Trainees Affairs Follow-up

To consistently providing excellent services to OMSB residents with the highest level of quality to meet their training requirements.

All Trainees at OMSB should be provided with the highest quality trainee affairs-related services based on international standards.

Commitment to quality and excellent services
Professionalism
Integrity

Dr.Asma Al-Balushi 
Director of Training Department

Mrs. Aysha Al Balushi
 Head of Trainee Affairs follow-up Section

Mrs. Salha Al Kyumi
Trainee Affairs Specialist

Mr. Yasir Al Rawahi
Trainee Affairs Specialist

Ms. Khadija Al Shmali
Trainee Affairs Specialist

Mrs. Laila Al Buhri
Trainee Affairs Specialist

Mrs. Gayatri Vinit Bhujwala
Trainee Affairs Specialist

Resident Guidelines for Annual Leave Application Process:

1. Residents shall be entitled to an Annual Leave of 30 days in addition to a maximum of 10 days in lieu of Eid Holidays, and Official Holidays, if the Resident is required to work during these holidays and leaves.

2. Annual Leave which is not utilized within the year shall not be transferred to the following year.

3. Residents must submit their proposed leaves prior to the creation of the master rotation schedule to the person-in-charge of the rotation schedule.

4. The Annual Leave should be taken as a whole block, one week at a time or two weeks (e.g last week of a block and first week of the following block), (75% of the block must be attended, to receive full credit for the block) throughout the academic year.

5. If the leave is applied for after the creation of the master rotation schedule, then the application must be submitted at least 3 months of the intended annual leave.

6. Leave application forms must be submitted to the Chief Residents who will preliminarily approve the leave after checking the number of residents rotating in the affected Training Center.

7. Leave forms must then be signed and approved by the Rotation Supervisor/Assistant Program Director for the affected Training Center – copy must be faxed to the Program Administrator but not encoded in the database without the approval of the Program Director.

8. Leave forms must then be signed and approved by the Program Director. Copy should be sent to the Program Administrator.

9. OMSB approval.

10. Encoding of leave in the Resident Database.

11. When the Resident reports to work from Annual Leave, they must complete the Return from Leave form signed by the Rotation Supervisor of the affected rotation, and Program Director or Assistant Program Director and submit to the Program Administrator for encoding.

Resident Guidelines for Scientific Leave Application Process:

1. Residents may be granted a leave for scientific purposes (attending scientific conferences and seminars, specialty examinations, etc.), not exceeding 10 days, during each academic year provided that he/she presents proof of attending the activity (e.g. Certificate of Attendance, Exam Certificate, etc.)

2. Residents must submit the leave form at least 3 months before the examination and/or conference.

3. The resident must obtain the approval of the Rotation supervisor/APD of the affected rotation and the PD. A copy of the form should be forwarded to the Program administrator.

4. When the Resident reports to work from Scientific Leave, they must complete the following documents and submit to the Program Administrator for encoding:

        4.1. Return from Leave form signed by the Rotation Supervisor of the affected rotation, and Program Director or Assistant Program Director.

        4.2. Proof of attending the activity (Certificate of Attendance, Exam Certificate, etc.).

5. The Resident should submit the above listed documents to the Program Administrator within two (2) weeks from reporting to work from Sick Leave.

Resident Guidelines for Sick Leave Application Process:

1. The Resident should notify the affected rotation supervisor and Assistant Program Director/Program Director, as well as the Program Administrator when the Resident leaves and reports back to work from sick leave.

2. When the Resident reports to work from Sick Leave, they must complete the following documents and submit to the Program Administrator for encoding:

        2.1. Leave Form signed by the Rotation Supervisor of the affected rotation, and Program Director of Assistant Program Director

        2.2. Return from Leave form signed by the Rotation Supervisor of the affected rotation, and Program Director of Assistant Program Director.

        2.3. Medical Certificate (from an authorized hospital).

3. The Resident should submit the above listed documents to the Program Administrator within two (2) weeks from reporting to work from Sick Leave.

4. If the leave exceeds seven (7) days, the Resident should compensate that period for an equivalent period before he/she is awarded a Certificate of Completion of Training.

Resident Guidelines for Emergency Leave Application Process:

1. The Resident should have valid and convincing reasons for taking an Emergency Leave. 

2. Emergency Leaves will be allowed under the following circumstances:

        2.1. Death of first degree (parents, siblings, spouse, children, grandparents, immediate Uncles & Aunts),

        2.2. Dealing with natural disaster, accidents, & fires that prevent the Resident from reaching the designated rotation

3. A maximum of seven (7) days will be permitted for Emergency Leave. Any other Emergency Leave not listed above will be deducted from the Annual Leave.

