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Resident Resources

DEPARTMENTAL POLICIES AND PROCEDURES 2022-23

NOTE: This is not an exhaustive list of all policies and procedures governing residents at the OU Health Sciences Center. Policies of the University of Oklahoma, the Graduate Medical Education office, the OU Health Sciences Center, or other agencies under whose auspices the residents work will potentially supersede the policies of the OU Department of Neurosurgery found herein.

REQUIRED EXAMINATIONS AND COURSES

Documenting Exam Results

As soon as you receive documentation of exam results, please forward copies to the Program Coordinator (Emily Tally) for your personnel file. Photocopies of the original documentation or PDFs are both acceptable.

USMLE Step 1 and 2

Per OUHSC policy, residents are expected to have taken and passed Step 1 and 2 of the USMLE exam before beginning residency.

USMLE Step 3

Responsibility rests with neurosurgery residents to register and pass USMLE Step 3 prior to beginning the PGY 2 year. Residents must provide proof of passage to the Program Director. Passage of USMLE Step 3 is mandatory to continue residency training within OU Department of Neurosurgery.

The program will reimburse residents for Step 3 registration.

PGY1 Bootcamp

All PGY1 neurosurgery residents must attend one of the regional PGY1 Bootcamp courses in July (at the start of residency). The PGY1 Bootcamps are sponsored and run by the Society of Neurological Surgeons (SNS). Information about the course is available here: https://www.societyns.org/intern-bootcamp-course

Neurosurgery Residency Program Administration will assist PGY1 residents with registration and will handle travel arrangements.

ABNS Neuroanatomy Exam

At this time, the American Board of Neurological Surgery (ABNS) requires that each resident take and pass a neuroanatomy exam in July of (ie, the beginning of) the PGY 2 year. This examination is required for continuation of neurosurgery training and eventual board certification. More information can be found here - https://abns.org/neuroanatomy-exam-info/

ABNS Written Primary Examination

The ABNS written primary exam takes place every year in March. Residents take the written primary exam for practice (identified as “self-assessment” on ABNS documentation) in their PGY1-4 years. A resident who achieves a passing score on the self-assessment exam prior to the PGY4 year may take the exam for credit the following year. Passage of the exam at that time would enable the resident to forego taking the exam again during training. Residents must achieve a passing score on the ABNS written primary exam prior to the end of the PGY 5 year. Passage of the ABNS written primary exam prior to the end of the PGY 5 year is necessary to continue residency training within OU Department of Neurosurgery. This policy may be modified at the program director’s discretion based on mitigating circumstances.

Additional information about the primary exam can be found here: https://abns.org/primary-examination/

Neurosurgery Residency Program Administration will help residents register. The written exam is proctored by the Residency Program Coordinator, and the location will be announced on a year-by-year basis.

Results of the Primary Exam will be sent to the program and individual residents.

ABNS Oral Board Examination

Following graduation from the residency program, residents will continue on the track to full board certification. Requirements for board certification are subject to change. It is incumbent upon graduates to stay current on requirements and timelines.

Additional information about the oral examination can be found here: https://abns.org/oral-examination/

The OUHSC program will continue to monitor the progress of graduates from the program during this post-residency phase of certification.

PROGRAM POLICIES

Resident Candidate Eligibility and Selection Policy

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on Resident Selection.

OUHSC Neurosurgery Residency Program at the time of this writing is an 11-resident program with residents selected in a 1-2-1-2 alternating fashion. The OUHSC Neurosurgery Residency Program is a 7-year program per ACGME and ABNS guidelines.

Applicant Eligibility

Eligibility to apply to the OUHSC Neurosurgery Residency Program includes the following criteria.

• ERAS Application:

  • Applicants must apply to the OUHSC Neurosurgery Residency Program via the Electronic Residency Application Service (ERAS) and include all ERAS-related documentation: i.e. ERAS application, curriculum vitae (CV), Dean’s Letter, letters of recommendation, personal statement, transcripts, and USMLE and/or other exam score results.
  • The OUHSC Neurosurgery Residency Program only accepts applications submitted via ERAS.
  • Unsolicited applications received via email, mail, or fax will not be considered except in circumstances requiring the program to fill an unplanned vacancy.
  • Applicants must graduate from a Liaison Committee on Medical Education (LCME)approved medical school prior to starting in residency.
  • Graduates of international medical schools may be considered at the discretion of program leadership.
  • The medical school transcript and Dean’s Letter should reflect a commitment to scholarship, leadership, and exceptional humanitarian ideals.
  • Briefly explain the case, and
  • Explain which of these 3 circumstances will be used to justify the violation (i.e., maintaining continuity of care, scrubbing on cases of exceptional educational value, or meeting the humanistic needs of a patient/patient’s family).
  • Resident performance
  • ABNS primary exam results
  • Resident assessment data
  • Resident research presentations/publications
  • Resident procedure/case log
  • Faculty development
  • Results of annual confidential evaluation of faculty by residents
  • Review of updated CVs, including faculty scholarly activity (see the report of faculty accomplishments described in the above section: Department Evaluation of Faculty)
  • Graduate performance
  • ABNS oral exam results of past graduates
  • Survey data from recent graduates or employers of recent graduates
  • Program quality
  • Results of annual confidential evaluation of program by residents and faculty
  • ACGME resident survey results including duty hour compliance
  • Curriculum, including: Updated competency-based rotation goals and objectives
  • Learning activities
  • Assessment methods

• Applicant CV: The OUHSC Neurosurgery Residency Program prefers applicants whose CV’s show a dedication to clinical practice, academics, and research.

• Medical School Requirements

• Letters of Recommendation

The OU Neurosurgery Residency Program requires a minimum of 3 letters of recommendation from clinical faculty who have had personal and clinical experience with the applicant.

• Minimum USMLE Requirements

Applicants must pass the USMLE Step 1, Step 2, and Clinical Skills (CS) exam. As per OUHSC GME policy, failure to demonstrate a passing score on all three of these exams may result in an applicant being removed from the rank order list prior to the match. Should a matched applicant fail to pass an exam prior to matriculation, the OU Department of Neurosurgery reserves the right to terminate the match agreement and contract with the applicant in accordance with OU GME policy.

Personal Statements - Personal statements should be approximately 400-500 words and should be included in the ERAS application.

Application Process and Interviews

All applications will be processed through ERAS, following ERAS’s timetable for application submission availability; unsolicited applications received via email, mail, or fax will not be considered.

Interview invitations for will be sent within 2-3 weeks of the opening of ERAS applications for review. The time and structure of the interview day is subject to change year to year, however, the department most commonly utilizes three interview days per year. OU Department of Neurosurgery follows guidance from the Society of Neurological Surgeons (SNS) and the American Association of Medical Colleges (AAMC) regarding in-person or virtual interview format.In-person ”second-look” visits are encouraged but subject to change depending on travel restrictions, campus visitation policies, and public health concerns. OU Department of Neurosurgery will not rank factor “second-look” status in ranking applicants.

The OUHSC Neurosurgery Residency Program participates in the National Resident Matching Program (NRMP); the residency program will consider each applicant based on their application materials and the impressions of the faculty and residents’ in-person or virtual meetings with the applicants.

Applicants who match with the OUHSC Neurosurgery Residency Program will be contacted by the residency program in accordance with the NRMP’s rules regarding contact between programs and medical students (i.e., after the close of the match).

Duty Hour and Moonlighting Policy

The OUHSC Neurosurgery Residency Program does not allow moonlighting. There are no exceptions.

Logging Duty Hours

Duty hours must be logged weekly on MedHub per OUHSC policy. Logging must include day shifts, call, and all forms of leave.

ACGME Duty Hour Rules

Residents will strictly adhere to current ACGME Duty Hour Rules. As these rules are subject to change, please refer to current ACGME Common Program Requirements, Section VI. https://www.acgme.org/Portals/0/PFAssets/ProgramRequirements/CPRResidency2020.pdf

OUHSC Neurosurgery Procedures for Handling Violations

If you know that you will violate the duty hour rules, please do the following:

• Obtain written permission from the Program Director via email; make sure to copy the program coordinator.

• In the email:

•Enter the hours in MedHub.

• When the violation shows in MedHub, make sure to enter the justification.

• Program administration (i.e., the PD or Coordinator) will then see the violation and provide further explanation as needed.

• Duty hours must be up-to-date in MedHub no later than the second Monday of the month.

Resident Supervision Policy

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on Resident Supervision.

Supervision of Neurosurgery Residents

The 4 levels of supervision outlined by OUHSC are:

  • 1. Direct Supervision (i.e., instructor is in the same room w/ the resident)
  • 2. Indirect Supervision with Direct Supervision Immediately Available (i.e., instructor is in the same hospital as the resident)
  • 3. Indirect Supervision with Direct Supervision Available (i.e., instructor is a phone call away from the resident).
  • 4. Oversight (i.e., instructor provides post-care review w/ feedback)

For a list of who is qualified to supervise residents, see the APPENDIX: ADDENDUM TO RESIDENT SUPERVISION POLICY.

Procedure Competence

For a list showing when a resident is approved to safely and effectively perform certain procedures or clinical activities without direct supervision, see the Addendum to Resident Supervision Policy: NS Clinical Activities and Levels of Supervision.

PGY1 Neurosurgery PGY1 Supervision

PGY1 Neurosurgery residents may be directly supervised or indirectly supervised with direct supervision immediately available either by senior neurosurgery residents, the neurosurgery chiefs, or attending faculty. For a list showing the minimum level of supervision for PGY1’s, see the Addendum to Resident Supervision Policy: NS Clinical Activities and Levels of Supervision.

Description of Resident Clinical Responsibilities

Clinical responsibilities have been set by the RRC for neurosurgery. This list of responsibilities is outlined in the Addendum to Resident Supervision Policy: NS Clinical Activities and Levels of Supervision.

Resident and Faculty Policy Awareness

Residents and faculty will be annually educated on the supervision policies and procedures (including the ACGME requirement that residents and faculty members should inform patients of their respective roles in each patient’s care).

Policy on Resident Scholarly Activity and Quality Improvement Projects

Scholarly Activity Requirements

In accordance with ACGME requirements, and in an effort to promote a spirit of inquiry in the department of neurosurgery, all residents must engage in scholarly activity and at least one quality improvement project each year.

Scholarly Activity Expectations

Residents must write and submit for publication a minimum of two peer-reviewed manuscripts each academic year, of which one needs to be as first author. One book chapter is allowed as part of this requirement.

Each resident is required to give a minimum of one formal presentation of at least 30 minutes during a didactic conference each academic year.

Failure to Meet Requirements

Failure to meet the above requirements may result in the following repercussions:

Verbal warning from residency staff/administration given to resident; the resident may also receive counseling/mentoring to assist the resident in completing the delinquent academic activities.

Residents will be given 4–6 months to complete the previous year’s activities. While catching-up, residents must also maintain the current academic year’s work/scholarly activities by the end of the current academic year.

Annual book fund allocation will be contingent on fulfilling the publication requirement.

Quality Improvement Project Requirements

Residents are required to participate in interdisciplinary clinical quality improvement and patient safety programs. Each resident must participate in one quality improvement project per year with a faculty sponsor. Quality projects will be presented in the spring at an annual quality presentation symposium hosted by the department.

Residency Policy Concerning Patient Hand-Offs

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on Patient Handoffs.

Hand-Off Periods

Hand-off periods occur twice per weekday at 6 am and 5 pm. During these hand-off periods, patient information is exchanged between the night call resident and the daytime resident teams at all facilities, or between the resident and faculty. These meetings are done face-to- face. The weekend hand-off exchanges occur face-to- face every Friday at 5 pm and every morning between the weekend call resident and the day shift team.

Supervision of Hand-Offs

During weekly daily shifts, the residents meet in teams at each respective hospital for the 6 am hand-off meeting.

Senior residents directly supervise junior residents during the 6 am hand-off and the 5 pm hand-off period.

Hand-off may also occur between midlevel Advanced Practice Providers (APPs) and the resident teams.

Monitoring of Hand-Offs

Hand-off procedures will be periodically reviewed by the program director with the residents to ensure continuity of care.

Resident Evaluation and Promotion Policy

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on Resident Evaluation and Promotion.

Using MedHub for Evaluations

The residency program uses the MedHub residency management system to schedule and disseminate evaluations, and to send email reminders to the faculty and residents of due dates. The MedHub system is managed and monitored by the program coordinator. Reports of resident/faculty participation are given to the program director as necessary. The program director will encourage faculty and residents to complete delinquent evaluations. Hard-copies of these evaluations are kept in the resident’s files.

