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Registrant's Declaration ( For Students Only)

  1. Portal. The Association of Faculties of Medicine of Canada (“AFMC”) has developed and operates a web-based interface to be found at www.afmcstudentportal.ca, www.portailetudiantsafmc.ca or other such URLs as may be designated by AFMC from time to time (the “Portal”). The Portal is an online, bilingual service to facilitate the application and placement of visiting medical students applicants wishing to do undergraduate electives (the “Visiting Electives”) at one of the 17 faculties of medicine in Canada (collectively, the “Medical Schools”). Medical students may register to use the Portal and create and save a profile for applications to the Visiting Elective. The Portal will also enable them to upload, store and share documentation required for applications. In view of the foregoing, you agree that AFMC will collect, use, disclose and otherwise manage your Personal Information (as defined hereunder), as set out in this Declaration and in AFMC’s Privacy Policy, available at www.afmcstudentPortal.ca (the “Privacy Policy”). By assessing and using the Portal, you are consenting to AFMC’s collection and use of your Personal Information in accordance with the Privacy Policy. In addition, you agree to accept and agree to be bound by AFMC’s Terms of Use (the “Terms of Use”), available at www.afmcstudentPortal.ca. The Privacy Policy and the Terms of Use are hereby incorporated into, and form part of, this Registrant’s Declaration.
     
  2. Visiting Elective Application Fee. Subject to the fee deferrals and exceptions set forth hereunder, Visiting Elective application fees shall be made payable via the Portal to the relevant Medical School(s). Such fees are at the discretion of the Medical Schools and medical students should refer to the school’s Institution Profile for associated fees.
     
  3. Portal Registration Fee. AMFC may also charge a one-time non-refundable Portal registration fee. Should such amount be made payable, then you will receive a notice to that effect in a timely manner. AFMC reserves the right to change registration fees from time to time.

Portal Registration Fee Deferrals or Exemptions:

  1. Quebec Medical Schools: Registration fees will not be charged to medical students from any Medical School located in the province of Quebec applying for a Visiting Elective in another Medical School located in the province of Quebec, the whole in accordance with the agreement between Quebec Medical Schools. However, a registration fee will be charged when a student from any Medical School located in the province of Quebec applies for a Visiting Elective at another Medical School outside of the province of Quebec.
  2. Other Canadian Medical Schools: Registration fees will not be charged to medical students from any Canadian Medical School applying for a Visiting Elective in another Canadian Medical School, if such Medical Schools have concluded an agreement pursuant to which no fees would be charged to medical students applying for Visiting Electives in their Medical Schools. However, a registration fee will be charged when a student from these Medical Schools applies for a Visiting Elective at any another Medical School.
  3. International medical students: Registration fees will not be charged to medical students from an international medical school applying for a Visiting Elective in any Canadian Medical School if such medical school has concluded an agreement (e.g. IFMSA exchange programs) with the Medical School. However, a registration fee will be charged when the student applies for a Visiting Elective at another Medical School.
  4. Limited enrollment[1]: No fees will be charged to a medical student applying for limited enrollment until the medical student has been selected to apply if he/she does not have an existing account on the Portal. Accordingly, should the medical student not be selected to apply, then no registration fee will be charged to that medical student. Conversely, should the medical student be selected to apply, then that medical student will have to pay the registration fee and any associated application fees imposed by the Medical School. In any event, registration fees will be charged automatically when the student applies for a Visiting Elective at any other medical school where exemptions and deferrals do not apply.

      4. Payment Processor. All fees shall be paid by credit card and processed by a third party mandated by AFMC to handle transactions made regarding Visiting Electives (the “Payment Processor”). The Payment Processor’s terms and conditions of use are deemed incorporated by reference into, and form part of, this Registrant’s Declaration. You are solely responsible for ensuring that you have consulted the latest version of the terms and conditions rendered available by the Payment Processor. AFMC is not responsible for any errors by the Payment Processor. You acknowledge and agree that AFMC reserves the right to designate a new Payment Processor at any time at its sole discretion and shall provide notice of such new payment processor to you.

