Vacations & Leave

Any leaves and absences must be approved and reported to the program office and your rotation supervisor or preceptor. Sick leaves of more than 3 days must be supported by physician’s note to get paid. Residents taking extended leave will be required to make up the time lost upon their return to training to meet the requirement of CFPC. Extended personal leaves of absence must be approved by the Program Director and Associate Dean, Postgraduate Medical Education.

Residents are entitled 20 working days vacation.  The program recommends that residents take 10 working days in each half of the academic year. Where the vacation starts on a Monday and ends on a Friday without interruption, the weekends before and after are included in the vacation. Vacations of 10 days in length that begin on a Monday and end on a Friday will include the weekends before and after and the weekend between the two weeks.

Residents should give vacation requests, in writing, to the Site Director and Site Administrator within the first 6 weeks of the first and second halves of the Academic year. Certain sites require submission of vacation requests prior to beginning residency.
Residents can apply, in writing, to the Site Director for alternate vacation arrangements. This must be done at least 6 weeks before the date of the vacation.

Some sites have more ability to accommodate alternate vacation requests than others. The specific request will be dealt with in the context of the site and the resident’s educational needs. A decision to allow a variation from the policy will take into consideration scheduling needs, length of the rotation, on call needs, the need to meet the “75%” guideline, scheduled mandatory education activities and other factors that the Site Director deems important to the resident’s education.

Residents must attend all mandatory program activities.

Residents are also entitled to five consecutive days off during the twelve day period that encompasses Christmas, New Year Day and two full weekends. Those 5 days off are to account for the three statutory holidays, Christmas, Boxing Day, New Year Day and 2 weekend days.

A Resident with another religion who does not celebrate Good Friday, Easter Monday and or Christmas Day, may designate an alternate paid holiday as a replacement. A request for replacement must be submitted before July 15 of each year to be approved by the Program Director (Articles 12:06).

A Resident may request up to a maximum of seven (7) consecutive days without on-call duties, immediately prior to sitting the exam in order to study for LMCC and CCFP Exam.

Residents taking unpaid leave, including Maternity Leave, will have their vacation entitlement pro-rated (Articles 10.01 and 13.01).

Further policy issues on vacation and leave are laid out in the Resident Doctors of BC agreement, which can be found on the Resident Doctors of BC website.

The Family Medicine Program will grant an educational leave of 10 days over two years for the purpose of professional development activities including professional development conferences, courses (e.g. PALS, ATLS), or leadership training.

Sites will decide how many conference days will be allocated to the R1 and R2 year with a minimum of 3 conference days allocated to the R1 year. This policy will be site specific. Exceptions to site policy will be made at the discretion of the Site Director.

The opportunity to attend these activities is subject to the following stipulations:

  • Attendance must be approved by the Site Director
  • Attendance must be approved by the preceptor of the affected rotation
  • The professional activity must be directly relevant to family medicine.
  • The resident must be meeting expectations in clinical (ITARS) and academic (Scholarship/Assessment) expectations of the program. Residents undergoing remediation will not be permitted to have educational leave days during the remediation period.
  • The minimum standard of 75% rotation attendance must be met
  • Attendance will not be permitted during rotations that are subject to “no vacation requests”.
  • The resident may request to use his/her Resident Education Fund for costs associated with travel and registration

Residents who are accepted to present posters or workshops can request that these conference days be exempt from the 10 day restriction.

The UBC Postgraduate Family Practice Residency Program prepares residents for CCFP certification through experiential learning, academic/scholarly activity and competency assessments. The CCFP Certification Examination process is part of the competency assessment. It is required for program completion and for licensure in BC, and most other provinces. The UBC Postgraduate Family Practice Residency Program will participate with our Residents in the preparation for the CCFP certification examination. To maximize the health, well-being and success opportunity for residents, the program will provide preparation, simulated practice and dedicated time to allow residents to be best positioned for success, in the Certification Examination process.

In an effort to support each Resident to have reasonable preparation for the CCFP examination process, residents will not have on-call after-hours responsibilities after 6pm for the 7 days prior to the CCFP examination start date.

R2 Residents sitting in the CCFP Certification Examination will be offered self-directed study time for 5 consecutive days (Saturday to Wednesday) prior to the start day of the Certification Examination process. There will be no clinical responsibilities during this period.

For residents who cannot travel back to their community after the exam on Sunday, an additional travel day will be provided for returning to the training site. Residents are not eligible for travel day before the exam.

No special study leave will be granted to resident writing the LMCC exams. Resident may, however, request up to 7 days of call exemption prior to sitting the LMCC exam as per Collective Agreement.