Procedures and Guidelines

Sick Leave Coverage Guidelines

Categories: absence PGME

Updated on:

Purpose

To provide guidance to residents and programs of the process for finding coverage of a resident’s shifts while on sick leave, approving such interruption and notifying appropriate colleagues about the sick leave of absence.

Scope of this Guideline

This policy applies to all Residents in all residency training programs at the College of Medicine, University of Saskatchewan.

For any leave of absence, the PGME Leave of Absence Policy must be followed. These guidelines do not supersede the PGME Leave of Absence Policy.

Sick leaves are referred to in the Collective Agreement between the University of Saskatchewan and the Resident Doctors of Saskatchewan (RDoS Collective Agreement).

Guidelines

For acute illness (5 business days or less), the Resident must notify their program office and rotation supervisor, supervising staff, or Chief Resident immediately upon the resident’s determination that the use of a sick day(s) is required. Notice of sick days should be provided as early as possible to permit alternative scheduling arrangements to be made. The use of sick days must be discussed with the Program Director/Site Director (or the Chief/Administrative Resident where this authority is delegated by the Program Director/Site Director).

For absences or illness longer than 5 business days, the Resident must notify their program office, and Program Director/Site Director to discuss their situation. The Resident will be required to follow the procedures in the PGME Leave of Absence policy. Sick days must be arranged with the Program Director/Site Director (or the Chief/Administrative Resident where this authority is delegated by the Program Director/Site Director).

Each residency training program must have an internal process in place for the management of residents who call in sick. Any issues regarding coverage will be managed at the program level. Each program should have a plan in place for each rotation to ensure coverage is available if a resident is unable to work a shift due to illness, this includes day/night, off/on service. 

Residents must communicate with their Program Administrator to ensure, if needed, the correct forms are submitted to PGME, as each program may have different tracking methods for sick days.

Programs may have various methods by which residents communicate with the program regarding sick leave. This may include, but not limited to:

  • telephone
  • text
  • group chat (WhatsApp, messenger, etc.)
  • email

Responsibilities

Resident Responsibilities

Program Responsibility

  • The Program/Employer or delgate is responsible for advising switchboard of any necessary changes to already scheduled shifts due to resident illness.
  • If it is necessary to request that another resident covers the shift for the sick resident, this responsibility of finding coverage falls on the program/employer,
    • The Resident is permitted to make arrangements for coverage when they are sick, including switching shifts with another resident. If such arrangements are made, the Resident will communicate the plan for coverage to the Program. If the Resident has not made arrangements, it remains the responsibility of the Program to ensure coverage
  • Programs will determine the key contacts who will make these arrangements for daytime, nighttime and weekend shifts (i.e. Chief Resident, Scheduling Resident, and/or Program Administrator), and will communicate the processes and contacts clearly and regularly to all residents
  • Programs will determine the expected method of communication to be used by Residents to communicate regarding sick leave and will communicate expectations clearly and regularly to all residents
  • Programs are responsible for tracking use of sick days.

Non-compliance

Instances or concerns of non-compliance with this policy should be brought to the attention of the PGME Associate Dean.

Contact

Coordinator, Academic and Non-academic Processes, PGME Office
Phone: 306-966-6145