Evaluation Process

Residents and faculty will be evaluated on a regular schedule that includes quarterly evaluations residents following each rotation, semi-annual and annual multi-source evaluations of the residents (i.e., 360° evaluations, milestone evaluations, resident peer evaluations, and resident self-evaluations), quarterly evaluations of the residents, and end-of-year evaluations of the faculty and program. Faculty and residents are expected to complete evaluations. Copies of resident evaluations will be kept in each resident’s files and may be reviewed by the residents upon request. Evaluations of faculty and the program will also be kept on file.

Completed evaluations are reviewed by the program director throughout the program year to check the progress of residents. During the quarterly evaluation, the program director and/or assistant program director will meet with residents to discuss the resident’s progress, review case logs, and to address any potential problems. End-of-year evaluations will assess the educational content of the program and the quality of the program. The Neurosurgery Milestones will be used twice per year, and the internal OU Neurosurgery Resident Evaluation tool in MedHub will be used twice per year.

Formative Evaluations of Residents

The OUHSC Neurosurgery Residency Program uses the following formative evaluation methods during residency training to assess resident performance:

  • Resident peer evaluations, which are completed annually.
  • Neurosurgery Milestone Evaluations, which are completed semi-annually.
  • OU Neurosurgery Resident Evaluation tool in MedHub, which is completed semi-annually.

Resident Summative Evaluation

The program director will provide a summative evaluation for each resident upon completion of each level of training and upon completion of the program. This evaluation will become part of the resident’s permanent record maintained by the institution, and will be accessible for review by the resident in accordance with institutional policy. This evaluation will document the resident’s performance during the final period of education, and will verify that the resident has demonstrated sufficient competence to enter practice without direct supervision.

Other Evaluations

  • Residents and faculty both complete evaluations of the program at the end of the program year in utilizing the annual resident and faculty ACGME surveys.
  • Residents will submit an annual “Faculty as Teachers” evaluation. The Program Director will meet with all faculty to discuss the evaluations. The Program Director’s evaluation will be performed by the department chair and/or assistant program director.
  • Residents will submit an annual “Faculty as Teachers” evaluation. The Program Director will meet with all faculty to discuss the evaluations. The Program Director’s evaluation will be performed by the department chair and/or assistant program director.

Clinical Competency Committee

The OU Neurosurgery Clinical Competency Committee (CCC) reviews all resident performance evaluations and assessments of progress semi-annually utilizing the Neurosurgery Milestones. Under the Oklahoma Patient Safety and Quality Improvement Act of 2011, the records of the activities of each CCC are designated as confidential and privileged. Resident evaluation documentation and files that are reviewed by a program’s CCC are protected from discovery, subpoena or admission in a judicial or administrative proceeding. Membership in the CCC is selected from the core faculty by the Program Director.

Additional Faculty Oversight

Issues related to evaluations are reviewed with the faculty on an ad hoc basis at monthly faculty meetings (as necessary) and at the annual program evaluation meeting every June/July.

Reappointment and Promotion

Reappointment and promotion to the subsequent year of training require satisfactory and cumulative evaluations by faculty, which indicate satisfactory progress in scholarship and professional growth. This includes demonstrated proficiency in:

  • Incremental increase in clinical competence including performing applicable procedures.
  • Appropriate increase in fund of knowledge; ability to teach others.
  • Clinical judgment.
  • Necessary technical skills.
  • Humanistic traits and communication with others.
  • Attendance, punctuality, availability and enthusiasm.
  • Adherence to institutional standards of conduct, rules and regulations, including program standards and hospital and clinic rules with respect to infection control policies, scheduling, charting, record-keeping, and delegations to medical staff.
  • Adherence to rules and regulations in effect at each health care entity to which assigned.
  • Other criteria that may include satisfactory scores on examinations if designated for that purpose, research participation, participation in scholarly activity, and completion of quality improvement projects.

Faculty Evaluation Plan

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on program and faculty evaluation:

NS Resident Evaluations of Faculty/Attending Physicians

  • Resident evaluations of faculty/attending physicians are done in MedHub.

• The Program Director will meet with all faculty to discuss the evaluations. The Program Director’s evaluation will be performed by the department chair and/or assistant program director.

• Composite faculty scores are reviewed during the Annual Program Evaluation meeting, held in the late summer (at the start of the following program year).