      5.  Personal Information. Some personal information, that is to say, information that can be used to identify you or relates to you, including but not limited to health information (the “Personal Information”) will be required at the time of registering for the Portal. Personal information can be stored in your profile on the Portal and will also be requested with each application to a Visiting Elective. This information is required by AFMC and/or by the Medical Schools for the purpose of registering for the Portal and/or for your application for a Visiting Elective and must be provided together with all fees to be paid. Incomplete applications will not be considered. You may remove any of your Personal Information stored in your profile on the Portal; however, such removal may limit your application to a Visiting Elective. The Medical Schools may require additional Personal Information from you (such as information about whether and to what extent you have a prior criminal record) to complete your application. Any and all documentation and information submitted by you to a Medical School is subject to that Medical School’s policies and practices, including but not limited to its privacy policy and records retention policy, which will be made available to you upon request. For instance, the Medical Schools may use and disclose your Personal Information for other purposes in accordance with their own admission and personal policies and practices, including requirements for government enrollment reporting. As to  AFMC, it may collect, use and store:

  • Personal Information with respect: (i) to the use made of the Website and the Services, (ii) to the Portal activities; (iii) to the use and access of the medical students accounts; (iv) to the payments of any fees under this Agreement; and (v) to the medical students account information, such as the payments or applications with respect to any Visiting Elective, the date your account was created and number of times you access to your account; and

          Aggregated de-identified information about the Website and Portal development and traffic, your interactions with any webpage or AFMC content, and demographic or geographical information.

       6. Application information and supporting documentation. It is your responsibility to ensure that your application information and all supporting documentation is truthful, complete and correct, and that your autobiographic and personal submissions are  authored solely and entirely by you. AFMC and the Medical Schools reserve the right to verify any information provided as part of the registration or application process. If any information you provide contains evidence of academic dishonesty or is  determined to be false or misleading, concealed or withheld, or written by a third party, then AFMC and the Medical Schools will be advised and, at the absolute discretion of AFMC and/or a Medical School, your registration in the Portal or application(s)   for a Visiting Elective may be invalidated, your home medical school may be notified, and you may be subject to penalties and other consequences, as set forth in Medical School(s) policies or other regulations governing the discipline for academic and non-academic misconducts.

      7. Material. You, not AFMC, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness and intellectual property ownership or right to use of the material you provide. AFMC shall not be responsible or liable for the deletion, correction, destruction, damage, loss or failure to store any such material.

      8. Portal application and ID. You are solely responsible for keeping your Portal application user identification, login information and other registration information confidential and secure. Please notify AFMC immediately if you suspect any unauthorized access, use or disclosure.

      9. DISCLAIMER. THE PORTAL AND ALL CONTENT IS PROVIDED TO YOU STRICTLY ON AN “AS IS” BASIS. ALL CONDITIONS, REPRESENTATIONS AND WARRANTIES, WHETHER EXPRESS OR IMPLIED by statute, common law, usage of trade, course of dealing, custom, or otherwise, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, quality, description, operation, adequacy, suitability, uninterrupted use, title OR NON-INFRINGEMENT OF THIRD PARTY RIGHTS, ARE HEREBY DENIED AND DISCLAIMED TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW BY AFMC. FURTHERMORE, AFMC MAKES NO REPRESENTATION, WARRANTY, OR GUARANTY AS TO THE RELIABILITY, TIMELINESS, SUITABILITY, TRUTH, AVAILABILITY, ACCURACY OR COMPLETENESS OF THE PORTAL OR ANY CONTENT. AFMC DOES NOT REPRESENT OR WARRANT THAT (A)THE USE OF THE PORTAL WILL BE SECURE, TIMELY, UNINTERRUPTED OR ERROR-FREE OR OPERATE IN COMBINATION WITH ANY OTHER HARDWARE, SOFTWARE, SYSTEM OR DATA, (B) THE PORTAL WILL MEET YOUR            REQUIREMENTS OR EXPECTATIONS, (C) ANY STORED DATA WILL BE ACCURATE OR RELIABLE, (D) ERRORS OR DEFECTS WILL BE CORRECT, OR (E) THE PORTAL OR THE SERVER(S) THAT MAKE THE PORTAL AVAILABLE ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.THE PORTAL MAY BE SUBJECT TO LIMITATIONS, DELAYS, AND OTHER PROBLEMS INHERENT IN THE USE OF THE INTERNET AND ELECTRONIC COMMUNICATIONS. AFMC IS NOT RESPONSIBLE FOR ANY DELAYS, DELIVERY FAILURES, OR OTHER DAMAGE RESULTING FROM SUCH PROBLEMS.

