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REQUIREMENTS
REQUIREMENTS
Leave requests including: Educational (conference/non-mandatory course), Flex/Personal, Exam, Study, Day off in lieu of Named Holiday worked, Winter Break must be submitted using the site-specific Special Leave Request Form.
Leave requests are to be completed at least 30 days prior to the intended leave date. Late leave requests will be denied.
Leave requests are not yet fully approved until it has been approved by FMPA.
PGME Leave of Absence (LOA) Form (linked here) is required for any of the following leaves: Maternity, Parental, Medical Leaves, Compassionate, Bereavement, Long Term Educational, Personal Unpaid Leave. Submit these to FM Resident Support. LOAs are approved by the PD and submitted to PGME for the Dean’s approval and submission to AHS.
RESIDENT RESPONSIBILITY
RESIDENT RESPONSIBILITY
The following is in keeping with the regulations outlined in the Professional Association of Residents of Alberta’s (PARA’s) Collective Agreement. It is the responsibility of residents to be fully apprised of their rights and duties as outlined in that agreement. The information that follows is just a summary.
The following is in keeping with the regulations outlined in the Professional Association of Residents of Alberta’s (PARA’s) Collective Agreement. It is the responsibility of residents to be fully apprised of their rights and duties as outlined in that agreement. The information that follows is just a summary.
LEAVE GUIDELINES
LEAVE GUIDELINES
BEREAVEMENT LEAVE
BEREAVEMENT LEAVE
Entitlement: 5 days
A Resident Physician may be granted up to 5 days leave of absence for bereavement reasons after the death of a relative, without loss of pay.
A PGME Leave Form must be completed and returned to the Program Administrator ASAP.
COMPASSIONATE LEAVE
COMPASSIONATE LEAVE
Entitlement: 5 days
Entitlement: 5 days
A Resident Physician may be granted up to 5 days leave of absence for compassionate reasons, without loss of pay.
A Special Leave Request Form must be completed and returned to the Program Administrator ASAP.
CONFERENCE/EDUCATIONAL LEAVE
CONFERENCE/EDUCATIONAL LEAVE
Entitlement: No limit on the amount of time to be given in an academic year (each leave must be for less than 14 days)
A Resident Physician who is meeting expectations in training may be granted educational leave to attend conferences or non-mandatory courses with prior approval from the Dept. of Family Medicine.
Educational Leave may be granted for up to 14 days, without loss of pay.
A Special Leave Request Form must be completed and returned to the Program Administrator 30 days prior to the leave.
EXAM LEAVE
EXAM LEAVE
Entitlement: Up to 5 consecutive days per exam
Entitlement: Up to 5 consecutive days per exam
A Resident Physician shall be untitled up to 5 consecutive days off for travel and to write a qualifying or certification exam.
The program will determine specific dates approved for exam leave. Please check with your Program Admin to confirm these dates.
A Special Leave Request Form must be completed and returned to the Program Administrator 30 days prior to the leave. All exam leave requests require the Dept. of Family Medicine approval.
PERSONAL LEAVE/FLEX DAY
PERSONAL LEAVE/FLEX DAY
Entitlement: 4 days
All Resident Physicians shall be entitled to four (4) flex days off each Appointment Year without loss of pay.
A Special Leave Request Form must be completed 30 days prior to the start of the rotation.
LEAVE OF ABSENCE
LEAVE OF ABSENCE
A leave of absence may require an extension of the Resident Physician’s program as determined by the Program Director.
A PGME Leave Form must be completed and returned to the Program Administrator. Requests require the Program Director’s approval.
Leave of Absence requests cannot be processed retroactively.
Maternity / Pregnancy Leave:
Maximum of 17 weeks maternity leave can commence 8 weeks prior to the birth but no later.
A pregnant resident shall not be required to preform on-call in excess of 12 hours or between 2400 and 0600 hrs.
A pregnant resident in their first and third trimester shall not be required to perform standard or shift based duties in excess of 12 hours or between 2400 and 0600 hrs.
Please click HERE to access the maternity/pregnancy leave check list
While on mat leave you will not be charged tuition for your time away from the program. You will receive an email from UofA asking you to update your BEAR tracks for tuition payment for your off-cycle time.
A PGME Leave Form must be completed and returned to the Program Administrator. Requests require the Program Director’s approval.
Parental Leave:
Maximum of 14 days within the first 52 weeks of birth.