• Faculty/attending physicians are notified of their composite reports prior to the Annual Program Evaluation meeting.

Problematic Faculty/Attending Physician(s)

• If a resident has an issue with a faculty member or attending physician, they are encouraged to discuss the matter with the program director, assistant program director, their faculty mentor, or the department chair.

• If a resident is uncomfortable discussing sensitive issues with the program director or chair, he/she may discuss issues in confidence with the program coordinator. Follow-up may include the participation of the OUHSC GME office. Residents are encouraged to use the OUHSC Ombudsperson Program if they do not feel comfortable discussing an issue with members of the Neurosurgery Department (See Appendix D for further information).

Department Evaluation of Faculty

The Department Chair evaluates faculty semi-annually.

The program compiles reports of faculty accomplishments, which include the following items:

Articles in peer-reviewed and non-peer-reviewed journals

Conference presentations/posters

Chapters/textbooks

Grant leadership/clinical trials

Leadership or peer-review roles

Board or officer position in regional, national and international organizations

Teaching formal courses

Directorship of a fellowship program

Reports of faculty accomplishments are reviewed in the presence of faculty during the chair’s semi-annual faculty review.

The Chair makes suggestions to mentor faculty and encourage faculty development.

Annual Program Evaluation Plan

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on program and faculty evaluation.

NS Residency Program Annual Program Evaluation

• The NS residency program conducts a comprehensive review of the program and curriculum annually

  • The Annual Program Review (APE) is done every June–July
  • Residents and faculty are required to complete a confidential and anonymous program evaluation form as part of the APE; composite results from this evaluation will be used during the APE meeting.
  • Annual Program Evaluation Form
  • The APE form is compiled with information from the current program year, including the following items from the OUHSC institutional policy:

Outcome measures:

Review of status of any citations or concerns from previous accreditation letter or recommendations from internal review.

Review of program policies and procedures and specialty-specific program requirements.

Annual Program Evaluation Meeting/ Program Evaluation Committee (PEC)

The annual evaluation of program quality is tasked to the Program Evaluation Committee (PEC) consisting of the membership of the Department of Neurosurgery and at least 1 resident representative (per the ACGME Program Requirements). The annual meeting is held in July–August of each year with the PEC membership to review the items found on the APE.

• Data compiled for the APE form if available are presented and discussed during the meeting.

• Areas of deficiency are reviewed by the meeting participants and a plan to remediate program deficiencies is made; the plan is included in the meeting’s minutes.

• Written improvement plans to remedy program deficiencies, including a timeline of implementation, are made by the program administration and submitted to the University’s Designated Institutional Official (DIO)—Dr. Elisa Crouse

• At the next quarterly faculty meeting, the improvement plan is reviewed to ensure deficiencies are being addressed by the administration, faculty, and/or residents.

• If deficiencies are not immediately remedied, each deficiency will be reviewed and discussed at each quarterly faculty meeting until final resolution.

Department/Residency Committees

Clinical Competency Committee (CCC)

The Clinical Competency Committee (CCC)—reviews all resident evaluations semi- annually; prepares and assures the reporting of Milestones evaluations of each resident semi-annually to ACGME; and advises the program director regarding resident progress, including promotion, remediation, and dismissal.

NOTE: Per ACGME program requirements, a resident representative is NOT allowed to be a member of the CCC.

Program Evaluation Committee (PEC)

The Program Evaluation Committee (PEC) conducts the annual evaluation of program quality and consists of the core faculty, additional faculty at the discretion of the program director, and at least one resident representative (per the ACGME Program Requirements). The annual meeting is held in July– Aug of each year with the membership reviewing the items found on the APE.

Professional Conduct Policy

The OUHSC Neurosurgery Residency Program follows the OUHSC human resources Code of Conduct system policy.

Specifically, neurosurgery residents are expected to comport themselves in the manner as described in the ACGME Requirements for Neurological Surgery.

