2015-2016 Guidelines for the Resident (PMP) Schedule

Department of Emergency Medicine

All resident clinical scheduling in the Hennepin County Medical Center Emergency Department is made in compliance with ACGME, RRC-EM and Institutional guidelines.

Scheduling Intervals

The annual Emergency Department PMP schedule is made in five (5) blocks. These blocks and deadlines for off-time requests are shown below. Each deadline is on Thursday at 12:00PM (noon).

ED Schedule Block

HCMC Rotation Blocks

Schedule Dates Included in Block

Time-Off Request Deadline






2, 3, 4




5, 6, 7




8, 9, 10




11, 12, 13







Departmental Notification

  • Rotating Program Coordinators and/or Program Directors will be notified of approaching scheduling deadlines approximately 1 week in advance by email. Off service (rotating residents) should notify the Emergency Department Scheduling Team regarding any of their residents who are on-call the day before their EM rotation or have clinic responsibilities during their Emergency Medicine rotation via e-mail at edschedulerequest@hcmed.org.

Vacation and Academic Leave Request Procedure and Guidelines

  • Deadlines for time-off requests are noted above.  The deadline for requests is always Thursday at 12:00PM (noon).
  • The EM department will notify the respective Program Directors or Coordinators via e-mail for departments with participating residents.  Residency directors/coordinators will contact their respective residents regarding deadlines.

Academic Leaves

  • Academic leave requests are granted on a first come, first served basis.
  • Academic leave requests are given priority over vacation requests.
  • Academic leave requests for residency related presentations and USMLE Step 3 examinations are considered first. 
  • During any scheduling block, only two (2) resident requests for USMLE Step 3 examinations can be approved.


  • Vacations are granted on a first come, first served basis.  PLEASE SUBMIT REQUESTS AS SOON AS POSSIBLE.
  • Vacations are granted in 7-day intervals only, from Monday to Monday.
  • Vacation block availability can be obtained via email at edschedulerequest@hcmed.org.
  • All vacations will be from Monday at 12:01 am on the declared START date through Monday at 7:00 am of the RETURN date.
  • Vacation requests that are granted result in a reduction of shifts during the rotation.
  • An HCMC Resident Request for Time Away from Service form must be RECEIVED in writing by the scheduling team on or before the deadline.  Requests received after the deadline will be returned with no further consideration.
  • Give or send the form to Nancy Newkumet or Jean Jones in the Department of Emergency Medicine offices. The HCMC Interoffice mail code for the offices is EMS 825.

Resident Schedule Requests - Single Day Requests

  • Deadlines for single day requests must be submitted prior to the above time-off request dates at Noon.
  • An email requesting single, non-consecutive single days off must be forwarded to edschedulerequest@hcmed.org. All single day requests start at 7:00 am of the requested day off and the return time is 7:00 am of the next day.
  • Requests must be submitted by the resident. No phone or verbal requests will be accepted.
  • The email link, edschedulerequest@hcmed.org can be used to prevent inappropriate turnaround times when changing services or departmental events. For example, this can be used to notify the ED scheduler that the resident will be post call on the first day of the rotation.
  • Up to one (1) request off PER BLOCK (not per month) can be honored.
  • Single day requests off are NOT permitted in a month in which vacation or academic leave requests are granted.
  • Requests for the last day of a rotation cannot be considered.
  • Single day requests cannot be considered during a rotation in which an academic leave request is granted.
  • Requests using this format will NOT reduce the number clinical of shifts during a rotation.

Resident On-Call on the Last Night of Rotation

  • It is the resident’s responsibility to notify Nancy Newkumet or Jean Jones if they will be immediately post call on the first day of the rotation. Residents who have last night call before they start their ED rotation will be protected as per ACGME, RRC-EM and HCMC Institutional guidelines.
  • The ED should be notified within the deadlines outlined above.
  • Residents will have scheduling consideration for "on call" activities when starting an ED rotation but NOT when leaving the rotation. When a resident is scheduled for the 11:00 pm to 8:00 am shift on the last day of their ED rotation, it is their responsibility to notify the next service that they need protection on their first day, per HCMC policy.
  • Per ACGME Duty Hour guidelines, residents may be scheduled for any ED shift after 10 hours off. A shift is defined as clinical and non-clinical responsibilities.

Orientation Guideline for the Emergency Medicine Rotation

  • All residents must complete an ED orientation session before working in the HCMC Emergency Department.

Schedule Distribution Guidelines

  • The schedule will tentatively be distributed 2 weeks prior to the start of the scheduling block noted above.
  • After the initial schedule distribution, there will be a two (2) business day review period. During this time, scheduling concerns should be forwarded to edschedulerequest@hcmed.org.
  • The schedule will be considered finalized after this two (2) business day period unless notified by the Emergency Department Scheduling Team.
  • The final schedule will be distributed by Nancy Newkumet or Jean Jones.
  • Non-HCMC residents will have their schedules emailed to them or they may pick the schedule up from the Emergency Medicine offices.

Annually Prohibitive Dates for Vacations and Leaves

Vacations and leaves will NOT be granted during the following intervals:

  • The first and last 2 weeks of the academic year.
  • Major Holidays, including:
    • 4th of July (June 29 – July 5, 2015)
    • Labor Day (August 31 - September 6, 2015)
    • Memorial Day (May 23 - 29, 2016)
    • Thanksgiving  (November 23 - 29, 2015)
    • December 21, 2015 - January 3, 2016
  • The Society for Academic Emergency Medicine (SAEM) Annual Meeting – May 9-15, 2016
  • National EM In-Training Exam week (February 22-28, 2016)
  • HCMC G1 Education Day (RED Training Day), April 1 and April 15, 2016
  • HCMC G2 Education Day (BLUE Training Day), April 22 and April 29, 2016