CONTRACTS/PROGRAM AGREEMENTS

Residents in this Department hold Medical Resident appointments which do not need to be renewed once originally signed in the PGY1 year. Fellows hold Medical Fellow appointments which do not need to be renewed once originally signed in the 1st year.

Residents and fellows progress to the next postgraduate and stipend level at the beginning of each academic year. Academic year runs June 25^th thru June 24th for otolaryngology residents. The academic year for fellows is July 1^st thru June 30^th.

LEAVE POLICY

See Institution Policy Manual GME Policy MS Resource or Institutional

Resident/Fellow Leave

Policy including Bereavement Leave, Family Medical Leave Act (FMLA), Holidays, Medical Leave, Military Leave, Parental Leave, Personal Leave, Professional Leave, Vacation and Sick Leave, Witness/Jury Duty.

Vacation/ Time Away Requests- PGY 1 -5 Residents

Residents receive a total 15 vacation days each academic year (July 1 to June 30). A maximum of 5 days should be taken every quarter; Requests are asked to be approved by your site Chief (at time of leave) and the Time Away Request Form ( Resident Request for Leave) submitted 60 days before the requested 1st day of new quarter. A residents seniority can be used to make a final decision. Anything requested after 59 days’ notice will be granted to the 1st requester and resident seniority will not be used.

Although UMMC is your home site and manages your time away from the program; you are required to know and adhere to affiliate sites policies for time away.

HCMC: ( 6 weeks minimum notice) Please submit your time off to your UMMC program coordinator.

Regions: 60 days preferred

VA: minimum 60 days -90 days preferred

Children's: preferred to limit vacation days during this rotation due to the level of coverage.

Reference:

Q1 - July, August, and September

Q2 - October, November, and December

Q3 - January, February, and March

Q4 - April, May, and June

Weekends and site holidays are not counted against your vacation balance, but need to be listed on the calendar for call schedule purposes. The program coordinator will add an * in front of these days so when you search the calendar for you annual time away it will be easy to identify from your total time away count. Residents are responsible for accurately logging vacation, professional and education time in RMS, which is the “source of truth” for your vacation balance. Do not log weekends or UMN Holidays as vacation in RMS.

Resident Process to make a request

PGY1 Residents off- site : Contact your site coordinator and copy brueg015@ umn.edu for leave request from HCMC, UMN, Regions, or VA rotations. The rotation site will need to approve the time away. Use the same protocol for PGY2-5 when onsite (UMN and VA )

PGY 2-5 Residents

Prior to requesting time off, residents are expected to review the otol-Resident Calendar to ensure there will be alternate coverage. Residents are responsible for arranging call coverage during their time away.

Resident Leave Form

Residents are required to submit all requests for time off via the Time Away Request Form ( Resident Request for Leave) after you have gained permission from the Chief that will be onsite during your leave request:

Your request will be forwarded to Rotation Director for any of the following;

● If three residents are already listed out on the calendar.

● If more than one resident is out from your site.

● If your request is for time off less than two months in advance.

● If your request is for Academic Leave to attend conferences or training courses. Final approval will be sent to you via email by the program coordinator with the site chief, coordinator, and director cc’d . We will make every attempt to have a final decision back to you within a reasonable time-frame. Do not make any non- refundable monetary commitments to this time away until after you have received final written approval. The program will not reimburse for any time off that is not approved in writing.

NOTE: All time away requests are subject to final approval by the Resident Program Director that role has the authority to grant or decline all approvals at their discretion.

Educational Leave

1. Educational leave may be used for professional presentations (paper or poster).Educational leave will cover: the day before the day(s) of the course or presentation the day after If additional time is taken vacation must be used

2. Either the Head of the Department of Otolaryngology at the University of Minnesota or the Otolaryngology Residency Program Director has the right to override approval for educational leave given at the site level in order to enforce the provisions listed in number 5, below.

3. Reimbursement is available for travel expenses incurred in order to make a professional presentation. Please See "Travel Reimbursement" on pages 11-13 for limitations and procedures.

4. After a resident has made one professional presentation (paper or poster) at a national meeting, that resident is eligible to use educational leave to attend one course per year. No reimbursement is available; the resident will pay course and travel expenses. A written explanation from faculty is necessary to describe the value of the educational experience to the program before the travel is authorized. The attendee will be scheduled to present for 45 minutes on the topic of the meeting.

A request for leave to take additional courses may be approved on an individual basis by the Program Director.

A maximum of one week per year is allowed.

