PGME Housing Guidelines & PGME Housing Application For Short Term Mandatory Rotation

Temporary housing will be offered by the College of Medicine, or partner organizations, at no expense to residents who leave their home site to complete short term mandatory rotations at distributed sites in Saskatchewan. Where temporary housing is not available, or the resident does not commit to accessing offered housing by the required deadline when contacted by PGME for housing, residents will be required to secure their own housing and apply for reimbursement from the PGME office.

Residents who require housing for less than one week (stays of six nights or less) are required to secure their own housing and apply for reimbursement.

Housing is not provided to residents completing electives away from their home site, or clinical fellows completing training away from their home site.

At locations where housing is arranged by the PGME office residents will be placed in private fully furnished suites. Family friendly housing may be available in Regina and Saskatoon but is not guaranteed.

Housing offered by the College of Medicine is assigned at random based on availability and requests are not accepted for specific suites or locations.

Pet friendly housing: Pet friendly housing is not available. Residents who use temporary housing offered by the College of Medicine and have pets are responsible for making alternate arrangements for pet care at their own cost. Alternatively, residents can contact the following landlord to arrange pet-friendly housing and apply for reimbursement.

Obasa Six-Three Suites (Regina/Saskatoon): Contact Neale Yeo at neale@obasasixthree.com or 1(877) 996-2272 ext. 102 / 1(306) 261-8833 ext. 102. Obasa offers special rates to UofS residents.

Short term housing can be arranged by contacting the administrator at the relevant training site.

North Battleford: Contact Loralee Gattinger at loralee.gattinger@saskhealthauthority.ca

Prince Albert: Contact Nicole Toutant at nicole.toutant@usask.ca

Regina & Saskatoon

The PGME office will arrange temporary housing for residents who undertake short term mandatory rotations in Regina and Saskatoon. The process is as follows:

• Programs will provide the PGME office and COM Regina office with a list of residents completing short term rotations during the academic year.
• The PGME office contacts residents via email approximately six to eight weeks before the rotation start date to confirm housing needs.
• If residents do not respond to the PGME housing email by the required deadline, or request housing with less than two weeks’ notice, it will not be possible for PGME to arrange housing and residents will need to secure and pay for their own housing. Residents can apply for reimbursement up to the maximum amounts offered.
• Contact: Sonja Lazic at sonja.lazic@usask.ca

Swift Current: Contact Shauna Bauman at Shauna.Bauman@saskhealthauthority.ca

Reimbursement Amounts:

• For stays of 30 days or longer a maximum of $3500 per month will be reimbursed.
• For stays less than 30 days a maximum of $125 per night will be reimbursed. Please note this reimbursement rate includes all relevant taxes and fees. Fees include, but are not limited to, parking, cleaning, resort fees, use of fitness facilities, etc.
• If residents stay with family members or friends, they can claim $35 per day for accommodations without a receipt, as per University expense guidelines.
• The invoice must include: landlord name, phone number and email; address of accommodations; name of resident; arrival and departure dates; rental costs including taxes.

Prior to each rotation, a Travel Request must be completed and approved in Concur (the U of S Concur travel and expense system is administered through ConnectionPoint.) When the rotation has ended the resident will work with their Program Administrator or Finance Coordinator/Manager to submit an expense report for mileage reimbursement through Concur. The housing invoice/payment receipt must be submitted with the expense claim for mileage reimbursement. Each reimbursement request must include an approved Travel Request. Reimbursement will only be provided as per the reimbursement amounts provided in this document. Residents should work directly with their Program Administrator or Finance Coordinator/Manager to ensure all required documents are submitted with the Concur reimbursement request.

The following guidelines apply to all residents who utilize short term housing for mandatory rotations away from their home site.

Use of housing: Residents are expected to utilize the temporary housing where and when it is available at the time of the rotation. Should a resident decline to stay in housing offered by the College of Medicine (or partner organizations), alternate housing will not be arranged. Residents who choose to arrange their own housing in locations where housing is available can apply for reimbursement up to the maximum amounts offered.

