Policy Statement
Residents and fellows may request time away from their program by accessing the leaves outlined in this policy. The resident/fellow must give notice, in writing, of intent to use a leave of absence to their program director at least 60 days in advance, except under unusual circumstances. A leave of absence is only available to those who request the leave in compliance with program policy and receive approval from the program. Questions regarding leave must be directed to the program director and program administrator. Refer to your program manual for specific program expectations.
The program manual for the residency or fellowship will have specific policies and procedures that apply to the resident/fellow in compliance with the program board requirements.
Unused vacation days are not paid out at the end of the academic year.
Reason for Policy
The purpose of this policy is to establish guidelines for leaves in accordance with federal laws, state laws, institutional policies & accreditation requirements.
Program Responsibility:
Programs may develop additional leave policy elements, provided they comply with applicable board requirements and accreditation standards. Each program is responsible for defining and communicating these program-specific leave policies and processes in their program manual, when they fall outside of this institutional policy.
Residents and Fellows on a J-1 visa who take a Leave of absence must notify the Education Commission for Foreign Medical Graduates (ECFMG). Programs are required to submit the ECFMG Required Notification of LOA form to the GME Office before a resident/fellow who is on a J-1 visa is planning to take a leave of absence.
Time Tracking and Extension of Training
Programs are responsible for tracking time off for all leaves. They must ensure that specialty board requirements are met prior to resident/fellow graduation from the program. They must inform the resident/fellow if their leave will extend training.
Programs are responsible for notifying all stakeholders of a resident/fellow leave of absence. The program must submit a leave through the Office of Graduate Medical Education using the LOA submission process outlined in the OGME Google Site for Programs
If the leave extends training, financial support for the additional training time must be determined by the program when arrangements are made for the leave.
Parental Leave:
Eligibility
All residents and fellows, who hold an active 50% appointment or more. There is no length of time in training requirement for this leave.
Use of Paid Leave
Eligible residents and fellows who are becoming a parent through birth, adoption, or surrogacy can take up to six weeks of paid parental leave. The leave can start as early as two weeks before the due date or adoption event and must begin within 13 weeks of the birth or adoption event. The leave will run concurrently with Family Medical Leave (FMLA), Minnesota Paid Leave (MPLA) and, where possible, with any other paid or unpaid leave policies. If the child stays in the hospital longer than the birth parent, the leave must begin within 13 weeks after the child leaves the hospital. This leave must be consecutive and without interruption and must be taken during the term of appointment.
Parental Leave Benefit Eligibility:
During parental leave, medical coverage will continue to be available for the resident/fellow and any dependents who are enrolled under the Office of Student Health Benefits Resident, Fellow, and Intern plan. While on parental leave, the continued coverage will be provided on the same basis as available to the resident/fellow during the course of employment.
If taking unpaid time during a leave of absence the continued medical coverage will be available at the resident or fellow's expense.
Programs cannot force depleting paid time off for parental leaves. Residents and fellows are permitted to reserve one week of paid time outside of their parental leave during the academic year.
Medical | Caregiver Leave
Once during training, residents/fellows are eligible for pay at 100 percent of their stipend for the first six weeks of the first approved medical, or caregiver leave of absence. The medical or caregiver leave will run concurrently with Family Medical Leave (FMLA), Minnesota Paid Leave (MPLA), and, where possible, with any other paid or unpaid leave policies. Any subsequent leaves for medical, or caregiver leave will be paid through MPLA, & out of the PTO/Sick/Vacation time that the resident/fellow has available at the time of the leave.
Medical/Caregiver leaves are eligible to take intermittently.
Any previously paid parental leave counts as one instance of paid at 100% of stipend for 6 week leave and cannot be applied to any medical/caregiver leave following the parental leave.
Programs cannot force depleting PTO banks for medical and caregiver leaves. Residents and fellows are permitted to reserve one week of paid time outside of their medical or caregiver leave within the academic year.
Federal and Minnesota Protected Time & Minnesota Paid Leave
Family Medical Leave Act (FMLA)
The Office of Graduate Medical Education adheres to the University of Minnesota’s “Family and Medical - FMLA” policy.
Minnesota Paid Leave
The Office of Graduate Medical Education adheres to the University of Minnesota’s “Minnesota Paid Leave” policy.
