Principle

Postgraduate Learners may occasionally need to request an approval for an interruption in their training. This policy is designed to ensure that Extended Leaves of absence are processed fairly, balancing the Learner’s needs with the requirements and educational expectations of the Postgraduate Training Program.

Purpose

To outline a structured process for approving an extended interruption in Postgraduate Training. This process will ensure that Extended Leaves of absence are processed fairly, balancing the needs of the Learner with the requirements and educational expectations of the Postgraduate Training Program.

Scope

All Postgraduate Learners, excluding visiting learners, in the Faculty of Medicine (FoM) at Memorial University (Memorial).

Definitions

Day — A weekday when the University is open for the transaction of administrative business.

Extended Leave — An approved interruption in Postgraduate Training where Learners are exempted from all clinical and academic activities related to their program. Extended Leave includes all leave outside of the allotted leave outlined in the PARNL Collective Agreement and the PGME Leave Management Policy.

Postgraduate Learner (Resident) — A trainee registered in a Postgraduate Training program at Memorial accredited by the Royal College of Physicians and Surgeons of Canada (RCPSC) or the College of Family Physicians of Canada (CFPC).

Postgraduate Training Program — A period of training in a specific program of medicine with a set of Educational Objectives prescribed by the Royal College of Physicians and Surgeons of Canada (RCPSC) or the College of Family Physicians of Canada (CFPC) leading to certification by one of these bodies.

Program Director — The faculty member assigned responsibility for the overall conduct of the Postgraduate Training Program.

Required Training Experience (Rotation) — A pre-identified period of time in one (1) training program with a specified timeline that has a set of Educational Objectives and/or Competencies to be successfully completed. Referenced in the University Calendar as a Rotation.

Residency Program Committee (RPC) — A committee established to assist the Program Director in the planning, organization and supervision of the Postgraduate Training Program. 

Stage of Training — In each Stage of Training, there are specific Milestones that a Learner will be expected to demonstrate. The duration (e.g., weeks, months) for each Stage is determined by each Postgraduate Training program. Postgraduate Training is organized into four (4) developmental stages for Learners in CBD programs, with its own set of markers for learning and Assessment. The stages are:

• Transition to Training program

• Foundations of Training program

• Core of Training program

• Transition to Practice

Policy

1.0 The expectation is that time lost during an Extended Leave will be made up with the equivalent time when the Learner returns to the Postgraduate Training Program.

2.0 A Postgraduate Learner will maintain their Learner Status with PGME for the duration of their Leave. As such, Learners on Extended Leave are expected to maintain a standard of conduct in keeping with the standards of the Postgraduate Training Program and medical professionalism standards. Failure to maintain these standards may result in the withdrawal of a Learner’s appointment to the Program.

3.0 Extended Leave will not be granted for the purposes of generating supplemental income.

4.0 It is the Learner’s responsibility to submit a written request in advance for Extended Leave to the Program Director and the PGME Office.

4.1 In emergency situations, the Program Director may submit written notification to the PGME office without having received a written request from the Learner.

4.1.1 A leave form, and if applicable, a Doctors note must follow within two (2) weeks.

4.2 Upon notification of an Extended Leave, the PGME office will inform the relevant NLHS departments to implement the necessary adjustments (i.e., payroll, medical services and HR).

4.2.1 If adequate notification is not provided to NLHS, the Learner will be responsible for reimbursing any pay and benefits which were received in error.

4.3 With the exception of extended medical leave supported by documentation; all other Extended Leave requests must be approved by the Associate Dean, PGME.

4.4 The Program should notify, in a timely manner, all relevant required training experiences of the Learner’s unavailability while on Extended Leave.

5.0 When on Extended Leave less than six (6) months the Learner must provide their Program Director with an anticipated return date. The Learner is required to provide a minimum of two (2) weeks notice for either an extension of leave or a return to work.

5.1 A Postgraduate Learner on Extended Leave for greater than or equal to six (6) months (except parental Leave) is required to provide their Program and the PGME office with a minimum of four (4) weeks notice for either an extension of leave or return to work.

5.2 A Postgraduate Learner’s approved return date is dependent on scheduling processes and service requirements; it may not directly align with the return to work date provided in the notice submitted by the Postgraduate Learner.

6.0 Extended Leave with pay is provided in cases where a Learner is mandated by the Program and/or PGME to be on a Leave of Absence.

7.0 Time lost during an Extended Leave will be made up when the Learners return to the Postgraduate Training Program. As per section 5.0 of the Assessment, Promotion, Dismissal and Appeal policy, the RPC will make a recommendation on the Learner’s Stage of Training on return and the conditions under which assessment may be necessary.

7.1 Upon a Learner’s return from Extended Leave, PGME will request that the reactivation of their NLHS payroll template.

7.2 A Learner returning from an extended medical leave must provide a written medical certificate completed by their treating physician indicating their capability to return to the program. Please refer to NL Health Services’ return to service requirements (e.g., functional assessment form).

7.3 If a Learner is absent for an extended period and has not informed their Program Director, they will be considered Absent without Leave. The Program will inform the PGME office who will ensure appropriate steps are taken, including payroll adjustments.

8.0 All information related to Extended Leave for Postgraduate Learners will be handled in accordance with the University’s Information Management Policy, Privacy Policy, the Access to Information and Protection of Privacy Act, 2015, related University Policies and other applicable legislation.

Related Documents

Accessibility for Students with Disabilities policy

Assessment, Promotion, Dismissal policy

Information Management policy

Leave Management policy

PARNL Parenting Guide

Statement of Professional Attributes

Waiver of Training policy

Procedures:

There are no procedures associated with this policy.