence must do so by completing and submitting the Absence Request Form for Students in the Undergraduate Doctor of Pharmacy Program. The professor or course coordinator will receive a copy and follow up with you. If needed, they will also make any necessary arrangements.
The following timelines should be observed when a request for absence is initiated:
a) for a planned absence: at least two (2) weeks before the date of the planned absence; and
b) for an unplanned absence: the day before, or at the latest, the same day BEFORE the course or lab.
If a student submits an absence request for a clinical, practical, mid-term, or final exam, a Declaration of absence form must also be submitted and supporting documentation (ex. medical note) may be required.
a) The Declaration of Absence form cannot be submitted more than 5 days before the exam.
- It is possible that the unit will communicate with the student to ask for more information and/or supporting documents.
Rotations & conflicts of interest
While the Faculty of Medicine recognizes that its trainees are learning their professional responsibilities as pharmacists, it expects all of its trainees to demonstrate that they have the knowledge, skills, attitudes and capacities needed to be responsible for the physical safety, psychological health and well-being of their patients. They are also expected to demonstrate care, integrity, respect and trust at all times in their interactions with each other, with representatives of the Faculty of Medicine and during their placement with patients, clinical preceptors, other staff members, and members of the public.
A student in good standing within the program:
- is enroled for the current academic year or term;
- has paid tuition fees for the current term;
- has met the ongoing internal requirements of the Office of Risk Management (immunization, mask fitting, CPR course and criminal record
Prior to the practicum
Only those students in good standing (within the program) who demonstrate that they can act with care, respect, integrity and trust, and who possess the knowledge, skills, attitudes and capacities needed to be responsible for the physical safety, psychological health and well-being of patients will be given a practicum placement.
If a student has not demonstrated the ability to comply with the ethical standards set forth in the Principles of Professionalism for the Profession of Pharmacy of the National Association of Pharmacy Regulatory Authorities (NAPRA) AND the Ontario College of Pharmacists (OCP) Code of Ethics, or if the Faculty has reasonable cause to believe that the applicant may endanger the physical safety, psychological health or well-being of patients, the program director may deny the student a placement.
In the absence of the program director, the decision to deny a practicum placement must be made by the Director of the School of Pharmaceutical Sciences or the Dean. The student must be informed in writing of this decision and the reasons for it within five working days of the date of the decision.
A student active on the academic concern list (this is an internal designation within the PharmD program overseen by the program director):
- has failed a course and not yet passed the supplemental examination;
- has failed a course and not yet completed remedial activities;
- has deferred and not yet taken an examination;
- has a cumulative grade point average of less than 5.0;
- is currently being monitored by the Faculty Wellness Office;
- is deemed as being in difficulty by the program director.
To promote success, any student on the academic concern list will have their practicum settings limited to those led by a clinical professor of the University of Ottawa’s PharmD program. Any exception must be approved only by the PharmD Program Director.
During the Practicum
A student will be immediately withdrawn from the practicum placement if they endanger the physical safety, psychological health or well-being of patients, or if they demonstrate a lack of care, respect, integrity or trust. This decision can be made by the program director or delegate. The student must be informed in writing of this decision and the reasons for it, normally within five working days of the withdrawal from the practicum. In the event of such a decision, the student will only be placed in another practicum by the program director (or delegate) when the student demonstrates that they:
- no longer pose a risk to patients;
- are capable of acting with care, respect, integrity and trust; and
- have the knowledge, skills, attitudes and capacities needed to be responsible for the physical safety, psychological health and well-being of patients.
Denial or withdrawal from the practicum
In the event that a student is denied or withdrawn from the practicum under this regulation, a committee consisting of three professors chosen by the Director of the School of Pharmaceutical Sciences will review the case.
- The committee must meet within ten working days of the written notification to the student of the decision to deny a practicum.
- The committee may make one of three decisions:
- it may uphold the denial of a practicum placement;
- it may identify conditions that the student must satisfy before being placed in a practicum; or
- it may authorize the placement of the student in another practicum.
