Principle

The Faculty of Medicine (FoM) at Memorial University of Newfoundland (Memorial) places particular emphasis on the importance of community and rural medical learning experiences during undergraduate and postgraduate medical training. To facilitate a positive learning experience, the FoM is committed to providing Learners with short-term housing when completing clinical placements in communities that are distant from St. John's or an assigned home-base. The FoM leases housing at training sites throughout Newfoundland and Labrador for the use of Learners during clinical placements and maintains an inventory of room/board providers.

Purpose

To outline the principles for selecting, maintaining and providing housing to eligible Learners in the FoM. To provide standards to individuals involved in the organization, delivery and utilization of housing provided by the FoM.

Scope

Undergraduate and Postgraduate learners in the Faculty of Medicine, Memorial University. 

Definitions

Academic Year (Housing Policy) — UGME - A 52-week period commencing August of one year and finishing August of the subsequent year.

PGME - A 52-week period commencing July 1 and finishing June 30. On occasion, a Learner may be out-of-phase and have a starting date other than July 1.

Disability (Persons with a disability) — Persons with a disability is defined as persons who have a long-term or recurring physical, mental, sensory or intellectual impairment and/or who experience barriers to participation due to the design of social or built environments that do not reflect diverse abilities. In line with the Newfoundland and Labrador Human Rights Act, 2010, disability means one or more of the following conditions: degree of physical disability; cognitive delay or a developmental disability; learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or language; and/or mental health condition, illness or disorder.

Distributed Academic Program Administrator (APA) — Memorial staff member that works with DME to provide administrative support to Learners and distributed faculty in regions throughout Newfoundland and Labrador. 

Distributed Medical Education (DME) — A unit within the Faculty of Medicine responsible for overseeing the development and coordination of the distributed education activities for Undergraduate Medical Education (UGME) and Postgraduate Medical Education (PGME) distributed training sites.

Family — For the purpose of this policy, family is defined as a Learner’s Spouse or Common-Law Partner and/or children/dependents. 

Home-base — Home-base is the community where a Learner spends the majority of their core rotations in a given academic year. Home-base is determined by the community where a Learner spends six months or greater completing core rotations in a single academic year, where housing is not provided for the Learner by DME. At times, when a Learner spends less than six (6) months in one location, their home-base is determined by the location where they spend the majority of their time. This definition applies to all Royal College of Physicians and Surgeons of Canada residency programs, College of Family Physicians of Canada residency program and undergraduate Learners. Home-base is determined at the start of an academic year, based on core rotations in assigned templates. While DME determines the location of home-base for a Learner, it is made in consultation with the Learners academic unit. Home-base can change between academic years. Changes to home-base within an academic year is considered under extenuating circumstances and as capacity permits.

Learner(s) (Housing Policy) — Individual enrolled in the Doctor of Medicine (M.D.) program or a Faculty of Medicine residency program at Memorial University of Newfoundland.

Memorial Leased Housing Unit — Housing provided to a Learner that is leased by Memorial University of Newfoundland (Memorial).

Memorial-Affiliated Learning Site — Teaching sites that have established Memorandums of Understanding (MOU's) with Memorial and provide Learners with medical education learning opportunities.

Private Housing — Housing that is not leased by Memorial.

Rotation — The training period in one discipline with a specified timeline that has a set of learning objectives to be successfully completed.

Policy

Throughout this policy, statements indicating that a Learner will be provided housing denotes that housing will be arranged and funded by DME on behalf of the Learner. Housing will be provided at the closest proximity where Memorial Leased Housing Units are available.

1.0 Eligibility Criteria for Housing

1.1 Undergraduate Learners

1.1.1 Undergraduate Medical Learners will be provided housing when completing required clinical learning experiences which are located one (1) or more hour(s) commute (by personal motor vehicle) from the Learner's home-base, as determined by a standard database analysis of the commute time and distance (e.g. Google Maps), for the following courses (unless otherwise specified in an applicable memorandum of understanding):

1.1.1.1 Community Engagement II;

1.1.1.2 Community Engagement III;

1.1.1.3 Core Experiences;

1.1.1.4 Advanced Practice Integration.

1.2 Postgraduate Learners

1.2.1 Residents are provided housing when completing core rotations that are approximately a one (1) or more hour commute (by vehicle) from their home-base primary hospital or primary care clinic (in the absence of a hospital) based on a standard database analysis of clinic (in the absence of a hospital) in the region. 

1.3 Electives and Advanced Practice Integration (Selectives) 

1.3.1 Learners are primarily responsible for organizing and funding their own housing for elective and selective rotations. Learners can contact the appropriate Distributed Academic Program Administrator (APA) to inquire about available space in Memorial Leased Housing Units. However, priority is given to Learners completing required clinical learning experiences. Learners will not be reimbursed for private housing for Electives/Advanced Practice Integration (Selectives). 

1.4 Normally, housing will not be provided by DME for Learners who are completing a clinical placement in the community, which they have listed as their permanent address. 

2.0 Standards for Memorial Leased Housing Units 

The following standards apply to Memorial Leased Housing Units: 

i. A private bedroom will be provided for each Learner, which includes a keyed, security lock on the door. 

ii. Each unit will include standard furnishings and household appliances and equipment. Each Learner will have access to a desk or equivalent. 

iii. DME does not provide cleaning services throughout a Learner’s stay.

iv. All rooms within a unit will be cleaned upon total vacancy of the unit. In shared housing units, the departure of an individual Learner will result in the room being cleaned and readied for the next Learner. Remaining occupants will be advised of cleaning times before personnel arrive. Learners are expected to be aware that cleaning staff may enter the premises to clean individual vacant rooms. Cleaners will not enter occupied rooms. 

v. Contact information to assist with emergency situations regarding the premises will be posted in the unit and sent to the Learner via email prior to their arrival. 

vi. Wireless internet at the highest speed available for the geographic region will be available in all units. 

vii. DME does not provide personal items including toiletries, cleaning supplies, food, etc. 

viii. All units are smoke-free. 

ix. Landlines, where provided, are for local calls only. Learners who use a landline for long distance calls will be responsible for the associated charges/fees. 

x. DME reserves the right to make reasonable changes or additional housing rules regarding the occupation of Memorial Leased Housing Units from time to time. Such rules, including effective date, will be communicated to the Learners via email.

xi. Memorial Leased Housing Units include snow clearing, however in cases where Learners are required to leave the premises before snow clearing has been completed, basic snow removal tools will be provided.

xii. Learner contact information may need to be shared with a Landlord and/or caretaker of the Memorial Leased Housing Unit.

3.0 FoM Responsibilities

3.1 The FoM will ensure that the allocation of housing is done in a fair and equitable manner.

3.2 The FoM is not responsible for lost, stolen or damaged personal items during a Learner's stay within housing provided by DME.

3.3 The FoM aims to provide pet-friendly housing when possible. Pet-friendly housing is not guaranteed. Pet-owners who avail of pet-friendly housing must agree to follow the responsibilities and expectations outlined in the DME pet-friendly housing expectations and request form (Appendix D).

3.4 The FoM will ensure that documented service animals and similar supports will be reasonably accommodated to a point of undue hardship, on a case-by-case basis, and in accordance with the Accessibility for Students with Disabilities Policy.

3.5 DME reserves the right to require a Learner to vacate housing provided by DME if the Learner, permitted occupants, or anyone that the Learner permits on the premises:

3.5.1 performs an illegal act on the premises;

3.5.2 causes or permits undue damage to the premises;

3.5.3 disrupts the peaceful enjoyment of adjacent tenants; or

3.5.4 violates the FoM Learner Housing Agreement.

If a Learner is asked to leave housing provided by DME alternate housing arrangements or associated repair costs will be at the expense of the Learner.

4.0 Learner Responsibilities

4.1 During their stay, Learners are responsible for reporting non-urgent issues, concerns, damages, or missing inventory to the Distributed APA. Urgent issues are to be immediately reported to the Landlord or caretaker and the Distributed APA.

4.2 Learners are responsible for advising DME, four (4) weeks prior to the start of a rotation, if there are changes to their housing requirements. Learners are normally required to provide eight (8) weeks advance notice of any change to family housing.

4.3 It is the Learners responsibility to request pet-friendly housing. Normally, this should be received twelve (12) weeks prior to the start of a rotation.

4.4 It is the Learner's responsibility to request disability-related accommodations in accordance with the Accessibility for Students with Disabilities Policy. Learners with disabilities must contact Accessibility Services (the Blundon Centre), normally three months prior to the start of the clinical learning experience.

4.5 Learners are required to notify DME of any housing cancellations or adjustments. DME can deny a housing request in cases where the Learner does not confirm with the Distributed APA prior to the start of the rotation; or cancels housing two (2) weeks, or fewer, prior to the start of their rotation. Learners will be responsible for reimbursing DME for housing.

4.5.1 Learners who reserve housing with DME and do not use the provided housing will be responsible for reimbursing DME for the amount that has been spent.

4.5.1 It is the Learner's responsibility to review One45 to ensure the correct contact information (particularly email address) is available to DME.

4.6 Learners are expected to adhere to DME guidelines indicated in the Housing Policy and the Housing Agreement. Non-compliance will be deemed a breach of this agreement and may result in disciplinary action by the UGME or PGME offices. A breach of this agreement is grounds for DME to refuse Learner housing, rendering the Learner solely responsible for their rural housing.

