OHSU Neurology Residency Paid Time-Off Guidelines by theredman


									 OHSU Neurology Residency Paid Time-Off Guidelines


This policy will serve to define the process for obtaining vacation, medical, educational,
family, or personal leave during Neurology residency. The policy includes elements to
ensure that it meets OHSU institutional guidelines, Oregon and Federal laws, and the
American Board of Psychiatry and Neurology (ABPN) certification requirements. It
should be noted that the ABPN will not grant credit for training completed in less than 1
year blocks except in special circumstances that must be approved by the ABPN
credentials committee.


A. Vacation: Each resident will be granted three weeks of vacation leave each academic
   year. For purposes of these guidelines, a week is defined as a typical workweek for
   the resident. Unused vacation will not carry over from year to year. Vacation is not
   paid to the resident upon separation from the residency program. Vacation requests
   should be sent as early as possible (minimum 60 days, 6 months preferred) to the
   Neurology program coordinator, for review and approval by the Program director.
   Vacation time must be approved before you make plane reservations.

B. Vacation Scheduling: Residents will be allowed the opportunity to schedule up to
   seven (7) consecutive days off at any one time, three (3) times per year. The resident
   and the department may mutually agree to vacation schedule variations, e.g. split a
   seven day period, two consecutive seven-day periods, etc. Regularly scheduled days
   off contiguous to approved time off will not count against the resident’s annual
   vacation allotment. The department will establish a method for the equitable
   distribution of time-off among residents, keeping in mind the need to provide back-
   up during the resident’s designated time-off. With rare exception, vacations will be
   staggered so that only one resident is gone at a time. PGY-2 residents should take
   vacation during the rotation blocks specified on the rotation schedule. PGY-3 and
   PGY-4 residents should take vacation during elective rotations.

C. Sick Leave: Residents are eligible for up to 15 days off with pay each academic year
   for qualified absences. Sick leave will carry over from year to year. Unused sick leave
   is not paid to the resident upon separation from the residency program. Sick leave
   may be used for absences related to the health of the individual or family member as
   defined by federal and Oregon family medical leave laws. Sick leave may also be used
   for resident and dependent medical, dental or other health care appointments.

D. Sick Leave Scheduling: Predictable absences should be requested in advance. Those
   covered by medical leave laws require 30 days advance notice for foreseeable leaves.
   Residents should work with the HR Benefits Department (503) 494-6476 and the
   GME Office to request leaves protected by law. Residents will communicate
   unforeseeable absences in accordance with Department reporting requirements as
   soon as practicable given the circumstances.

E. Education Leave: Residents will be granted five (5) days off with pay to pursue
   educational opportunities, unless, as determined by the Program Director, the
   resident’s educational needs would not be best served by the requested leave. This
   discretionary leave is typically reserved for senior residents, and generally does not
   apply to interns and junior residents. Additional time off may be granted at program
   level in the sole discretion of the Program Director, taking into consideration
   program requirements and needs and, to the extent practical and reasonable,
   distributed comparably among program participants. Time away from work for
   education purposes will not count against the individual’s vacation allotment for the
   year. Cross coverage by other residents must be arranged if the resident will be away
   during a non-elective rotation.

F. Job Interviews: The Program Director may grant time off with pay for the resident to
   attend job interviews. Cross coverage by other residents must be arranged if the
   resident will be away during a non-elective rotation.

G. In all instances, the resident is responsible for notifying other residents, attendings,
   paging operators, and clinic coordinators of his or her absence. The resident is
   responsible for confirming clinic closures at both OHSU and VA during their

H. The Leave of Absence form can be found in the Program Coordinator’s office, OHSU
   & VA ward work rooms, OHSU Call Room and on the Neurology Website
   www.ohsu.edu/neurology/residency (Program Documents tab). Completion of the
   entire form is necessary to be considered for review. The form must be faxed or e-
   mailed to the Program Coordinator (Carolina Mann Main mannca@ohsu.edu, Fax
   503-418-8373). Signatures must be obtained from both the VA Department Chief and
   the Chief Resident. If another resident has agreed to provide coverage, then they
   must also initial the form. In general, the consult resident in each hospital will
   provide coverage for vacationing resident’s outpatients.

I. It is the department’s responsibility to manage discretionary time off in a manner
   that does not jeopardize the resident’s ability to satisfy board certification
   requirements. If necessary, residency training will be extended for residents to
   compensate for time loss due to absence in excess of that allowable to satisfy
   requirements of the ACGME, RRC or the Board specific to their training.

J. Residents are encouraged to work with their program director or coordinator to
   resolve concerns related to paid time off work. In the event a solution is not reached,
   the resident may direct concerns regarding these or program specific guidelines to
   the Associate Dean for Graduate Medical Education.

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