Residency Education Fund
|Policy:||Residency Education Fund|
|Target Review Date:||2018-07-01|
|Main Stakeholder:||Managing Director|
The Residency Education Fund (REF) is a fund established using money generated by training Visa trainees. Funds from these outside agencies or countries are paid to the University of Manitoba and partially allocated to the Department of Medicine.
Accumulation of Funds
The University of Manitoba has a standard agreement for externally funded residents. This agreement specifies payment of funds to the University of Manitoba which are then distributed to the Department where the resident is training. Within the Department of Internal Medicine externally funded residents are trained in the following programs:
- Specialty Internal Medicine Training Programs
- Subspecialty Internal Medicine Training Programs
- Allergy and Clinical Immunology Subspecialty Education Program (Allergy and Clinical Immunology)
- Cardiology Subspecialty Education Program (Cardiology)
- Critical Care Subspecialty Education Program (Critical Care)
- Endocrinology / Metabolism Subspecialty Education Program (Endocrinology / Metabolism)
- Gastroenterology Subspecialty Education Program (Gastroenterology)
- General Internal Medicine Subspecialty Education Program (General Internal Medicine)
- Geriatric Medicine Subspecialty Education Program (Geriatric Medicine)
- Hematology Subspecialty Education Program (Hematology and Oncology)
- Oncology Subspecialty Education Program (Hematology and Oncology)
- Hepatology Subspecialty Education Program (Hepatology)
- Infectious Diseases Subspecialty Education Program (Infectious Diseases)
- Nephrology Subspecialty Education Program (Nephrology)
- Respiratory Medicine Subspecialty Education Program (Respiratory Medicine)
- Rheumatology Subspecialty Education Program (Rheumatology)
Funds from external residents in any of these programs will be allocated to the Department of Medicine and managed according to the following policies.
In order to balance and smooth the yearly fluctuations of the fund, the Department of Internal Medicine will contribute from tithe/overhead funds (Practice Plan) up to any amount necessary to ensure funding is stable year-to-year. For 2018, set at $201,000
In years when contributions from the University exceed this set amount, the Department of Internal Medicine will retain that excesses to support resident education including Spring Internal Medicine Resident Retreat, CaRMS Match, and Special Events.
Governance of Funds
The REF is overseen by the Residency Education Fund Committee.
The Committee Chair will report to the Postgraduate Medical Education Committee every six months.
Approval of the majority is required when funding allocation decisions are made. The Committee will keep minutes of deliberations. These minutes will be available to the Postgraduate Program Directors mentioned above.
Mission of the Fund
The REF Fund will support postgraduate medical education in the Department of Internal Medicine. To this end the committee should ensure that each of the Programs listed above is provided with an annual allocation of funds to support their postgraduate education mission.
The Managing Director will propose an allocation for the Committee's consideration - final approval is with the committee.
Allocation of Funds
Funds are allocated to be effective April 1 to March 31 every year.
Any proposed allocations must accomplish:
- Base of $1,000 for each sections regardless of number of residents (including none)
- Funding to cover Resident Travel
- Funding to cover some mandatory courses some section(s) may have
- Standard amount for each Resident
Calculating the Allocation
The 2017 allocation of funds (and proposed for 2018) is based on the number of residents in each section:
|Allocation per program:||$1,000|
|Each Visa Trainee:||$ 300|
|Each non-Visa PGY1||$1,000|
|Each non-Visa PGY2-3||$2,000|
|Each non-Visa PGY4-6||$1,300|
A program can calculate an expected allocation based on the above figures.
- Example: Sub-specialty with one Visa Trainee, two non-Visa PGY4, three non-Visa PGY5 residents.
- $1,000 + (1) x $300 + (2+3) x $1,300 = $7,800
- Example: Core Internal Medicine with three Visa Trainees, ten non-Visa PGY1, fifteen non-Visa PGY2 and twelve non-Visa PGY3.
- $1,000 + (3) x $300 + (10) x $1,000 + (15+12) x $2,000 = $69,500
- Example: Sub-specialty with no residents
- $1,000 + (0) = $1,000
Any difference between the above calculations and the budget, will be placed in a #Supplementary Travel Fund
Terms of Reference for Awarded Funds
Annual Funding Allocated to Individual Programs
- Funding will be approved by the Committee, but the money will remain in the Department of Internal Medicine Business Office and will be managed by the Department of Internal Medicine Managing Director.
- These funds are subject to the level of accountability applied to University of Manitoba Funds. Receipts must be submitted.
- Allocations will be loaded by the Finance Manager as budgets into the 340901 Org.
- All expenditures must be through the University FOAPs in 340901.
