51
Graduate Medical Education - Institutional Manual of Policies
Effective
Date 06/04/25 Title: Vacations. Leaves of Absence.
Purpose: The sponsoring institution shall provide residents/fellows with appropriate benefits to cover
vacation time and other leaves of absence, in agreement with applicable laws.
Scope
: Applies to the ACGME training programs supported by the sponsoring institution.
Resident and fellows, will be referred as residents.
Policy: The Sponsoring Institution supports its residents vacations and other leaves of
absence, consistently with appropriate laws and policies. The sponsoring institution ACGME-
accredited programs shall provide its residents with information regarding the impact of an extended
leave of absence upon the criteria for satisfactory completion of the training program and upon a
resident eligibility to participate in examinations by their boards of certification. The Sponsoring
Institution does not restrict paid leave in the first or last month of training. All approved leaves,
including medical, parental, or caregiver leave, may be taken at any point during residency or
fellowship training in accordance with ACGME guidelines
A. General Procedures
1. Residents/Fellows Vacation. Residents/Fellows will be allowed with 20 days for vacation with
compensation per each contract year. Vacation does not collect from year to year and there is no an
establishment to compensation in lieu of time off. Vacation and leave time may be taken at any
point during the training year, including the first and last month, subject to programmatic
scheduling needs and patient care responsibilities. Paid Time off with approval of the Program
Director and the Designated Institution Official DIO. Vacations may be scheduled for a maximum of
5 business days off per rotation, and the resident will be required to present the vacation request
form to the program director. Vacation should not be scheduled on vital service rotations such as
emergency or night float, and other assignments as determined by the program.
2. Vacations/Leaves Requests: Residents are required to notify the Program Coordinator and the
Chief Resident in writing of all leave requests to determine eligibility (Leave Request Form). For
programs without a Chief Resident, the Program Coordinator will handle all requests. Leave may
NOT be taken during dates that are blocked on the schedule. Residents must obtain prior approval
in writing from the Chief Resident, which should include all coverage arrangements prior to
presenting their time off request to the Program Coordinator. Residents will be subject to the policies
and procedures enclosed in the sponsoring institution Human Resources Policies and Procedures
Manual.
3. Continuing Medical Education/Educational Events and Courses. The sponsoring institution will
support time for Off-site Continuing Medical Education (CME) of high value (national meetings,
presentation of research, etc.) allowing five (5) days away per year. No more than 20 business days
per academic year of leave may be arranged for any purpose without extending the program.
4. PTO/Sick Days. Residents will be allowed to salaried sick days at the decision of the DIO and
Program Director up to a maximum of 12 days during each academic year. Sick days will not
accumulate if the resident is reappointed. If the resident is absent for more than five (5) consecutive
days as a result of an illness, the resident will request a sick leave in writing to the DIO and the
Policy No. 27 GRADUATE MEDICAL EDUCATION POLICIES AND PROCEDURES
Updates
Established, reviewed and approved by the GMEC
Sponsoring Institution Graduate Medical Education Department
Updated: Every 5 years from effective date or as needed for modifications