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Human Resources

ADA for residents (IR IV.H.4)

GMEC approved: March 2007
GMEC updated and approved: July 2011
GMEC Revised and approved: December 2014


To ensure full and equal employment, public accommodation and educational opportunities to all disabled qualified residents/fellows in training in the WSU GME residency/fellowship programs.


It is the policy of the WSU SOM GME programs to provide reasonable accommodation to people with known impairments that meet the statutory definition of a covered disability except where such accommodation would impose an undue hardship or present the threat of harm. Persons with disabilities who are covered under this policy include applicants seeking admission to residency programs and residents who, with or without reasonable accommodation, meet the technical standards for Graduate Medical Education.

Technical Standards for Graduate Medical Education

Applicants for Graduate Medical Education must have sufficient gross and fine motor skills to be able to independently perform physical examinations of patients and to record their notes andorders. The applicant must be able to physically perform the diagnostic and therapeutic procedures required of physicians in their specialty, and also those that may be required of any physician in an emergency setting. Examples of such procedures include but are not limited to phlebotomy, placement of a nasogastric tube, endotracheal intubation, thoracostomy tube placement, cardiopulmonary resuscitation, manipulation of surgical instruments, and wound suturing and dressing, to list only a few.

These activities require both gross and fine sensory-motor coordination, equilibrium, and hand-eye coordination.

Applicants must have sufficient use of the senses of sight, hearing, and touch so as to be able to conduct independent examinations of their patients and to observe or detect the various sign and symptoms of the disease processes that will be encountered in the routine course of their training. The applicant must also have sufficient sensory capabilities to conduct evaluations and examinations in any emergency setting that are reasonably anticipated to be a part of their training program. Examples of the components of such evaluations and examinations include visual observation of the patient, auditory auscultation and/or percussion of the chest and abdomen, and tactile palpation of the chest, abdomen and extremities.

Applicants must have the ability to efficiently and effectively communicate, both verbally and in writing, with patients, faculty and staff physicians, residents, nurses, and other members of the allied health, academic, business and administrative units of the Medical Center, both in the routine course of patient care and operation, as well as in the event of emergency or crisis. Examples of such communication include written documentation of the history and physical examination, written and/or computerized entry of patient orders and directions for patient care, verbal presentations in rounds, presentation of didactic conferences, oral presentations at academic conferences, and submission of papers for publication.

The applicant must have sufficient cognitive skills to be able to organize, analyze and synthesize complex concepts and information in order to identify and diagnose pathologic processes, formulate appropriate plans for patient management and participate in a Graduate Medical Education program. Participation in the educational program assumes cognitive ability sufficient to acquire and maintain the basic information and fund of knowledge required of all residents in a given program as well as the ability to demonstrate mastery of such information and knowledge through the written and/or oral examination processes including, but not limited to, in-service examinations and the certifying examinations of the various medical specialty colleges and boards.

Applicants must have sufficient behavioral and social skills so as to effectively interact with patients and their families in the examination, diagnosis, treatment, and counseling processes. The resident must also effectively and constructively work with their fellow residents, staff physicians, and nurses as well as personnel in the allied health, academic, administrative and business units of the medical center. The applicant must be capable of performing assigned clinical duties for up to 80 hours/week, on the average. The applicant must also be able to function effectively as a member ofthe health-care team, academic program, and medical center as a whole under conditions that may change rapidly and without warning in times of transition, crisis or emergency.

Responsibility for Implementation

The Employment Service Center of the Office of Equal Opportunity is the primary contact for information and advice about disability accommodation and access.

Procedure for Requesting Reasonable Accommodation

It is the obligation of the individual seeking an accommodation to direct their request to the appropriate university contact (i.e. the Program Director). The Employment Service Center of the Office of Equal Opportunity is responsible for ensuring that requests are considered on a case-bycase basis in accordance with state and federal regulations, and that appropriate University officials are involved in evaluating the request, identifying funds and implementing the accommodation.