5.0 Family Housing

5.1 Learners may be eligible to receive family housing when their spouse/common-law partner and/or children/dependents will be accompanying them outside of St. John's, full time, throughout the majority of their clinical learning experience of minimally, eight (8) weeks or greater as outlined in sections 1.1.1 and 1.2.1. Priority will be given to families with children and/or dependents. DME will consider providing housing to families on a core rotation, which are less than eight (8) weeks in duration.

5.1.1 Family housing will not be considered in circumstances where a Learner's family members will visit regularly or sporadically (i.e., weekends).

5.2 If family housing is not available, the Learner will be responsible for arranging private housing.

5.2.1 The learner will be reimbursed up to $250 per week for private housing.

5.2.2 Rental costs must be pre-approved by DME, prior to costs being incurred. DME will not provide reimbursements for private housing, which have not been pre-approved.

5.2.3 Learners are responsible for covering additional costs associated with private housing (i.e., security deposit, cleaning fees, down payment or service charges).

5.2.4 In line with Procedure B.0 Private Housing, DME reserves the right to verify private housing before reimbursement is provided.

5.3 Learners seeking family housing must submit a Family Housing Request Form (Appendix C) signed by their phase lead or program director (or delegate). The completed form must be submitted to the housing coordinator, normally, eight (8) weeks prior to the start of the clinical learning experience.

5.3.1. In the absence of a completed form, Learners will not be provided family housing nor be reimbursed for private family housing.

5.4. Family housing units are not furnished for young children as child-related furnishings limit the availability of living space available. Learners who live with a young child/children in a family housing unit are responsible for the provision of child-related furnishings and safety (i.e., cribs, changing tables, or safety gates). Permanent alteration of the property is not permitted for the purpose of child-proofing. DME will not be responsible, nor held accountable, for these arrangements.

6.0 Alternate Housing Arrangements

6.1 A Family Medicine resident whose home-base is outside St. John’s and is required to travel to St. John’s to attend core content and orientation may make arrangements for private overnight housing with the appropriate DME approvals. Such approved arrangements will be reimbursed at the standard rate.

6.1.1 Reimbursements will only be provided for the required nights away from home-base, and Learners must include their core content and/or orientation schedule.

6.1.2 DME does not provide a reimbursement for any housing for enhanced learning experiences, such as Point of Care Ultrasound (PoCUS) training, Advanced Cardiac Life Support (ACLS), and other courses beyond core content and orientation.

6.1.3 Whenever possible, residents are encouraged to reach out to DME to determine if there is availability within Memorial Leased Housing Units.

6.2 For clinical learning experiences in communities where Memorial Leased Housing Units are not available, Learners are strongly encouraged to complete an equivalent clinical learning experience at an alternative location and/or during an alternative time. If an alternative is not available, DME will work with the Learner to find housing within reasonable proximity to the clinical learning experience. Learners who insist on completing their clinical learning experience in a community where no Memorial Leased Housing Units are available and an alternate location or scheduling option is available, will be responsible for finding and funding their own housing.

6.3 In certain situations, Learners may be required to pay upfront for private housing. Learners will be reimbursed for the payment(s) only in cases where private housing was pre-approved by DME before any costs incurred.

6.3.1 Payments for private housing which have not been pre-approved by DME will not be reimbursed.

6.3.2 DME reserves the right to verify private housing before reimbursement is made as per the Procedure B.0 Private Housing.

6.4 In extenuating circumstances, a Learner’s request for an alternate housing should be brought forward to the housing coordinator for advice on the required process. The DME Housing Advisory committee will be consulted as needed.

6.5 If a Learner refuses to stay in housing provided by DME for reasons other than those indicated in 6.4 (i.e., décor not to their liking; Learner wishes to stay with family, Learner does not like assigned roommate selection), the Learner will not be reimbursed for any payment associated with the housing.

6.5.1 Learners who repeatedly refuse housing may no longer be entitled access to housing as per Section 4.5.

6.6 Learners who are required to complete out-of-province core rotations and require alternate housing should reach out to the housing coordinator to determine reimbursement details a minimum of eight (8) weeks before the start of the rotation.

7.0 Memorial-affiliated Learning Sites

7.1 Housing at Memorial-affiliated learning sites will be subject to the relevant Memorandum of Understanding between the host learning site and Memorial.

7.2 Learners scheduled to complete clinical placements at Memorial-affiliated learning sites shall contact the appropriate administrator from that site to request housing.

8.0 Appeals

8.1 DME is responsible for ensuring a fair, equitable and transparent appeals process.

8.2 Learners have the right to appeal a housing decision or sanction imposed by DME (i.e., denied approval for a private housing, payment for damages or lost keys).

8.3 The grounds for an appeal must be based on extenuating circumstances that ought to be considered, or procedural flaws including procedural unfairness and/or bias.

Related Documents

Access to Information and Protection of Privacy Act (ATIPPA) 

Accessibility for Students with Disabilities Policy

Memorial’s Privacy Policy

Faculty of Medicine's Statement of Professional Attributes

Student Code of Conduct

Procedures: