Leaves of Absence

PGME - Guidelines for Residency Leaves of Absence and Training Waivers

What is Medical Leave?
A resident can request a Medical Leave if they are experiencing physical or mental health concerns that prevent them from being able to carry out their duties at work. This can be because of illness, injury, or other related condition.

Will I be paid on Medical Leave?
Yes, if you are approved for Medical Leave, your salary will be continued until the end of the current contract year (ending June 30) or for a maximum of six months, whichever occurs first. The salary comes to you in your usual salary and is considered Short-Term Sick Leave.

After this point, if you require ongoing medical leave, you are able to apply for Long-Term Disability, which pays 70% of your basic salary.

What is required when taking Medical Leave?
You are required to have a medical letter completed by your Health Care Practitioner. If you reach the point of applying for Long-Term Disability payments, you must complete the application provided by your insurance company.

What should the medical letter include?
The medical letter should state that you are unable to work due to health concerns. It does not need to include the details of your illness or the diagnosis. If possible and appropriate, the letter can include a specified date of return; however, if that is not possible, it can include an estimated range of time for the leave instead.

What do I say if someone from my program is asking for more details?
You are not required to disclose a diagnosis or symptoms of an illness in the medical letter or in any discussions with the program. Any faculty member, or program representative, including your Program Director, only needs to know what time is needed away from work.

Do I have access to my extended benefits when on Medical Leave?
Yes, extended health benefits and dental care are maintained until the end of the contract year.

Who can I talk to when deciding to take Medical Leave?
It is important to talk to your healthcare provider when thinking about taking Medical Leave. If you feel uncertain or hesitant about talking to your Program Director, you may choose to first talk to one of the Postgraduate Learner Affairs (PGLA) Directors at OLA. The PGLA Directors can offer confidential guidance and advice as well as answer any additional questions you may have. OLA can support you with your wellness needs before, during, and after your leave.

Who should I contact when making plans to return to work?
When planning to return to work, it is important that you notify your program of your intention to return and the expected date. If you have been on leave for several months or more, it is advisable to notify the program as soon as you have an approximate return date so that they can start planning for your return. E.g. determining which rotations are available.

We recommend that learners returning from Medical Leave contact OLA to meet with one of the Postgraduate Directors for assistance in developing a back to work plan that can optimize success upon return.

Do I need documentation when returning to work after a Medial Leave?
You will need to provide a written medical certificate from your Health Care Practitioner indicating your capacity and fitness to return to the program from Medical Leave. You can speak to the Postgraduate Directors in the OLA office for your transition back to work.

How does Medical Leave impact the timeline of my program?
In each program, there are expected competencies that must be met, as well as some time requirements. If taking Medical Leave results in not being able to meet the competencies and time requirements by the end of training date, training may need to be extended.

Can I be granted a waiver of training time if I have been on Medical Leave?
Waivers of training from Royal College Programs are permitted under certain circumstances, check with your program for what those requirements are for you. Waivers are not based on the reason for the leave but rather on whether you have achieved required competencies. The maximum length of a waiver is three months. If your program allows for waivers of training, this decision to grant the waiver is typically not made until late in residency.

PGME's Guidelines for Residency Leaves of Absence and Training Waivers

Will I need to report my leave of absence ot the College of Physicians and Surgeons of Ontario (CPSO)?

PGME will notify the CPSO of all interruptions in training greater than one week, as reported by the Program Director. As well, the CPSO will ask you to report on any gaps in training when applying for or renewing licenses. For more information on Medical Leave, please review section 6 of PGME's Guidelines for Residency Leaves of Absence and Training Waivers.

Will I still have access to OLA’s services?
Yes. OLA can provide confidential support and guidance before, during, and after returning from leaves of absence.

More information about leaves of absences can be found in PGME Guidelines for Residency Leaves of Absence and Training Waivers.

What is Emergency, Family, and Bereavement Leave?
A resident can request leave for a maximum of five days due to a death in the immediate family or a person with whom the resident had a close relationship.

Will I be paid during this leave?
Yes, you may be granted up to five consecutive working days by the Program Director in the form of a paid leave.

What happens if I need more than five consecutive days?
Discuss with your Program Director about needing more time outside of the five paid consecutive days. You can also seek guidance from the PG Learner Affairs Directors at OLA.

A personal or compassionate leave may be considered, but it would be unpaid for a maximum of six months.

Will I still have access to OLA’s services?
Yes. OLA can provide confidential support and guidance before, during, and after returning from leaves of absence.

More information about leaves of absences can be found in PGME Guidelines for Residency Leaves of Absence and Training Waivers.

What is Personal or Compassionate Leave?
A Personal or Compassionate leave of absence can be considered when a resident could benefit from time off from training related to personal concerns. Examples include, but are not limited to, when a resident feels uncertain about their career, and would prefer time away from their residency to consider next steps.

For some circumstances, when a resident initially takes Emergency/Family/Bereavement leave and requires longer than the allotted time of five days, residents may take Personal or Compassionate leave.

