General Leave Policy
Fellow’s shall be entitled to leave with pay for the purpose of annual and sick leave depending upon the length of appointment during the academic year, July 1- June 30, as described in this section. Leave will be granted and charged in one-day increments for each workday of leave requested and approved.
- Fellows have the responsibility of keeping their department informed of all leave requests and obtaining the required approval. All leave requests are approved at the discretion of appropriate authority and all anticipated leave must be requested in advance. If not approved, leave without pay will be taken.
- Leave approving authorities:
- For Subspecialty fellows:
- For leave requests fewer than 15 workdays, the approvers are Divisional Fellowship Director and Fellowship Program Director (signed “Fellow Request for Leave” form is required).
- For leave requests greater than or equal to 15 workdays, the approvers are Divisional Fellowship Director, Fellowship Program Director, Chairman, and the designee of the COM Graduate Medical Education Program (signed “Resident and Fellows Request for Leave” and “Justification Letter” are required).
- For Subspecialty fellows:
- If specialty board regulations for annual and sick leave accrual and usage differ from that outlined in this rule, written notification of the board policy shall be completed by the Program Director (PD) and submitted for approval. The confirmation of the board policy will be maintained in the respective department and the Office of the Dean.
- The total maximum time a resident or fellow can be away from a program in any given year or for the duration of the program shall be determined by the requirements of the specialty board involved. If leave is taken beyond what is allowed by the University or the applicable specialty board, the resident or fellow may be required to extend the period of activity in the program accordingly in order to fulfill the appropriate specialty board requirements. The resident or fellow will be paid for makeup or extended time if funds are available. However, residents and fellows are not automatically entitled to additional training beyond the prescribed number of years in order to achieve board eligibility in the designated specialty. Any such extension of the residency and fellowship and the required funding must be consistent with the specialty board requirements and be approved by the PD and the Dean of the College of Medicine or his designee. For detailed information on Pediatrics board requirements visit the American Board of Pediatrics website.
Subspecialty Fellowships: The duration of fellowship training is 36 months. Thirty-three (33) months of clinical training are required. If total absences (during the 36-month training) exceed 3 months, the missed time must be made up. This applies to any extended absence, whether the absence is for illness, vacation, parental leave, etc. The ABP must approve any variation in meeting this requirement.
Vacation and Sick Leave Policy
Fellow’s are entitled to fifteen (15) days of vacation per academic year, and ten (10) days of sick leave per academic year.
- Time off may be taken at the discretion of the fellow, and scheduled in advance with approval of the PD.
- Vacation time can be taken within any outpatient, BMT, research, or subspecialty block throughout the academic year.
- Vacation leave should be fragmented into less than one-week periods except under unusual circumstances.
- Fellow’s are permitted to carry over unused leave to a new academic year, so long is it is consistent with the departmental policy.
- Carryover must be approved by the PD.
- The fellow cannot accumulate an excess of twenty-five (25) workdays.
- The fellow may carry over a maximum of 10 vacation days, and 5 sick days.
- Requests for time off will be prioritized for conferences and presentations, date requests are submitted, and seniority of trainees.
- Sick leave may be taken at any time, but when possible, should be scheduled in advance.
- When taken within 48 hours’ notice, attending on rotation and PD should be informed via personal phone call.
- Leave will be granted and charged in one-day increments for each workday of leave requested and approved.
- If sick leave occurs while the fellow is scheduled to be on call, then the following procedures will be followed:
- Weekday overnight call:
- If possible, the fellow is to make arrangements to switch the duty to another fellow.
- If an arrangement of coverage is not possible, the fellow will make up that call at a later date.
- The attending on call needs to be notified whether they will be on call with another fellow or by themselves.
- Weekend overnight call:
- The fellow should immediately notify the attending on call of the illness.
- The entire call weekend will be made up at a later date.