5. Unless they are presenting at a conference, no more than one resident per clinical service should attend a meeting.

The order of priority to determine which resident(s) will be allowed to attend is: a. presenting a research paper.

b. presenting a clinical paper

c. presenting a poster

d. seniority in service

e. first come, first serve

.

Holiday Leave:

Holiday leave is dependent on the requirements of the rotation to which the trainee is assigned. The educational requirements and the 24-hour operational needs of the hospital are taken into consideration when scheduling holiday time off.

Trainees are not eligible to receive an annual University of Minnesota issued personal holiday.

Holiday Clinic Operations-UMP/ UMN/ MHealth

Professional Leave for Employment/Fellowship Interviews

Residents who plan to participate in a large number of fellowship interviews should save some vacation time for this purpose.

A maximum of seven individual days of leave during the course of the five-year residency may be used for employment or fellowship interviews. Time used above seven days must be taken from vacation time.

Military Leave

Military Leave is available for a total of 15 days per year.

Sick Leave

Sick Leave is available for a total of 15 days per year. In case of emergency or illness, notify the Chief Resident on your clinical rotation, or research advisor during block time.

Terminal Vacation

Terminal vacation (the last week of June) is an option for Chief Residents only, and is only available to those Chief Residents who will enter the military service or begin a fellowship July 1st. Not all Chief Residents can take vacation the terminal week. Arrangements must be made three months in advance. Total vacation (including terminal leave) must not exceed three weeks per year.

Unauthorized Leave

Assigned rotations and educational activities are mandatory. Unexcused or unsupportable absences or unauthorized leave from mandatory clinical or educational activities constitute unprofessional conduct under the Discipline for Non-Academic Reasons policy (see Section 7 of Residency/Fellowship Agreement). The resident/fellow may be subjected to disciplinary actions in the form of verbal and/or written warnings, probation, suspension, or termination.

Vacation

1. Vacation time should be taken in one-week (7-day) blocks beginning on Monday and ending on Sunday.

However, a single day of vacation for personal reasons (i.e., to attend a wedding) may be approved; a Leave Request Form must be submitted.

2. PGY 1, PGY2, PGY3, PGY4 and PGY5 residents receive three weeks per year, including Saturdays and Sundays. PGY3 residents: at least one of your three weeks must be taken during research block time.

3. An effort should be made to distribute vacation across all rotations: CH, UMMC, HCMC, RH, VA and the laboratory, to avoid placing a burden on any one location.

An effort should also be made to distribute vacation time throughout the year, Please take at least one week the first half of the year. Only Chief Residents are eligible to take vacation during the last two weeks of June. (See "Terminal Vacation" above.)

4. Residents are required to take the Otolaryngology Training Exam in the spring each year. The test is usually administered the first Saturday in March. The date can be found in the Resident Google Calendar. Keep this in mind when planning vacation.

The Resident/Fellow Graduation Banquet is held in mid-June. All residents and fellows are strongly encouraged to attend.

5. If there is no conflict with other requests, the Chief of Clinical Service will approve your request and you will then need to submit the Time Away Request Form ( Resident Request for Leave)

Effect of Leave on Completion of Program

The Department of Otolaryngology follows American Board of Otolaryngology (ABOto) policy regarding the effect of leave on completion of the Residency Training Program. ABOto policy states:

ABO HNS Policies

"Leaves of absence and vacation may be granted to residents at the discretion of the Program Director in accordance with local rules. The total of such leaves and vacation may not exceed six weeks in any one year. If a circumstance occurs in which a resident’s absence exceeds the allotted time outlined by the ABOHNS, the program director must submit a plan to the ABOHNS for approval on how the necessary training will be achieved, which may require an extension of the residency."

New Policy effective 7/1/2021- see below

https://drive.google.com/file/d/1JEqXEkkbCEDlRDCZ11NQiagmXvqNIVHE/view?usp=sharing

PARENTAL, CAREGIVER and MEDICAL LEAVE DURING TRAINING POLICY Leaves of absence are defined as requests for time away from accredited training for parental, caregiver, or personal medical leave. Leave of absence requests may be granted to residents at the discretion of the Program Director in accordance with local rules. For Board eligibility, the total of such leaves and vacation may not exceed six weeks in any one post-graduate year (PGY) with the following exception: for one year during residency training, a resident can take parental, caregiver, or medical leave for up to six weeks with the balance of time up to a total of eight weeks (leaves plus vacation) used for vacation time. Fellows in one- or two-year ACGME accredited fellowship programs may not exceed six weeks of such leaves and vacation in any training year. Attendance at academic conferences or training courses does not contribute to the yearly allotment of leave. Mission trips count toward the yearly time away allotment. This policy defines a week as seven consecutive days. If a circumstance occurs in which a resident’s or fellow’s absence exceeds the allotted time outlined in this ABOHNS policy, the Program Director must submit a plan to the ABOHNS for approval on how the necessary training will be achieved, which may require an extension of the residency or fellowship. For residents, training time from prior PGY-year levels cannot be applied to subsequent PGY-year time deficiencies. Surrogates of competency (i.e., subjective evaluations, case volumes, ACGME Milestones) cannot be used as substitutes for the time requirements described in this policy. This policy replaces the previous ABOHNS Leave of Absence Policy effective July 1, 2021.

