Policies and Procedures Manual

Vacation and Leave of Absence Policy

  1. Resident absence from training shall fall into the following general categories:
    1. Vacation
    2. Personal days (including occasional days off due to minor illness or injury)
    3. Family/medical leave
    4. Military leave
    5. Extended leave of absence
  2. The resident shall have access to Human Resources to discuss a potential need for leave.
  3. Residents in the Colon and Rectal Training Program will be allowed 4 weeks paid vacation time. Requests for vacation must be made in writing to the Program Director at least 3 weeks in advance of the requested time off. Approval is based on the discretion of the Program Director.
  4. Requests for personal days off should be made directly to either the program director or the division chief, and will be granted at their discretion.
  5. Time off for American Board of Surgery (ABS) examinations will be granted.
  6. Family/Medical Leave: Upon commencement of training, the resident is eligible to apply for family/medical leave under the Family and Medical Leave Act of 1993 (“FMLA”).
    1. The resident may use up to 12 weeks of FMLA leave in any rolling 12-month period. Residents should apply through the program director.
    2. FMLA leave is available for the birth, placement for adoption, or placement for foster care of a child, or for the resident’s own serious health condition or the serious health condition of a family member, as defined by University of Pennsylvania Medical Center leave of absence policy (#2-06-07).
    3. Residents may receive up to six weeks of paid FMLA leave (of the 12 total weeks available) in any rolling 12-month period, when the leave is taken for their own serious health conditions, or for the birth, placement for adoption, or placement for foster care of a child.
      1. Once such paid leave is exhausted, the resident may use any available vacation for the remainder of his or her FMLA leave.
      2. The resident may also receive short-term disability benefits if enrolled in the short-term disability plan and eligible under the terms of the plan.
      3. FMLA leave will be unpaid for residents not receiving short-term disability benefits that have exhausted or are not using vacation.
    4. Spouses or domestic partners who are both employed as residents will be eligible in any rolling 12-month period for a total of 12 weeks of FMLA leave for the birth, placement for adoption, or placement for foster care of a child, of which total there shall be no more than six weeks’ paid leave.
    5. Benefits continue for the duration of the leave, for which the resident must continue his or her contribution. Residents taking unpaid FMLA leave must make contribution payments on a monthly basis, or benefits may lapse.
    6. Residents may be required to provide certification from a health care provider (consistent with Department of Labor requirements) in connection with an application for FMLA leave, or such leave may be delayed or denied, and in order to return from such leave.
    7. Residents may not perform any work while on FMLA leave.
    8. Residents are ineligible for “other medical leave” under University of Pennsylvania Medical Center Leave of Absence Policy (#2-06-07).
  7. Military leave shall be covered by UPMC policy (#2-01-05) and shall be administered in accordance with the Uniformed Services Employment and Re-employment Rights Act and related regulations.
  8. A request for an extended leave of absence may be granted or denied at the discretion of the program, and in evaluating any such request, the program may take into account the resident’s performance, reason for the request, and likelihood of returning to the program.
  9. If cumulative absences negatively impact the number of months of training for the resident to satisfy the criteria for completion of the residency program or eligibility to sit for the American Board of Colon and Rectal Surgery examination, the program director will assess the trainee’s ability to fulfill his/her educational obligations and may require additional training time.

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