The accommodation request form for Individuals with Disabilities is available on the Employment Service Center of the Office of Equal Opportunity website found at .

The procedure for requesting an accommodation is available on the Equal Opportunity Office website at

Documentation of Disability

Individuals who request accommodation are obligated to provide documentation of their disability upon request of the Employment Service Center of the Office of Equal Opportunity. The University reserves the right to obtain additional medical or psychological assessment at its own cost. All documentation regarding disability shall be retained in files separate from the academic or personnel files of the individual.

Complaint Procedure

Individuals who believe they have been denied reasonable accommodation or have been discriminated against on the basis of their disability are advised to contact the Employment Service Center of the Office of Equal Opportunity. Disputes related to reasonable accommodation are handled internally through the Employment Service Center of the Office of Equal Opportunity. The office can be reached by calling (313) 577-2280.

Harassment (IR IV.H.3.)

GMEC approved: March 2007
GMEC updated and approved: July 2011
GMEC updated and approved: January 2015


The purposes of this policy are to outline expectations of behaviors that promote a positive, supportive, learning environment for Wayne State University School of Medicine GME medical residents and other learners and to identify grievance procedures to address alleged violations. This policy offers a definition of appropriate expectations, provides examples of unacceptable treatmentof residents, and describes the procedures available to report incidents of mistreatment in a safe and effective manner.


WSU SOM GME is committed to a policy of non-discrimination and equal opportunity in all of its operations, employment opportunities, educational programs and related activities. As educators, we are all committed to maintaining an educational and professional environment free of all forms of harassment and discrimination. WSU SOM GME strives to create a safe and supportive learning environment that reflects the institution’s values of professionalism, respect for individual rights, appreciation of diversity and differences, altruism, compassion and integrity. Mistreatment of residents/fellows is unacceptable and will not be tolerated.

This policy embraces all persons regardless of race, color, sex, national origin, religion, age, sexual orientation, marital status or disability/handicap, and expressly forbids sexual harassment and discrimination in hiring, terms of employment, tenure, promotion, placement and discharge of employees, admission, training and treatment of residents/fellows, extracurricular activities, the use of university services and facilities, and the awarding of contracts. This policy also forbids retaliation and/or any form of harassment against an individual as a result of filing a complaint of discrimination. It shall not preclude the university from implementing those affirmative action measures designed to achieve full equity for minorities and women.


Residents/Fellows should use this policy to address discriminatory, unfair, arbitrary or capricious treatment by faculty, staff, clinical teaching faculty and medical personnel. The WSU SOM GME adheres to the professional standards of the Wayne State University Nondiscrimination Policy Residents are expected to report behavior which interferes with the learning process. Residents should consider the conditions, circumstances and environment surrounding the behavior. Examples of discriminatory, unfair, arbitrary or capricious treatment include, but are not limited to:

  1. Physical
    1. Physically mistreated causing pain or potential injury
    2. Pushed/slapped hand (“get out of the way communication”)
    3. Exposed to other forms of physical mistreatment used to express frustration, make a point or get attention
  2. Verbal
    1. Accused
    2. Threatened/intimidated
    3. Yelled at/snapped at
    4. Degraded/ridiculed/humiliated/sworn at/scolded/berated
    5. Exposed to inappropriate conversation/comments (of nonsexual and nonracial nature)
  3. Sexual harassment
    1. Making unwelcome sexual comments, innuendo, jokes, or taunting remarks about a person’s protected status as defined in the University’s Nondiscrimination Policy Statement.
    2. Making unwelcome and unwanted sexual advances, requests for sexual favors, and other verbal or physical conduct or communication of a sexual nature as per the University Sexual Harassment Policy,
    3. Ignored because of gender d. Stalking of a sexual nature; i.e. persistent and unwanted contact of any form whether physical, electronic or by any other means.
  4. Ethnic
    1. Exposed to racial or religious slurs/jokes as defined in the University’s Nondiscrimination Policy Statement.
    2. Stereotyped
    3. Neglected/ignored (because of student’s ethnicity)
  5. Power
    1. Dehumanized/demeaned/humiliated (nonverbally)
    2. Intimidated/threatened with evaluation consequences
    3. Asked to do inappropriate tasks/scut work
    4. Forced to adhere to inappropriate work schedules
    5. Neglect/ignored