Residents must demonstrate a commitment to carrying out professional responsibilities and an adherence to ethical principles. Residents are expected to demonstrate:

  • Compassion, integrity, and respect for others.
  • Responsiveness to patient needs that supersedes self-interest.
  • Respect for patient privacy and autonomy.
  • Accountability to patients, society and the profession.
  • Sensitivity and responsiveness to a diverse patient population, including but not limited to diversity in gender, age, culture, race, religion, disabilities, and sexual orientation.
  • Treat patients/family/staff/paraprofessional personnel with respect.
  • Demonstrate sensitivity to patient’s pain, emotional state, and gender/ethnicity issues.
  • Discuss death honestly, sensitively, patiently, and compassionately.
  • Exemplify integrity.
  • Accept responsibility/accountability.
  • Demonstrate reliability.
  • Maintain calm, even temperament.
  • Exhibit self-awareness and knowledge of limits.
  • Respond to the comments of other team members, patients, families, and peers openly and responsibly.

Graduate training in neurological surgery requires a commitment to continuity of patient care, as practiced by qualified neurological surgeons. This continuity of care must take precedence- without regard to the time of day, day of the week, number of hours already worked, or on-call schedules. At the same time, patients have a right to expect a healthy, alert, responsible, and responsive physician dedicated to delivering effective and appropriate care.

Grievance Policy

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on Resident Grievances.

Residents may raise and resolve issues without fear of intimidation or retaliation. The DIO and the chair of the Graduate Medical Education Committee maintain an open-door policy. See the OUHSC policy for mechanisms for communicating and resolving issues.

Resident Dismissal Policy

The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on Resident Dismissal. Program-specific policy items are found below.

Resident Dismissal

When deficiencies are noted in a resident's performance they will be discussed with the resident including recommendations for corrections. Depending on the severity of the deficiencies, the resident may be placed on a Corrective Action Plan (CAP) by the membership of the CCC. This is an opportunity for the resident to remediate deficiencies. All Corrective Action Plans must be submitted to the DIO for review prior to being initiated. If a resident successfully completes a CAP, the resident is considered to be in good status with the OU Neurosurgery Residency Program. A successfully completed CAP does not, at the time of this writing, need to be reported to credentialing bodies, licensure bodies, or the National Practitioner Data Bank.

Probation is notice to the resident of failure to progress satisfactorily as reflected by evaluations and/or other assessment modalities. Being placed on probation is often reportable to credentialing and licensure bodies. Probation may result in an extension of the resident’s time in training. The decision to place a resident on probation must be approved by the DIO. It is the resident’s responsibility to report all required disciplinary action when requesting by any governing body. Residents in probationary status have continued enrollment at the University.

Forms of remediation during a CAP or probation may include:

  • Repeating one or more rotations.
  • Participation in a special program.
  • Continuing in scheduled rotations with or without special conditions.
  • Supplemental reading assignments.
  • Attending undergraduate or graduate courses and/or additional clinics or rounds.
  • Extending the period of training. The resident may also be referred to the Resident Assistance Program if indicated.

Determination by the department chair that the resident fails to correct a deficiency or that the deficiency or violation of University rules is of sufficient gravity to warrant dismissal, the resident may be dismissed without being placed on probation. However, the Program Director must consult with the Office of Graduate Medical Education prior to instituting a dismissal that is not preceded by a period of probation. In that instance, the resident may obtain review under the Graduate Medical Education policy of Academic Due Process.

Program Travel Requirements

Travel Expenses Paid Via Department

Contact person for travel: Emily Tally

Emily-Tally@ouhsc.edu

If travel expenses are to be reimbursed by OUHSC, residents must follow the university’s policies and procedures.

Prior to Travel:

• Resident must secure proper approval before a trip. The Chair or Program Director must approve resident Travel Requests before a trip.

• Residents will use the Concur Travel System for booking flights and submitting expenses.

During Travel:

• Keep track of receipts including hotel, taxi, parking, etc. You must obtain a zero-balance bill from your hotel at the time of checkout.

Reimbursement After Travel:

• Submit all receipts and printed conference agenda to the program coordinator (Emily Tally).

• NOTE: All receipts and travel expenses should be turned in no later than 30 days after completion of travel.

• Indicate on your bill any incidentals incurred for University business. Incidentals will not be reimbursed if not official University business.