- The student can make a written submission to the committee and may request to
appear before it. - The committee must provide the reasons for its decision in writing.
- If the committee upholds its decision to bar the student from the practicum, a grade of F is recorded on the student’s transcript and the student is withdrawn from the program.
- If the committee identifies conditions that the student must satisfy before being placed in a practicum, a grade of NS will be recorded on the student’s transcript for the practicum.
1. Purpose
The School of Pharmaceutical Sciences of the University of Ottawa is committed to ensuring that the assignment, supervision and evaluation of experiential learning placements are carried out in a fair, objective and transparent manner, and in keeping with the standards of professionalism expected in the pharmacy profession.
This policy aims to prevent, identify, disclose and manage actual, potential or perceived conflicts of interest that could influence the assignment, supervision, evaluation or successful completion of placements in the Doctor of Pharmacy (PharmD) program.
2. Scope
This policy applies to:
- All students in the PharmD program taking part in experiential learning activities;
- All preceptors involved in the supervision or evaluation of students;
- All placement sites partnered with the University of Ottawa;
- Faculty and staff members responsible for the management of placements.
This policy applies to all placements in the program.
3. Definition of a conflict of interest
A conflict of interest exists where a personal, family, professional, financial or other relationship is likely to influence — or could reasonably be perceived as influencing — the objectivity, independence, fairness or integrity of the learning, supervision or evaluation process of a placement.
Conflicts of interest may be:
Actual conflict
A situation in which a relationship or interest is in fact influencing the placement or the evaluation.
Potential conflict
A situation in which a conflict could reasonably arise in the future.
Perceived conflict
A situation in which a reasonable person could perceive that a conflict exists, even if no actual influence is demonstrated.
4. Situations that constitute a conflict of interest
4.1 Personal or family relationships
A student may not be assigned to a placement where their preceptor, supervisor or a person directly involved in their evaluation is:
- Their spouse;
- Their common-law partner;
- A member of their family;
- A person related by marriage, common-law union or adoption;
- A close friend;
- Any other person with whom they have a relationship likely to compromise the objectivity of the supervision or the evaluation.
For the purposes of this policy, family members include, among others, parents, children, brothers, sisters, grandparents, grandchildren, uncles, aunts, nephews and nieces.
4.2 Employment relationships or financial interests
A student may not be assigned to a placement site:
- Where they are currently employed;
- in a community pharmacy where they have been employed during the previous 12 months;
- in a clinical area of a health care institution where they have been employed during the previous 12 months, unless the placement takes place in a different unit or at a different site and under the supervision of a different preceptor;
- Where they have received a promise of employment or accepted a future job offer;
- In which they hold a financial interest;
- Where a financial relationship could reasonably influence the conduct or the evaluation of the placement.
4.3 Relationships with the preceptor
A student may not be supervised by a preceptor who:
- Is, or was recently, their direct employer;
- Has previously supervised them in an employment context likely to compromise the objectivity of the placement;
- Has a personal or family relationship with them;
- Is in any other situation that could create an actual, potential or perceived conflict.
4.4 Other situations
The School of Pharmaceutical Sciences reserves the right to determine that a situation constitutes a conflict of interest where it risks compromising:
- Academic integrity;
- The achievement of learning objectives;
- Fairness of evaluation;
- Patient safety;
- Public trust in the profession.
5. Student responsibilities
Students must:
- Read this policy;
- Promptly disclose any situation that may constitute an actual, potential or perceived conflict of interest;
- Complete any conflict of interest declaration required by the School;
- Provide complete and accurate information regarding their employment, family relationships and any other relevant situation;
- Immediately inform the experiential learning team when a conflict situation arises after a placement has been assigned.
- Avoid selecting or ranking placement sites and/or preceptors with whom they have an actual, potential or perceived conflict of interest during the matching process.
