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Time Off / Calling in sick / Switching call

ALL time off requests for CTU and Internal Medicine subspecialty rotations are made through RESIDENT CALENDAR

Resident Calendar typically opens for vacation requests for the following year sometime in June (i.e. you will be able to book vacation for the 2019-2020 academic year starting in June 2019). If you are scheduled for any CTU or IM subspecialty rotations in the upcoming year, you will receive an email beforehand with specific instructions.

In accordance with the PARO –CAHO agreement, “Requests for vacation shall be submitted in writing to the department head at least four (4) weeks before the proposed commencement of the vacation.” It is recommended that all requests be submitted before the 1st day of the block prior to the block in which the requested vacation takes place (i.e. a request for vacation in block 5 is due the day before block 4 begins). This ensures that the call schedule can be made on time.

We make every effort to accommodate all time off requests submitted prior this cut-off, however we suggest that residents submit their vacation requests as early as possible (once Resident Calendar opens for the year) to ensure they get the vacation that they wish and that they fulfill the requirements of the training program in Internal Medicine.

NOTE: All time off requests relating to a period for which the call schedule has already been released require written approval from your attending to the Program Office.

Vacation time cannot be taken until approval of the Internal Medicine Program Office has been obtained. Vacation requests may be refused if professional and/or patient care responsibilities would be compromised.

NOTE: Taking time-off which has not been approved, will be considered a BREACH OF PROFESSIONAL CONDUCT.
            Residents taking unapproved time-off may be subject to disciplinary action.

Emergency Absence Requests:

Please see the Emergency Leave Policy regarding Emergency Absence.

We also encourage residents to be familiar with the following document:

PARO-CAHO Agreement: http://myparo.ca/Contract/PARO-CAHO_Agreement

As per the PARO contract, residents are entitled to:

  • 4 weeks (i.e. 28 days) of vacation
  • 7 professional days
  • 1 floating lieu day (see #1 below)
  • Lieu days earned from working a statutory holiday (see #1 below)
  • 5 days off either at Christmas or New Year (Please refer to Important Dates for assigned dates) (see #2 below)

The Core Internal Medicine program keeps track of all of your days off.

Please remember that one-week vacation requests do not guarantee so-called “bookend” weekends, and that requests for just a Friday or Monday do not automatically include the weekend. If you wish to be sure that you are not on call for a particular weekend, we recommend booking it off with either your vacation or your professional days.

The Assessment, Promotion, and Appeals Policy posted on the Postgraduate Medical Education Office’s website, (https://meds.queensu.ca/academics/postgraduate/current/policies/apa) includes section 8.0 that states that: “In order to meet pedagogical requirements, a resident should not miss more than 1/4 of a rotation or horizontal learning experience due to illness, leave, holidays etc.”

In light of this policy, residents looking to take more than one week of vacation at once are asked to submit vacation requests involving the last week of one block and the first week of the next. This will also ensure that educational and patient care needs are met. Remember, planning early will also provide you with a higher chance of receiving approval for the time period requested.

Residents who wish to request vacation/leave outside of these guidelines are encouraged to speak to the Program Director as early as possible to review options for accommodating the request.

Generally, vacation requests are approved on a first-come, first-served basis. However, there are a few considerations and exceptions:

  1. Priority will be given to PGY3 residents in block 9 and 13 for their RC exam time.

  2. For the last week of June, priority for time off will be given to PGY3 residents leaving the program for fellowships elsewhere. Consequently, no requests will be processed for this time until after the R4 Medicine Subspecialty match in November.

  3. PGY3 residents arranging for interviews for subspecialty training programs may request vacation and/or up to five (5) additional days off to attend interviews, ordinarily in September/October. These requests will be given priority over all other requests during this time. This is not a PARO contract issue, but an accommodation allowed by the Department of Medicine.

  4. Residents sitting certification for North American examinations may request time to attend the examination over and above the four (4) week vacation entitlement. These requests will be given priority over other requests during this time. Proof of exam registration is required.

If you are presenting at conference and your time off request includes a weekend, the program will credit those weekend days back to you upon receipt of proof that your abstract was accepted. This does not apply to conferences at which you are not presenting.

Professional Leave Days for conference while on Research rotation:

As per July 1st, 2018, if you are presenting at a conference while you are on your research rotation, and your presentation is related to your research, you will not be required to use professional leave days to attend the conference. We will require your abstract acceptance with the dates you plan to attend the conference.

You are entitled to one floating lieu day a year and can take a lieu day if you worked a statutory holiday. Christmas and New Year's lieu days are already included in the five days you get off at that time. Lieu days must be taken within 90 days of the holiday worked. There is no guarantee you can take the lieu day in the same rotation in which you earned it. The arrangements for a lieu day are done the same as a vacation request (i.e. you should plan in advance).

Please note that lieu days are the only days that can be carried over into the next academic period, subject to the 90-day expiry period.

You are entitled to one floating lieu day per academic year. You will also be credited a lieu day if you worked any part of a statutory holiday (i.e. if you were on call from midnight until 8am on a statutory holiday, you will still be credited a lieu day).
Lieu days for Core Internal Medicine residents will be credited in Resident Calendar once the holiday is worked.

Note: The Christmas and New Year's lieu days are already included in the five days you get off at that time (see below).

Lieu days must be taken within 90 days of the holiday worked. There is no guarantee you can take the lieu day in the same rotation in which you earned it. The arrangements for a lieu day are done the same as a vacation request (i.e. you should plan in advance). Please note that lieu days are the only days that can be carried over into the next academic period, subject to the 90-day expiry period.

The following guidelines will provide a means to foster a balance between education, patient care, and resident well-being:

  • The Internal Medicine R2 and R3 on a CTU team may not be away at the same time
  • No more than one R1 per CTU team may take vacation at the same time
  • Senior residents will not be away on the first and last day of the rotation

Residents work 7 nights ‘on’ followed by 7 nights ‘off’. During their ‘off’ week they will be expected to attend morning reports, M&M conferences, Grand Rounds, noon conferences and academic half day on Wednesday afternoons. Their remaining time can be for project work, self-study, and completion of portfolios or CanMEDS modules.

Residents are entitled to five (5) consecutive days off during this time period (block 7) and will be asked to choose from a period encompassing either Christmas or New Year. Alternatively, for religious reasons, residents may choose to take their five (5) consecutive days off during a different time, according to their religious observance. In this situation, residents would be required to be on service during both of the two above mentioned holiday periods.

Note that the two (2) days before Christmas and between the Christmas and New Year's vacation periods are “handover” days and are not available for time off.

Please be advised that when considering time-off requests Cardiology considers residents on CSU and consults rotation together, in order to avoid compromising patient care responsibilities.

Cancellations of time off that has already been approved will be accepted until 4 weeks before the start of the rotation. Time off that is cancelled after this time will not be credited back unless there are extenuating circumstances.

EMERGENCY MEDICINE:

Remember that Emergency Medicine has their own vacation form that needs to be completed for prior to any time off approval:

Emergency Medicine vacation and leave request form and guidelines.

These requests need to be approved by Emergency Medicine before final program approval can be given.

All requests must be submitted to the EM Chief resident at least 30 days prior to the block in chich the leave is requested. Forms can be emailed to queenserchief@gmail.com.

**When submitting the form via email, please include in the subject line the name of the chief resident and block number. Failure to do so will result in your leave not being considered.**

Acceptance for vacation requests for the Academic Year 2019-2020 as follows:

At 8:00 am on May 13 they will begin accepting vacation requests for Block 1 & 2 only and they will release the remaining blocks as follows, all at 8:00 am. By breaking up the blocks, it is their intention to minimize the amount of requests that are submitted at one time.

July 02 =                  Blocks  3  -  6
September 03 =       Blocks  7 -  10
November 04 =        Blocks 11 - 13

Please contact Mary Lee, the Emerg Administrator (Mary.Lee@kingstonhsc.ca) for any questions you have.

PLEASE SUBMIT REQUEST ONLINE IN THE "RESIDENT CALENDAR" AS USUAL (FOLLOWING THE FORMER INSTRUCTIONS), WHERE YOU WILL BE DIRECTED TO EMERGENCY MEDICINE FORM.

ICU Kingston changed their vacation request policy on June 13, 2018 s follows:

ICU Kingston will no longer be taking "special circumstances requests" that span over 2 consecutive weeks within one block.
If a resident will require this amount of time off (i.e. for a life event), that they reschedule their ICU rotation to another time. Approving and accommodating for these events has proven to be challenging within their unit und strains their ability to give all rotating residents equal opportunity to take vacation.

The updated policy / request form is available here and the timeline for accepting requests here.

If you are sick and unable to come into work, you must inform ALL of the following people immediately:

  1. Your attending physician and the senior medical resident / fellow on your team
  2. The Chief residents (queensimcr@gmail.com)
  3. Claudia Trost (tc63@queensu.ca)

If you are ON CALL that night, or if you anticipate being unable to complete a future call shift due to illness, you are expected to make every attempt to arrange to a call switch with another resident. Once you have found a resident to cover your call shift, notify your team, one of the Chief Residents and Claudia Trost, who will update switchboard and the relevant wards.

If you do not hear back from one of the Chief residents regarding your absence and/or call shift, it is possible that we have not seen or received your email as we are on service as well and do not check emails frequently throughout the day. In this situation, please page the chief-in-charge for that week (our pager numbers are emailed out with the call schedule).

You need to let the Chief residents and Claudia Trost know when you return to work.

Please see the Emergency Leave Policy regarding Emergency Absence.

 

Switching calls is discouraged. However, if you have to make a call change with another resident, you need to obtain written approval from your respective teams and you must email the Chief Residents (queensimcr@gmail.com) and Claudia Trost (tc63@queensu.ca) with your proposed changes for final approval.

Once your change is approved, Claudia and/or the Chiefs will update the schedule accordingly and inform Switchboard.  Switches on CTU (especially involving primary and secondary take) should be between residents on the same team.

Availability:

Once you get your call schedule, we recommend that you inform your service as soon as possible of the days you will be away.

When you are on an offsite rotation and you are scheduled for call on your last day of your rotation, please ensure to let your upcoming rotation know in advance that you are not available on the first day.