If a resident submits their housing request to PGME, and then chooses to find alternate accommodations after housing has been reserved, they will not be reimbursed for the alternative housing costs.

Check-in instructions / Changes to arrival dates/ Changes to departure dates: Landlords typically contact residents approximately one week prior to the arrival date to provide location details and check-in instructions.

• Change to arrival date: Residents are responsible for contacting the landlord and the PGME office no later than 14 days prior to their arrival date with any changes to their arrival date. Residents are responsible for any additional costs incurred by PGME if they do not provide notice of changes to their arrival date. The only exception is a delayed arrival due to illness or an unanticipated personal situation.
• Change to departure date: Residents are responsible for contacting the landlord and the PGME office about changes to their departure date at least 14 days prior to departure. Residents are responsible for any additional costs incurred by PGME if they do not provide notice of changes to their departure date. Requests to extend the departure date may not be possible if the suite has been reserved for another tenant.

Concerns with landlord or suite: If residents have concerns about the landlord, or suite, they should contact the PGME office so issues can be resolved as quickly as possible.

Damage/Damage Deposits: Residents are responsible for paying all damage deposits, if required, at rental properties arranged by the College of Medicine or partner organizations, or rental properties booked directly by the resident. Residents, or their guests, who incur damage or additional cleaning charges during their stay at these rental properties must reimburse the landlord directly for these costs.

Parking: Landlords are required to provide one parking spot per rental unit for housing arranged by the College of Medicine. Additional parking spots must be arranged directly with the landlord. Any charges related to additional parking spots are the responsibility of the resident. Parking options (above or underground) will vary and will be on a first come/first serve basis, with no guarantees for type of parking spot.

Additional services: Residents are responsible for any costs incurred due to additional services and amenities that may be available at accommodations arranged by the College of Medicine accommodations but are not included in the lease agreement, e.g. additional parking spot, underground parking spot, baby crib, weekly cleaning service, cable/streaming services, access to recreation facilities, etc.

Keys, Security Passes, Parking Passes, or Remotes: Residents are responsible for any keys, security passes, parking passes, or remotes provided by the landlord for access to the temporary housing and are required to adhere to policies and guidelines for pick up and return of these items at the beginning and end of the rotation. Residents are responsible for any costs incurred should keys, security passes, parking passes, or remotes in their possession become lost or misplaced. Should they be stolen, residents are required to provide proof of theft (police report, incident report from hospital, etc.).

Care of Accommodations: All suites arranged by the College of Medicine are professionally cleaned prior to the arrival of each resident. Residents are required to maintain the premises in a reasonable state of cleanliness throughout their stay and must leave the suite in a clean orderly state on departure and in accordance with any requirements of the landlord. Residents must abide by all rules and regulations of the accommodation. Residents are responsible for any and all damages to accommodations beyond normal wear and tear. Where any disputes between residents and landlords or property management are deemed a possible issue of professional conduct, Program Directors will be notified by the PGME office.

Illegal Activity: Residents, or any persons affiliated with the resident, shall not engage in any illegal activity on the premises of any temporary accommodation provided by the College of Medicine.

Loss of Property: The College of Medicine and University of Saskatchewan are not responsible for loss or theft of personal property from any temporary housing arranged by the College of Medicine, partner organizations or rental housing secured directly by the resident. Residents are responsible for insuring their personal property.

Tenancy requirements: Residents are required to abide by all rules, regulations and policies applicable to occupants of the rental housing. These may include rules applicable to noise, use of common area facilities, smoking, garbage disposal and recycling, pets, and housekeeping. Residents are responsible for reviewing and adhering to these requirements and signing any tenancy agreement required by the landlord.

Accommodations for Residents with Disabilities and/or Medical Conditions: Residents requesting special accommodations for housing due to disability and/or a medical condition are required to contact Jennifer Uhryn jennifer.uhryn@usask.ca in the Resident Resource Office. All requests for special housing accommodations will require the resident to follow up with Access and Equity Services (AES). This process can take several months to complete, and it is the resident’s responsibility to provide appropriate supporting documentation as required by AES. Reasonable accommodations will be determined based on what is medically necessitated, rather than what is desired.