Process to assess early withdrawals from the residency program
There may be a variety of reasons that a resident withdraws early from a residency program, or otherwise does not complete the program by the end of the residency year. The information below outline some of the reasons why a resident may be withdrawn early from a residency program and are taken from the 2020 BC Residency Standards.
Resident Not Meeting Performance Expectations of a Direct Patient Care Rotation
If a resident is not progressing towards expected level of performance in his/her individual direct patient care rotations and/or longitudinally across the course of their residency, every effort will be provided to address these deficiencies with the resident. If this is unsuccessful, the resident will be required to complete a remedial clinical rotation. The remedial rotation will be in a clinical area that will provide ample opportunity to address the resident’s specific learning deficiencies and be preferably precepted by a different preceptor. Evaluation of the resident during this remedial rotation will be based on the same criteria used for all other clinical rotations. At the discretion of the Program Coordinator, the remainder of the Program may be adjusted (e.g., selection or timing of other rotations) to reflect the learning needs of the resident. If the resident fails to meet expectations by the end of the remedial rotation to the satisfaction of the Program Coordinator, the resident will be terminated from the Program in consultation with the Program’s Human Resources department.
The Program Coordinator should ensure that the resident is aware to contact the Ombudsperson for input and support. The Program Coordinator may also consult with members of the PRPC or their Health Authority Human Resources consultant for additional guidance/support.
Failure of two rotations during the residency year will result in immediate termination from the Program.
Resident Not Meeting Professional Expectations
Residents are expected to practice in an ethical manner and in accordance with the College of Pharmacists of BC Code of Ethics. They shall practice with honesty and integrity, and respect patients and other health care team members.
Residents are expected to practice in a manner that demonstrates professional accountability. This includes, but is not limited to:
• Fulfilling professional commitments and assignments in a diligent and timely manner
• Prioritizing activities to fulfill all responsibilities in a timely manner
• Being punctual
• Communicating with preceptors and/or Program Coordinator when unable to meet deadlines, complete tasks or arrive on time
• Responding to and incorporating feedback on ways to improve
• Accepting responsibility for their recommendations
Residents are expected to demonstrate initiative within the practice setting. This includes, but is not limited to:
• Taking initiative to learn, enhance skills and integrate knowledge
• Evaluating their practice and knowledge to identify areas for continuing professional development
• Seeking clarification on feedback when needed to identify strengths and limitations in their competence/performance
If a resident does not demonstrate a commitment to excellence and professional behaviors in their residency-related activities (e.g., rotation activities, project management activities, interactions with patients/preceptors/mentors/team members), he/she will be required to meet with the Program Coordinator and Program Director to ensure clear expectations and a corrective course of action are agreed upon. The Program Coordinator should ensure that the resident is aware to contact the Ombudsperson for input and support. The Program Coordinator may also consult with members of the PRPC or their Health Authority Human Resources consultant for additional guidance/support. If the identified unprofessional behaviors do not improve, the resident may be terminated from the Program at the discretion of their Program Coordinator and Program Director.
Extenuating Circumstances
Leaves of Absence
Leaves of absence shall be granted in compliance with the BC Employment Standards, the CPRB accreditation standards and the usual non-contract terms and conditions of the Health Authority. These leaves may include compassionate, special, pregnancy, parental and court leaves. The resident should contact their Program Coordinator as soon as such a situation/request arises.
The Program Coordinator is responsible, in consultation with rotation preceptors, for making judgments about whether outstanding program requirements and/or days lost to leave must be made up and how this is to occur. Payment for leaves of absence will be determined according to the policy of the resident’s institution.
Sick Leave
A resident who is sick shall notify the Program Coordinator (or designate) and the rotation preceptor before the start of the workday. If the resident requires sick leave for three or more consecutive days, a physician’s note certifying the illness shall be required. A record of such leave shall be maintained and applied towards allowed sick days according to each individual institution’s policies.
Program Extension
A resident may be granted additional time to complete the Program if there has been an extended leave for reasons beyond the resident’s control (e.g. medical/health or other personal issues). Every effort will be made to provide alternate rotations for the resident to meet Program requirements. Any program extension is granted at the discretion of the Program Coordinator and Director, and is done in consultation with the PRPC. Program extensions are not to be allocated to remedy unacceptable resident performance in the Program.
Process for Assessing Early Withdrawal
If a resident withdraws early from the residency program the residency coordinator will meet with the resident to determine and document the reasons for the early withdrawal. The residency coordinator and program director will take every reasonable action to try to assist the resident in successfully completing the program including the involvement of the ombudsperson if needed. If the resident still withdraws from the program they will be invited to participate in an exit interview and to complete the “Early Withdrawal Exit Interview” assessment form.
Procedure For Early Withdrawal
The resident will inform the residency coordinator(s) of their plans to withdraw from
the program.The residency coordinator and director will attempt to mitigate reasons for withdrawal if possible.
If not possible to mitigate, the resident will provide a letter to the residency coordinator and director of their plan to withdraw.
The resident will be sent the one45 form “Early Withdrawal Exit Interview Survey”
The survey will be reviewed by the residency coordinator and director and the results summarized for discussion at the Residency Advisory Committee (RAC).