Travelers will be reimbursed for the following:

  • Hotel at the single room rate – must use the designated conference hotel or submit a statement of unavailability. The hotel receipt must show a zero balance as a paid receipt.
  • Registration fees will be reimbursed if paid by the attendee but often times can be prepaid by the department in advance.
  • Flights should be booked using Concur. If this cannot be done, booking should occur with the assistance of the program coordinator to ensure reimbursement.
  • Transportation to and from the hotel and parking if applicable – must have receipts.
  • Per diem – please be aware the amount of the per diem is reduced by the number of meals provided at the conference.
  • Airport parking/hotel parking is reimbursed.
  • Rental cars are not reimbursed without prior authorization.
  • Program Leave Policy
  • The OUHSC Neurosurgery Residency Program follows the OUHSC institutional policy on Resident Leave. The ABNS does not specify a maximum number of days that residents can be away from training at which training is negatively impacted.

• Annual Leave: 3 weeks, consisting of 21 days with a maximum of 15 “working days” (Monday-Friday) plus 6 “weekend days” (Saturday-Sunday).

• Sick Leave: 3 weeks of paid sick leave per twelve-month period for absences due to personal or family (spouse, child, or parent) illness or injury. Annual paid sick leave consists of 21 days with a maximum of 15 “working days” (Monday-Friday) plus 6 “weekend days” (Saturday-Sunday). A physician's statement of illness or injury may be required.

• Family and Medical Leave (FMLA): Residents who have been employed for at least 12 months and have worked at least 1,250 hours during the previous 12-month period are eligible for qualified family and medical leave under provisions of the federal Family Medical Leave Act (FMLA). FMLA provides eligible employees up to 12 weeks of protected unpaid leave for the birth or adoption of a child or a serious health condition affecting the employee or his or her spouse, child or parent. Residents are required to use all available sick and annual leave days to be paid during FML leave. (See the policy link above for more detail.)

• Educational Leave: Granted at the discretion of the Program Director, but may not exceed 10 calendar days per 12-month period. No resident should accept an invitation to give a talk or presentation off-campus without prior approval from the Program Director.

Additional Leave: At the discretion of the Program Director and with guidance from OU GME Policy, Additional Resident Leave beyond Annual Leave, Sick Leave, FMLA, and Educational Leave may be granted. Residents should discuss extentuating circumstances for additional leave request with the Program Director at the earliest convenience.

Additional Policies

No time off is allowed during the last two weeks of June and during the month of July. Additionally, time off can only be scheduled when no other resident is off unless authorized by the Program Director or Chair. There are exceptions for the PGY1 residents when they are on off-service rotations, and further exceptions can be made by the Program Director, Assistant Program Director, or Department Chair. Residents should not schedule time off during the annual meetings of the Congress or Neurological Surgeons or American Association of Neurological Surgeons. Approval for meeting attendance requires approval by the Program Director.

All time off requests will need to be made in 6 month blocks, and residents must take at least one week of their time off in each half of the year. In other words, a resident cannot take all three weeks off between January and June. Time off for the period from July-December needs to be requested by July 1; time off for January to July needs to be requested by December 1. The maximum time off allowed at any time is 5 work days. As before, if a resident is on-service during your time away another resident must cover. Residents should do not wait until the week or day before to tell the off-service resident. Residents in the senior call pool cover for each other, and those in the junior call pool cover for each other.

Official Holidays are listed below. Holiday schedules may be impacted by the hospital and departmental schedule, and there is no guarantee that a resident will have holidays off. Days other than official holidays will need to be taken off using the same metric above, and these will count as time off. Recognized holidays are as follows-

-Independence Day

-Labor Day

-Thanksgiving and the day after Thanksgiving 

-Christmas Eve and Christmas Day

-New Year's Eve and New Year's Day

-Martin Luther King Day

-Memorial Day

-Juneteenth

Meeting and Course Attendance:

As the schedule allows and at the discretion of the program director, residents will be allowed to attend meetings at which they have a podium (oral) presentation accepted. Residents elected to committees or faculty panels in national organizations may be permitted to attend these meetings. The department will pay the cost of sanctioned meeting attendance. All meeting attendance must be cleared by the program director. Chief residents may be allowed to attend one meeting of their choice at departmental expense if all educational objectives (case logs, publication requirements, etc.) have been met to the satisfaction of the program director.

Case Log Policy

NOTE: RESIDENTS ARE REQUIRED TO MEET CASE LOG MINIMUMS IN ALL CATEGORIES.

FAILURE TO DO SO WILL PRECLUDE THE RESIDENT FROM GRADUATING ON TIME.

Deficiencies in case categories, publication requirements, or any other area should be brought to the attention of the program director at least two years prior to graduation to remedy any deficiencies.