DVLC Clinic and Student Support Hub

Attend to the student’s immediate needs 

• Arrange appropriate first aid or medical care. 
• Call 911 if emergency assistance is required. 
• Follow the clinic’s immediate safety and emergency procedures. 
• Remove the student from any continuing risk. 

Report the accident or injury promptly to all three 

1. The clinic’s PRC and/or GA. 
2. The healthcare provider, with the student advising that the injury is a WCB claim. 
3. UCVM through a DVLC Liaison or the DVLC Office at dvlc@ucalgary.ca. 

What happens next 

• A member of the UCVM DVLC team will complete an incident report. 
• The DVLC team may contact the PRC, GA or others present to collect additional information. 
• The student will also be required to complete an online report. 
• If the incident is serious enough to involve Workers’ Compensation, the student must complete the WCB form through UCVM as soon as possible and no later than 24 hours after the incident. 
• The incident is not reported through the clinic’s WCB account. 

Important insurance information 

UCVM’s Workers’ Compensation coverage applies when a student is injured while performing duties related to a UCVM rotation. The Government of Alberta’s WCB account covers students completing rotations in other provinces. Students are responsible for their own health insurance for injuries or illnesses arising from activities unrelated to their rotation duties. 

Contacts 

• PRC or GA: clinic-specific contact. 
• DVLC Liaison: use the contact directory below. 
• DVLC Office: dvlc@ucalgary.ca. 
• Emergency services: 911. 

Possible signs 

Possible signs may include appearing unusually overwhelmed, anxious, tearful, withdrawn, agitated or exhausted; difficulty concentrating or completing routine responsibilities; noticeable changes in behaviour, engagement or performance; comments suggesting hopelessness, or self-harm. These signs do not necessarily confirm a mental-health concern, but they may indicate that a supportive check-in is appropriate. 

How to respond 

• Find a private and appropriate place to speak. 
• Stay calm and listen. 
• Provide an empathetic ear within your comfort and role. 
• Ask the student how they are doing and what support might be helpful. 
• If a clinic team member has been trained in suicide prevention such as Mental Health First Aid, they may complete a safety check. 
• Encourage the student to access the support resources listed on this page. 
• Offer to help the student contact the Student Experience Team at ucvmstud@ucalgary.ca and copy the student on the email. 

Role of the clinic 

DVLC members should not perform mental-health assessments or provide counselling. Assessment and counselling should be left to trained mental-health professionals. A compassionate conversation and help connecting with support will still make an important difference. 

If there is immediate danger 

If there is an immediate concern about the safety of the student or others, call 911 immediately. 

Support contacts 

• Student Experience Team: ucvmstud@ucalgary.ca. 
• UCVM therapists offer flexible in-person and virtual appointments. Students can request an appointment through ucvmstud@ucalgary.ca. 
• Distress Centre: 403-266-HELP (4357), available 24 hours. 
• Suicide Crisis Helpline: 988, available 24 hours. 
• Emergency services: 911. 

Supportive initial response 

• Listen calmly and without judgment. 
• Thank the student for telling you. 
• Ask whether they have any immediate medical or safety needs. 
• Allow the student to decide how much they wish to share. 
• Explain that specialized, confidential support is available. 
• Offer to help the student connect with the Sexual and Gender-Based Violence Prevention and Support Office or Student Experience. 

Avoid 

• Investigating the disclosure or asking for unnecessary details. 
• Pressuring the student to report or pursue a particular pathway. 
• Contacting the person identified in the disclosure. 
• Promising complete confidentiality before understanding whether any university or legal obligations apply. 

Contacts 

• Sexual and Gender-Based Violence Prevention and Support Office: svsa@ucalgary.ca or 403-220-2208. 
• Student Experience: ucvmstud@ucalgary.ca. 
• Emergency services: 911. 

The Sexual and Gender-Based Violence Prevention and Support Office provides confidential support, information about options and resources, and guidance for people supporting survivors. 

Listen, support the student and connect them with the appropriate UCalgary office 

Students who experience harassment, bullying, discrimination or other mistreatment should contact the UCVM Student Experience Team or the appropriate UCalgary office listed below. Student Experience can provide support, explain available options and help the student connect with the appropriate office. 

Respond supportively 

• Listen calmly and take the concern seriously. 
• Thank the student for bringing the concern forward. 
• Attend to any immediate safety or medical needs. 
• Ask what support the student needs in the moment. 
• Explain that support and reporting options are available. 
• Offer to help the student contact Student Experience or the appropriate UCalgary office. 
• Respect the student’s privacy and only share information with those who need it to provide support or determine the appropriate process. 

The initial recipient should not 

• Investigate or determine whether harassment or misconduct occurred. 
• Confront the person named in the concern. 
• Ask the student to repeatedly recount the experience. 
• Promise a particular outcome. 
• Promise complete confidentiality before understanding whether disclosure or action may be required by law or university policy. 
• Pressure the student to pursue a particular reporting option. 

