Resident Physician Grievance Procedure

POLICY #: 8240.23


To establish a uniform mechanism for grievance procedures for all residents in the Graduate Medical Education program.


1. Issues Brought by Program Director Regarding a Resident

a) In the event that a resident exhibits unprofessional behavior or a level of professional performance unacceptable to the Program Director, the Program Director will bring the matter before the next regularly scheduled meeting of the Education Advisory Committee of that Program. The resident shall be notified in writing of this plan.

b) The resident shall be invited to the Education Advisory Committee meeting to participate in a discussion of the issues identified by the Program Director. The Education Advisory Committee, absent the resident, will then decide upon one of the following courses:

i) Continuation after counseling with regular status in the program;

ii) Continuation with probation in the program;

iii) Administrative leave with pay;

iv) Termination of employment

c) Decisions involving administrative leave or termination will include collaborative involvement of the Vice President of Medical Affairs and the Vice President of Human Resources. The Education Advisory Committee will send a letter outlining its decision to the resident and the Program Director within 10 days of the meeting. Should either the involved resident or Program Director disagree with the decision of the Education Advisory Committee, either may request in writing within 10 days that a specially convened Grievance Panel review the decision. This request should be delivered to the Vice President of Medical Affairs.

d) The Grievance Panel will consist of a) the Vice President of Medical Affairs (as Chair), b) one of the Cottage Health medical staff officers (who cannot be a member of the Department of the Program involved), and c) a final year resident, from one of the other two programs, chosen by the Vice President of Medical Affairs and acceptable to both the involved resident and involved Program Director. A representative of the Employee Relations Department will participate in the meeting(s) and serve as an Advisor to the Grievance Panel. The Grievance Panel will be convened within fourteen (14) days of receipt by the Vice President of Medical Affairs of a letter requesting its review. The Grievance Panel will consider input from at least the involved resident, the involved Program Director, and the Chair of the involved Education Advisory Committee. The Grievance Panel may also consider at its discretion input from any individuals suggested by any of these three parties. The Grievance Panel will render a decision that is final and is consistent with any of the options previously described as available to the Education Advisory Committee.

e) Under compelling circumstances the Program Director may place the resident on administrative leave pending a meeting of the Education Advisory Committee. However, in this event if the next regular meeting is not scheduled within fourteen (14) days then a special meeting must be convened within those 14 days.

2. Issues Brought by a Resident Regarding the Program

a) If a resident cannot resolve an issue with the Program Director regarding the impact of the Program, facility, or work environment upon the resident, then the resident may initiate the grievance process as above. The resident must notify the Program Director in writing of the intention to do so, and then will be invited to the next meeting of the Education Advisory Committee. If the next meeting is not scheduled within thirty (30) days, the resident may request that a special meeting of the Education Advisory Committee be held within thirty (30) days.

b) The Education Advisory Committee will hear and consider the resident’s concern and take appropriate action. The action of the Education Advisory Committee will be included in a letter sent to the resident and to the Program Director within 30 days of the meeting. If either the resident or the Program Director disagrees with the action of the Education Advisory Committee, either may request that a Grievance Panel be convened.

c) The Grievance Panel’s membership, timeline, and finality will be the same as in 1d above.

d) Alternately, should the resident not feel comfortable discussing the concern with the PD and/or Education Advisory Committee, the resident may opt to bypass this route and seek assistance from other organizational sources. These sources include: the Vice President of Medical Affairs, the DIO, or the VP of Human Resources. The contacted administrative official may attempt, with the concurrence of the resident, to facilitate a satisfactory resolution of the problem. In addition, any of these officials may decide to initiate, with the concurrence of the resident, a Grievance Panel as in 1d.

3. Non-Renewal of Contract

a) The non-renewal of an agreement of appointment by any Program requires a written notice of intent a) no later than 4 months prior to the end of the resident’s current agreement; or b) when the primary reason(s) for non-renewal occurs within those four (4) months, as much notice as is feasible. A challenge by the resident to the decision to non-renew a contract shall follow the procedure outlined in 2a-b above.


RECOMMENDED BY: Diana Lovan, Health & Safety Director DATE: 12/14
APPROVED BY: E Wroblewski, MD DATE: 9/17
DATE REVISED: 3/01, 5/07, 10/08 , 7/14
DATE REVIEWED: 12/93, 3/97, 3/99, 9/02, 4/03, 10/08, 1/12, 12/14