Resident and Fellow Policy Manual

Appendix 1 - University Leave of Absence/Any Leave of Absence for Personal Reasons, other than FMLA:

Short Term Leave of Absence:

This is an unpaid leave that may be granted by the Program Director for up to 30 work days (maximum of six weeks) in a calendar year.

Short-Term Disability (includes maternity disability):

The Sick Leave Plan for Short-Term Disability (which includes maternity disability) continues pay for a resident or fellow who has a disability which is not job-related.  Full pay is continued during sick leave for up to the full period of the one-year appointment or according to the following schedule, whichever provides the greater benefit:

Any length of disability will be covered under the University’s Sick Leave Plan and will count toward the 12 week annual entitlement under FMLA.  For example, if a woman is approved for 6 weeks maternity disability, she can apply for FMLA to extend her leave another 6 weeks, to a total of 12 weeks.

Sick leave may not be used to cover absence caused by illness of a member of the family.  A resident/fellow who becomes disabled is responsible for notifying his/her program coordinator as soon as possible.  The program coordinator should notify Disability Management Alternatives (DMA) via the Leave Administration website (http://www.rochester.edu/working/hr/leave/ ).  When at this web site, choose “How To Report: A Short Term Disability”, complete the information requested and press submit.  DMA will contact the resident/fellow and their doctor.  DMA will also notify the department and Leave Administration of the approved dates of disability.  To ensure that the appropriate sick leave benefits are included in the resident/fellow’s paycheck, the program coordinator must enter the time reporting code “DBL”, along with one-fifth of the resident/fellow’s standard hours, or 5, beginning on the eighth calendar day of the absence (Monday-Friday only).

All disability (sick) leaves for greater than seven calendar days require the treating physician’s affirmation and must be submitted as per the following procedure:

• Resident notifies his/her program director in advance of absence and anticipated length of disability.
• The resident must complete and return the appropriate disability documentation to DMA and work with his/her health care provider to ensure timely approval of sick leave benefits.  This approval will then be communicated to the Department and the Office for Graduate Medical Education.
• The employee should keep the program advised of his/her status and anticipated return-to-work date.

The dates of disability must also be noted on the annual rotation schedules in E*Value.   Sick time may need to be made up by a resident or taken from vacation time in order to successfully complete the residency. 

The program director will work with his/her specialty Board to determine the amount of training time that is required to be made up due to a disability leave.

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Use the form below to record ANY time out of your program (other than vacation) except for FMLA. 

GME Resident/Fellow Request Form for any type of Leave of Absence (other than FMLA)

A leave of absence, which is defined as an excused absence without pay, is a privilege that may be granted to SMH residents at the discretion of the program director. 

Absences due to illness are covered under the Sick Leave Plan for Short-Term Disability.  The program coordinator will go to the Leave Administration web site, www.rochester.edu/working/hr/leave/ and choose “How to Report: A Short Term Disability”, complete the requested information and then press submit to notify Disability Management Alternatives (DMA).

Dependent care and Paternity Leave is covered under the Family and Medical Leave Act.

Guidelines

A. Reasons for a Leave of Absence

-- A leave of absence may be granted for personal reasons.

B. Length of Leave

-- A University leave of absence may be granted for up to 12 months.  Leaves granted for less than 12 months may be extended, if requested prior to expiration, for up to a total absence of 12 months.  A Short-Term leave of absence may be granted for up to 30 working days (maximum of six weeks) in a calendar year.

C. Benefits during a paid portion of a 30-day leave will continue, subject to any payroll deductions.

D. Benefits during unpaid portion of leave

1. Hospital paid health insurance and Dental Assistance premiums will be continued.  Resident contributions to the health insurance premium will continue to be the resident’s responsibility while on Leave of Absence.

2. University paid Basic Life Insurance will be continued.  Optional Life Insurance will also be continued unless the house officer signs a form canceling this portion of the coverage.  Individuals who do not cancel Optional Life Insurance during a leave will be billed for their normal share of the premium.

3. Full and Limited Long Term Disability (LTD) Insurance is suspended during a University leave unless an individual is on leave for full-time study for an advanced degree or for active work in education or research. 

4. Tuition benefits for the resident are suspended unless he/she has a tuition waiver or reimbursement for a course in progress approved before the effective date of the leave.

E. Return from Leave

-- A resident on leave is assured of their position at the conclusion of the leave.  The resident must keep the program apprised of his/her plans periodically, and in a timely fashion so as not to interfere with the scheduling of rotation assignments.  When a date of return is known, the resident must notify the Program Director to confirm arrangements for return to active status.  Required length of notice may vary widely by program and it is the responsibility of the resident to provide notice in accordance with individual program requirements.  A minimum notice of one month is desirable and is requested if feasible.  A resident’s failure to return from a leave will result in termination of employment.

F. It is up to the individual programs to determine if any portion of an extended leave of absence must be made up, either in accordance with the Special Requirements of that discipline or at the program director's discretion.  Should the resident be required to make up all or part of a leave, he/she will continue to be paid by the program at the salary level commensurate with the appointment and job description.

Procedures

A. The resident will present to the Program Director in writing a formal request for a leave of absence no less than thirty (30) days prior to the beginning date of the leave.  In the case of an emergency, this time period may be waived.  This request will include reason for leave, dates of leave, and expected return date.

B. The Program Director, acting for the Department/training program, will decide and notify the resident in writing as to whether or not the request has been approved.

C. The Program Director and resident will work out any coverage issues while the resident is on leave.

D. Complete the GME Resident/Fellow request form for a Leave of Abesence and forward to the GME Office.  Keep a copy of the form.  If a return to work date is unknown initially, please let Jean Boedecker know what that date will be as soon as you do know.

E. Jean Boedecker will then sign off and send to the Leave Administration Office, who will notify the resident/fellow of the approved dates of the leave and change their status in HRMS.  No 610 forms are necessary.

F. Residents are not required to exhaust their vacation allocation prior to taking a Family Medical Leave or a University leave.

G. When a resident/fellow is returning from short-term disability, go to http://www.rochester.edu/working/hr/leave/rtw/sd_rtw.php and complete the form.

H. When a resident/fellow is returning from a leave of absence (not a disability), go to http://www.rochester.edu/working/hr/leave/rtw/leave_rtw.php.

I. Please alert the GME Office as to the start/end dates so that the PERC assistants, Jim Bowman and Pat Picard, will know when to stop/start pay.  No 610 forms are needed.

J. If the University Leave of Absence is for less than 30 days, then the GME Office will just keep a copy in the individual’s GME file of the University LOA form and alert the PERC assistants, Jim Bowman and Pat Picard to turn off pay for the stated time period.

5/98, revised 2/00, 8/05,3/06,3/07