This document is intended to supplement the University of Saskatchewan’s Discrimination and Harassment Prevention Policy and is consistent with the Royal College of Physicians and Surgeons of Canada statement on Intimidation and Harassment.
In accordance with the Royal College of Physicians and Surgeons of Canada, the College of Family Physicians of Canada accreditation standards and with the University of Saskatchewan’s Discrimination and Harassment Prevention Policy, intimidation, discrimination and harassment are prohibited and will not be tolerated in PGME learning environments.
I. Initial Steps
1. Reporting of Incidents and Concerns
Any resident who believes she or he has been subject or witness to a harmful incident is urged to bring their concerns forward. Before reporting a formal complaint, the resident is advised to consult in confidence with their Chief Resident, Supervisor, Program Director, Hospital Authority, Resident Resource Coordinator, or Professional Association of Interns and Residents of Saskatchewan (PAIRS) representative (if applicable) or the University’s Discrimination and Harassment Prevention Services (DHPS).
Residents should recognize that not all individuals (except the DHPS) may be aware of the most effective options to address the concerns or how best proceed, and in the case of uncertainty are encouraged to:
- Contact the University’s Discrimination and Harassment Prevention Services (DHPS) to seek advice regarding options available and procedures.
- Bring the matter to the attention of a university official (Program Director, Department Head, Associate Dean, PGME).
At all times, residents have access to confidential resources offered by the University and may in particular contact the university’s DHPS without initiating the complaint process.
2. Reporting incidents and/or complaints of discrimination, intimidation and harassment
Residents have the option to report harmful incidents by making a verbal, written (email or paper form) or in-person report of the incident to:
- Any University Official (Program Director, Dept. Head, Associate Dean, PGME)
3. Time limits for reporting and addressing complaints
Under the University policy, a report must be made within one year of the occurrence of the alleged incident(s), baring exceptional circumstances.
II. Options for Resolution:
Reports, incidents and/or complaints of intimidation, discrimination and/or harassment can be resolved using informal and/or formal procedures. Informal procedures focus on resolving the problem rather than determining right and wrong or taking disciplinary action. Formal approaches focus on establishing the facts and implementing appropriate corrective and/or disciplinary action.
1. Informal resolution
Informal resolution may include consultation, raising the matter directly with the offending party or mediation.
2. Formal complaint
A formal complaint is initiated by filling out a written complaint form and submitting it to DHPS.
Incidents may also be reported to a University Official (Program director, Department Head, Associate Dean PGME). If a university official has received the complaint or has become aware of an incident she/he should consult with a Human Resources Consultant to determine an appropriate course of action.
The DHPS form is available online at (http://working.usask.ca/wellnessandsafety/dhps.php/) or can be provided to the resident by the university Official or the DHPS.
In all cases the Associate Dean, PGME must be informed of incidents, complaints or reports of intimidation, discrimination and harassment by and against the residents.
III. Resolution of a Formal Complaint
1. Jurisdiction, Investigations, and Timelines:
The University policy applies to all members of the university community including individuals employed directly or indirectly at the university, students, volunteers and visitors (including employees who work on University administered grants or research funded projects and contractors). It covers incidents that occur on university premises and other work and study sites under the university’s control, or during the course of any university sponsored event. All PGME programs are university-based irrespective of which site these are offered.
The process for resolution will follow the procedures outlined by the University of Saskatchewan’s Discrimination and Harassment Prevention policy.
Formal complaints against students will follow the procedures in the Standard of Student Conduct in Non-Academic Matters and Procedures for Resolution of Complaints and Appeals.
If the respondent is another resident – the investigation will be conducted through the PGME office.
If the respondent is a medical student it will be through the UGME office.
If the respondent is a university employee or contracted physician/individual the investigation will be through the appropriate senior administrator’s office (e.g.; Dean’s office - Faculty Affairs Office). For contracted physicians/clinical teachers the appropriate Health Authority/Agency will be consulted for a joint investigation process (the consultation will be between the Dean or delegate, Associate Dean Faculty Affairs, Associate Dean PGME and the RHA/Agency senior leaders).
2. Other jurisdictions (Regional Health Authorities, Saskatchewan Cancer Agency, Others)
In many of the hospital and other clinical settings, residents interact with and are part of health care teams with individuals who have no connection with the university.
Where an incident involves a respondent who is not an employee of the university or has no connection with the university and the complaint has been reported (verbally or through a formal University Complaint Form) the Associate Dean PGME and the VP Practitioner Staff Affairs (VP PSA) (of the relevant RHA or other agency) will determine the most appropriate course of action (which institution will take the lead or if a joint investigation committee will be struck).
- If the University takes the lead then the university policy and procedures will apply.
- Where the relevant RHA or other agency takes the lead, the hospital VP PSA will inform the appropriate hospital staff (CEO, other senior leader) and advise the University (the Dean, the Vice Dean Education, the Associate Dean PGME, the Program Director) of the steps to be taken. The University will safeguard the interests of the resident.
- If a joint investigation is to be conducted the university and the RHA/agency will discuss membership of the investigative committee and the process to be followed. University and RHA policy and procedures will apply in this investigation.
If the respondent is a Health Region/other agency staff the investigation will be conducted through the appropriate office at the RHA/clinical facility, or through a joint investigation process involving the RHA/clinical facility and the university.
3. Jurisdiction of other training sites with other universities (for mandatory and elective rotations). The policy and procedures of the respective University will govern the process.
IV. Tracking of complaints by the PGME
All complaints/consultations with in the PGME are used to track incidents of harm and generate reports for exclusive review by PGME. No one else has access to these reports and sharing of information in the reports (outside of the system) is governed by the principle of confidentiality.
For further information please contact: Discrimination and Harassment Prevention Services Room 240 Research Annex
105 Maintenance Road; Saskatoon, SK, S7N 5C5
Email: firstname.lastname@example.org; Phone: (306) 966-4936; Fax: (306) 966-2766
Related documents and procedures:
- Standard of Student conduct in Non-Academic Matters and Procedures for Resolution of Complaints and Appeals
- Saskatoon Health Region’s Respect and Dignity policy and procedures
October 8, 2015-Approved by PGME Committee
University of Saskatchewan Discrimination and Harassment Prevention policy
To provide students and employees with a positive environment for working and learning that is free of discrimination and harassment, and to comply with the Saskatchewan Human Rights Code and with the Saskatchewan Occupational Health and Safety Act and Regulations.
To read the full University of Saskatchewan policy on Discrimination and Harassment Prevention click here.