Please note: When one party has any professional responsibility for another’s academic or job performance or professional future, the university considers sexual relationships between the two individuals to be a basic violation of professional ethics and responsibility; this includes but is not limited to sexual relationship between faculty and residents or between supervisor and residents, even if deemed to be mutually consenting relationships. Because of the asymmetry of these relationships, “consent” may be difficult to assess, may be deemed not possible, and may be construed as coercive.

Residents who themselves experience or observe other residents experiencing possible mistreatment are encouraged to discuss it with someone in a position to understand the context and address necessary action. Those who believe they have experienced mistreatment, sexual harassment or discrimination by an administrator, faculty, staff member, another resident or a teaching hospital or clinic employee can pursue one or more avenues for resolution.

Suggested options for residents include:

  1. DISCUSS it with your program director, department chair, associate program director, other faculty member, Resident Council member and/or Graduate Medical Education office staff.
  2. FILE a report with the GME office using the Resident Physician Confidential Complaint Reporting form found on the GME website The user may choose to share their name or make the report anonymously.
  3. Formally REPORT it:
    1. If the event involves a WSU administrator, faculty or staff, and involves sexual harassment or discrimination the residents must also report the incident to the Office of Equal Opportunity who will investigate and respond accordingly. Refer to University Policy 2005-03 Discrimination and Harassment Complaint Process.
    2. If the event involves a WSU administrator, faculty or staff, and does not involve sexual harassment or discrimination the residents may also report the incident to the Office of Equal Opportunity.
    3. If the event involves clinical faculty/medical personnel (non-university employee) at a clinical site, the residents may also report the event to the Human Resources Department of that Hospital.

All complaints should be filed within 30 business days of the event.

Rights of the Accuser and Accused:

  • To confidentiality
  • To have the allegations investigated in a thorough and timely manner
  • To be informed of the outcome of the process

Responding to Concerns of Mistreatment

All complaints will be considered thoroughly and promptly. Every effort will be made to resolve complaints in an expeditious, discreet and effective manner. The University, including the GME office and the residency program, will attempt to maintain confidentiality to the extent possible within legitimate conduct of an investigation and/or as required by law. Every effort will be made to avoid negative repercussions as a result of discussing an alleged offense and/or filing a complaint.

No Retaliation

Retaliation is strictly prohibited against persons who in good faith report, complain of, or provide information in a mistreatment investigation proceeding. Retaliation includes behavior on the part of the accused or the accuser and other related persons, including, but not limited to, acquaintances, friends and family members. Individuals who believe they are experiencing retaliation should immediately contact the GME office so that prompt remedial action can be taken.


a. University Policy 2005-03 Discrimination and Harassment Complaint Process

b. University Policy Nondiscrimination/Affirmative Action Policy

c. University Sexual Harassment Policy

Recruitment, Selection/Non-Discrimination and Appointment (IR I.V.A.2)

GMEC approved: March 2007
GMEC revised: July 2011
GMEC updated and approved: November 2014


This policy sets forth WSU GME’s guidelines regarding residents recruitment and selection. This policy is intended to establish valid, fair, effective and ethical criteria for recruitment and appointment of residents/fellows.


Residents shall be recruited and selected from among eligible applicants on the basis of their preparedness, ability, aptitude, academic credentials, communication skills and personal qualities such as motivation and integrity. WSU GME programs shall not discriminate with regard to sex, race, age, religion, color, national origin, disability or any other applicable legally protected status.

Applicants invited to interview for a resident position have access via the WSU GME website ( to the following information: terms, conditions, and benefits of appointment to the WSU SOM ACGMEaccredited program, either in effect at the time of the interview or that will be in effect at the time of his or her eventual appointment. This information includes: financial support, vacations, and other leaves of absence; and professional liability, medical benefits, disability and other insurance accessible to residents and their eligible dependents.