Further Information: For more information about the collection, use, disclosure, and treatment of your Personal Information by AFMC, please review the Privacy Policy or contact AFMC Privacy Officer in writing at 2733 Lancaster Road, Ottawa, ON, K1B 4V8, by email at : privacy@afmc.ca or by phone at: (613) 730 – 0687, ext.: 279. https://www.afmcstudentportal.ca.

[Registrant Declaration to be filled – See following page]

 

REGISTRANT’S DECLARATION

Registrants are required to consent to the Personal Information practices as set out in the “Registrant’s Declaration”, the Privacy Policy and to certify the following statements:

a) 

I certify that the Personal Information and documents submitted during registration for the Portal or in an application for a Visiting Elective, or to be submitted (all of which constitutes the application), are true, complete and correct in all respects, including my declarations as to citizenship and immigration status in Canada; that my autobiographic and personal submissions were authored solely and entirely by me; and that all information requested in this application has been disclosed.                 I understand that it is my responsibility to keep AFMC and the Medical School(s), to which I have applied, or at which I register, informed of any changes to the information in my application materials, and I agree to do so in writing immediately after any such change occurs.

b) 

I understand that any false or missing information may disqualify me from consideration for the Visiting Elective and/or may result in a notification to my home medical school, and/or may result in expulsion from the Portal, and/or if scheduled for a Visiting Elective, may constitute cause for removal from that elective without notice.

c)

I understand that I am responsible for knowing and understanding the requirements for Visiting Electives at each Medical School to which I am applying.

d)

I understand that I am responsible for monitoring the progress of each submitted application and I will respond to elective offers, and resolve scheduling conflicts, within the time allotted by the Medical School.

e) 

I agree: (i) AFMC has my permission to collect, use and disclose Personal Information and other information (including credit card information where de-identified card information may be stored by AFMC) required for registration, for the Portal, for the application(s) for Visiting Electives and for any other purpose described in Section 5 above mentioned, and (ii) that Payment Processor has my permission to use, keep, collect and store the financial information (including credit card information) and other ancillary Personal Information I disclose to process any payment made via the Portal; and (iii) that both AFMC and said Payment Processor have the right to share it with any relevant Medical School in connection with my application to Visiting Electives; and (iv) that AFMC and the Payment Processor will keep and store such Personal Information for the appropriate period of time required to fulfill the identified purpose for which such information was collected the whole, in accordance with AFMC’s data retention policy and wherever applicable the data retention policy of the Payment Processor. With respect to AFMC, I acknowledge: (i) that the information uploaded on my account will be kept by AFMC for a period of three (3) years from the date it was uploaded, after which the information will be irremediably erased or destroyed, unless I renew my account or update my status; and (ii) that should I wish to keep this information for a longer period, then it is my responsibility to renew my account or update my status.

f) 

I agree that the Personal Information I release, as well as some Personal Information held by the host Medical School or the home Medical School, may be communicated or otherwise disclosed between these Medical Schools in connection with the Visiting Electives for which I applied to. More particularly and without limiting the generality of the foregoing, I agree that information I release for the purpose of applying to a Visiting Elective may be sent to my home Medical School for verification, to the Medical Schools, and to the site or sites I wish to be placed for their use in the Visiting Elective’s application process.

g) 

I authorize my home Medical School to release my Medical School transcript to each Medical School, (where required) to which I apply through the Portal, for the sole purpose of considering my application to the Visiting Elective at the Medical School.

h) 

I authorize my home Medical School to release my personal health information relevant for completing my Visiting Elective(s), as requested by each Medical School for the sole purpose of considering my application to the Visiting Elective at that Medical School. Such information may include, but is not limited to, immunizations, laboratory tests, and consultations

i) 

I authorize my host Medical School to release, to my home Medical School, my transcript and other Personal Information required to be informed of – or to assess – my academic and extra-curricular progress and performance.

j) 

I understand and agree that any document or information to which I refer in connection with any Visiting Elective may be requested or consulted by my home Medical School or by the host Medical School as the case may be.

k) 

I authorize my home Medical School to withdraw my applications in case of academic or other circumstances which preclude me from completing an away elective. I understand that my home Medical School will notify me should my applications be withdrawn.

l) 

I authorize AFMC or my Host Medical School to charge applicable fees to the credit card that I provide to AFMC or the Host Medical School.

m) 

I agree that AFMC and my Host Medical School have my permission to collect, use, keep, store data, share and release de-identified data about my Portal activity (including the Medical Schools and specialties to which I apply and the outcomes of the applications, the payments or applications with respect to any Visiting Elective, the date my account was created and number of times I access to my account) for research and analysis activities, or for any other internal purposes conducted by and within AFMC or any Medical School.

n) 

I have read, agree and consent to the use of my Personal Information and other information as described in the Privacy Policy, the Terms of Use and this Registrant’s Declaration.

o) 

I have read and agree to be bound by the Terms of Use and the Payment Processor Terms and Conditions.

