Clerkship Electives

1.1. To state elective expectations regarding approved sites, duration, Clerk assessment forms and
elective evaluations, the appropriate procedure for elective approval and change/cancellation
requests, immunization requirements, as well as malpractice and personal insurance.

1.2. To outline the importance of additional electives with the understanding that Clerks need vacation
time to support their mental, physical, and spiritual wellness.

1.3. To ensure compliance with Accreditation Standards:
- Standard 6.5a: There are opportunities for elective experiences in the medical curriculum particularly
in the later years of the educational program that permit medical Clerks to gain exposure to and
deepen their understanding of medical specialties reflecting their career interests and to purse their
individual academic interests.
- Standard 6.5b: The medical school has policies or practices that encourage medical Clerks to use
electives to pursue a broad range of interests in addition to their chosen specialty.

UGME: Undergraduate Medical Education.

CACMS: The Committee on Accreditation of Canadian Medical Schools (CACMS) was founded to act
as the reliable authority for the accreditation of programs of medical education leading to the MD
degree in Canada. The CACMS accredits complete and independent medical schools whose students
are geographically located in Canada for their education, and which are offered by universities that
are chartered and operated in Canada. (Reference: https://cacms-cafmc.ca/about-cacms)

Summative assessment: The quantitative assessment used to measure students’
understanding and theoretical application skills after a predetermined period of instruction of a
section, chapter, unit, module, or course.

Formative assessment: The assessment used formally and informally to monitor as well as
support students’ learning progress during instruction of a course/rotation. It typically involves
qualitative or narrative feedback (rather than quantitative scores) to focus on specific content
details and aspects of performance.

CaRMS: Canadian Resident Matching Service.

AFMC: Association of Faculties of Medicine of Canada.

EPAs: Entrustable Professional Activities.

Preceptor: Experienced health professional with a faculty appointment.

This policy applies to U of S College of Medicine undergraduate students in their Clerkship years.

Clerks are responsible for arranging their electives. Electives may be completed at: 

- University of Saskatchewan (home electives)

- Any CACMS accredited medical school and/or LCME accredited North American medical school. 

- Approved international sites. 

- Other sites as approved by the UGME Year Chair. 

To complete elective time outside of the scheduled curricular time, Clerks must be in good academic standing and must receive approval from the Year Chair. 

Clerks will not be granted credit for an elective supervised by a member of their immediate or extended family, as well as anyone with whom they have a personal relationship or have another conflict of interest. Additionally, Clerks will not be granted credit for an elective with any physician providing care to them, or physicians with the Office of Student Affairs. https://medicine.usask.ca/policies/conflict-of-interest.php  

Clerks are strongly encouraged to meet with a Career Advisor from the Office of Career Advising & Mentorship (OCA&M) prior to their electives application to develop a personalized learning plan for their elective year. Appointments can be scheduled here: https://medicine.usask.ca/students/undergraduate/career.php#SpeakwithaCareerAdvisor. Clerks can contact OCA&M (med.careeradvising@usask.ca) for questions about electives as they relate to their career planning. 

All home electives must be scheduled through the U of S Electives Office. Electives cannot be scheduled directly with an individual preceptor or site as this impedes departmental scheduling and coordination of Clerks. Clerks looking for a certain experience must include this request in their elective form or speak with the Department Coordinator. Clerks must ensure pertinent information regarding each elective is current and accurate in One45. The Clerk is responsible for ensuring an Elective Assessment form is completed by the preceptor and submitted on One45 within 4 weeks of the elective end date. If no assessment is completed, then it will be considered a failed elective and no credit will be granted. The Clerk is responsible for completing the appropriate elective evaluation within 4 weeks of the elective end date and submitting it on One45. 

 

An elective must be passed to receive credit. If a student fails an elective for whatever reason, they may be required to remediate, even if they have met the minimum requirement. Most electives are a minimum of 2-weeks in duration. Electives start on Monday (Tuesday in the case of statutory holidays) and end on Sunday (except for the elective week before CaRMS interviews which ends on Friday). Students must request the last Saturday/Sunday off at the start of an elective if travel time is required for the next elective. 

5.1 Electives in Saskatchewan – Home Electives

Clerks must apply through SharePoint for all home electives. Application periods open 22 weeks in
advance and remain open until 6 weeks before the start date. The application window will open on
the Sunday at 7PM (Saskatchewan Time).

Elective SharePoint Site: https://usaskca1.sharepoint.com/sites/ugme_electives/
Select “New Elective Request” to create an application. Please add the following information:

• Name
• Start date (must be a Monday); End date (must be a Sunday)
• Comments regarding how you want your application processed or preceptor preference. Please note that Clerks can request a preceptor, but it is not guaranteed that you will be scheduled with that physician.
• Top 3 specialty preferences, including location.

