Resident Time Away & Leave of Absence Policy

This page is a readable version of the official policy. If anything here differs from the PDF, the PDF governs.

Purpose

Defines the leave-of-absence policy for residents in the Department of OB/GYN. The Duke OB/GYN Residency Program follows the policies of the American Board of Obstetrics & Gynecology (ABOG) and the relevant institutional and ACGME policies.

ABOG limits on time away

Per the ABOG Subspecialty Bulletin for the Qualifying Exam, the Program Director may grant leaves of absence (FMLA) in accordance with local policy. The number of days that equals a “week” is set locally by the Program Director, not by ABOG.

Using your time away

Duke recognizes that vacation, personal days, and medical, parental, and caregiver leave are important for trainee well-being. Residents may take their full vacation and personal-day entitlement and any eligible leave of absence without retaliation, and program directors are responsible for making sure residents aren't discouraged from using these benefits.

Requesting time away

• •Follow all hospital, department, and program procedures for requesting vacation and paid time off, and for documenting any leave of absence or personal day.
• •As far as possible, work with the Program Director and clinical supervisors to minimize disruption to patient care from vacation or non-urgent personal time off.
• •Record every absence due to illness, personal days, or leave of absence in MedHub.

30 days away each year

• •Vacation is required. Per the Duke GME Leave of Absence & Vacation Policy, residents must take their allotted vacation. Giving up vacation or necessary sick leave to shorten the 48-month training requirement is not permitted.
• •Vacation must be discussed with and approved by the Program Director — each division has times of the year when vacation isn't allowed.
• •If extended leave of any kind is needed, talk to the Program Director, since the need for FMLA will have to be determined.
• •Personal paid time off can't be carried into later training years, or used as part of a leave of absence or scheduled vacation.

Holidays

On Duke School of Medicine observed holidays, clinics are closed and there is no elective surgery; a call-team schedule is used. On every other day, residents follow the rotation schedule of the service they're assigned to for that block.

FMLA — maternity, paternity, adoption, disability, medical, and caregiver leave

• •When you need FMLA, contact the Program Director and Program Coordinator to complete the paperwork.
• •The U.S. Department of Labor allows up to 12 weeks of FMLA in a 12-month period.
• •Leave beyond what FMLA covers is decided individually with the Program Director. Additional leave has to be made up at the end of training.
• •Each resident is entitled to one period of up to six weeks of paid leave for qualifying reasons (approved medical, parental, or caregiver leave) during a single training program. Employee Occupational Health and Wellness (EOHW) evaluates and confirms the qualifying reason, using the same process and criteria as Duke Family and Medical Leave.

Parental leave (maternity, paternity, adoption)

• •Up to 6 weeks of paid, continuous leave under DUH's Paid Parental Leave Policy, for each eligible event.
• •To take more than 6 weeks, two weeks of vacation can be used, at the Program Director's discretion.
• •Time away beyond 6 weeks (plus vacation) is unpaid.
• •Time away beyond 12 weeks in one year or 24 weeks over residency must be made up at the end of residency, per ABOG.

Medical or caregiver leave

• •One period of up to six weeks of paid leave for qualifying reasons during a single training program.
• •Two weeks of vacation are used toward the six weeks; DUH pays the remaining four.
• •Time away beyond 6 weeks is unpaid.
• •Time away beyond 12 weeks in one year or 24 weeks over residency must be made up at the end of residency, per ABOG.

Sick leave

If you can't work because of illness, contact the Program Director and Program Coordinator. If extended leave (more than 2 weeks) is needed, talk to the Program Director about FMLA. A physician's note or an EOHW fitness-for-duty exam may be required.

Jury duty

The department follows the University policy: jury duty is an authorized absence with full pay, and however long it lasts, it isn't counted as vacation or sick time (see the GME Trainee Manual). As soon as you receive a summons, notify the Program Director, Division Director, and Program Coordinator. The Program Coordinator can write an excuse letter. If you can't be excused, training may need to be extended so you remain board-eligible.

Employment interviews

During the third year of residency, residents get an additional 10 work days to travel to interviews. If more time is needed, available vacation may be used.

Academic meetings

The department provides an annual travel allowance for attending approved professional meetings. More funding may be available through your division, research mentor, or other sources. Meetings outside the continental United States must be approved by the Chair of Obstetrics and Gynecology, and every meeting must be discussed with and approved by the Program Director. See the Resident and Fellow Travel Policy for current funding levels and reimbursable expenses.

Questions and resources

• •Questions: contact the Program Director or Program Coordinator.
• •ABOG bulletins
• •ABOG Residency Leave Policy
• •Family and Medical Leave Act (U.S. Department of Labor)
• •Duke Paid Parental Leave policy
• •DUH GME Leave of Absence & Vacation Policy