Principle

Overview 

The Royal College of Physicians and Surgeons of Canada (RCPSC) and the College of Family Physicians of Canada (CFPC) expect all learners to successfully achieve the goals and objectives of their postgraduate training program and complete the full length of their training.

It is understood that learners may require a leave of absence from training (due to illness, parental leave, personal reasons, etc.). Although it is expected that any time lost during a leave of absence will be made up upon the learner's return, in some circumstances a reduction in training time (waiver of training) may be granted upon recommendation from the Learner's Program Director and approval from the Associate Dean, PGME.

Purpose

To provide guidance to Program Directors and Learners when considering, applying for and recommending a Waiver of Training.

Scope

Learners completing postgraduate training programs at Memorial University which are at least two (2) years in duration.

Definitions

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

Leave of Absence — A period of time during which a postgraduate learner is absent from their clinical and academic duties. Types of leave of absence include:

• Sick leave
• Parental leave (see below definition)
• Other leave of absence as approved by PGME

Parental Leave — Unpaid leave granted to either parent following the birth or adoption of a child.

Postgraduate Training Program — A period of training in a specific discipline of medicine 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.

Probation — A formal academic standing that identifies a postgraduate learner as being in academic difficulty to the extent that their ability to continue training is, or is likely to be, significantly compromised. When a postgraduate learner is placed on probation, formal modifications to their training program are implemented to address specific identified weaknesses and/or deficiencies.

Program Director — The faculty member assigned responsibility for the overall conduct of the residency program in a given clinical discipline.

Remediation — A formal program of individualized educational support, assessment, and monitoring designed to assist a postgraduate learner in correcting identified performance weaknesses and/or deficiencies.

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

Suspension — A formal academic standing which indicates the temporary removal of a postgraduate learner from the clinical and academic activities of their postgraduate training program.

Policy

1.0 General Provisions

1.1 The PGME office may permit a waiver of training, following a leave of absence, in accordance with the maximum time for a waiver as outlined in Schedule A.

1.2 Waivers of training are not permitted for delayed start dates.

1.3 A waiver of training can only be granted by the Associate Dean, PGME, on the recommendation of the learner’s Program Director, on behalf of the Residency Program Committee.

1.4 Learners can only apply for waivers of training in their final year of training regardless of when the leave was taken.

1.5 A waiver of training does not permit a learner to shorten the duration of their training should they meet all required competencies ahead of the prescribed training timeline, nor does it apply to those who may otherwise qualify for accelerated training.

1.6 Granting a waiver of training must be considered the exception rather than standard procedure. Programs are under no obligation to recommend waivers and both learners and programs must not assume that a recommended waiver will be approved. Program and learners should therefore plan the final year of training and completion date accordingly.

1.7 If applicable, the RCPSC and CFPC will be notified that a waiver of training has been granted to ensure the learner maintains their residency eligibility for certification.

1.8 Waivers of training cannot be granted after the learner has taken the certification examinations. Documentation must be submitted to the PGME office no later than twenty (20) days in advance of the final component.

1.9 A decision not to grant a waiver of training can only be appealed based on procedural errors.

2.0 Learner Eligibility for a Waiver of Training

2.1 Each postgraduate training program will determine whether to recommend a waiver of training following a leave of absence.

2.2 A learner can only be granted a waiver of training if they have met all training and educational requirements of their postgraduate training program, and will have achieved the required level of competence for their program by the end of their final year of training.

2.3 Learners who have failed required training experiences and/or completed remedial/probationary training, for any reason, are not eligible to request a waiver of training.

2.4 Each postgraduate training program can put in place specific guidelines outlining how a learner’s performance will be evaluated to determine whether they qualify for a waiver of training.

2.5 When considering a waiver of training request, the Program Director and Residency Program Committee should take into account the following information regarding a learner’s performance:

2.5.1 Successful completion of discipline specific objectives and/or competencies; 

2.5.2 Objective evaluations (i.e., written exams);

2.5.3 Remediation or probation;

2.5.4 An interruption in postgraduate training including suspension;

2.5.5 Inconsistent attendance at academic activities; and

2.5.6 Any concerns regarding the academic, professional, behavioural and ethical performance of the learner.

Related Documents

Related Links: 

Certification Examination in Family Medicine: Leaves of absence and waivers

RCPSC Policies and Procedures for Certification and Fellowship - Section 4.3.2 

Professional Association of Residents of Newfoundland and Labrador (PARNL) Collective Agreement 

Postgraduate Leave Management Policy

Procedures: