Further information may be obtained by calling:

First-year residents/fellows receive this information in their insurance packets. However, all first, second, and third year residents/fellows will receive information prior to the "open enrollment period."

OVERVIEW OF PRE-TAX REIMBURSEMENT ACCOUNTS
Health Care Reimbursement Account
Pays for eligible medical, dental, and vision care expenses incurred by you which are not covered by your own plan, your spouse's plan, or any other medical or dental care plan. Examples of eligible expenses include deductibles and co-payments under any medical plan, prescription drug co-payments, vision care expenses, and dental care expenses not covered by the dental plan.

Dependent Care Reimbursement Account
Is used to reimburse you for dependent care expenses you incur in order to allow you (or you and your spouse) to work, or in order for you to attend school full-time. Eligible dependents include children under age 13, your spouse or any other person who is your dependent for federal income tax purposes and who is physically or mentally incapable of caring for himself or herself. Examples of eligible expenses include cost of day care center expenses, nursery school expenses, babysitter costs for care in or out of your home (provided expenses are work-related and care is not provided by a relative you declare as a dependent).

How The Accounts Work

ACCORDING TO IRS RULES: IF YOU HAVE ANY MONEY LEFT IN EITHER ACCOUNT AFTER YOU HAVE SUBMITTED ALL YOUR CLAIMS FOR THE YEAR, YOU WILL LOSE IT.

RESIDENT/FELLOW LEAVE POLICY
Family Medical Leave Policy/Childbirth Or Adoption
A leave of absence for serious illness of the resident/fellow, serious health condition of a spouse, parent, or child, or birth or adoption of a child, shall be granted through formal request to the program director. The length of the leave will be determined by the program director based upon an individual’s particular circumstances and the need of the department, not to exceed 12 weeks in any 12-month period. The resident/fellow shall be granted upon request up to 6 weeks PAID maternity leave for birth or 2 weeks paid leave for adoption. After using paid maternity leave and all unused vacation, any additional leave will be without pay. Two weeks PAID paternity leave will be granted upon request to the program director.

The resident/fellow should exercise consideration in informing the program director as early as possible to allow scheduling of curriculum plans to accommodate the leave.

It is the responsibility of the resident and the program director to ensure the Board eligibility requirements are met within the original residency period or alternative arrangements are made.

Academic Leave And Conferences
Time away from the hospital for academic leave and conferences may be granted in addition to the regular vacation time. This is under the jurisdiction of the residency program which must ensure that the time away is well spent and fits within the curriculum and content of their residency. If the resident/fellow is assigned to an off-service rotation, the residency program needs to make mutually agreeable arrangements with any department which may be affected. If requested, the resident/fellow must provide for a replacement, either with another resident or a qualified substitute.

Personal Leave Of Absence
Upon the approval of the residency program director, a resident/fellow may arrange for a personal unpaid leave of absence away from the training program. If the resident/fellow is assigned to an off-service rotation, the residency program needs to make the appropriate arrangements with any department which may be affected. The resident/fellow can continue to be included in the health and disability insurance policy as provided by the individual department contract, but will be responsible for payment of the premiums. Arrangements for payment of the premium should be made with the payroll manager. Responsibility for meeting the certification requirements of the relevant American Board rests with the individual resident/fellow and program director.

Vacation/CME Time
Vacation and CME time varies with the policies of each department. These policies are governed by the regulations of the various specialty boards and accrediting organizations. For specific details, see the section on resident/fellow leave policies in the departmental section of the manual, (section B).

WORKERS COMPENSATION BENEFITS
When a resident/fellow is injured during training, the resident/fellow must take immediate steps to report the injury to the University. If this process is not followed, work comp benefits could be denied.

The resident/fellow, while a full-time student, for insurance purposes is considered an employee of the University of Minnesota.

Steps To Report A Workers' Compensation Claim

1. Notify your program director immediately.

2. Contact your clinic manager or departmental residency administrator for the appropriate form. The resident/fellow must complete the "UNIVERSITY OF MINNESOTA WORKERS' COMPENSATION EMPLOYEE INCIDENT REPORT: WORK RELATED ACCIDENTS ONLY form and return it to the clinic manager or departmental residency administrator. If the injured resident/fellow is unable to complete the form, the clinic manager or departmental residency administrator shall fill in the information to the best of his/her knowledge. A photocopy of this completed form will be provided you by the clinic manager or departmental residency administrator.

3. The clinic manager or departmental residency administrator will review for completeness and accuracy. The clinic manager or departmental residency administrator will sign and date the form and forward the original completed form to:

If the injury involves lost time due to disability, the report should be sent by telecopier to Workers Compensation at (612) 627-1855 as soon as possible. Serious life-threatening injuries require an immediate report by telephone to the Workers' Compensation Administrator at 627-1858.

Initial Medical Care Referral

1. TWIN CITIES CAMPUS: When an injury requiring medical attention occurs, injured medical fellows are to be sent to:

For injuries occurring when Fairview Healthworks is closed, employees are to be sent to:

Fairview University Medical Center

REGENTS’ STUDENT ACADEMIC GRIEVANCE POLICY

A. Scope and Purpose

UNIVERSITY SEXUAL HARASSMENT POLICY
Sexual harassment in any situation is reprehensible. It subverts the mission of the University, and threatens the careers of students, faculty, and staff. It is viewed as a violation of Title VII of the 1964 Civil Rights Act. Sexual Harassment will not be tolerated in this University. For purposes of this policy, sexual harassment is defined as follows:

As defined above, sexual harassment is a specific form of discrimination in which power inherent in a faculty member’s or supervisor’s relationship to his or her students or subordinates is unfairly exploited. While sexual harassment most often takes place in a situation of power differential between persons involved, this policy recognizes also that sexual harassment may occur between persons of the same University status, i.e., student-student, faculty-faculty, staff-staff.

It is the responsibility of the administration of this University to uphold the requirements of Title VII, and with regard to sexual harassment specifically, to ensure that this University’s working environment be kept free of it. For that purpose, these Senate procedures and guidelines are promulgated to avoid misunderstandings by faculty, students, and staff on (1) the definitions of sexual harassment, and (2) procedures specifically designed to file and resolve complaints of sexual harassment.

Justice requires that the rights and concerns of both complainant and respondent be fully assured. The University shall make every effort to assure and protect these rights, and shall undertake no action that threatens or compromises them.

In determining whether alleged conduct constitutes sexual harassment, those entrusted with carrying out this policy will look at the record as a whole and at the totality of the circumstances, such as the nature of the sexual advances and the context in which the alleged incidents occurred. The determination of the suitability of a particular action will be made from the facts, on a case-by-case basis.

SEXUAL ASSAULT VICTIM'S RIGHTS POLICY
1. You may file a criminal charge with the University of Minnesota Police Department at 624-3550.

2. If you would like assistance in notifying the proper law enforcement and campus authorities, you may call the Program Against Sexual Violence, 24 hours a day, 7 days a week, and you will receive assistance. 24-hour crisis line - 626-1300.

3. You also have the right to assistance from the State of Minnesota Crime Victim’s Reparations Board and the Office of the Crime Victim Ombudsman.

4. Upon receipt of a complaint, the University will investigate and respond to your complaint. You may participate in any University disciplinary proceeding concerning your sexual assault complaint. If you wish, you may also have a support person present with you, or an attorney if you are represented by one.

5. You have the right to be notified of the outcome of any University disciplinary proceeding concerning your complaint, subject to the limitations of the Minnesota Government Data Practices Act.

6. The University will follow the direction of law enforcement authorities in obtaining, securing, and maintaining evidence relating to your sexual assault incident. University authorities will also assist in preserving materials which are relevant to a University disciplinary proceeding.

7. At your request, the University will assist you as is reasonable and feasible (in cooperation with law enforcement authorities) in shielding you from your alleged assailant. This may include providing alternate work, academic, or living arrangements if these options are available and feasible.

RESIDENT PROCEDURE FOR REPORTING SEXUAL HARASSMENT AND DISCRIMINATION
Residents/fellows who believe they have been subjected to sexual harassment or any other form of discrimination prohibited by University policy are encouraged to contact their program director or department chair. It may be possible to resolve a complaint informally through this process. Complaints may also be pursued through the Medical School Dean’s Office, phone 625-2981, or the University of Minnesota Office of Equal Opportunity and Affirmative Action, phone 624-9547. The University has a responsibility to investigate complaints of sexual harassment or other discrimination and to take appropriate corrective or disciplinary action, either through formal or informal channels.

ACADEMIC HEALTH CENTER POLICY ON STUDENT BACKGROUND CHECKS
Section 1.Policy Application and Background. This policy applies to each college and program in the Academic Health Center (AHC) whose students, including interns, residents, and fellows, are required to pass a criminal background study under state law (Minnesota Vulnerable Adult Act, as amended 1995 and 1996) in order to have direct contact with patients and residents at hospitals, nursing homes and other health care facilities licensed by the Minnesota Department of Health. Direct contact is defined under the law as providing persons with A "face to face care, training, supervision, counseling, consultation, or medication assistance."

Background studies may be initiated by the licensed facilities where students are placed or by educational programs that train students in licensed facilities. The studies are conducted by the Department of Human Services (DHS) on behalf of the Department of Health. Grounds for disqualification include a criminal background on a broad range of offenses, substantiated findings of maltreatment against children or vulnerable adults, failure to cooperate with the background study or failure of a health professional to make a mandated report. Individuals who are disqualified have the right to request reconsideration from the Department of Health.

Students are exempt from the background requirement if their patient contact is directly supervised at all times (i.e., within the hearing or sight of an employee or contractor who has passed the background study) and they are not compensated for their services. Students such as residents who receive compensation, must pass the background check regardless of whether their patient contact is supervised.

Section 2. Notice to Students. Each college and program that admits students subject to the background study requirement shall notify perspective students of the requirement by including a description of the law in program catalogs, brochures, and/or application materials. This notice shall inform students that failure to pass the background study may preclude them from being admitted to or successfully completing the program.

Section 3. Admission/Acceptance Decisions. Students who are subject to the background study requirement will be informed in their admission/acceptance letters they must complete a background study form upon matriculation and that failure to pass the study is grounds for dismissal from the program. To the extent a program wishes to require admitted students to complete the form prior to matriculation, the program will notify students that failure to pass the study is grounds for revoking their admission if results of the study are available prior to matriculation, or for dismissal from the program is the results of the study are available after matriculation. Any action by a college or program to revoke a student’s admission or dismiss the student based on failure to pass the background study may be appealed by the student under the procedures outlined in Section 6 below.

Section 4. Initiating Background Studies. Each college or program shall determine whether it has students who are subject to the background study requirement and, if so, how the studies should be initiated. AHC programs that place students at the University of Minnesota Hospital and Clinic or its successor Fairview University Medical Center and/or rotate their students through a number of different clinical sites will initiate background studies on the students. These studies are valid for one year and may be used at every facility where the student is placed during the year. Other AHC programs may rely on their clinical sites to initiate background studies, if acceptable to the sites. Studies initiated by clinical facilities are valid only at that facility. Clinical sites are free under law to require that students undergo a background study at their facility even if the study already was requested by the University.

Section 5. Initial Disqualification/Reconsideration. Programs receiving notice that one of their students has been disqualified will contact the student immediately to determine if he/she will seek reconsideration of the disqualification. If the student provides written confirmation that he/she will seek reconsideration within the 30 day period required under the law and the DHS had not ordered the student to be removed from direct patient contact, the program will continue to allow the student to have direct patient contact with the agreement of the facility or facilities where the student is placed. As required by the DHS, the program will notify facilities where the student is placed of the student’s initial disqualification and pending reconsideration request. Notice from DHS to the program does not include the reason why the student has been disqualified; this information is available to the program or the facility only with the written authorization of the student.

Section 6. Dismissal of Student. Students whose disqualification is not set aside by the Department of Health will be dismissed from the program in accordance with existing program procedures or have their admission revoked if they have not yet matriculated. This decision may be appealed by the student to the existing academic process or scholastic standing committee in the applicable college or program. Medical residents may appeal the decision to a panel of the Graduate Medical Education Committee. It will be the student’s burden to: 1) establish that he/she does not present a risk of harm to patients; and 2) provide a proposal for how the student may complete the requirements of the program within the confines of the law. As part of this process, the student must authorize DHS to disclose to the program the reasons for the student’s disqualification.