4. If the leave exceeds seven (7) days, the Resident should compensate that period for an equivalent period before he/she is awarded a Certificate of Completion of Training.

5. The Resident should notify the affected Rotation Supervisor and Chief Resident.

6. The Chief Resident will inform the Program Director, Assistant Program Director, and the Program Administrator.

7. When the Resident reports to work from Emergency Leave, they must complete the following documents and submit to the Program Administrator for encoding:

        7.1. Leave Form signed by the Rotation Supervisor of the affected rotation, and Program Director of Assistant Program Director.

        7.2. Return from Leave form signed by the Rotation Supervisor of the affected rotation, and Program Director of Assistant Program Director.

        7.3. Letter from the Program Director, Death Certificate, or letter from the Shiekh.

8. The Resident should submit the above listed documents to the Program Administrator within two (2) weeks from reporting to work from Emergency Leave.

Resident Guidelines for Maternity Leave Application Process:

1. The Resident will be granted a leave of 50 days from the day of giving birth.

2. Residents must inform the person in-charge of the master rotation schedule of their expected date of delivery as soon as it is known, no later than the 16th week of gestation.

3. The resident must submit their Leave Form with the signature of the Program Director and Assistant Program Director to the Program Administrator.

4. When the Resident reports to work from Maternity Leave, they must complete the following documents and submit to the Program Administrator for encoding:

        4.1. Leave Form signed by the Rotation Supervisor of the affected rotation, and Program Director or Assistant Program Director.

        4.2. Return from Leave form signed by the Rotation Supervisor of the affected rotation, and Program Director of Assistant Program Director.

        4.3. Child Birth Certificate.

5. The Resident should submit the above listed documents to the Program Administrator within two (2) weeks from reporting to work from Maternity Leave.

Compensation Leave for Public Holiday:

1. The Resident is entitled to a maximum of 10 days leave to compensate days worked during Public Holidays.

2. Regular On-Call or Weekend duty does not qualify as part of the Compensation Leave.

3. The Resident must submit a letter signed by the Program Director or Assistant Program Director, in addition to, the Rotation Supervisor of the affected rotation which proves that he/she worked during Public Holidays within two (2) weeks from the Public Holiday.

4. The Training Program will then arrange and schedule for the Resident’s Compensation Leave subsequently.

Criteria for receiving Completion of Training Certificate:

1.  Passed all required End of Year (EOY) Examinations in all academic years during residency training.  The EOY examination is required in all academic years except:
a.  The final year of residency training (where Resident is exempted from both the written and clinical parts of EOY Examination).
b.  The year the Resident passed OMSB Part-I Examination (where Resident is exempted from both the written and clinical parts of End of Year EOY Examination).
2.  Achieved Satisfactory Annual Evaluations.
3.  Passed OMSB Part-I Examination or equivalent.*
4.  Completed Final In-Training Assessmant Report (FITAR).
5.  Completed successfully the required resident development programs.
6.  Provided evidence of at least one (1) research project.
7.   Provided evidence of one (1) specific scholarly activity during the residency training, limited to the list of activities that OMSB and Education Committee of the Program recognize as scholarly activity.

8.  Completed all other program-specific requirements.

9.Carried a valid ACLS(PLAS for pediatrics)certificate throughout the duration of their training at OMSB.**

* Please note that for programs that have OMSB Part 1 Examination, there is no other exam that can be considered equivalent. However, for programs that do not have OMSB Part 1, an equivalent exam can be considered given that it has to be approved by OMSB.

**Except for Histopathology

Criteria for receiving Specialty Certificate:

1.  Passed all required End of Year (EOY) Examinations in all academic years during residency training.  The EOY examination is required in all academic years except:
a.  The final year of residency training (where Resident is exempted from both the written and clinical parts of EOY Examination).
b.  The year the Resident passed OMSB Part-I Examination (where Resident is exempted from both the written and clinical parts of End of Year EOY Examination).
2.  Achieved Satisfactory Annual Evaluations.
3.  Passed OMSB Part-I Examination or equivalent.
4.  Completed Final In-Training Assessment Report (FITAR).
5.  Completed successfully the required resident development programs.
6.  Provided evidence of at least one (1) research project.
7.   Provided evidence of one (1) specific scholarly activity during the residency training, limited to the list of activities that OMSB and Education Committee of the Program recognize as scholarly activity.
8.  Completed all other program-specific requirements.

