Department of Physical Medicine and Rehabilitation: Procedure for Faculty and Provider Leave

Unit Procedure

Title

Department of Physical Medicine and Rehabilitation: Procedure for Faculty and Provider Leave

Introduction

Purpose

This procedure provides specific guidelines and requirements necessary for faculty and providers to request and use vacation and professional development leave and manage unforeseen absences due to illness or emergencies. 

Scope

Part-time and full-time faculty and providers that hold a primary appointment in the Department of Physical Medicine and Rehabilitation (PM&R).

Procedure

1. Vacation and Professional Development Guidelines:

1. All faculty and providers must fill out the appropriate leave request forms which are located in printed form in all PM&R offices and clinics and electronically on PM&R shared drives.  

• Select appropriate electronic form on shared drive: Physical Medicine & Rehab/Forms/Leave Request Forms
• Vacation and professional development leave requests should be submitted at least six (6) weeks prior to the requested dates.

2. Approved leave requests will be sent back to the requestor, to the clinic scheduling coordinators as applicable to modify schedules accordingly, and/or to members of the department.
3. Clinics may not be cancelled without proper approval.
4. If a leave request is denied, information is disseminated as follows:
   • The reason for denial is listed on the leave request form and the form is initialed by the PM&R ACA and Chair
   • A fully executed copy of the form is returned to the employee via  office mailbox
   • The original request is filed in the employee’s file
5. The PM&R Administrative Office will update the Google schedule calendar in Google Docs and main office calendar with all approved vacations and schedule changes to ensure transparency and documentation of coverage.
6. Contact the PM&R Administrative Office to request access to the Google schedule calendar in Google Docs.

2. Sick time and Emergency Leave Requests:

1. If a faculty member or provider will be absent from work due to sudden illness or unforeseen emergency, they must contact the Department and/or appropriate facility or work site ASAP. It is the responsibility of the faculty member or provider to speak directly to staff at the clinic/work location to inform them of the absence and need to reschedule appointments or provide coverage for all impacted services.
2. For outpatient clinics, contact the medical director/clinic manager/scheduling coordinators as soon as possible.  
3. For inpatient locations, contact the medical director and inpatient colleagues to ensure coverage is addressed.
4. Faculty and providers must email supervisors, ACA, and Administrative Office daily during their absence to ensure proper documentation and leave duties completed.

Definitions

• ACA - Associate Chair for Administration

Related Requirements

External Regulations 

• Annual Leave, Sick Leave, and Holiday Summary for Faculty Members
• UNC Policy on Faculty Serious Illness, Major Disability, and Parental Leave

Unit Policies, Standards, and Procedures

• Department of Physical Medicine and Rehabilitation Policy on Faculty and Provider Leave
• Department of Physical Medicine and Rehabilitation Policy on Professional Development and Travel

Contact Information

Primary Contact

Name: Joshua J. Alexander, MD, FAAP, FAAPMR - Chair, Department of Physical Medicine and Rehabilitation

Telephone: (984) 974-9747

Email: Joshua_alexander@med.unc.edu

Other Contact

Name: Aaron Olsen, MBA - Associate Chair for Administration

Telephone: (984) 974-0298

Email: Aaron_Olsen@med.unc.edu