How long can I go on Personal or Compassionate Leave?
Maximum of six months.

Will I be paid during a Personal or Compassionate Leave?
You will not have access to health benefits during this leave. OLA can still be accessed during this time for support.

Who should I talk to if I want to take a Personal or Compassionate Leave?
Personal or Compassionate Leave will be considered on an individual basis by the Program Director, in consultation with the Postgraduate Dean. You can also receive support from the OLA office before, during, and after returning from leaves of absence.

Will I need to report my leave of absence ot the College of Physicians and Surgeons of Ontario (CPSO)?
PGME will notify the CPSO of all interruptions in training greater than one week, as reported by the Program Director. As well, the CPSO will ask you to report on any gaps in training when applying for or renewing licenses. For more information on Medical Leave, please review section 6 of PGME's Guidelines for Residency Leaves of Absence and Training Waivers.

Who should I contact when I’m deciding to return to work?
When planning to return to work, it is important to contact your Program Director. Depending on the length of time you have been away, you and your Program Director may need to discuss the training level to which you will return, and the required competencies to be fulfilled according to the goals and objectives of your training program.

Will I still have access to OLA’s services?
Yes. OLA can provide confidential support and guidance before, during, and after returning from leaves of absence.

More information about leaves of absences can be found in PGME Guidelines for Residency Leaves of Absence and Training Waivers.

What is Pregnancy/Parental Leave?
You can take Pregnancy Leave if you will be away from work because you are pregnant or have recently given birth. You can take Parental Leave to care for your newborn, or any child that comes into your custody or care.

How long can I go on Pregnancy/Parental Leave?
When taking Parental Leave, it must start within 52 weeks of a birth or child coming into care. You are entitled to a maximum of 17 weeks if you are taking Pregnancy Leave; you are entitled to a maximum of 35 weeks of Parental Leave if Pregnancy Leave was taken, or a maximum of 37 weeks if Pregnancy Leave was not taken. For more information on the length of Pregnancy and Parental leave, visit section 15 of PARO’s policy on Pregnancy and Parental Leave

Will I be paid during Pregnancy/Parental Leave?
Yes, the amount you receive depends on your insurable earnings before taxes in the previous 52 weeks or since the start of your last claim, whichever is shorter. After your Service Canada application is approved, you will receive your first payment about four weeks after you apply, provided you have submitted all required information. In addition, residents are eligible to receive a top-up supplementary benefit provided by The Toronto Hospitals' Postgraduate Payroll Association (THPPA) that provides the difference between the amount Service Canada provides, and 84% of your gross salary, for a maximum of 27 weeks (12 weeks for Parental Leave and 15 weeks for Pregnancy Leave). For more information on THPPA’s Top-Up benefit and how to apply, please visit: THPPA’s Payroll Resources.

Will my benefits continue while on leave?
Yes, your benefits will continue while on leave. You are entitled to four weeks of paid vacation per year. Vacation entitlement accrues while on Pregnancy/Parental Leave such that a resident returning from a one-year Pregnancy/Parental Leave is entitled to four weeks of paid vacation in addition to the regular four-week allotment. For more information on Vacation entitlement, please check section 2.d. of PGME's Guidelines for Residency Leaves of Absence and Training Waivers.

How much notice do I need to give before going on Pregnancy/Parental Leave?
When possible, you are expected to give four weeks’ notice in order to ensure that professional and patient care responsibilities are met. Your Program Director will provide the PGME/THPPA office with your Pregnancy/Parental Leave dates in writing.

When should I apply for Pregnancy/Parental Leave benefits?
It is recommended that you apply through Service Canada as soon as possible after you stop working. If you wait more than four weeks after your last day of work to apply, you may lose benefits. For more information and to apply, please visit Service Canada’s webpage on: Maternity & Parental Leave Benefits.

What are my options if I have a pregnancy that ends in miscarriage or experience other complications?
Depending on your situation, there may be other types of leaves of absence available to you that may be more relevant. For more information, please check the medical leave and bereavement/emergency leave factsheets. You can meet with a Postgraduate Director at OLA to discuss your options.

Will I still have access to OLA’s services?
Yes. OLA can provide confidential support and guidance before, during, and after returning from leaves of absence.

More information about leaves of absences can be found in PGME Guidelines for Residency Leaves of Absence and Training Waivers.

What is Educational Leave?
A resident can request time off during their residency to pursue educational interests on the basis that the academic program is relevant to their current medical training.

Will I be paid during this leave?
No, an Educational Leave is unpaid.

Will I have access to health benefits?
You would not have access to health benefits during an Educational Leave.

How long can I go on Educational Leave?
The maximum Educational Leave period is one year. Leaves of absence beyond one year will be assessed by the Program Director.

Will I still have access to OLA’s services?
Yes. OLA can provide confidential support and guidance before, during, and after returning from leaves of absence.

More information about leaves of absences can be found in PGME Guidelines for Residency Leaves of Absence and Training Waivers.