[Kelly Kovacs]

Hi Lisa,

Attached our program policy at UToledo –

We also allow the residents to submit their own vacation requests. They submit all requests for the academic year. I review them and address any issues/discrepancies upfront and then the PD reviews to approve. Some changes come up throughout the year, but vacations are mostly set by end of July.

On the request form we have the following guidelines that may help for what you’re asking in terms of coverage issues –

Guidelines:

1)   PGY2 – 5 Must take two vacations in first half of the academic year and two vacations in second half of year.

2)   No vacations allowed for residents in June, AAOS, or Miller Review

3)   No more than two residents can be allowed on vacation at UTMC. ONLY under certain circumstances and ONLY with the written approval of the program director.

4)   Vacation requests are seniority based until June 15th then first come, first serve, regardless of resident seniority.

5)   Only one vacation is allowed for residents while on the mandatory pediatric rotation.

6)   Only one vacation is allowed for residents while on the mandatory trauma rotations.

7)   No more than two vacations allowed during any one resident rotation, except for those rotations mentioned in #5 and #6.

8)   Interns get 3 weeks per year.  2nd – 5th years get 4 weeks.

9)  Vacation must be taken in 1 week blocks and may not be split up.

For Interviews:  You must use your vacation time unless otherwise approved by Program Director IN WRITING.
—  PGY4s essentially get 3 weeks vacation and 1 week for interviews (those days can be split/ totaling a week–honor code to some extent)

For Business Travel:  Use BUSINESS TRAVEL form (Courses, Conferences, etc)  If you have Scholarly Activity accepted for presentation and PD approves IN WRITING, you will be allowed to go and Department will pay your way and no vacation time will be used.  If you do not have scholarly activity accepted, you may need to use vacation time for travel.

 

Thanks,

Kelly
kelly.kovacs@utoledo.edu

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[Kelly Kovacs]

Adding this coordinator calendar that was provided to me when I started.. [I did not create this and have not updated it]

I like the one-page format. It was very helpful to me the first few months; had it printed for quick reference but then I got into my own swing of things which is why it is outdated.

Worth it to share for the formatting idea if nothing else!

 

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[Kelly Kovacs]

Hi Leslie,

Attaching the template I use for our PEC meeting minutes.   Seeing the examples others have attached; my example may be more specific to the PEC meeting rather than annual program evaluation (APE)… For me at UToledo, our GME Office releases the APE form within New Innovations.

Note, I wound up sharing the meeting template with our GME Office to share with all coordinators as a resource so its not necessarily tailored to ortho.

 

Thanks,

Kelly

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