Last updated on 2016-03-14.

[1] Limited Enrollment may be used by the medical school as a fair and randomized process to select a specific number of medical students for Visiting Electives when the demand is high, but the number of spaces available is limited.

 

Terms of Use

PLEASE READ THESE TERMS OF USE ("TERMS") CAREFULLY BEFORE USING THIS WEBSITE ("SITE"). THESE TERMS ARE A LEGAL AGREEMENT BETWEEN THE ASSOCIATION OF FACULTIES OF MEDICINE OF CANADA ("AFMC") AND YOU, THE VISITOR TO THIS SITE.

AFMC makes available information and other materials on this Site, subject to the following terms and conditions. By accessing this Site, you accept and agree to be bound by these Terms. If you are dissatisfied with this Site or with these Terms, your sole and exclusive remedy is to discontinue using this Site. AFMC reserves the right to change, modify, add or remove portions from these Terms from time to time at its sole discretion in the manner set for hereunder. Certain provisions of these Terms may be superseded by expressly designated legal notices or terms located on particular pages at this Site.

Ownership of Materials and Trademark Information

AFMC brings to your attention that the Site contains information, trademarks, logos, service marks, designs, text, images, audio and video, and other forms of materials or intellectual property owned by AFMC and its Suppliers, affiliates and licensor ("AFMC Proprietary Material"). AFMC Proprietary Material is the property of AFMC and its affiliates or licensors, unless otherwise noted. AFMC Proprietary Material is protected by laws of Canada and any other jurisdiction throughout the world and international treaty provisions. You may not remove, conceal, obscure or change any copyright or other proprietary notices or marks from AFMC Proprietary Material. Except as specifically permitted herein, no AFMC Proprietary Material on this Site may be reproduced, displayed, distributed, communicated, performed, modified, transmitted or otherwise used in any form or by any means for any public or commercial purpose without prior written permission from AFMC. "The Association of Faculties of Medicine of Canada" and the AMFC logo are trademarks of AFMC.

Likewise, the Site may contain information, trademarks, logos, service marks, designs, text, images, audio-video, and other forms of materials or intellectual property owned by the medical school (the “MS Proprietary Material”). You understand and agree: (i) that the MS Proprietary Material is protected by laws of Canada and any other legislation applicable; and (ii) that your obligation and undertakings described in the above paragraph shall apply with the necessary changes to said MS Proprietary Material.

Use of Site Materials

Except where otherwise stated on particular pages of this Site, you may view, copy, and print any downloadable material available on this Site subject to the following conditions:

  • If you are a medical student applying for a visiting elective,
  • the materials may be used solely in connection with your visiting elective process; and
  • The materials may not be modified or altered in any way.
  •  If you are an employee, personnel or service provider of a medical school acting as a “permitted user”:
  • the material may only be used in connection with the Services provided via the Portal and for any other purposes expressly authorized by your medical school;
  • no material available on the Site may be modified unless said material belongs to the medical school for which the permitted user works and, in such a case, in strict compliance with said medical school’s instructions.

AFMC reserves the right to revoke such authorization at any time, and any such use shall be discontinued immediately upon written notice from AMFC. Any copy of the materials or portion thereof must include the copyright and any other proprietary notices which accompany or are contained within the AFMC Proprietary Materials. If such materials or portion thereof are not accompanied by a copyright notice you must include the following copyright notice: Copyright© 2016 The Association of Faculties of Medicine of Canada. All Rights Reserved.

Materials specified above do not include the design or layout of this Site. The design and layout of this Site are protected by copyright, trademark, trade dress and other laws, and may not be copied or imitated in whole or in part.