Programs can use the annual funding provided from REF for the following activities. These items must be obtained through the Department of Internal Medicine Managing Director, and receipts need to be submitted. Each Program PGME committee should develop a process to decide upon how the money allocated from this source will be used. Possible uses of the REF annual funds are:
- Purchase of books, journals, computer programs or other educational materials for the training program. (Link to U of M Bookstore Authorization form - )
- Purchase of equipment to improve resident education in the training program.
- Purchase of office supplies and photocopying for the residents in the training program and the Program Administrator of the training program.
- Support for Resident Travel to subspecialty conferences.
- Support for residents doing out of town electives.
- Support of courses, seminars, or exams for the residents in the training program. This could include honoraria for lecturers, visiting professors, or external examiners.
- Purchase of programming or other expertise for Resident education or research.
- Purchase or upgrades of computer hardware or peripherals for the residents and the Program Administrator in the training program.
- Support of Resident Research within the training program.
- These funds cannot be used for catering, purchase of alcoholic beverages, or entertainment expenses.
- The fund will not support any requirements of Section Heads, or activities related to Section Head responsibilities if Postgraduate Program Directors are also Section Heads.
- Postgraduate Program Directors travel to Medical Education conferences will not be provided from this fund. Applications should be made to the Faculty PGME fund to support such travel.
- No salary support should be provided by this fund.
- The fund will not be committed to support any item on a continuing annual basis. Support for items may be renewed on an annual basis subject to committee rules and availability of funds.
Allocations from the University exceeding the Department's Budget
- If there are funds remaining after allocation to the programs, the Department of Internal Medicine will retain those excesses to support resident education including Spring Internal Medicine Resident Retreat, CaRMS Match, Special Events and Program Administrator travel to approved events.
- The Committee is empowered to accumulate funds on an annual basis to provide a cushion for the future when externally funded residents stop enrolling at the University of Manitoba.
Additional Funds Made Available During the Year
- If additional funds are made available during the year, the Committee will establish and publicize deadlines for applications.
Supplementary Travel Fund
- The Chair of the Postgraduate Medical Education Committee (Program Director, Postgraduate Medical Education, Dr. Pam Orr) may accept applications from Postgraduate Program Directors on the use of funds allocated to the "Supplementary Travel Fund." This fund will be used only to support sections that require residents to travel for courses/electives, as a supplement to the regular funding from the UofM/WRHA/Shared Health. There is no annual carryover with this money.
Programs may not spend their allocations during the year. Remaining funds do not automatically carryover to the following year.
Postgraduate Program Directors are welcome to commit funds from the current year for expenditures in the following year(s). These commitments must be approved by the committee.
By February 15 each year, PGME Directors must request carryover by sending an email/letter to the chair of the Residency Education Fund Committee with a copy to the Finance Manager explaining what the carryover funds will be used for in the following year(s).
The Residency Education Fund Committee will review all carryover requests and advise programs in a timely manner if carryover is approved or not. The Finance Manager and Managing Director will make adjustments to the following year's allocations.
- Wishing to carry over $500, to combine with $500 in the following year for the purchase of a new laptop.
- Wishing to fund a major conference three years from now, and holding $800 each year, for three years.
Accounting of Monies
An up-to-date accounting of the annual expenditure by program is easily obtained via University accounting system FAST. All expenses must be put through FAST, Org Unit 340901. Allocations will be loaded by the Finance Manager as budgets into the 340901 Org.
|127991||Resident Ed Fund - Core Internal Med.|
|127976||Resident Ed Fund - Clinical Allergy|
|127977||Resident Ed Fund - Cardiology|
|127975||Resident Ed Fund - Critical Care|
|127978||Resident Ed Fund - Endocrinology|
|127979||Resident Ed Fund - Gastroenterology|
|127990||Resident Ed Fund - Gen. Internal Med.|
|127980||Resident Ed Fund - Geriatric Medicine|
|127981||Resident Ed Fund - Hematology|
|127983||Resident Ed Fund - Oncology|
|127982||Resident Ed Fund - Hepatology|
|127984||Resident Ed Fund - Infectious Disease|
|127985||Resident Ed Fund - Nephrology|
|127986||Resident Ed Fund - Neurology|
|127987||Resident Ed Fund - Phys. Medicine|
|127988||Resident Ed Fund - Respiratory Med.|
|127989||Resident Ed Fund - Rheumatology|
Before March 31st, all sections (Postgraduate Program Directors or the Program Administrator) must provide the Managing Director with the names and the PGY level of the residents expected to be in each training program at the start of the new academic year (July 1st). They must also identify which Residents are Visa Trainees. This information will be used by the Managing Director and the committee to allocate funding.