POSTGRADUATE MEDICAL EDUCATION
LEAVES OF ABSENCE POLICY
Background
This policy has been developed as short-term absences are not addressed by the Agreement between the Professional Association of Internes and Residents of Ontario (PAIRO) and the Council of Academic Hospitals of Ontario (CAHO). This policy does not address vacation, professional leave, or parental leave as those absences are covered by the PAIRO-CAHO Agreement. Should the Agreement be modified to address short-term absences, the Agreement shall supersede this policy.
Principle
Queen’s University supports and recognizes that a resident’s personal circumstances may require absences from work for short periods of time. In keeping with the University’s values, leaves of absence are granted to assist in taking care of residents’ overall well-being and family needs.
Policy
In the event of important or unusual circumstances, a resident may be absent from work for short periods of time. A resident may be absent for a maximum of two weeks with pay in each academic year without academic penalty. An absence of longer than two weeks may require an extension of the residency program by the number of additional days missed, not including the initial two-week absence. The Postgraduate Office must be notified in writing of all absences longer than two weeks.
In keeping with Section 5.0 (Incomplete Rotations) of the Postgraduate Medical Education Evaluation, Promotion, and Appeals Policy, a rotation or horizontal learning experience may be considered incomplete if a resident has missed more than ¼ of the expected time commitment.
In keeping with existing University and hospital policies, guidelines have been established for the following leaves of absences:
Sick Days
A resident may be absent for reasons of illness for a maximum of three days without being required to produce a doctor’s note.
Short Term Disability (STD)
For absences of longer than three days, the resident is required to apply for short term disability benefits. To be eligible for STD benefits, the resident must be under the care of a physician during the absence period, be receiving appropriate treatment for their illness/injury, and be totally disabled from working. The Attending Practitioner’s Statement (APS) is the required form that must be completed and submitted to the KGH Occupational Health, Safety & Wellness Department in order for benefits to be adjudicated. STD benefits may be maintained and continued until the end of an appointment or for six (6) months, whichever occurs first.
Long Term Disability (LTD)
Also known as a Medical Leave of Absence, residents may apply for LTD after they have exhausted their right to paid sick time through STD.
Compassionate Leave
A sudden or serious illness in the resident’s household, a spouse/partner being present for the birth of a child, a medical or dental appointment or other such infrequent emergencies are allowable.
Bereavement Leave
In the event of a death in a resident’s immediate Family, the resident is normally entitled to a leave of absence of up to three consecutive working days within the period of seven consecutive days of the date of death of the immediate family member. An additional two days of leave may be granted by the Program Director for travel outside of the country, making funeral arrangements or settling estate matters. This policy should be interpreted with proper sensitivity.
Leave of Absence
A resident may request a leave of absence at any time and this must be approved by the Program Director, who may also wish to refer the request to the Residency Program Committee depending on the length of the requested leave. A leave of absence may be granted until the end of the appointment or for six (6) months, whichever occurs first. A leave of absence is unpaid.
Notes
Immediate Family is defined as spouse, common-law spouse, same-sex partner, child, sibling, parent, mother/father-in-law, sister/brother-in-law, daughter/son-in-law, grandparent and grandchild. Similar consideration may also be given to foster child, foster parent, ward or other individual close to the employee. Residents will also be granted one day off with pay in the event of the death of an aunt, uncle, niece, or nephew.
Time off with pay for attendance at the funeral of a deceased fellow employee (other than relatives as mentioned above) is allowed at the discretion of the Program Director.
If, while on scheduled vacation, a member of an employee's immediate family dies, and if, upon request, the employee can provide verification of the death, bereavement leave may be substituted for vacation.
Procedure
Residents should make requests for leave under this policy in writing to their Program Director or designate. Whenever possible, requests for leave must be submitted in writing prior to the commencement of the leave, indicating the purpose of the request, start date, and duration. Each situation must be decided upon by the Program Director or designate based on a fair, reasonable and equitable standard which recognizes such leave as an earned privilege, but not as an established right open to abuse. The Program Director is responsible for approving the length of the leave and University/hospital human resources staff are available to offer advice in difficult cases.
Approved by Postgraduate Medical Education Committee
February 16, 2011