Factors to be considered by the applicable academic process or scholastic standing committee under item number 1 above include: the nature of disqualifying offense(s); when the offense(s) occurred; the harm suffered by any victim; the age and vulnerability of any victim; and evidence of successful rehabilitation. Factors to be considered under item number 2 include: the feasibility of providing direct supervision to the student at all times; the possibility of obtaining required clinical experiences at facilities not covered by this law; options for obtaining a variance or other release from the Department of Health; and any other relevant factors. A decision under the applicable college or program procedures to deny a student’s appeal is final.

Section 7. Revision of College/Program Policies. Each college and program in AHC that has students subject to the background requirement will incorporate this policy into its program policies or revise program policies as needed to reflect the requirements of this policy.

Adopted by the Academic
Health Center Dean's Council
January 7, 1997

LICENSURE
The Minnesota Board of Medical Practice is the state entity that regulates physicians practicing in Minnesota. Residents must obtain a residency permit or a physician license from the Board as determined by each individual residency program. Residents who moonlight outside their training program must have a physician license.

INTERNATIONAL MEDICAL GRADUATES
Graduates who are not United States citizens or permanent residents must obtain a J-1 visa from the Education Commission on Foreign Medical Graduates (ECFMG) to qualify for a residency at the University of Minnesota. The University does not sponsor residents for H-1B visas. Rare exceptions to this policy may be granted through the Dean’s office in consultation with the University’s Office of General Counsel.

All international graduates must be in a residency program for two years before they are eligible for licensure in Minnesota. Residents on J-1 visas are not permitted to be employed outside the residency program unless they have ECFMG permission. A resident on a H-1B visa wishing to moonlight must obtain a separate H-1B visa for each facility where the resident works outside the training program.

IMMUNIZATIONS
To comply with Minnesota State law, residents/fellows must submit an immunization record to Boynton Health Service in order to register as students and to participate in a residency training program. Required immunizations include diphtheria/tetanus, measles, mumps, and rubella. Exemptions are permitted for medical reasons certified by a physician or conscientiously held beliefs by the resident. Residents who fail to submit the required information to Boynton Health Service will have a hold placed on their student record and will not be permitted to register for subsequent quarters.

HEPATITIS B VACCINATIONS AND TB TESTS
Hepatitis B vaccinations (a series of three over a period of six months) will be administered to residents/fellows. A "verification of vaccination" form must be completed for the resident/fellow. Any resident/fellow wishing to decline the Hepatitis B vaccination must complete a declaration form (see below for forms). These forms must be given to the departmental residency administrator who will provide copies for the resident’s/fellow’s personnel file. Refer to your specific program for information on where the vaccination is administered and payment.

Similarly, annual TB tests are required by OSHA and will be administered at no cost to residents/fellows.

VERIFICATION OF VACCINATION This is to certify that _______________________________________ has had his/her Hepatitis B (Name) series at____________________________________________________________________ (affiliated clinic) on __________________________________,____________________________________, (1st inoculation date) (2nd inoculation date) and ____________________________________. (3rd inoculation date) _________________________________________ Signature (health care provider) _________________________________________ Printed name (health care provider)

HEPATITIS B VACCINE DECLINATION I understand that due to my occupational exposure to blood or other potentially infectious materials I may be at risk of acquiring hepatitis B virus (HBV) infection. I have been given the opportunity at my affiliated unit to be vaccinated with hepatitis B vaccine at no cost to myself. However, I decline the hepatitis B vaccination at this time. I understand that by declining this vaccine, I continue to be at risk of acquiring hepatitis B, a serious disease. If in the future I continue to have occupational exposure to blood or other potentially infectious materials and I want to be vaccinated with the hepatitis B vaccine, I can receive the vaccination series at no charge to me, at my affiliated unit. Print Name: _____________________________________________ Signature: ______________________________________________ Date:_________________________

BLOOD BORNE AND OTHER PATHOGEN EXPOSURE CONTROL TRAINING SESSIONS
Residents/fellows are required to attend an OSHA-mandated annual training session for all personnel who handle blood and other body fluids. Mandatory training sessions will be held in which residents/fellows will be enrolled.

Summary Of Topics Covered In The Blood Borne And Other Pathogens Training Program

• The BLOOD BORNE Pathogens Standard itself.

• Selection and use of personal protective equipment, including:

• Visual warning of biohazards, including labels, signs and "color-coded" containers.

• Actions to take and persons to contact in an emergency involving blood or other potentially infectious materials.

MOONLIGHTING POLICY
Moonlighting activities are not included as part of the educational program in the residency programs.