- Weekday overnight call:
Fellows may take up to six (6) weeks paid leave using accrued sick leave and vacation leave to care for a new child by birth or adoption. The official parental leave period may begin two weeks before the expected date of the child’s arrival and must occur within the 12-month period beginning with that date. Fellows that plan to utilize parental leave are expected to notify their training Program Director as soon as they know they will need to use parental leave. The Family Medical Leave Act (FMLA) mandates that up to twelve (12) work-weeks may be taken for the birth of a biological child or placement of child pending adoption. If the fellow chooses to take more than the six (6) weeks leave, he/she will be placed on unpaid leave the remaining twelve (12) weeks. While on unpaid leave, fellow’s insurance benefits will be covered by the academic department for up to two (2) months. The total time of leave that is beyond the minimum requirements of the subspecialty board will be made up.
Leave for other purposes will be in accordance with the established policies of the Department of Pediatrics.
Residents/fellows shall be entitled to observe all official holidays designated by the University of Florida, except when they are on duty or call for clinical responsibilities. Residents/fellows on Veteran’s Administration Medical Center (VAMC) rotations shall be entitled to observe all official holidays designated by the federal government for VAMC employees, except when they are on duty or call for clinical responsibilities. When on duty or call for clinical responsibilities on designated holidays, the assignment will be considered as part of the residency and will not result in extra remuneration.
The Family and Medical Leave Act (“FMLA”) provides certain employees with up to 12 work-weeks of unpaid, job-protected leave per year and requires group health benefits to be maintained during the leave as if the employees continued to work instead of taking leave.
The University will grant an eligible employee up to a total of 12 work-weeks of unpaid leave in an FMLA Benefit Year for one or more of the following reasons:
- For incapacity due to pregnancy, prenatal medical care, or childbirth.
- Placement of a child with the employee for adoption or foster care, and to care for the employee’s newly adopted child or child newly placed in the foster care of the employee.
- To care for the employee’s family member with a serious health condition.
- The employee’s serious health condition.
Employees may choose to use accrued paid leave instead of unpaid leave for any portion of the 12 work-weeks.
Eligibility: All residents/fellows are eligible for up to 12 workweeks of FMLA Leave once they have worked at the University at least 12 months (need not be consecutive) or at least 1,250 hours during the 12 months prior to the start of the FMLA leave.
FMLA Benefit Year: The University of Florida uses its FMLA Benefit Year as the UF fiscal year, which is the twelvemonth period from July 1 through June 30.
Serious Health Condition: Serious health condition means an illness, injury, impairment, or physical or mental condition that involves:
- Any period of incapacity or treatment connected with inpatient care in a hospital, hospice, or residential medical care facility.
- A period of incapacity requiring absence of more than three calendar days from work, school, or other regular 8 daily activities that also involves continuing treatment by (or under the supervision of) a health care provider.
- Any period of incapacity due to pregnancy, or for prenatal care.
- Any period of incapacity (or treatment therefore) due to a chronic serious health condition.
- A period of incapacity that is permanent or long-term due to a condition for which treatment may not be effective.
- Any absences to receive multiple treatments (including any period of recovery therefrom) by, or on referral by, a health care provider for a condition that likely would result in incapacity of more than three consecutive days if left.
Family member: The federal definition of “immediate family member,” for purposes of FMLA leave requests, is an employee’s spouse, children (son or daughter), and parents.
- The University’s definition for “immediate family member” includes an employee’s spouse, domestic partner, great-grandparent, grandparent, parent, brother, sister, child, grandchild, or great-grandchild, or the grandparent, parent, brother, sister, child, grandchild, or great-grandchild of the employee’s spouse or domestic partner, or the spouse or domestic partner of any of them. Immediate family members also include individuals for whom the employee is the current legal guardian.
- While the use of sick leave and extended medical leaves of absence are available for employees to use for the care of family members who meet the University’s definition of an immediate family member, those absences will not be designated as qualifying as FMLA leave unless the employee’s family member also meets the federal definition of an immediate family member.
- A resident/fellow must provide his/her program at least 30 days advance notice before FMLA leave is to begin if the need for the leave is foreseeable based on an expected birth, placement for adoption or foster care, or planned medical treatment for a serious health condition of the employee or of a family member. If 30 days notice is not practicable, notice must be given as soon as practicable.