Where the student can go 

• UCVM Student Experience Team 
  Support, confidential consultation, navigation and help connecting with the appropriate University office. Student Experience does not investigate or determine whether misconduct occurred. 
  ucvmstud@ucalgary.ca 
• Protected Disclosure and Research Integrity Office (PDRI) 
  UCalgary’s central contact for complaints involving harassment or discrimination. The office can explain the complaint process, identify appropriate supports and determine the appropriate next steps. 
  disclose@ucalgary.ca 
  Submit a complaint or learn more 
• Student Conduct Office 
  The appropriate reporting office when the person alleged to have engaged in the conduct is a UCalgary student. 
  403-210-3868 
• Sexual and Gender-Based Violence Prevention and Support Office 
  Confidential support, information and options when the concern involves sexual harassment or other sexual or gender-based violence. Contacting this office for support does not automatically begin a formal reporting process. 
  svsa@ucalgary.ca 
  Access support and information 
• Student Ombuds Office 
  A confidential, informal and impartial resource that can help students understand policies, processes and available options. The Ombuds Office does not receive or investigate formal complaints. 
  ombuds@ucalgary.ca 
  Student Ombuds Office 
• Anonymous reporting 
  Students may report suspected wrongdoing anonymously through UCalgary’s Confidence Line at 1-800-661-9675. Anonymous reporting may limit the University’s ability to investigate or respond to a specific concern. 
• Immediate safety concerns 
• Call 911 for an emergency or life-threatening situation. 
• Contact Campus Security at 403-220-5333 if the student feels unsafe. 
• Follow the clinic’s immediate safety procedures. 

What happens after contact is made 

Student Experience will support the student and help identify the appropriate pathway. The responsible UCalgary office will assess the concern, explain the available options and determine the applicable process.  

If a student’s behavior raises concerns about possible substance use or impairment, focus on immediate safety and observable behaviour. Clinic team members are not expected to diagnose, investigate or determine the cause. 

If there is an immediate safety concern 

• Pause the student’s involvement in patient care and other safety-sensitive duties. 
• Move the student to a private and safe location. 
• Do not allow the student to drive or leave alone if they appear impaired or medically unwell. 
• Follow the clinic’s existing safety procedures. 
• Contact the DVLC Liaison immediately. The Liaison will help coordinate the appropriate UCVM response and advise the clinic on next steps. 
• Call 911 if emergency medical or safety assistance is required. 
• Document specific, objective observations and the actions taken. Do not include assumptions or diagnoses. 

How to approach the student 

Speak with the student privately and compassionately. Describe what you have observed and explain that you are concerned about their safety and ability to participate safely in clinical duties. Do not ask the student to prove or disclose whether they have used a substance. 

For example: 

“I’ve noticed [specific observable behaviour], and I’m concerned about your wellbeing and your ability to participate safely right now. I’m going to ask you to step away from clinical duties while we contact the DVLC Liaison for guidance.” 

Connecting the student with support 

• DVLC Liaison. 
• Student Experience: ucvmstud@ucalgary.ca. 
• UCalgary Recovery Community: recoverycommunity@ucalgary.ca or 403-220-3606. 
• Health Link: call 811 and select Addiction and Mental Health. 
• Emergency services: 911. 

Contact the DVLC Liaison early; do not wait until the final evaluation 

PRCs should contact the DVLC Liaison as early as possible when a student is not meeting expectations. Clinics should reach out even when the student is likely to pass, may receive an Advanced Beginner rating, may need monitoring across future rotations or the clinic would like support communicating with the student. Clinics are not expected to correct knowledge, skill or professionalism concerns alone. 

Within the clinic 

• Gather input from other team members to determine whether the concern reflects the student’s overall performance or a specific interaction. 
• Record concrete examples. 
• Focus on observed behaviour and the competencies requiring development. 

With the student 

• Provide constructive feedback early, ideally by the midpoint evaluation or sooner. 
• Speak privately and in a non-intimidating setting. 
• Ensure feedback is specific, objective, focused and unbiased. 
• Consider asking the student to complete a self-evaluation. 
• Explore whether unclear expectations or other contextual factors affected performance. 
• Clearly outline expectations and the plan moving forward. 

How UCVM can help 

• Support conversations with the student and clarify rotation expectations. 
• Connect the student with faculty support for identified knowledge or skill gaps. 
• Follow up when a student has difficulty receiving or understanding feedback. 
• Incorporate the concern into the student’s longitudinal growth plan. 
• With the student’s consent, connect them with the Student Experience Team when personal circumstances, mental health or wellbeing may be affecting their clinical experience. 

Contact: the DVLC Liaison, appropriate course coordinator or Student Experience Team at ucvmstud@ucalgary.ca.