Student attendance (both physically and mentally) is expected at all times deemed appropriate by course directors, clerkship directors, and supervising physicians. Educational experiences (e.g., classes, small groups, rounds, conferences, clinics, presentations, etc.) are not considered “optional” unless clearly stated. Students should strive to minimize absences. When a student must miss a required activity, the following guidelines are used. The Dean’s office centrally tracks absences and students who have frequent absences will be asked to meet with the Office of Student Affairs.
YEARS 3 AND 4
Emergency (Unplanned) Excused Absences:
In case of an emergency, the student must contact the course/clerkship director and coordinator as soon as possible in addition to completing the COM Absence Request Form in E*Value on the first day of the student’s return to rotation. Students may be granted emergency excused absences under the following circumstances:
• Death or serious illness of a close family member (i.e., grandparents, parents, spouse, children, siblings).
• Personal medical conditions. A doctor's excuse is needed if the student is away for 2 days or longer.
Planned Excused Absences:
For a planned excused absence, the student must first complete the COM Absence Request Form in E*Value at least 6 weeks in advance to obtain initial approval. Completion of the Absence Request Form may require supporting documentation which is uploaded to the form. This form will be routed to the appropriate course/clerkship coordinator. Submission of this request does not automatically guarantee approval. Your leave request is not approved until you receive email confirmation from the Course Director/ Course Coordinator.
Planned excused absences are not permitted on specific first and last days of a required clerkship or core course due to orientation and exam scheduling. Extenuating circumstances may be discussed with the course director. Students may be granted planned excused absences under the following circumstances:
The maximum number of patient care days a student may miss varies by type of rotation and is outlined below. Students are encouraged to schedule residency interviews during scheduled time off (STO) blocks during 4th year. Any additional days for interviews may be approved during 4th year elective courses at the discretion of the course director.
Post-Match Excused Absences:
After the Match, students are allowed a maximum of two patient care days during one rotation to be engaged in residency related preparation activities (i.e., locating housing). The student must first complete the COM Absence Request Form at least 2 weeks in advance to obtain initial approval. This form will be routed to the appropriate course coordinator. Submission of this request does not automatically guarantee approval. Your leave request is not approved until you receive email confirmation from the Course Director/ Course Coordinator.
Procedures for Make-Up of Clinical Education Time:
Any missed time (emergency absence, planned excused absence, or unexcused absence) must be made up with additional clinical work/didactics at the discretion of the course director. Make up of rotation time should minimally disrupt the educational experience. The dates for the make-up of rotation time are at the discretion of the course director.
When a student is approved to miss 3 or more days of patient care during any rotation, a make-up plan must be submitted using the COM Absence Request Form to allow central tracking.
In the case of an unexcused absence, Course Directors will submit a physicianship form to the Office of Student Affairs.
Approved by the UCC on July 20, 2012
Revision approved by the UCC on November 18, 2016