6. Preceptor responsibilities
Preceptors must:
- Declare any actual, potential or perceived conflict of interest involving a student;
- Promptly notify the experiential learning team when such a situation is identified;
- Refrain from taking part in the evaluation of a student where a conflict of interest exists, unless expressly authorized by the School under an approved management plan.
7. Assignment of placements
The assignment of placements rests exclusively with the experiential learning team.
Assignment decisions take into account:
- The educational requirements of the program;
- The capacity of placement sites;
- The availability of preceptors;
- The absence of conflicts of interest.
Students may not use their personal, family or professional relationships to obtain a particular placement site.
8. Employment during placements
A student may complete a placement in an organization belonging to the same chain or corporate group as their employer only if:
- The placement takes place at a site other than their usual place of employment;
- The preceptor is not their employment supervisor;
- The experiential learning team determines that no actual or perceived conflict exists.
During placement hours, the student acts solely as a learner and not as an employee.
9. Disclosure and review process
9.1 Disclosure
Conflicts of interest must be declared:
- During the information-gathering exercises that precede placements;
- At the time placements are assigned;
- As soon as a conflict is identified by the student or the preceptor.
9.2 Review
The experiential learning team will review each declared situation and may:
- Determine that no conflict exists;
- Put appropriate mitigation measures in place;
- Change the placement or preceptor assignment;
- Request additional information before making a decision.
Decisions will be made in the best interests of the student, the placement site and the program.
10. Failure to disclose a conflict of interest
Failure to disclose a known conflict of interest may result in, among other things:
- Withdrawal from the placement;
- Reassignment to another site;
- A requirement to repeat the placement;
- A delay in academic progression;
- Disciplinary or academic measures in accordance with the applicable university regulations.
11. Confidentiality
Information disclosed under this policy will be treated confidentially and will be shared only with those who need it to administer placements or to implement appropriate measures.
12. Interpretation and review of the policy
The School of Pharmaceutical Sciences reserves the right to interpret this policy and to determine whether a situation constitutes an actual, potential or perceived conflict of interest.
The policy will be reviewed periodically to ensure that it remains consistent with accreditation standards, University of Ottawa policies and best practices in experiential learning.
Assessment, remediation and promotion
To receive credit for a course, the student must obtain an overall grade in the course of C or higher (after any supplemental examinations or remedial activities) or the non-numerical equivalent (Pass, Satisfactory). All grades below C or the non-numerical equivalent (Failure, Not Satisfactory) are failing grades for PharmD program courses.
PharmD program courses may have a theory component, a clinical component (cross-cutting clinical skills) and mandatory components (e.g., certification in cardiopulmonary resuscitation).
To earn a passing grade in a PharmD program course, a student:
- must obtain a grade of 60% or higher in the theory component of the course
- must obtain a grade of 70% or higher in the assessment of all cross-cutting clinical skills of the course
- must have successfully completed all mandatory components of the course.
All three of these requirements must be met in order to receive a passing grade. In addition, to receive academic credits, a student must not be absent for more than 20% of the duration of a clinical placement. The overall course grade will be calculated according to the weighting described in the course syllabus and will be reported using the University of Ottawa’s official grading system.
A student who obtains a grade of less than 60% in the theory component of a course or a grade of less than 70% in the assessment of all cross-cutting clinical skills of a course, or both, will receive a grade of Not Satisfactory (NS).
The grade of NS results in the right to a supplemental examination, mandatory remedial activities, or both, under certain conditions. Students who do not successfully complete the mandatory components of a course will receive a grade of NS for the course and will be excluded from clinical placements until the mandatory components are successfully completed.
The success committee is responsible for evaluating the academic record of all students in the undergraduate Doctor of Pharmacy program, making a recommendation for promotion to the next academic year, and recommending specific remedial activities as needed.
A student who obtains a grade of less than 60% in the theory component of a course is eligible to write a supplemental examination for that course. The grade obtained on the supplemental exam replaces the final examination grade for the theory component of the course. Only the overall grade calculated after the supplemental exam will appear on the transcript and is used in calculating averages. However, a note on the transcript will indicate that this grade was obtained as a result of a supplemental exam.