Select “SAVE” to submit your application.

Student Status:

• Pending (application has been submitted to Elective Coordinator)
• Accept elective offer
• Decline elective offer
• Cancel application

Clerks must apply at least 6-weeks prior to the start date. Clerks can only have 1 active home elective
application for a given period. Please cancel the original application, by selecting “Cancel Application”
under the “Student Status” section of the application form, before submitting a new application on
SharePoint.

If an elective opportunity is extended, the Clerk will have 7 days to accept or decline the opportunity.
Once the elective is accepted, it will be considered finalized and the information will be added to One45.
If an elective offer is declined this cancels your entire application, and no further electives on that
application will be considered.

The Clerk is responsible for ensuring an Elective Assessment form is completed by the preceptor(s) and
submitted on One45 within 4 weeks of the elective end date. If no assessment is completed, then it will
be considered a failed elective and no credit will be granted. The Clerk is responsible for completing the
appropriate elective evaluation within 4 weeks of the elective end date and submitting it on One45.

Please note, if you are completing an elective in Saskatoon or Regina, outside of your home site, please
let the Clerkship Coordinator for that site know a few weeks in advance so they can set up SCM access.

5.2 Visiting Electives

5.2.1 12-2 Policy

 

• 12-week cap for visiting electives (Year 3 and Year 4 combined)
• Each elective must be a minimum of 2-weeks

Please note, international electives are included in the 12-2 policy.

5.2.2 Electives in Other Canadian Provinces

Clerks will apply for out-of-province electives on the AFMC Portal 2.0 (https://afmcstudentportal.ca/).
Portal accounts will be created for all eligible students and Clerks will receive an account activation
email from “InPlace Network”. Once the account has been activated, Clerks must complete the student
profile with their personal and academic information and upload all required documents, including the
AFMC immunization form.

Clerks are not required to provide the UGME office with confirmation of an out-of-province elective
scheduled through the AFMC Portal. The elective information will be collected by the UGME office from
the AFMC Portal and added to One45. The Clerk is responsible for ensuring that the information is
correct on One45. If an elective is incorrect or missing, please contact ugme.electives@usask.ca. Clerks
are required to complete an External Electives Check-in Form in their One45 To Dos for all out-of province electives.

The Clerk is responsible for ensuring an Elective Assessment form is completed by the preceptor(s).
Clerks must first set up a temporary account for external assessors by submitting a ticket
https://teamdynamix.usask.ca/TDClient/33/Portal/KB/ArticleDet?ID=115d. Once the temporary account
has been set up, the Clerk can then distribute the assessment to the preceptor(s) from their One45 To
Dos. Clerks will be notified within 2 weeks of the end date of the elective if an Elective Assessment form
has not been received. It is their responsibility to ensure the assessment has been completed within 4
weeks of the elective end date. If no assessment is completed, then it will be considered a failed elective and no credit will be granted. The Clerk is responsible for completing the appropriate elective evaluation within 4 weeks of the elective end date and submitting it on One45.

5.2.3 International Electives

Clerks are responsible for coordinating their own international elective. There are no set requirements
on the location of the elective, but it must have oversight with an MD. The University of Saskatchewan
has reciprocal agreements with the Royal College of Surgeons in Ireland (RCSI) and the Ludwig Maximilian University (LMU) of Munich.

The minimum elective duration is 2 weeks with a maximum of 8 weeks. Clerks must submit the
international electives application form to the Year Chair for approval at least 6 months before the start
date of the proposed elective. The application can be found on the SharePoint site. A closer application
time may be considered if the DSA pre-departure orientation from the Division of Social Accountability
has already been completed; however, a minimum of 2 months prior to the start date of the elective is
required. Clerks must meet with the Global Health Manager, Division of Social Accountability and
participate in the DSA pre-departure orientation course, if they have not already done so. Participation
is tracked. Please note that if the pre-departure orientation from the Division of Social Accountability
has not been completed, this must be completed prior to the elective being approved.

Clerks must register with the International Student and Study Abroad Center (ISSAC). ISSAC requires all students to complete the Travel Safety Plan as well as provide emergency contact information and
confirmation of insurance. If the elective is deemed to be in a high-risk area as per ISSAC criteria, the
Year Chair (or designate) will be notified and the elective will be denied. Appeals of denied international
electives can be made to the Dean of Medicine with a carbon copy (cc) to the Manager, Undergraduate
Medical Education.

