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=Scheduling= =Time Off Request Form= Please email ALL scheduling requests only to the scheduling chief


 * Each month an email asking for time off request with a clear deadline for request submissions will be sent out


 * This is so clinics are closed within 45 days of the dates in questions


 * After the deadline, no requests for that schedule/block will be accepted


 * This will ensure that call schedules are completed and available in a timely fashion for everybody in the residency


 * For the most part, all requests are approved by the scheduling chief but may need to also be approved by Dr. Shanks or Dr. Scott if issues arrise.
 * The time off request form (see below) will be returned to you via email with either APPROVED or DENID on the subject line with your original subject. Please keep all approved requests for your own records. If denied, a reason will be in the body of the email.
 * Prior to sending in your request and prior to leaving on a conference or vacation, please take the time to make sure you are up to date on your case logs, duty hour logs, etc. Residents who are significantly behind on these may have their vacation taken away/used to finish this required work.
 * It is the responsibility of the scheduling chief to close clinic for those who will be out of town on vacations, away electives, etc. Unfortunately, as many of us know or have experienced, regardless of the diligence of the scheduler, the clinic has occasional hiccups that have left people with open dates. This can leave those left behind in clinic with a huge burden trying to cover this unclosed click. The scheduling chief will be working hard to not let this happen from their end, but a few weeks before leaving for your trip/meeting/elective, please ALWAYS check that your clinic is in fact closed. This helps close gaps and cover mistakes and ultimately helps your co-residents in avoiding covering an uncovered clinic during their own crazy clinic time.

How to send a Request
On subject line of email please list:

Rotation # and name

the type of request (vacation, CME, weekend off)

date of request (including preferred weekend off for vacation)

Rotation 1 - REI, vacation, Aug 6-12

In the body of the email including the below form:

Time-off request form

Rotation #:

Rotation name:

Dates:

type of request:

CCP Assignment: (continuity clinic, including day and AM or PM)

'Rotation #: 2 Rotation: MethGYN Dates: Aug 19-25 Type of request: Vacation CCP Assignment: OCC Tuesday PM'

=Vacation=
 * PGY 1-2 are allowed to request 2 weeks of vacation in addition to their holiday vacation week
 * PGY 3-4 are allowed to request 2 weeks of vacation in addition to their holiday vacation week
 * Each class has designated vacation eligible blocks.
 * No vacations are allowed in any other blocks.
 * No one is allowed vacation in rotation 1 or June (most of rotation 10) as a general rule.

Vacation eligible rotations

 * PGY1: MeGYN, AMB OB, AMB GYN, EM
 * PGY2: IU GYN, EZ GYN, REI, FP, EZ Triage/Res
 * PGY3: Elective, EZ GYN, Jeopardy, EZ triage
 * PGY4: EZ GYN, Elective, REI, PND

Vacation Policies

 * You will only be paid for 6 weeks of vacation even if you are allowed take more time off without making it up; any time off in excess of 6 weeks is unpaid
 * You can miss up to 8 weeks per year and up to 20 weeks total for the 4 years of residency without having to make up this time.
 * Any time off in excess of maximums allowed will need to be made up at the end of residency
 * This time include vacations, holiday vacation week, and any FMLA (for maternity leave, sickness, death in the family,etc.) but DOES NOT include conference time.
 * Unfortunately, interns will get less than 6 weeks of paid time off, but how much they get will depend on how long they've been working.
 * The regular weeks of vacation allowed to interns will be paid time off.

Vacation Considerations

 * Once you have chosen a date for vacation, please email your request based on the format as listed above.
 * I will try as much as possible to give both flanking weekends off but this isn’t always possible with coverage issues.
 * You may not get both weekends off so it is important to request which weekend you would prefer, in case I can only grant one of the weekends
 * Vacation requests will always be first-come, first-served to be as fair as possible.
 * If requests come in at the same time, other considerations may come into play (reasons for the vacation requiring those dates, seniority, etc.). So, please please please: GET YOUR REQUESTS IN EARLY!! You DO NOT have to wait for me to email about requests for a block--if you know you need May 3rd next year off for your best friend’s wedding, ask NOW.
 * The earlier things are known the better coverage can be arranged for everybody in the residency and better chance you have of getting that vacation or date approved.

=Weekend Off=
 * Each resident may request TWO weekends off per year that is not affected by which rotation you are on or your vacation requests.
 * To request a weekend off, please email me with the format as outlined above.

=Trading Call=
 * Our residency offers good flexibility in being able to trade weekend call but you should not always count on being
 * If you want to switch any assigned calls it is up to you to find the resident you are going to switch calls with
 * Once of you have found a switch that works please email the scheduling chief and cc the co resident
 * Factors like weekends worked in a row, an upper vs lower trading duties and which services people are on ultimately need to be considered.
 * The switch will almost always be okay because you have agreed with your co-resident but always email the scheduling chief all switches to double check to be sure no violations are occurring

=Trading Rotations Within a Block=
 * The block schedules might allow for more flexibility because you can switch rotations with your block partner if something comes up
 * Request for rotation changes must be made 3 months in advance and approved by the scheduling chief and Dr. Shanks, Dr. Scott.

=Winter Holiday= =CME and Conferences=
 * Once dates for the holiday break are finalized, the scheduling chief will send out a sign-up for preferences
 * Everyone gets either the week of Christmas off or the week of New Year’s off.
 * If you would like to coordinate within your class to split the holidays before you sign up that is totally acceptable.
 * If it is difficult to come to consensus as a class, singing up as individuals is fine too.
 * If that ends up being the case please know you may not get the week you prefer. We will, as always, try our best.
 * Second, third, and fourth years may use their flex spending account funds or personal funds to attend one academic conference each year.
 * Must request time off at least 3 months ahead
 * No more than 5 days off per meeting
 * No international meetings
 * Requesting time off for CME is the same as any of the other requests with one exception: please list the name of the conference and its location.
 * You may attend a conference in any of the blocks you may take a vacation.
 * If you have a burning desire to attend a conference in a non-vacation eligible rotation please sent a request and include a reason and need to attend this conference. The request will still be reviewed but may not get approved
 * In order to qualify for CME time off (instead of attending a conference during vacation time) the following stipulations must be met:
 * PGY1: no conferences
 * PGY2: one conference attendance per academic year only if poster presentation
 * PGY3: one conference per academic year for any reason
 * PGY4: one conference per academic year for any reason Other meeting/conference rules:

=Takeaway Points=
 * Request any time off before the deadline set for that particular block
 * Use the format as listed above for all requests
 * Get any and all requests in AS EARLY AS POSSIBLE to give you the best chance of getting the vacation approved
 * Please make sure your continuity clinic is closed before you leave for your vacation
 * When each schedule comes out, please check the vacation tab of the excel spreadsheet to make sure vacation/conference/weekend offs have been appropriately.

= Rotation Information  = Ambulatory Gyn

Ambulatory OB

Emergency

Eskenazi OB

Eskenazi OB Nights

Eskenazi Gyn

Family Planning

Healthnet OB

Healthnet Nights

High Risk OB

High Risk Nights

IU GYN

Jeopardy

Methodist Gyn

Methodist OB

Onc

PND

REI

SICU

Triage

UroGYN

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