Policy

Access to Information in Resident’s Program or Postgraduate Office Files

Categories: PGME

  1. Under conditions established by the Postgraduate Medical Education Committee of the College of Medicine, a resident will be permitted to review the file maintained by the Program Director and the file maintained by the Postgraduate Office in respect to that resident.
  2. Any resident wishing to access his/her file
    1. Must schedule an appointment 24 hours in advance with either the office of the Program Director or the Postgraduate Medical Education Office.
    2. Supervised access to the file will be permitted.
  3. Prior to permitting a resident to review a file, the Program Director or staff in the Postgraduate Medical Education Office shall remove from that file the following confidential information:
    1. Letters of reference pertaining to the resident.
    2. Other evaluative or opinion material compiled solely for the purpose of determining the resident’s suitability or qualifications for admission, employment or promotion, where the information was provided in confidence.
    3. Material pertaining to any complaint, appeal, or other action currently underway, whether academic or non-academic.
    4. Material subject to solicitor-client privilege, or material prepared by legal counsel for or on behalf of the university.
    5. Other documents protected under the Local Authority Freedom of Information and Protection of Privacy Act, or successor or similar legislation.
  4. The resident may be provided, upon request, with an inventory of the confidential documents in their file. The inventory shall not identify the author, or the substance of any confidential material, but shall list confidential documents only by date, general subject, purpose for which solicited, and the person by whom it was solicited or whether it was solicited.
  5. Throughout the time that a resident has access to his/her file, the resident shall be supervised to prevent removal or alteration of any of the contents of the file.
  6. The Program Director’s office or the Postgraduate Medical Education Office may provide a resident with copies of the contents of that resident’s file (except for those items listed number 3).

Access to information can also be requested from the University of Saskatchewan, Access and Privacy Officer by making a formal request/application. If a resident is not satisfied with the disclosure they have the right to contact the Access and Privacy Officer and/or make a formal access to information request which will be processed by the Access and Privacy Officer.