9. Carried a valid ACLS (PALS forPediatrics) certificate throughout the duration of their training in OMSB.*

10.  Passed OMSB part II written and clinical exam.

*Except for Histopathology

CRITERIA FOR CHIEF RESIDENTS

 A.  Selection The Chief Resident is to be peer-selected to represent residents at a Training Program in OMSB.
 B.  The number of Chief Residents per program will be according to the number of residents in the program. The following table illustrates the number of chief resident to the total number of resident:

   Total Number of Residents

   ≤ 60

   > 60

   Chief Residents

 1

 2

 
C.  Resident Level
A Chief Resident should be a senior-level resident, R3 or above.
D.  Duration of term
        1.  One (1) Academic Year
        2.  Renewable once based on nomination by the residents
E.  Chief Residents’ Nomination Criteria:
Chief Residents should be elected based on good standing in the following:

Academic Performance

Professionalism

Accountability

Active involvement in Program academic activities

Leadership skills.

F.  Duties and responsibilities of the Chief Residents

Specific Duties and Responsibilities include:
         1.  Schedule and maintain regular meetings with the Program Director.
         2.  Maintain communication among the Residents in the form of meetings, electronic, or
              written memoranda. Schedule regular resident meetings with the Program Director.
         3.  In conjunction with the Program Director, arrange yearly Resident rotation schedules, and
              make appropriate changes during the year as necessary.
         4.  Manage clinical and on-call rotation
         5.  Manage resident vacations in accordance with departmental and institutional policies
         6.  Schedule and coordinate educational activities. Ensure that residents are aware of
              upcoming responsibilities to present at various educational activities
         7.  Assist the Program Director and faculty/staff with New Resident Orientation
         8.  Assist in ensuring that residents complete their appropriate rotation and faculty evaluation forms
         9.  Strive to maintain morale among residents
         10.  Encourage and arrange resident representation and/or presence at appropriate meetings
         11.  Coordinate resident participation in the residency candidate interview and evaluation process
         12.  Keep the Program Director informed of important issues involving Residents.
  G.  Chief Residents Meetings:
The Chief Resident is required to attend all the meetings as detailed below:
        a.  All Education Committee meetings
        b.  Residents’ forum meetings
        c.  Meetings with the Executive President
        d.  Program Education Subcommittees’ meeting, except Clinical Competence Subcommittee and
             Examination Subcommittee meetings.
Note:
         ·  Chief residents are expected to keep information discussed in all Program Education Committee
             meetings (including sub-committee meetings) confidential.
         ·  Chief residents are excused from the Program Education Committee meeting when there is a
             conflict of interest.
         ·  If the Chief resident will not be able to attend the required meetings, the Chief resident should
            request the Assistant Chief Resident to attend the meetings in behalf of the Chief Resident.
  H.  Resignation of the Chief Resident:
         1.  Resignation request must be submitted to Program Director at least 4 weeks ahead of the
              effective date of resignation.
         2.  A new Chief Resident should be elected within 4 weeks after the resignation submission date.
         3.  The Chief Resident is expected to carry all his/ her responsibilities until the effective date of
              his/her resignation.
         4.  The resigned Chief Resident should handover all his/ her responsibilities to the new Chief Resident.
         5.  The name and term (start and end date) of the new Chief Resident must be sent to Trainee
              Affairs Follow-up Section as soon as possible.
I.  Release from Duties as Chief Resident
The Chief Resident can be released from his duties if:
         1. He/She is not fulfilling his/her duties and responsibilities, and/or
         2. He/She does not maintain the qualities he/she was selected for.
            ·  Once proven with sufficient evidence, the Education Committee of the program should forward
               their recommendations (with all evidences) to release the chief resident from his/her duties to
               the Trainee Affairs Follow-up Section who will then forward the matter to Graduate Medical
               Education Committee (GMEC) for discussion and decision.
            ·  Appeals should be forwarded to the Executive President within 10 days from the receipt
               of the decision.
            ·  The program residents will elect a replacement for the Chief Resident.
            ·  The name and term (start and end date) of the new Chief Resident must be sent to the Trainee
               Affairs Follow-up Section within 2 weeks after the release the Chief Resident.

CRITERIA FOR SELECTING ASSISTANT CHIEF RESIDENTS

A.  Selection
The Assistant Chief Resident is to be peer-selected to represent residents at a Training Program in OMSB.
B.  Number
The number of Assistant Chief Residents per program will be according to number of residents in the program. The following table illustrates the number of Assistant Chief Resident to the total number of residents:

   Total Number of Residents

   ≤ 10

   11-60

   > 60

   Assistant Chief Residents

    0

   1

    2

C.  Resident Level
 The Assistant Chief Resident should be a senior-level resident, R3 or above.
D.  Duration of term
        1.  One (1) Academic Year.
        2.  Renewable once based on nomination by the residents.
E.  Assistant Chief Residents Nomination Criteria:
 Assistant Chief Resident should be elected based on good standing in the following:

Academic Performance

Professionalism

Accountability

Active involvement in Program academic activities

Leadership skills.