Earned Sick and Safe Time (ESST)
The University is mandated to adhere strictly to the Earned Sick and Safe Time (ESST) guidelines as stipulated in the Office of Human Resources Policy. Each program is required to delineate, within its program manual, a process detailing the procedure for requesting Sick and Safe Time as well as the mechanisms for tracking.
Earned sick and safe time (ESST) is paid leave employers must provide to employees working in Minnesota. The Minnesota Department Labor and Industry identified specific situations when the time can be used including when an employee is sick, to care for a sick family member, to seek assistance if an employee or their family member has experienced domestic abuse, or if there is a work or school closure that prevents an employee from being able to work.
Programs may allow an additional bank of sick/health time in addition to the ESST.
ESST utilization is permissible only after the accrual of time in 4-hour increments. In instances where ESST is unavailable on the intended date of use, residents or fellows are required to utilize Paid Time Off (PTO) or other designated time allocated by their respective program. It is essential that any retroactively entered ESST into the payroll system accurately reflects the date of its utilization.
ESST is not paid out at the end of training. ESST ends and is not paid out if a resident/fellow moves onto a T32 grant.
Military, Court Appearance, or Civic Duty Leave
The Office of Graduate Medical Education at the University of Minnesota adheres to the University’s “Military, Court Appearance, or Civic Duty Leaves” policy.
Bereavement Leave:
Bereavement Leave is available to support resident/fellow experiencing a significant personal loss due to the death of an immediate family member, other family members, and colleagues. Bereavement Leave will allow you to:
- Attend funeral services, ceremonies, and interment
- Make necessary arrangements, including travel if necessary
- Serve as pallbearers
Immediate Family:
Granted up to three work days paid bereavement leave. Up to two additional work days of paid leave may be granted at the discretion of the program director upon consideration of the funeral location (local or long distance), cultural expectations, rituals, ceremonies, etc. and other pertinent factors.
Death of other family members:
Granted up to one work day paid bereavement leave.
Death of a colleague:
Granted reasonable paid (typically less than one day) bereavement leave time away from work to attend the funeral or service. Leave is subject to the needs of the program as determined by the program director and the department or administrative unit head.
Extended Absence:
Absences not covered by paid bereavement leave provisions are accommodated by the use of available vacation time and/or unpaid personal leave at the discretion of the program director. To be supportive of resident/fellow who are experiencing a significant personal loss, the University strongly encourages flexibility in granting requests for additional paid (as available and appropriate) and unpaid leave time beyond the paid bereavement leave provisions.
Holiday Leave:
Holiday leave is dependent on the requirements of the rotation to which the resident/fellow is assigned. The educational requirements and the 24-hour operational needs of the hospital are taken into consideration when scheduling holiday time off.
Resident/fellow are not eligible to receive an annual University of Minnesota issued personal holiday.
Unpaid Leave:
Residents and fellows may request unpaid leave when circumstances require time away from training beyond available paid leave benefits. Unpaid leave is granted at the discretion of the program, in consultation with the Office of Graduate Medical Education (GME), and must comply with ACGME program requirements, University of Minnesota policies, institutional leave standards, and—when applicable—ECFMG/J-1 visa regulations
Unpaid leave may be included, but not limited to:
- Family and Medical Leave (FMLA)
- Personal leave (e.g., relocation, family needs, extended travel, personal matters)
- Medical leave not covered by paid accruals
- Immigration-related needs (e.g., required travel, visa renewal appointments)
- Other compelling circumstances, at the discretion of the department and HR
Professional Leave:
The Institution supports a culture of excellence and is committed to providing its resident/fellow with opportunities to participate in professional development, education, and training activities. Programs may provide time off for their resident/fellow that is not deducted from their paid time away allocation.
Examples of professional leave may include, but are not limited to:
- Academic
- Continuing Medical Education (CME)
- Interviewing
- Professional Conference Attendance/Presentation
Vacation Leave:
Vacation leave is paid time away from work for you to use for your personal activities and to create a healthy balance between your work and personal life.
Availability and Requesting Vacation Leave
The amount of vacation leave available to you, and the guidelines for using vacation leave varies by program. Refer to your program manual for details.
Definitions:
Residents/Fellows
Graduate Medical Education Professionals in Training who are classified as one of the paid or unpaid appointments at the University of Minnesota on the Classification & Appointment Policy.
Resources for Programs, Residents, and Fellows
- Leave of Absence Resources