A PGME Leave Form must be completed and returned to the Program Administrator. Requests require the Program Director’s approval.
NAMED HOLIDAYS
NAMED HOLIDAYS
Resident Physicians shall be entitled to time off with pay for Named Holidays.
A Resident who is scheduled to work on a Named Holiday shall have another working day off with pay in lieu.
The day in lieu shall be scheduled during the same rotation.
A Special Leave Request Form must be completed 30 days prior to the start of the rotation.
SICK LEAVE
SICK LEAVE
Entitlement: 90 days
If you find yourself unwell please email your preceptor and program admin ASAP with an estimated time away from rotation. Keep in contact regarding how you are doing and let both parties know the day you are able to return.
A Resident Physician shall be provided paid leave and health benefits, for illness or non-occupational injury for a total of up to 90 days.
Residents are expected to demonstrate professionalism by informing Preceptors and the Program of absences as soon as possible.
The resident may be required by the program to submit a medical certificate in support of any illness or non-occupational injury for absences for more than 3 consecutive days.
The program may require a review of absences if a resident’s absences exceed 10 days in an academic year, or if the Program Director or Site Director has any other concerns about a resident’s absenteeism.
SPECIAL LEAVE
SPECIAL LEAVE
Entitlement: 5 days
A Resident Physician shall be granted up to a maximum of five (5) days.
Special Leave includes illness in the Resident Physician’s immediate family.
A Resident Physician will communicate their need for Special leave to their Preceptors and Program as soon as possible.
A Resident Physician may be required to submit satisfactory proof demonstrating the need for Special Leave.
A Special Leave Request Form must be completed and returned to your Program Administrator ASAP after the event.
STUDY LEAVE
STUDY LEAVE
Entitlement: Up to 5 non-consecutive days per exam
A Resident Physician may be granted up to a maximum of five (5) non-consecutive days off during the 8 weeks preceding an exam.
If you are needing to rewrite an exam you will not be granted another set of study days for the rewrite.
A Special Leave Request Form must be completed and returned to the Site Administrator 30 days prior to the leave. All exam leave requests require the Dept. of Family Medicine approval.
VACATION LEAVE
VACATION LEAVE
Entitlement: 20 week days
A Resident Physician is entitled to 20 days off during an academic year.
Vacation days cannot be carried over into the following year. Unused vacation days will not be paid out at the end of the year.
A Special Leave Request Form must be completed 30 days prior to the start of the rotation.
WINTER BREAK
WINTER BREAK
Entitlement: 6 consecutive days
Entitlement: 6 consecutive days
A Resident Physician will receive 6 consecutive days off between Dec 20-Jan 5.
These days are in lieu of Christmas Day, Boxing Day and New Year’s Day.
There will be no additional time off in lieu for Residents who work between Dec 20 and Jan 5 provided they have received their 6 consecutive days off.
A Special Leave Request Form must be completed and returned to the Site Administrator 30 days prior to the leave. All exam leave requests require the Dept. of Family Medicine approval.
Alternate Religious Holiday:
A Resident Physician may request that the 6 consecutive days off duty for Winter Break be scheduled at another time to accommodate the observance of an alternative religious holiday.
The request shall be made by the Resident to the Program by August 1 of each year.
ADDITIONAL NOTES
ADDITIONAL NOTES
25% RULE
25% RULE
If the total amount of time for vacation or other leave (absence days) exceeds 25% of the regular duty days, the rotation may be evaluated as incomplete on that basis alone. Other leave would include; bereavement, compassionate, educational, flex, LOA, sick, special, study, vacation, and winter break.
Leave that is excluded from the 25% include;
Mandatory academic programming
Participation in CaRMS interviews
Exam leave, not including study leave
Allowance: 4 wk block = 5 days | 8 wk block = 10 days | 16 wk block = 20 days
Emergency Medicine Note: Due to only 16 shifts scheduled on your ER rotation you can only miss 4 shifts not 5
ELECTIVE TIME
ELECTIVE TIME
There are no restrictions on the amount of time off during unscheduled elective time as long as the resident is within their leave allotments.
LEAVE ALLOWANCE AFTER BEING ON A LOA
If you have taken an LOA your promotion and program completion dates may change.
Since your vacation, flex, and conference allotted time all pertain to your appointment year you will have access to your R1 leave time until your promotion date and then your R2 leave time until your end date
These leaves do NOT restart when a new academic year begins.
Please email Resident Support (fmrs@ualberta.ca) for further clarification.
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