How to Request Leave

Fellows: Request leave from the Fellowship Program Director.

Residents: see subsection Leave /Vacation /Time away

INSURANCE

Contacts for insurance information and forms are:

Office of Student Health Benefits (OSHB)

Website: http://www.shb.umn.edu/

(Choose “Residents/Fellows”)

Phone: 612-624-0627

E-mail: umshbo@umn.edu

Surgery Administrative Center Contacts:

Kathleen Olakunle, Visa/Visiting Scholar Coordinator

Residents Insurance Assistance

Notary Public

Phone: 612-625-5982

Fax: 612-625-1717

E-mail: olaku001@umn.edu

Office: 13-168 PWB

Kirk Skogen

Payroll Manager

Phone: 612-625-3954

Fax: 612-625-8080

E-mail: k-skog@umn.edu

Office Address: 13-107 PWB

Otolaryngology residents and fellows receive insurance coverage through the University of Minnesota Medical School as described in the Institution Policy Manual available through the Graduate Medical Education website, http://z.umn.edu/gmeim.

LAUNDRY SERVICE-under revision 5/2021

At all of the participating institutions, scrubs are the property of the institution and are laundered by the institution. Additionally, laundering of white coats is available at no cost to the resident or fellows through the ENT clinics at the M Health Clinic and the Veterans Affairs Medical Center.

MEAL TICKETS/FOOD SERVICE

Residents/Fellows on duty must have access to adequate and appropriate food services 24 hours a day at all institutions.

Although Otolaryngology residents take call from home, University of Minnesota Medical Center (Fairview), Hennepin County Medical Center (HCMC), and Regions Hospital provide meal credits for on-call residents; the Veterans Affairs Medical Center does not.

Meal Card Policy and Procedure-MHealth Fairview

I.PURPOSE

To provide food service for resident and fellows who have been assigned to provide on-call services in

the hospital for a specific period of time other than a normal work day.

II. POLICY

A. On-call meals (dinner & breakfast) will be provided for residents and fellows who work 24

consecutive hours on site,), are pre-scheduled 5 or more 12 hour night shifts (night float), or are

called from home to return to the hospital while on home call. No meal will be provided if they

are on call from home or stay at home.

B. ID Badge Requirement - Residents and fellows are required to have a Fairview ID badge

visible and present in order to obtain on-call meals.

C. Bulk Purchase Limitation – Bulk purchases (i.e...extra sodas/waters, bags of candy) are not

allowed. Limit of 3 bottles and one half pound of candy or snacks may be purchased at one

time.

D. Sharing Restriction – This privilege is for the resident and/or fellow use in the hospital and may

not be shared with medical students, families, or other hospital staff.

III. PROCEDURE

A. Each resident and/or fellow involved in clinical duties and meets the above criteria will

receive a meal card at the start of the academic year. The dollar amount on each card will be

determined by the number of on-call months the department designates to the resident

and/or fellow.

B. Changes to a resident and/or fellow schedule throughout the academic year that increases

the amount of time spent on-call will be eligible for an increase in their meal card

allotment. The department will contact the GME office at MHeatlh Fairview with the

trainee name and increase request for approval.

C. Trainees engaged in clinical activities located at the CSC while on 24hr call coverage for

the hospital may elect to have funds allocated from their meal card allotment to a CSC café

card by completing a meal card transfer request form .

D. Non-compliance with this policy may result in short-term suspension of meal card

privileges or termination of privileges. The Chief Academic Officer reserves the right to

suspend or terminate meal card privileges at any time, without notice.

E. Each resident and/or fellow eligible for meal card privileges must sign the statement of

understanding (attachment A), in order to receive their meal card for the academic year.

F. Questions and/or issues regarding meal cards at MHealth Fairviewmay be directed to the

MHealth Fairview GME office at 612-273-7482.