Warranties, Disclaimers, Limitation of Liability

Except as expressly provided otherwise in a written agreement between you and afmc the Site and the services, and all materials on this Site, are provided "as is", and AFMC and its affiliates, officers, directors, employees, agents, licensors, suppliers and service providers disclaim all warranties, representations, and conditions express or implied :

  1. pertaining to the services, including, but not limited to, warranties of merchantable quality, satisfactory quality, non-infringement of third party rights or fitness for a particular purpose, description, operation, adequacy, suitability, uninterrupted use, title or those arising by law, statute, usage of trade, or course of dealing. Afmc assumes no responsibility for errors or omissions in the materials or other documents which are referenced by or linked to this Site;
  2. that the Site will be uninterrupted, secure, error-free, complete or current, and free from technical inaccuracies (or topographies) or otherwise accurate, that the results or the information obtained from the use of this Site will be accurate or reliable, and that any improvements and/or changes in the product(s) and/or the program(s) described in this Site and made at any time will be uninterrupted, secure, error-free, free from technical inaccuracies or topographies or otherwise accurate, complete and current;
  3. that any material and/or data uploaded, downloaded or otherwise obtained through the use of this Site are free of viruses or other destructive code that may damage or infect your computer equipment or other property. Any material and/or data uploaded, downloaded or otherwise obtained through the use of this Site shall be done at your own discretion and risk, and accordingly you will be solely responsible for any damage to your computer system or loss of data that results from uploading and/or downloading such material and/or data.

Likewise, references to corporations, their services, and products, are provided "as is" without warranty of any kind, either express or implied.

In no event shall AFMC, its affiliates, officers, directors, employees, agents, licensors, suppliers and service providers be liable for any special, incidental, indirect, consequential or punitive damages of any kind, or any damages whatsoever. AFMC warrants that it will comply with applicable law and at all times use reasonable efforts to protect personal and other information on the portal and on its services, but in light of the foregoing, AFMC denies and disclaims – to the fullest extent possible under applicable law – all responsibility for loss of use, data or profits, whether or not advised of the possibility of damage, and on any theory of liability, including tort, arising out of or in connection with the use or performance of this information. Some jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages, so the above limitation may not apply to you.

Governing Law and Jurisdiction

This Site (excluding linked sites) is controlled by AFMC from its offices within the Province of Ontario, Canada. By accessing this Site, you and AFMC agree that to the fullest extent possible under applicable law, all matters relating to your access to, or use of, this Site shall be governed by the statutes and laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to the conflicts of laws principles thereof. To the fullest extent possible under applicable law, you and AFMC also agree and hereby submit to the personal jurisdiction and venue of the courts of the Province of Ontario with respect to such matters. AFMC makes no representation that materials on this Site are appropriate or available for use in other locations, and accessing them from territories where their contents are illegal is prohibited. Those who choose to access this Site from other locations do so of their own initiative and are responsible for compliance with local laws. This Site may contain references to AFMC products, services, and programs that have not been announced in your jurisdiction. These references do not imply that AFMC intends to announce such products, services or programs in your jurisdiction.

Links to Other Sites

This Site contains links to third-party web sites. These links are provided solely for your convenience. AFMC and its affiliates do not endorse the content of any such third-party web site, have not reviewed the material linked to any such web site, and are not responsible for the content of any such web site. Your accessing and viewing of any such third party web site is conducted at your own risk.

Amendments

AMFC reserves the right to change these Terms. Should any material change be made, then AFMC will provide notification of such material change: (i) via a banner notice on the Site, or (ii) through any other means including mobile number, telephone or mail should the visitors of the Site have an online account on AFMC Portal. In view of the foregoing, you agree to keep your contact information up to date should you have an online account on AFMC Portal. Thereafter, the Terms as amended will be rendered available on the Site.

Likewise, AFMC will post an updated version of these Terms each time a minor or ancillary amendment is made to them. In that respect, you should check these Terms periodically in order to review AFMC’s current practices.

You can always tell if these Terms have changed by looking at the effective date appearing at the bottom of said Terms.

Your continued use of the Site following the modification of these Terms will constitute acceptance of any such amendment. Should you disagree with the amendments made to these Terms, you shall immediately stop accessing or using AFMC’s Site or portal and you shall delete your account.

General

If any provision of these Terms is declared by a court of competent jurisdiction to be invalid, illegal or unenforceable, such provision or part thereof which is necessary to render the provision valid, legal and enforceable, shall be severed from these Terms and the other provisions and the remaining part of that provision shall remain in full force and effect.

You may not assign these Terms. No supplement, modification or amendment to these Terms proposed by you shall be binding on AFMC unless agreed to by AFMC in writing. No waiver of any of these Terms shall be deemed a further or continuing waiver of such Term or any other term or condition.

These Terms are binding upon and shall enure to the benefit of AFMC and its successors and permitted assigns.

Last updated March 14, 2016