FMEM Resident Project Timeline & Submission Guidelines

1. Overview

The Faculty of Medicine & Health Sciences (FMEM) Resident Programme requires each resident to complete a scholarly project that demonstrates their ability to integrate clinical knowledge, research methods, and qualityimprovement principles. The timeline below outlines the key milestones from project conception to final submission, while the guidelines section clarifies formatting, ethical, and administrative requirements.

2. Project Timeline

2.1. Phase 1 Planning (Month12)

• Week12: Identify a mentor and finalize a project title.
• Week3: Submit the Project Proposal Form for departmental approval.
• Week45: Conduct a brief literature review and draft a research question or qualityimprovement aim.
• Week6: Obtain ethical clearance (if applicable) via the Institutional Review Board (IRB) portal.

2.2. Phase 2 Development (Month35)

• Month3: Draft a detailed protocol, including methodology, datacollection instruments, and analysis plan.
• Month4: Pilot the datacollection tools with a small sample; refine as needed.
• Month5: Submit the finalized protocol to the Project Oversight Committee for final signoff.

2.3. Phase 3 Data Collection & Analysis (Month69)

• Month67: Collect data according to the approved protocol.
• Month8: Perform preliminary analyses; discuss findings with mentor.
• Month9: Complete full statistical or qualitative analysis.

2.4. Phase 4 Writing & Review (Month1011)

• Month10: Draft the manuscript (introduction, methods, results, discussion).
• Month11, Week12: Send draft to mentor and peer reviewers for feedback.
• Month11, Week34: Revise manuscript based on comments; prepare tables, figures, and supplementary material.

2.5. Phase 5 Final Submission (Month12)

• Week1: Complete the Resident Project Checklist and sign the declaration of originality.
• Week2: Upload the final manuscript, supporting documents, and ethics approval certificate to the FMEM esubmission portal.
• Week3: Attend the mandatory oral presentation (15minutes + 5minutes Q&A) at the Resident Research Forum.
• Week4: Receive formal acceptance and a copy of the evaluation report.

All dates are approximate; residents should coordinate with their mentors and the programme office to accommodate departmentspecific calendars.

3. Submission Guidelines

3.1. Formatting Requirements

3.2. Ethical Considerations

• All projects involving human participants, patient data, or tissue samples must have IRB approval prior to data collection.
• For qualityimprovement initiatives that are classified as nonresearch, a formal exemption letter from the Department Head must be attached.
• Confidentiality must be maintained; deidentify all personal health information in accordance with HIPAA/PHIPA standards.

3.3. Required Attachments

• Signed Project Proposal Form
• IRB approval letter or exemption documentation
• Resident Project Checklist (completed)
• Declaration of originality (signed by resident and mentor)
• Optional: Copy of the mentors CV (to verify qualifications)

3.4. Submission Process

1. Log in to the FMEM esubmission portal (https://fmem.university.edu/resident-portal).
2. Navigate to Resident Projects Current Cohort.
3. Upload each file using the designated fields; the system will validate file type and size (max 10MB per file).
4. After uploading, click Submit for Review. A confirmation email with a tracking number will be sent.
5. The Project Oversight Committee will review within 10working days. If revisions are required, you will receive an email outlining specific changes.

3.5. Oral Presentation Guidelines

• Duration: 15minutes presentation + 5minutes Q&A.
• Slide deck: Maximum 12 slides (including title and thankyou slide).
• Submit slides in PDF format at least 48hours before the scheduled session.
• Presentations are recorded and archived on the FMEM website for future reference.

3.6. Evaluation Criteria

Projects are assessed on the following domains (each scored out of 10):

1. Relevance and originality of the research/question.
2. Methodological rigor and appropriateness of analysis.
3. Clarity of writing and adherence to formatting standards.
4. Interpretation of results and discussion of implications.
5. Quality of oral presentation and ability to answer questions.

A cumulative score of 45 or higher is required for successful completion of the resident project component.

4. Frequently Asked Questions

Q1: What if I need more time for data collection?

Submit a Timeline Extension Request form to the programme office at least two weeks before the original deadline. Extensions are granted only for justified circumstances (e.g., unforeseen clinical duties, pandemicrelated disruptions).

Q2: Can I publish my resident project in a peerreviewed journal?

Yes. After receiving approval from the FMEM Committee, you may submit the manuscript to a journal of your choice. Ensure that the FMEM acknowledgment statement is included in the acknowledgments section.

Q3: I am a parttime resident. Does the same timeline apply?

Parttime residents receive a flexible timeline, typically extending each phase by 12months. Coordinate with your mentor and the programme coordinator to establish a customized schedule.

Q4: Who do I contact for technical issues with the esubmission portal?

Email the IT Support Desk at itsupport@fmem.university.edu or call extension2345.

5. Helpful Resources

• Research Methodology Guide (PDF)
• Project Proposal Template (DOCX)
• IRB Submission Guidelines
• Presentation Tips for Residents