PARKING

MHeath Parking -Residency/ Fellowship Neurotology( East Bank) and Pediatric Otolaryngology( West bank parking)

For residents and fellows on University rotation, parking is provided. (The department currently has resident/fellow contracts in Oak Street Ramps and East River Road Garage.) At the end of the rotation, ramp control card should be passed on to the resident or fellow who follows. (If a card is lost, contact your program coordinator)

After Hours Parking

For residents and fellows who have scheduled rotations at the University and/or who are on-call at M Health, after-hours and weekend parking is available in the M Health Patient Parking Ramp.

M Health after-hours and weekend parking is available during the Non-Peak Hours: Monday through Friday with entry between 2:00 pm - 4:00 am with exit by 9:00 am. Weekends - all day/evening with exit by 9:00 am Mondays.

Approval will be given immediately. M Health parking personnel will appropriately code the resident/fellow parking card to allow for after-hours/weekend parking based on their rotation/on- call schedule when you start the in the program

If there is a change in the rotation or on-call schedule, the resident/fellow must bring a new schedule to M Health to key their card for access to the UMMC Patient parking ramp.

Residents/fellows still parked in the ramp during Peak Hours will be charged the validated daily rate.

Parking at non- MHealth Rotation Sites

When onboarding take time to discuss with you site coordinator parking policies a their facility

TRAVEL OR PURCHASE REIMBURSEMENT

You will need to obtain approval before the Department of Otolaryngology will assume responsibility for paying a bill or invoice.

Travel: submitting a request in the Request For Travel google sheet located in the OTOL- Residency shared drive.

Book funds: Expenditures must be adequately documented to ensure compliance with internal and external reviewers/audit.

Requesting Reimbursement

You must seeking reimbursement in Chrome River for all reimbursement requests within 30 days of purchase.

Chrome River Job Aids: https://controller.umn.edu/training/index.html#collapseChrome

Please contact your department administrator with any questions.

STIPENDS AND PAY DATES (does not include FPRS)

See Institution Policy Manual https://med.umn.edu/residents-fellows/current-residents-fellows/stipends-benefits, Stipends, and pay dates.

Direct deposit of paychecks is available and you may view current and past pay statements through the University portal at https://www.myu.umn.edu/ (login as you would to University e-mail account).

WORKERS' COMPENSATION PROCEDURE-BBPE/NEEDELSTICKS INFORMATION

USE THIS LINK TO INTUITIONAL POLICIES TO VERIFY CURRENT PROCESS https://med.umn.edu/residents-fellows/current-residents-fellows/employment-related-information/institutional-manual

blood-borne-pathogen-exposure-management

Policy Statement

University of Minnesota Policy: Reporting Workers Compensation Related Injuries

Procedures :View detailed information about management of needle sticks, blood borne pathogen exposure (BBPE), and tuberculosis exposure here: Occupational exposures and worker’s compensation claims Review this policy for information on all other medical resident or fellow worker’s compensation injuries. The University is committed to providing medical residents and fellows with comprehensive medical care for on-the-job injuries. When a resident or fellow is injured during training, they must take immediate steps to report the injury to the University.

DO THIS: Complete an Online Electronic First Report of Injury (eFROI):

You are REQUIRED by the Department of Labor and Industry to submit an e-FROI within 8 business hours (1 workday). It is also necessary for a worker’s compensation (WC) claim to be filed so that the bills incurred as a result of the injury are paid.

1. Access the online eFROI via the UMN Risk Management Office. You are required to complete the ONLINE version.

2. Campus Selection: Choose "Twin Cities All Other" in the drop-down for the campus in the e-FROI.

3. Supervisor: List the supervisor on duty when the incident occurred (ex. Attendee, Program Director, Chief Resident, etc).

4. You will hear from an adjuster at Sedgwick Claims Management (SCM) within 3 business days of submission of the completed eFROI. If you do not hear from SCM within 3 business days, contact the Office of Risk Management at 612-624-5884 or e-mail to orm@umn.edu to make sure that your e-FROI was received at Sedgwick.

5. If you receive a bill as a result of the injury, please retain the bill and fax it to Sedgwick Claims Management at 952-826-3785

VISA POLICY

For residents and fellows admitted to ACGME-accredited programs in the Otolaryngology Department, acceptable visa types are the same as those permitted by the University of Minnesota Medical School in the Graduate Medical Education Institution Policy Manual.

WHITE COATS

The receptionist in 8-240 Phillips-Wangensteen Building, 612-625-3200, orders white coats for otolaryngology residents and fellows. Residents and fellows may request two white coats every other year (beginning with the PGY1 year).