The Clerk is responsible for ensuring the UGME Office (Clerkship Coordinator) has received confirmation
of registration with the ISSAC office as well as the Division of Social Accountability. Once confirmations
and the international elective form are received, the elective will be considered for final approval. The
Year Chair will give final approval or rejection of the elective application and Clerks will be notified of
either status. For approved electives to be added to One45, the Clerk must email the official
confirmation of DSA orientation completion from the ISSAC to the Clerkship Coordinator. Once
submitted, the elective will be considered finalized. Failure to do so will result in the elective not
counting towards the minimum number required.

The Clerk is responsible for ensuring that the elective information is correct on One45. If an elective is
incorrect or missing, please contact ugme.electives@usask.ca. Clerks are required to complete an
External Electives Check-in Form in their One45 To Dos for all international electives.
Clerks may be required to purchase additional malpractice insurance depending on the elective location
(Refer to article 15. Insurance for more details). Extra funding opportunities may exist through the
Division of Social Accountability in the form of research and travel awards. Please contact the Division of
Social Accountability Office for inquiries and/or additional information.

The Clerk is responsible for ensuring an Elective Assessment form is completed by the preceptor(s).
Clerks must first set up a temporary account for external assessors by submitting a ticket:
https://teamdynamix.usask.ca/TDClient/33/Portal/KB/ArticleDet?ID=115. Once the temporary account
has been set up, the Clerk can then distribute the assessment to the preceptor(s) from their One45 To
Dos. Clerks will be notified within 2 weeks of the end date of the elective if an Elective Assessment form
has not been received. It is their responsibility to ensure the assessment has been completed within 4
weeks of the elective end date. If no assessment is completed, then it will be considered a failed elective and no credit will be granted. The Clerk is responsible for completing the appropriate elective evaluation within 4 weeks of the elective end date and submitting it on One45.

The Clerk must participate in a post-elective debriefing with the Division of Social Accountability.
This meeting will include feedback on the elective learning environment, overall learning experience,
and any challenges faced. The Clerk should notify the UGME upon their return from their elective. If the
Clerk requires further supports related to experiences during their elective, these will be facilitated
through the Office of Students Affairs.

5.2.4 Worker’s Compensation on Visiting Elective

U of S students participating in electives outside the province of Saskatchewan are not covered by the
Saskatchewan Workers’ Compensation Board (WCB). The College of Medicine cannot guarantee access
to the host province equivalency of Saskatchewan WCB, and therefore encourages you to maintain
insurance sufficient to meet your needs. Workers’ compensation provides coverage based on the
average industrial wage for students; we, therefore, recommend that all students traveling outside of
Saskatchewan for electives, even those covered by some form of workers’ compensation, obtain
additional accident and disability coverage that matches their expected income upon graduation. The
University of Toronto mandates that all learners acquire adequate accident insurance coverage. If you
have secured a visiting elective at the University of Toronto and have any questions regarding
obtaining sufficient insurance coverage, please contact the U of S Electives Office at
med.electives@usask.ca.

Electives should be cancelled by the Clerk at least 6 weeks prior to the start date of the elective. The 6-
week cancellation policy is for electives taking place in Saskatchewan, as well as out-of-province
electives. Failure to do so will result in a discussion regarding professionalism and possible
documentation through a Professionalism Report/Discussion Form. Exceptional circumstances requiring
an elective cancellation will be considered.

To cancel a home elective, select “Cancel Application” under the “Student Status” section of the
SharePoint elective application form. Clerks must also follow-up with the relevant Department Admin to
verify that they received the cancellation notification.

To cancel a visiting elective at least 6-weeks prior to the start date, withdraw your Portal application and
contact the Elective Coordinator at the host school. If you must cancel a visiting elective within 6-weeks
of the start date, submit your request to med.electives@usask.ca and the U of S Student Affairs office. If
the cancellation is supported, the U of S Electives Office will notify the host school of the cancellation,
on behalf of the student.

Please note that electives done at international schools may have their own cancellation policy. Clerks
will be expected to adhere to individual school’s guidelines and procedures.

Clerks must complete a minimum of three electives, each lasting a minimum of two weeks, in three
different general areas (Year 3 and Year 4 combined). The general areas are: Anatomy, Anesthesia,
Dermatology, Emergency Medicine, Family Medicine, Indigenous Health, Internal Medicine, Non Clinical, Neurology, O&G, Pathology, Pediatrics, PM&R, Psychiatry, Public Health, Radiology, Research
and Surgery. Please refer to the “General Area Category” column of the elective summary table.

Elective diversity allows the Clerk to experience a broader scope of medicine and may help with residency preparation. In addition, The University of Saskatchewan College of Medicine abides by the AFMC diversification policy.