1. Moonlighting activities will not be allowed to conflict with the scheduled and unscheduled time demands of the educational program and its faculty.

2. Program directors will monitor moonlight activities by appropriate methods and may refuse to allow moonlighting for any given resident or group of residents if those activities have been shown to interfere with the resident’s performance.

3. The professional liability policy for residents does not cover any activities which are not part of the formal education program.

4. Residents on J-1 visas are not permitted to be employed outside the residency program unless they have ECFMG permission. A resident on an H-1B visa wishing to moonlight must obtain a separate H1-B visa for each facility where the resident works outside the training program.

IMPAIRED RESIDENT/FELLOW POLICY
An impaired resident/fellow shall be defined as any resident/fellow who, by virtue of physical disability, mental illness, psychological impairment, chemical substance abuse or misconduct, is unable to safely care for patients, perform duties normally expected of a resident physician or engage in peer interaction necessary for patient care.

This must be documented by written reports from at least two individuals (patients, faculty, residents/fellows or others) who have first-hand knowledge of an incident involving the resident/fellow. Consultation with appropriate outside agencies may also be utilized. The final decision of what constitutes inability to perform duties shall rest with the program director.

The remedial measures in dealing with the impaired resident/fellow require identification and immediate institution of an appropriate treatment program. There must be available methods that identify stresses and factors within the environment that could cause problems, and personality traits that could put the resident/fellow at risk.

IMPAIRED RESIDENT/FELLOW PROCEDURE
1. There should be regular monitoring of resident/fellow performance by the program directors and the faculty. When a suspicion of impairment is detected, an in depth interview with the resident/fellow by the program director and one other faculty member shall be carried out. Mutually agreeable resources may be utilized to establish the fact and severity of the impairment.

2. As soon the program director is aware of a problem with resident/fellow impairment, an immediate method of handling the problem should be determined.

3. The program director and the resident/fellow, after discussion, will formulate a plan for reduction, and/or elimination, of the impairment. The plan should stipulate specific goals and objectives. If agreement is reached, the program director and the resident/fellow both sign the plan. The original is kept in the resident’s/fellow's file, copies are sent to the resident/fellow, the program director, and the department head. There shall be a periodic review of the impairment by the program director.

4. If a leave of absence is involved in the plan, it must meet the criteria stated in the regulations of the appropriate specialty Board.

5. If the program director and the resident/fellow cannot agree on either the fact of the impairment or plan for remediation of the impairment, then the regular dismissal policies and procedures of the Medical School may be utilized.

6. If required, reporting of the impaired physician to the Board of Medical Examiners shall be carried out under the provisions of State of Minnesota Statutes Chapter 147.

LOAN DEFERMENT
Federal legislation prohibits the use of "student" status for medical residents/fellows to defer the repayment of federal educational loans. Residents/fellows continue to be eligible to receive deferments of federal loan repayment for up to two years, as provided through Title IV of the Higher Education Act. After that time "forbearance" may be requested, which delays repayment of loans; however, these loans continue to accrue interest and the repayment period may be lengthened.

You must indicate on the form the dates for which you are requesting a loan deferment. (This will vary for individual loans.) The form should be sent to the Graduate Education office for verification that the applicant was/will be a resident/fellow during that time period.

Please enclose a stamped envelope addressed to the loan office to which the deferment form should be returned. A copy of the completed form(s) will be sent to you, which we strongly recommend you keep on file in case of a dispute with the loan agency.

Student Loan Terms and Forbearance Options
The following loans (received at any U of MN campus except UMD) are serviced by the Student Loan Office in 140 Williamson Hall. They advise you to file a deferment form immediately upon entering your residency in July, and to file one every year after that. You will be able to use one deferment form for all of these loans. However, because of the varying lengths of the grace periods, toward the end of your deferment periods, you may have to file more than one form in a year to cover the remaining months of a deferment.

Perkins/NDSL
For loans received at the U of MN Twin Cities, Crookston, Morris, and Waseca campuses only:

Interest	None charged during deferment and grace periods. Interest is charged during forbearance.
After Graduation	6 month grace period (for NDSL) or 9 month grace period (for Federal Perkins Loan).
Followed by	2 year deferment for residency.
Then	6 month post-deferment grace period.
Then	Deferments available in cases of extreme economic hardship.

