Applies to: All trainees in the WSU Pediatric Residency Program–Spokane
Effective Date: 3/24/2026
1.0 Policy Statement
The following policy outlines the process for trainees requesting time away from training in the WSU Pediatric Residency. This policy relates to vacation time, unplanned time, and personal appointments. Refer to the GME Vacation and Leave Policy for complete information.
2.0 Definitions
Paid Time Away (PTA)
Paid time away does not roll over from one academic training year to the next.
Planned PTA
Paid Time Away that is used for vacation and pre-scheduled into a resident’s schedule. Per the GME Vacation and Leave policy residents receive 20 PTA days per academic year.
Unplanned PTA
Paid Time Away that is used when a resident is sick or for emergent situations. Per the GME Vacation and leave policy residents receive 5 PTA days per academic year.
3.0 Procedures
Planned PTA Process (Scheduled Vacation)
Prior to each academic/training year information will be sent out to current and incoming trainees providing an opportunity to indicate preference for scheduled vacation time for the upcoming training year. Trainees will be asked to indicate their preferences for their four (4) vacations. A vacation is defined as Monday–Friday consisting of five (5) days.
Directions for Requesting Planned PTA
- You will be asked to rank your preferences for your one-week vacations based on a schedule provided to you. It is important that you complete your requests by the deadline indicated. Late requests after the deadline will be considered, but trainees who submit their requests by the deadline will be given scheduling priority. Trainees will be provided with plenty of time to consider and submit their vacation requests (at minimum 2-4 weeks).
- You are encouraged to provide notes and context with your requested vacation dates for consideration by program administration. This may include any special occasions or circumstances. This may include mention of specific dates. Example: sister’s wedding on September 25, 2026.
Process Used by Program Administration
- Program administration will try and accommodate trainees’ vacation requests when confirming rotation block schedules for the upcoming year.
- Every effort will be taken to provide trainees with their preferred vacation times. Rotation block schedules including vacations will be posted prior to the upcoming training year in New Innovations to provide adequate notice.
- Program administration may give priority to senior trainees and may consider previous training year vacation scheduling in order to be as equitable as possible when determining vacation time over holidays and peak times of the year
- Requests to change scheduled vacations are considered on a case-by-case basis. Trainees should follow the program’s schedule change request process.
When Vacations May be Taken or Not Taken
- Vacations are scheduled during 4-week Subspecialty rotations.
- Vacations are not scheduled during inpatient rotations or required rotations. This is to ensure residents meet requirements to advance to their next training level and graduate from the residency program.
- Trainees are responsible for completing all clinical and work requirements before and after a scheduled vacation. For example, if a resident is scheduled for an inpatient shift on a Saturday priority to a vacation starting on Monday, the resident is responsible for completing that shift.
- Vacation weeks start on a Monday and end on a Friday.
- Vacations are scheduled during the first and last week of a 4-week rotation block. This is to minimize disruption to a rotation by having vacation taken in the middle of a rotation. Exceptions are made on a case-by-case basis.
- Depending on scheduling, program administration may schedule vacations during longitudinal experiences only when needed and only if the resident is still able to meet ACGME and board requirements. Only one week of a longitudinal block will be used to avoid impacting a resident’s ability to meet requirements.
Process for Scheduling Personal Appointments
- Trainees should review their longitudinal schedule when scheduling appointments and prioritize scheduling them during designated independent study time. Once the appointment is scheduled, email the program administrator and faculty in charge of the longitudinal schedule to avoid scheduling conflicts and protected time.
- If independent study time does not align with available appointments, please contact the program administrator and faculty lead to see if other longitudinal time can be blocked out for your appointment.
- Appointments should not be scheduled during continuity clinic or time during an ambulatory pediatrics rotation, unless it is emergent, to avoid disruption to patient care.
Unplanned PTA (Sick/Emergent) and Call out Process
- Trainees receive five (5) unplanned paid time away (PTA) days per academic year. For full information about Unplanned PTA days, please refer to the GME Vacation and Leave policy.
- Trainees must use the following call out process when using Unplanned PTA unless previous arrangements and discussions have been made with program administration.
Call Out Process for Unplanned PTA
- Text, call, or email the attending you are scheduled to work with and confirm they receive your message.
- Text or email your program administrator to let them know of your absence. If you are on a longitudinal experience, you must include the faculty lead and if you are on an inpatient experience, you must include your Associate Program Director and Program Director.
- In the email or text message you should indicate that you have already notified your attending.
- If you have attempted to locate contact information for your attending and have been unsuccessful, please indicate that to your Program Administrator and faculty leads referenced in item number 2.
- All time away must be recorded for ACGME and board requirements. It will be tracked internally and also logged in Workday. All residents have the ability to check their absences in Workday.
5.0 Related Policies
- GME Vacation and Leave Policy
- Step 3/Level 3 WSU Pediatric Residency Program Policy
- American Board of Pediatrics Absences from Training Policy
6.0 Revision History
GMEC Approval: 3/24/2026
Revision/Review Date(s):
Responsible Office: WSU Pediatric Residency Program
Supersedes: N/A