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 5 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.

Found in the 'Attendance and Absence' section on the UBC PGME Policies & Procedures page

Residents have protected time off from their clinical work to accommodate travel to a rural rotation or when returning from a rural rotation to their home site or subsequent placement.

The amount of protected time off, per one-way trip, is as follows:

    • Travel under three hours: no time off
    • Travel between three-six hours: half-day (4hrs) off
    • Travel over six hours: full day off

Travel time can be supported through google maps (if necessary).

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, 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.

Residents taking unpaid leave, including Maternity Leave, will have their vacation entitlement pro-rated.

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.

Residents are required to complete certain courses (ie. NRP, ALARM) during their residency.
When residents are attending a mandatory course off-site on a Saturday or Sunday and are required to travel back to their site/rotation on the (weekend) day after the course has ended, the program can support time off in lieu. The following principles apply:

  • One-way travel under three hours: no time off
  • One-way travel between three-six hours: half-day (4hrs) off
  • One-way travel over six hours: full day off

Travel time can be supported through a Google map (if necessary).
If residents can return to their home site/rotation the same day that the course ends, they do not earn any lieu time.

Additionally, the Family Medicine Program will grant educational leave of 10 days over two years for the purpose of professional development activities including optional conferences, optional courses, 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.
  • 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.

In order to use the designation CCFP (Certification in The College of Family Physicians), residents are required to successfully pass the College of Family Physicians of Canada (CFPC) Certification Exam. In addition, residents are required to pass the Medical Council of Canada (MCC) Part 1 and Part 2 exams in order to obtain the Licentiate of the Medical Council of Canada (LMCC) qualification.

Below is a summary of the Exam Leave for Family Practice residents. Refer to the Collective Agreement for a summary of Educational Leave for 2021.

CFPC: College of Family Physicians of Canada (CFPC) Certification Exam

  • Exam Information
  • Exam Duration/Period: Two parts, written on 2 different days
    • SAMP: Written component; computer-based short-answer management problems
    • SOO: Oral component; simulated office oral exams
    • SOO is subject to change due to COVID-19.
  • Exam Periods
    • Spring 2021: Tuesday April 20 - Friday April 23 (4 days)
    • Fall 2021: Friday Oct 15 - Sun Oct 17 (3 days)
    • CFPC manages scheduling; candidates self-select the date/time of the SAMP (at time of selection they will know the date/location/time of the SOO so that the most convenient SAMP time can be scheduled)
  • Locations:
    • Subject to change due to COVID-19
    • Vancouver:
      • SAMPs at designated Prometric examination centres (several to choose from)
      • SOO at UBC Point Grey Campus
    • Vancouver and Victoria
      • SAMPs at designated Prometric examination centre
      • SOO at Royal Jubilee Hospital
  • Leave Provided:
    • Self-directed protected study time for 5 consecutive days prior to sitting the exam (no clinical duties).
    • No on-call duties for 7 consecutive days prior to sitting the exam.
    • Residents requiring reasonable travel time will be provided 1 unscheduled day prior to sitting the exam and subsequent 1 unscheduled day following the exam for the purposes of travelling. Reasonable travel time is defined as an excess of 100 kilometers or which requires sea or air travel (as per the collective agreement).
  • EXAMPLES:
    1. A SPH resident is scheduled in Vancouver for their SAMP on Tue, April 20th. They are therefore call protected from April 13-19, and off clinical service April 15-19. They write their exam on April 20th and are expected back on service on Wed, April 21st. No travel days are needed.
    2. A Terrace resident is scheduled in Vancouver for their SAMP on Friday, April 23rd. They are therefore call protected April 15-21 and off clinical service April 17-21. They are given April 22 as a travel day, which is also call protected and off-service. They write the exam on April 23rd and can take April 24th as a travel day. They are expected back on service on April 25th.

MCCQE II: Medical Council of Canada Qualifying Exam Part II

Dates for 2021

  • This year the MCCQEII will be virtual. There is currently no option for in-person exam
  • It will be offered over 20 days (including weekdays and weekends) between May 18 and June 26, 2021.
  • Candidates will be able to schedule their exam from available dates.
  • It will be completed in one day, rather than over two days.

Protected Time is as follows:

  • No on-call duties for 7 days prior to exam date
  • A full day off clinical service on the exam date
  • As the exam is virtual, time off for travel is not applicable

Residents will need to communicate with their site administration and/or lead resident to work out the specific call-protected days.

International Medical Graduate (IMG) residents have a Return of Service (ROS) contract with the Ministry of Health as a condition of accepting an IMG medical residency position. In the second year of residency training, IMG R2s arrange interviews with ROS clinics within an interview period established by their Health Authority.

As of 2021/2022 academic year, the UBC Family Practice Residency Program will grant IMG R2 residents two protected half days off clinical duties to attend ROS interviews.  For this academic year, the applicable period is September – November 2021.

Dated: September 13, 2021