(Contact your pervious school or Perkins/NDSL services for information about the timing and length of prior Perkins/NDSL grace periods.)

Health Professions Student Loan (HPSL)
For loans received at the U of MN Twin Cities campus only:

Interest	None charged during grace period and deferment.
After Graduation	12 month grace period.
Followed by	Deferred of entire length of residency (up to 5 years).

(Contact the UMD Financial Collections Office about the timing of the grace period for loans received while at UMD.)

Loans for Disadvantaged Students (LDS)
Same terms as HPSL (see above). Forbearance available in cases of extreme hardship.

University Trust Loan
For loans received at the U of MN Twin Cities, Crookston, Morris, and Waseca campuses only:

Interest	Must be paid annually during deferment period; it is due in July.
After Graduation	2 year deferment for residency.
Followed by	Repayment begins (no grace period). Forbearance available in cases of extreme hardship.

(Contact the UMD Financial Collections Office about servicing of University Trust Loans received at UMD.)

Federal Stafford Loan

Interest	None charged during deferment and grace periods. Interest is charged during forbearance.
After Graduation	6 month grace period.
Followed by	2 year deferment for residency.
Then	Forbearance available for up to 3 years while you are in a medical residency program; contact your lender for information.

Federal Unsubsidized Stafford Loan

Interest	Interest accrues during in-school, deferment, and forbearance periods.
After Graduation	6 month grace period.
Followed by;	2 year deferment for residency.
Then	Forbearance available for up to 3 years while you are in a medical residency program; contact your lender for information.

Minnesota Medical Foundation Loan

Interest	In-school interest is waived if the loan is repaid in 5 years.
After Graduation	Repayment starts in July. No deferments or grace periods are available.

Federal Supplemental Loan (SLS)

Interest	Interest accrues during in-school, deferment, and forbearance periods.
After Graduation	If you have Federal Stafford Loans, you may request a "bridge forbearance" for your SLS from your lender immediately upon graduation. This will last for 6 months, and will allow your SLS repayment to coincide with your Federal Stafford Loans. If you do not have any Federal Stafford Loans, you will have a 60 day grace period.
Followed by	2 year deferment for residency.
Then	Forbearance available for up to 3 years whole you are in a medical residency program; contact your lender for information.

MEDLOANS Alternative Loan Program (ALP) and MEDEX or MedCAP
Alternative Loan Program (MAL) and MedCAP-XTRA

Interest	Interest accrues during in-school, deferment and forbearance periods; it is capitalized once at graduation and annually thereafter.
After Graduation	36 to 48 month deferment depending on length of residency.
Followed by	Forbearance available for up to 3 years while you are in a medical residency program; contact your lender for information.

Student Educational Loan Fund (SELF)

Interest	Interest paid quarterly during in-school periods.
After Graduation	Interest only paid monthly for 13 months after graduation.
Followed by	Repayment. No other grace periods or deferments are available.

Health Education Assistance Loan (HEAL)

Interest	Interest accrues during in-school, deferment, and forbearance periods; frequency of capitalization depends upon the lender. For AMSA HEAL loans with first disbursements between July 1988 and July 1990, it capitalizes once at repayment. For AMSA HEAL loans with first disbursements after July 1990, it capitalizes once at graduation and annually thereafter.
After Graduation	Up to 4 years deferment for residency.
Followed by	9 month grace period.
Then	Forbearance available if necessary.

MEDICAL SCHOOL LOAN FORGIVENESS FOR UNDER SERVED URBAN COMMUNITIES
Forgiveness Criteria
Applicants selected into the loan forgiveness program may designate an agreed on amount not to exceed $10,000 of qualified loans for each year of medical school, up to four years. For each year that a participant serves as a physician in a designated underserved urban area up to a maximum of four years, the Higher Education Coordinating Board (HECB) annually repays an amount not to exceed $10,000 of a qualified loan. Participants who move practice form one designated area to another remain eligible for loan forgiveness. To be eligible for loan forgiveness, the participant must serve at least three of the first five years following graduation from the program in a designated area. The HECB will periodically require participants to verify they are serving as a physician in a designated urban area.

Eligibility Requirements
This program is designed for medical students who plan to practice in underserved urban communities. To be eligible, a prospective participant must submit a letter of interest to the HECB: