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Resident Leaves and Vacation Policy

Residents are paid through the Capital Health payroll system on an exception basis. That means that their regular biweekly pay will be produced and deposited into their accounts unless there is notification that there are changes or interruptions to employment.

Because residents are paid by exception, it is crucial that any leaves are recorded and the paymaster notified. It is Capital Health policy that any employee not actively employed (on any type of leave: extended illness, maternity, unpaid, etc.) that their computer access to hospital and patient information be temporarily suspended.

Although the program director knows the resident’s circumstances best, there are guidelines and standards for granting leaves, especially paid leaves. Marilyn Swaffer, Director, Medical Education at Capital Health is available to confidently discuss individual resident cases and circumstances.

Sick Leave: The collective agreement grants up to 90 days paid sick leave in an academic year. This is really meant as short term illness coverage for bridging into an LTD claim. Each day taken as sick leave needs to be recorded by the program as this is counted against the total allowable.

The employer has a right to request reasonable proof of illness for any period claimed. Standard practices are that an employee is required to produce a physician’s note after they have been off ill for more than three consecutive days. However, a resident can be requested to produce a physician’s report for each illness, especially in cases where abuse of the system is suspected.

Notification of Illness Leaves of two consecutive weeks or more should be provided to PGME.

Residents who are off on extended illness leave and do not produce a note, especially after one has been requested, can be deemed to be absent without pay and their pay withheld until proof of legitimate illness has been received.

Unpaid Leave: After consideration of the circumstances and the training program requirements, a resident may be granted unpaid leave by the program director. Notification of such unpaid leave should be supplied to the PGME office, via DalMedix reporting system at least four weeks in advance.

Special Leave: Article 18.12 “Where in the opinion of the Resident’s Program Director circumstances are warranted, the Employer may provide special leave with or without pay to a Resident.” Granting of any special leaves, especially paid leave, should be done in consultation with the Marilyn Swaffer, the employer representative. Although the possible scenarios that may be considered under this category are too numerous to list, special leave is intended to cover very short periods of times for issues that the resident cannot arrange to have done by others or attend to during off duty times.

For other non-consecutive leaves, please contact PGME to discuss process.

Vacation: Residents earn vacation at a rate of 1.67 days per month for any month in which they work more than 10 days. Residents do not earn vacation credits while they are on leave. For example, a resident who begins the academic year on July 1 and then goes on maternity leave on October 1 until June 30 is entitled to five vacation days—not four weeks for this academic year.

Source: R:\Family\postgrad\AA - Main\Policies\Current PG Policies\Resident Leave Policy\Resident Leave Policy.doc