Procedure for recruitment

In selecting from among qualified applicants, the WSU GME and all of its graduate medical education programs shall participate in an organized matching program, such as the National Resident Matching Program (NRMP). Programs participating in the NRMP must abide by all policies and procedures in the NRMP, including the “all-in” policy that requires all positions to be selected through the NRMP.

Positions are occasionally available outside the match process for reasons such as attrition or off-cycle appointments. Candidates for such positions shall be proposed by the program director to the DIO before making any offer of a position or contract. The DIO will ensure the program director has certified the eligibility and qualifications of any candidate proposed for appointment outside the match process and for assuring that the appointment is made in compliance with the policies and procedures of the NRMP (if applicable).

WSU medical and surgical residencies and fellowships are open to U.S. citizens, permanent U.S. immigrants and international applicants as follows:

  • Graduates of medical schools in the United States and Canada accredited by the Liaison Committee on Medical Education
  • Graduates of colleges of osteopathic medicine in the United States accredited by the American Osteopathic Association
  • Graduates of medical schools outside the United States and Canada who meet one of the following qualifications:
    • Have a current valid certificate from the Educational Commission for Foreign Medical Graduates
    • Have successfully completed a Fifth Pathway program provided by an LCMEaccredited medical school
  • Applicants who are not citizens of the United States must be eligible and apply for an ECFMG-sponsored J-1 visa or have a U.S. Citizenship and Immigration Servicesissued employment authorization. More detailed information on visa requirements and application procedures may be obtained from the GME Office at 248-581-5900
  • Prospective residents must pass a criminal background check .

Procedure for Resident Appointment

Prior to appointment/employment all residents must complete the following:

  • A completed application for appointment. All appointment paperwork must be accompanied by a WSU GME application or an ERAS form.
  • Successful completion of USMLE or COMLEX step 1, step 2 CK and CS.
  • Proof of legal employment status, (i.e. birth certificate, passport, naturalization papers, valid visa, etc.). If the resident is an international medical school graduate, an original, current and valid ECFMG certificate is required.
  • Obtain and maintain a valid license to practice medicine that complies with the applicable provisions of the laws pertaining to licensure in the state of Michigan and provide documentation of valid license to GME Office by date required annually.
  • Acquire and maintain life support certification(s) Advanced Cardiovascular Life Support, Basic Life Support and Pediatric Advanced Life Support as prescribed by program and/or WSU.
  • The signed Graduate Medical Education Agreement of Appointment for a term of one-year.
  • Submit to a health examination and supplementary test(s), including tests for drug and/or alcohol abuse and/or a cotinine (nicotine) test, and receive the required immunizations in compliance with the sponsored program hospital’s policy and all applicable federal, state and local laws and regulations. It must be determined the resident is in sufficient physical and mental condition to perform the essentialfunctions of appointment. The results of all examinations shall be provided to the affiliated hospital’s Employee Occupational Health Services.
  • Further information that the GME Office may request in connection with the resident’s credentials includes, but is not limited to, National Provider ID Number (NPI), Transcripts from Medical School and other employment documentation as required by the WSU Human Resource Department.
  • Any document not printed in English must be accompanied by an acceptable original English translation performed by a qualified translator. Each translation must be accompanied by an affidavit of accuracy acceptable to WSU.

Non-U.S. Citizen International Medical Graduates must complete and submit all of the above, plus the following:

  • Proof of current visa status or eligibility to obtain a visa
  • If currently on or applying for Exchange Visitor Visa (J-1), must also provide:
    • Curriculum vitae
    • Ministry of Health letter from home government

Health and wellness — Resident impairment (IR IV.H.2.)

GMEC approved: March 2007
GMEC updated & approved: July 2011
GMEC updated & approved: January 2015


The purpose of this policy is to establish guidelines recognizing and dealing with physician impairment (i.e., substance abuse, chemical dependency, mental illness, or use of drugs or alcohol that does not constitute substance abuse or chemical dependency) evaluations, for all residents, to ensure that the health and safety of other WSU GME residents, patients and others is protected.


Program Directors and faculty must monitor residents for the signs of impairment, and especially those related to depression, burnout, suicidality, substance abuse, and behavioral disorders. Further, it is also the responsibility of every individual—including Program Directors, faculty and trainees to report any licensed healthcare practitioner who may not be able to practice with reasonable skill and safety as a result of a physical or mental condition. This reporting requirement applies to anyone who observes that a physician may be impaired. Actual evidence of impairment is not required. In the absence of patient harm, sexual misconduct, or professional misconduct, this reporting requirement may be fulfilled and confidentially reporting the individual to the Health Professional Recovery Program (HPRP). Trainees may make this report to the HPRP directly, or maymake their concerns known to the Program Director, Associate Program Director, Faculty member, GME Office or another responsible individual.


Under Michigan’s Public Health Code, impaired or impairment “means the inability or immediately impending inability of a health professional to practice his or her health profession in a manner that conforms to minimum standards of acceptable and prevailing practice for that health profession due to the health professional’s substance abuse, chemical dependency or mental illness or the health professional’s use of drugs or alcohol that does not constitute substance abuse or chemical dependency” (MCL333.16106a).

Substance abuse is defined as: “the taking of alcohol or other drugs at dosages that place an individual’s social, economic, psychological, and physical welfare in potential hazard or to the extent that an individual loses the power of self-control as a result of the use of alcohol or drugs, or while habitually under the influence of alcohol or drugs, endangers public health, morals, safety, or welfare, or a combination thereof” (MCL 333.6107).
Chemical dependency is defined as: “a group of cognitive, behavioral, and physiological symptoms that indicate that an individual has a substantial lack of or no control over the individual’s use of one or more psychoactive substances” (MCL 333.16106a).

Mental illness is defined as “a substantial disorder of thought or mood that significantly impairs judgment, behavior, capacity to recognize reality, or ability to cope with the ordinary demands of life” (MCL 330.1400 [g]). Examples of mental health disorders include major depression, bipolar disorder, anxiety disorder and post-traumatic stress disorder.

Dual Diagnosis refers to persons “who have signs of concurrent substance use and psychiatric disorders” – ASAM


Once concern is raised about a trainee, the Program Director should act quickly to perform a workplace intervention. In the absence of the Program Director, Department Chair, or Associate Program Director, any responsible faculty member may perform a workplace intervention. As part of this intervention a resident may be required to undergo a drug and/or alcohol test. Residents who refuse to be tested for drugs and/or alcohol will be considered to be insubordinate and will be subject to disciplinary action up to and including termination.

As a condition of appointment, all trainees are required to comply with the Program Director or faculty member’s decision to remove them from participation in clinical duties and other professional activities and to refer them to HPRP should impairment be suspected and/or confirmed.

The HPRP is solely authorized to determine fitness for duty and endorse the return to work (i.e., the resumption of training and clinical care responsibilities) of all trainees who experience and/or exhibit signs of impairment.

If HPRP determines that the trainee is not impaired, mention of the concern shall be removed from his/her records and the trainee will be allowed to return to work without prejudice.

However, should HPRP conclude that a trainee is suffering from impairment; the trainee may be required to complete outpatient treatment with HPRP and/or may be referred to an outside facility for further evaluation and potential inpatient treatment. In this case, the Program Director must immediately take appropriate action, which may include:

  1. Suspension from Clinical Duties: This action will be considered if impairment may adversely affect the trainee’s ability to provide safe patient care or may otherwise put the individual at risk for hurting him/herself or others.
  2. Leave of Absence: If inpatient treatment is indicated as a part of the treatment plan, the program may opt to place the trainee on a medical leave of absence and remove him/her from all patient contact and other program duties.

Leave Status: Trainees who must undergo inpatient treatment and rehabilitation at an outside facility will automatically be placed on medical leave during this period. Depending on the duration of leave, the trainee may be required to extend his/her training in order to meet ACGME and/or Board minimum training requirements.