Students are allowed a total maximum of two supplemental examinations in one (1) academic year.
If the grade for the theory component remains less than 60% after the supplemental exam or if the student refuses to take the supplemental exam, an overall grade of F will be assigned for the course and the student will not receive credit for the course.
The success committee will review the case of any student who obtains a grade of less than 70% in the assessment of all cross-cutting clinical skills of a course.
The success committee and the course professor evaluate the student’s record to suggest specific remedial activities. Once the remediation has been completed and evaluated, the grade obtained for each remedial activity replaces the grade for the relevant cross-cutting clinical skill. Only the overall grade calculated after remediation will appear on the transcript and is used in calculating averages. However, a note on the transcript will indicate that this grade was obtained as a result of a supplemental exam.
Students may complete remedial activities for a maximum of 2 courses per academic year.
If the grade remains less than 70% in the assessment of all cross-cutting clinical skills after remediation or if the student refuses to participate in remedial activities, an overall grade of F will be assigned for the course and the student will not receive credit for the course.
In the event of a failure of both the theory component and all cross-cutting clinical skills of a course, the student would need to satisfy the conditions described above for the supplemental examination and remedial activities. If the grade for the theory component remains less than 60% after the supplemental exam, or if the student refuses to take the supplemental exam, or if the grade for all cross-cutting clinical skills of a course remains less than 70% after remedial activities or if the student refuses to participate in remedial activities, an overall grade of F will be assigned for the course and the student will not receive credit for the course.
The success committee will review the case of any student who obtains a grade of F in
a course and may recommend to the program director any remedial measures or sanctions up to and including a repeat of the academic year or dismissal from the program.
Repeating a placement
A student who obtains a grade of NS in a placement will be allowed to repeat that placement. The grade obtained on the repeat of a placement replaces the overall grade for the placement. Only the grade obtained after the repeat of the placement will appear on the transcript and is used in calculating averages. However, a note on the transcript will indicate that this grade was obtained as a result of repeating the placement.
In the event of a failed first or second year placement, the student is expected to repeat the placement during the same Spring-Summer term, between June and August. In the event of a failed fourth year placement, the student will be required to repeat the placement in the Spring-Summer term following the failure. The timing of a repeat placement is determined by the program director.
An absence exceeding 20% of the duration of a clinical placement will require the student to repeat the placement prior to graduation. If this is not feasible, the student may have to repeat the year.
In 4th year, a student who misses more than 20% of two clinical placements will be required to repeat the 4th year.
Students with a grade of NS are allowed a maximum total of one (1) repeat placement in one (1) academic year.
The program director, in consultation with the success committee, will review the case of any student who achieves a grade point average for the year of less than 5.0 under the University of Ottawa’s official grading system.
A student who obtains a grade of F in a course will be required to repeat the year or withdraw from the program as determined by the program director in consultation with the success committee.
A student who repeats an academic year will not be eligible to take a supplemental exam or to complete remedial activities. Consequently, a student who is currently repeating an academic year and who obtains a grade of less than 60% for the theory component of a course or a grade of less than 70% for all cross-cutting clinical skills of a course or a grade of less than C (60%) or the non-numerical equivalent (Failure, Not Satisfactory) on the final evaluation of a practicum will be required to withdraw from the program. The
reset of grades applies to the courses in the repeat year only.
A pharmacy student is eligible for only one (1) repeat of one (1) academic year.
To successfully complete the undergraduate Doctor of Pharmacy program, the student must be promoted at the end of each academic year. To pass from one year to the next, students must complete all course credits for the year in question and must have achieved a cumulative grade point average of 5.0 or higher.
To obtain the undergraduate Doctor of Pharmacy degree, students must:
- Complete the total number of credits required in the program
- Have a cumulative grade point average (CGPA) of 5.0 or higher
- Achieve the expected level for cross-cutting skills
- Register and apply for their degree, according to the guidelines in place