 

AFMC Student Electives Diversification Policy:

“Undergraduate programs recognize their dual responsibility to ensure students undertake a full
educational experience that prepares them for any potential career choice, while also optimizing
their ability to engage in the increasingly competitive postgraduate match process. Undertaking
elective experiences exclusively in a single discipline is pedagogically unsound and fails to provide
students with a full exposure to potential career options. Consequently, we commit that, beginning
with the Class of 2021, student elective opportunities cannot exceed a maximum of eight weeks in
any single entry-level discipline. An entry-level discipline is an Entry Route in the PGY-1 (R1) match.
Each of these entry-level disciplines leads to specialty certification with either the RCPSC or the
CCFP. Electives in subspecialties that are part of a PGY-3 (R3) match (such as the subspecialties in
Internal Medicine and Pediatrics) are counted as separate disciplines. As such, electives in these
subspecialties do not count towards the 8-week maximum in the general specialty”.

As such, the maximum time allowed in any one direct-entry specialty will be 8 weeks (Year 3 and Year 4
combined).

7.2 Noncompliance

Being outside the 8-week maximum in a specialty area (other than Internal Medicine and Pediatrics
subspecialties), may put the student at a disadvantage when applying through CaRMS for a Residency
position. If a student is found to have greater than 8 weeks in any one specialty (with the exception of
Internal Medicine and Pediatrics subspecialty areas), the additional weeks will not count towards the
minimum number electives required for completion of the electives course, and the student may be
required to do remediation. Additionally, none of the comments from those electives will be allowed
on the MSPR. The student may also be subject to a professionalism citing.

Please refer to the “8-Week Cap Category” column of the elective summary table. All students are
responsible for counting their own number of weeks in each area. However, students should be aware
that there will be random audits done to ensure compliance.

Please note that Year 5 is unique and while this year must abide by the diversity policy, their previous
years’ electives do not count towards the maximum.

Completion of all EPAs is mandatory and is a requirement to successfully complete the course. Failure to
complete the required number of EPAs, at a level that is satisfactory to the Competency Committee, will
have academic and/or professionalism consequences, including being ineligible for promotion. Further,
if students are found to be missing EPAs, additional clinical time may be required to complete missing
EPAs or demonstrate an acceptable level of clinical competency.

Please note the maximum amount of time away from a 2-week elective for any reason in order to be
considered complete is 3 days (including statutory holidays). One-week electives can be counted
towards the total number; however they cannot be combined with a week of vacation and count as
2 weeks of electives. No time off is permitted during 1-week electives, and therefore, they are not
offered on weeks with statutory holidays.

All Clerks must have received their mandatory immunizations OR shown proof of immunity prior to the
start date of all electives. This is generally required during the application process. Any Clerk not having
met this requirement must report to the Occupational Health and Safety Office to update any missing
immunizations. Immunization requirements are listed at: https://afmcstudentportal.ca/immunization

For patient protection, all Clerks (who do not have medical contradictions) are expected to be
immunized for influenza. Clerks will be advised of any updates to provincial or regional public health
policies for Saskatchewan electives.

Additional immunization requirements (i.e. international electives) will be at the student’s expense.

All Clerks are required to have a current and valid N95 mask fitting.

External electives generally require a current criminal record and may require a vulnerable person’s
check. These can be organized through the local Police Department. Please check the AFMC portal for
individual school requirements. It is the student’s responsibility to provide the UGME and CPSS with any
changes to the original Criminal Record Check submitted for Clerkship.

The Medical Student Exposure to Infectious and Environmental Hazards Policy and local health
region/authority occupational health procedure can be accessed at:
https://medicine.usask.ca/documents/ugme/policies/medicalstudentexposure.pdf

University of Saskatchewan Clerks are covered under the U of S CURIE insurance policy for up to 26
weeks of electives. This includes any contractual liability, professional and malpractice liability, cross
liability, and tenant’s legal and employer’s liability arising out of their elective duties. Coverage applies
to any electives taken within Canada.

This policy will be distributed to students as well as Department Coordinators and Site Directors.

The Assistant Dean, Academic, is responsible for providing oversight to the overall administration of the
Clerkship Electives Policy within the College of Medicine.

The Manager, Undergraduate Medical Education, with the assistance of the Undergraduate Medical
Education Office, is responsible for the implementation, monitoring, maintenance, and evaluation of
the Clerkship Elective Policy within the College of Medicine campus in Saskatoon, Saskatchewan.

Clerks not complying with the procedures outlined above will have their elective cancelled and no
credit received. Instances or concerns of non-compliance with the U of S Clerkship Elective Policy
should be brought to the attention of the Vice-Dean, Education or the Associate Dean, Undergraduate
Medical Education, within the College of Medicine.

Shari Smith, Ph.D.
Elective Coordinator, UGME
College of Medicine
Email: med.electives@usask.ca

3A20.10 Health Sciences Building, U of S
107 Wiggins Road
Saskatoon, SK S7N 5E5