Return to Work: Trainees who have been treated for impairment will require a full endorsement from both the treatment center and the HPRP before consideration will be given to their return to training. The program will make the decision about accepting a trainee back into training only after full consultation with HPRP and after review of the trainee’s previous academic performance. Trainees will be required to agree to and sign a Return to Work Agreement, an agreement supplemental to the residency agreement that outlines conditions under which he/she may continue in the training program and any other matters specific to the individual resident’s circumstances. In some cases, trainees may undertake limited duties as a part of the Return to Work Agreement. Due to the many risks to recovery inherent in the healthcare workplace, in some cases, return to training may not be recommended.

Trainees who are deemed able to return to training will be required to commit to a full monitoring program as determined by the HPRP. The HPRP will be responsible for arranging chemical, behavioral, and worksite monitoring that allows for the endorsement that the trainee is safe to practice. The program will allow reasonable accommodations for trainees to meet the requirements of this monitoring program.

An appropriate workplace monitor will be identified at each training site who will both provide and receive reports from the HPRP of the trainee’s progress. The workplace monitor(s) will be responsible for making sure the trainee reports for work as required and will be the point person for any concern regarding the trainee. The workplace monitor may need to notify other faculty members or chief residents of the situation, although confidentiality will be maintained wherever possible.

Financial Considerations: Evaluation by the HPRP is at no cost to the trainee or referring program. If the HPRP determines further assessment or evaluation is required, the trainee may be referred to a substance abuse or behavioral health treatment facility. If the evaluation by HPRP or by another facility reveals evidence of substance abuse and/or other impairing condition(s), all costs for any additional assessment and subsequent treatment of the condition(s) will be the responsibility of the trainee. Medical insurance may cover some of these costs. The program will not be responsible for cost of the assessment, evaluation, or treatment, if required.


Employee Assistance Plan: Ulliance EAP – phone: 1-800-448-8326, website:

Health Professionals Recovery Program (HPRP): Phone: 800-453-3784, website:

Time away from Residency (including Jury Duty, Leaves of Absence, FMLA)

GMEC approved: March 2007
GMEC revised: July 2011
GMEC revised: September 2013
GMEC revised: May 2014
GMEC updated and approved: November 2014


Residents are entitled to paid time off in accordance with program accreditation requirements and WSU Human Resource benefits.

Effect upon the Graduate Medical Education Program

Promotion or program completion of a GME program may be affected by time off, based on the length of leave and the educational requirements of the program. Accreditation agencies and specialty colleges may have specific requirements regarding the amount of time a resident must be engaged in training to qualify for promotion, program completion or board certification. Information related to eligibility for specialty board examinations is available through each specialty college and may be accessed through the ABMS ( The program director must inform the resident of any specialty-specific board requirements that may be impacted by any leave of absence or excessive time away from the program.


Vacation Bank
Through their WSU benefits, all residents are eligible for 150 hours (20 days), of time off from their residency for vacation per contract year.

  • All vacation time must be approved in advance by the program director.
  • Vacation time does not accumulate, and must be used by the end of the residents’ PGY anniversary date.
  • No vacation bank payout upon termination (graduation).

Disability Bank
Through their WSU benefits, all residents are eligible for 165 hours (22 days) of disability per year. An additional 165 hours is placed into one’s disability bank every anniversary date.

  • Maximum accrual of disability bank is 990 hours (132 days)
  • Disability bank can be utilized immediately
  • No disability payout upon termination (graduation) from the program

The following are the types of leave deducted from this bank:

Bereavement Leave
Resident shall be granted, upon request to the program director, up to 37.5 hours (five days) to attend the funeral of an immediate family member.

Resident shall be granted, upon request to the program director, up to 7.5 hours (one day) to attend the funeral of a non-family member.

Other Time Off
15 hours (two days) per year, after initial six months of service, that may be used for any purpose. 15 hours (two consecutive days) of emergency care for immediate family, per occurrence. When approved by the program director any time taken for interviews should be drawn from these categories.

Program Responsibility

The program is responsible for defining and communicating (in the program manual) the following items, including but not limited to:

  • The vacation, personal and/or sick time allocation.
  • The process for requesting time off.

Programs are responsible for tracking time off for all leaves (vacation, sick, personal, bereavement or other time off) to ensure that specialty board requirements are met prior to graduation from theprogram. This tracking shall be done through the program specific tracking database that is maintained on the WSU GME SharePoint site.

Jury Duty


The WSU GME endorses the desire of residents/fellows to serve their civic duties, including, but not limited to, presenting themselves for jury duty.


When residents/fellows receive a summons, subpoena or other legal notice for appearance, they must notify their supervisor promptly. If their continued presence is crucial to the operation of the department, the supervisor is authorized to furnish a letter (addressed to the presiding judge) requesting that the resident be excused and providing a full explanation for that request. If that request is denied, WSU policy enables the resident to fulfill one’s civic responsibility of serving on juries or appearing as a subpoenaed witness without loss of pay or benefits. All GME residents/fellows are eligible for this benefit. The resident’s supervisor will approve the absence and consider it an “authorized absence with full pay.” When the residents returns to work, he/she must submit proof of appearance, including complete dates of service. (see “Time away from residency/fellowship” — Effect upon the Graduate Medical Education Program).

Family Medical Leave Act (FMLA)


Under the Family Medical Leave Act, a resident may be eligible to take up to 12 weeks of jobprotected unpaid leave, or substitute appropriate paid leave if earned, for a family or personal serious health condition that qualifies under the FMLA or to care for a child or newly adopted child. See the university’s FMLA policy, located at for details and eligibility requirements.


  • After informing their program of their need to take FMLA the resident must: call 1-877-GO2FMLA (1-877-462-3652), or log onto or to start the leave process.
  • FMLA paperwork must not come to Program directors, Coordinators or the GME office. Once the resident makes a request in the FMLA Source website; the system generates all documents needed — for example notification and approval/denial of FMLA. Those notices will be sent to HR and HR will send the appropriate information to the GME office, so they can forward information to the Program as necessary.
  • Residents/Fellows will be asked to follow this process even if they may not be eligible for FMLA to ensure that all of the required information for their leave is collected by the Human Resources Department.
  • Residents/Fellows who take leave because of their own serious health condition or to give birth to a child, must use paid leave before being eligible for unpaid leave in the following order:
    • Accrued Illness Banks (see “Time away from residency/fellowship” — Disability Bank).
    • Vacation Banks (see “Time away from residency/fellowship” — Vacation Bank).
  • Residents/Fellows who take a service member family leave or a leave for the birth, adoption or foster care of a child or to care for a seriously ill spouse, child, or parent, must use all accrued vacation before being eligible for unpaid leave.

Leaves of Absence


It is the policy of WSU to comply with federal, state and local rules and regulations related to the administration and implementation of leaves of absence programs and to be consistent in the communication and application of such programs. The GME programs adhere to the following WSU policy, located in the Personnel Manual for Non-Represented Employees; No 2.3 Leaves of Absence, located at

Residents are eligible, if needed, to take a personal leave of absence after one (1) year of service. This type of leave is not related to FMLA leaves.

Vacation time must be exhausted while on a personal leave. Once vacation time is exhausted the remaining leave will be unpaid, medical benefits may be terminated once an employee is absent without pay for more than 20 working days.


To initiate a leave, the trainee must:

  • Discuss the need for leave with the program director. In the case of foreseeable leaves, a trainee must give 30-days’ notice to his or her program director. In situations where the need for leave is not foreseeable, trainees are required to give written notice to the program director as soon as practical. In a medical emergency, a verbal notice may be acceptable, with written doctor’s note submitted as soon as practical.
  • Contact the Graduate Medical Education office to discuss procedures.
  • The Program director will track absences so that all program requirements are met.