F.  Duties and responsibilities
The Assistant Chief Residents will help in all the duties and responsibilities of Chief Residents as detailed below especially during the following:
        1.  Annual Leave/Sick Leave of the Chief Resident.
        2.  Prior Educational Commitments of the Chief Resident.
        3.  Prior Administrative Commitments of the Chief Resident.
Specific Duties and Responsibilities of the Chief Resident include:
        1.  Schedule and maintain regular meetings with the Program Director.
        2.  Maintain communication among the Residents in the form of meetings, electronic, or written memoranda.
             Schedule regular resident meetings with the Program Director.
        3.  In conjunction with the Program Director, arrange yearly Resident rotation schedules,
             and make appropriate changes during the year as necessary.
        4.  Maintain clinical and on-call duration.
        5.  Manage resident vacations in accordance with departmental and institutional policies
        6.  Schedule and coordinate educational activities. Ensure that residents are aware of upcoming
             responsibilities to present at various educational activities
        7.  Assist the Program Director and faculty/staff with New Resident Orientation
        8.  Assist in ensuring that residents complete their appropriate rotation and faculty evaluation forms
        9.  Strive to maintain morale among residents
        10.  Encourage and arrange resident representation and/or presence at appropriate meetings
        11.  Coordinate resident participation in the residency candidate interview and evaluation process
        12.  Keep the Program Director informed of important issues involving Residents.
G.  Assistant Chief Residents Meetings:
If the Chief Resident is unable to attend the required Chief Resident meetings (detailed below), the Assistant Chief Resident should replace him/her. This should be done based on prior coordination between the Chief Resident and Assistant Chief Resident.
Required Chief Resident meetings:
        1.  All Program Education Committee meetings
        2.  Residents’ forum meetings
        3.  Meetings with Executive President
        4.  Education Subcommittees’ meetings, except Clinical Competence Subcommittee and
             Examination Subcommittee meetings
Note:
·  Assistant Chief Residents are expected to keep information discussed in all Program Education Committee meetings (including sub-committee meetings) confidential.
·  Assistant Chief Residents are excused from the Program Education Committee meeting if there is a conflict of interest.
H.   Resignation of the Assistant Chief Resident:
        1. Resignation request must be submitted to the Program Director at least 4 weeks ahead of the
            effective date of resignation.
        2. A new Assistant Chief Resident should be elected within 4 weeks after the resignation submission date.   
        3. The Assistant Chief Resident is expected to carry out all his/ her responsibilities until the effective
            date of his/her resignation.
        4. Resigned Assistant Chief Resident should handover all his/ her responsibilities to the new
            Assistant Chief Resident.
        5. The name and term (start and end date) of the new Assistant Chief Resident must be sent
            to the Trainee Affairs Follow-up Section as soon as possible.
I. Release from Duties as Assistant Chief Resident
The Assistant Chief Resident can be released from his duties if:
         1. He/She is not fulfilling his / her duties and responsibilities, and/or
         2. He/She does not maintain the qualities he/she was selected for.
             ·  Once proven with sufficient evidence, the Education Committee of the program should forward
                their recommendations (with all evidences) to release the resident from his/her duties as
                Assistant Chief Resident to the Trainee Affairs Follow-up Section who will then forward the
                matter to Graduate Medical Education Committee (GMEC) for discussion and decision.
             ·  Appeals should be forwarded to the Executive President within 10 days from the receipt
                of the decision.
             ·  The program residents will elect a replacement for the released Assistant Chief Resident.
             ·  The name and term (start and end date) of the new Assistant Chief Resident must be
                sent to the Trainee Affairs Follow-up Section within 2 weeks after the release of the
                Assistant Chief Resident.

*Under Revision.

*Under Revision.

*Under Revision.

*Under Revision.

 Ms. Aysha Al Balushi

Telephone: 24181018

E-mail: Aysha.b@omsb.org


Ms. Salha Al Kyumi

Telephone: 24181083

E-mail: salha.k@omsb.org

 

Mr. Yasir Al Rawahi

Telephone: 24181101

E-mail: yasir.r@omsb.org

 

Ms. Khadija Al Shmali

Telephone: 24181163

E-mail: khadija.s@omsb.org

 

Ms. Laila Al Buhri

Telephone: 24181161

E-mail: laila.albuhri@omsb.org

 

Ms. Gayatri Vinit Bhujwala

Telephone: 24181678

E-mail: gayatri.b@omsb.org

 

Email Address:
tafus@omsb.org

Office Address
Trainees Affairs Follow-up Section, Training Affairs Department
  3rd Floor , Oman Medical Specialty Board
Way #4443, Bldg. 18, Block 244, Plot 404,, Bawshar  (North Azaiba), Muscat, Sultanate of Oman