- The resident/fellow will confirm with the University’s Office for Human Resources Services whether he/she is eligible for leave under FMLA. If he/she is, the University’s Office for Human Resources Services will provide the resident/fellow notice of his/her rights and responsibilities and will specify any additional information that may be required to be submitted. If the resident/fellow is not eligible for FMLA leave, the notice from the University’s Office for Human Resources Services will provide a reason for the ineligibility.
- Completed FMLA paperwork must be turned into either the program director or the University’s Office for Human Resources Services. FMLA paperwork can be obtained through the GME Office.
Domestic Violence Leave
Residents/fellows are entitled to up to three (3) days of leave in a twelve-month (12) period if the employee or a family or household member is a victim of domestic violence. The UF fiscal year of July 1 to June 30 will be considered the 12-month period.
Activities covered by the leave
Domestic violence leave is permitted for the following specific activities:
- Seeking an injunction for protection against domestic violence or repeat violence, dating violence, or sexual violence.
- Obtaining medical care or mental health counseling or both for the employee or a family or household member to address injuries resulting from domestic violence.
- Obtaining services from victims’ services organizations such as a domestic violence shelter or rape crisis center.
- Making the employee’s home secure from the perpetrator of domestic violence or finding a new home to escape the perpetrator.
- Seeking legal assistance to address issues arising from domestic violence or attending or preparing for court 4 related proceedings arising from the act of domestic violence.
Advanced notice: Except in cases of imminent danger to the health or safety of an employee, or to the health or safety of a family or household member, a resident/fellow seeking domestic violence leave from work must provide his/her program director advanced notice of the leave. Residents/fellows are required to use accrued paid leave, if available, for domestic violence leave. In the event that the resident/fellow does not have sufficient paid leave days to cover the domestic violence leave, the leave time will be unpaid.
Residents/fellows shall submit requests for bereavement leave to their program director, who may grant up to five (5) days off per fiscal year for the funeral of an immediate family member. The program shall provide 2 days of paid bereavement leave per fiscal year. If a resident/fellow requests, and is granted, more than 2 days of bereavement leave, the resident/fellow may use his/her sick or vacation leave time.
- “Immediate family member” includes an employee’s spouse, domestic partner, great-grandparent, grandparent, parent, brother, sister, child, grandchild, or great-grandchild, or the grandparent, parent, brother, sister, child, grandchild, or great-grandchild of the employee’s spouse or domestic partner, or the spouse or domestic partner of any of them. An immediate family member also includes individuals for whom the employee is the current legal guardian.
Absences for temporary military duty (e.g., two-week annual training) will not be taken from sick or vacation leave but will be considered leave with pay for up to 17 days per fiscal year. If activated from reserve to active duty status, the resident/fellow will receive thirty (30) days full pay before going on leave without pay. Insurance policies will remain in effect for dependents during the period of active duty for one year. Additional extensions of insurance require approval from the Graduate Medical Education Office. Any absences must be made up in accordance with the applicable specialty board policy.
Jury Duty Leave
Jury duty leave must be approved by the resident’s/fellow’s program director in advance. Residents/fellows who are summoned to jury duty will be granted paid leave for all hours required for such duty. The University will not reimburse the employee for meals, lodging, and travel expense while serving as a juror. If jury duty does not require absence for the entire workday, the resident/fellow should return to work immediately upon release by the court. Any absences must be made up in accordance with applicable specialty board policy. A department may require the resident/fellow to provide proof of jury duty.
Court Appearance Leave
A resident/fellow subpoenaed as a witness in a court or administrative hearing, not involving personal litigation or service as a paid expert witness, shall be granted court appearance leave. If the court appearance does not require absence for the entire workday, the resident/fellow should return to work immediately upon release by the court. Approval: Court appearance leave must be approved by the department. Upon receipt of a subpoena, a resident/fellow must notify his/her program director. If a resident/fellow is subpoenaed, his/her department is obligated to provide paid leave, unless the subpoena is related to “Personal litigation” defined as a lawsuit in which the resident/fellow is a party. For appearances related to personal litigation, the resident/fellow must use vacation leave or leave without pay.