Policy on Excused Absences – Clinical Years

In order to gain the knowledge and skills needed to master the objectives and competencies of the Educational Program for the M.D. degree, students are expected to maintain consistent participation and attendance throughout their undergraduate medical education. These expectations are outlined in the general absence policy of McGovern Medical School (MMS). In addition, each course and clerkship publishes a list of required/mandatory activities. Please adhere to those as well.

Clinical students are an integral member of the health care team and have active educational and patient care roles on their teams. As such, absences should be kept to a minimum. Clinical teams must be informed in a timely manner whenever students are unable to attend.

Definitions

Absence: The student is away from the clerkship clinical site for a continuous amount of time equal to or greater than four hours, OR the student misses an educational activity related to the clerkship.

Limited Time Away: The student is away from the clerkship clinical site for less than four hours, and that time does not include scheduled educational activities.

The major operational difference between these two categories is in the use of the Excused Absence Portal.

Categories

Anticipated Limited Time Away or Absences

  • Medical appointment: Students are excused for scheduled medical and dental appointments, including physician, therapy, and counseling appointments.
  • Presentation at a meeting/conference: An excused absence may be granted for students presenting at a conference. Conference attendance, without presentation responsibilities, does not meet the requirements for an excused absence.
  • Leadership activity: An excused absence may be granted if you are representing MMS in a leadership capacity at a conference or meeting (for example, as the president of our AMWA chapter, or as an elected representative from the MMS on an AMSA committee). Conference attendance, without leadership responsibilities, does not meet the requirements for an excused absence.
  • Religious Accommodations: Please see HOOP Policy 112
  • Major life event: An excused absence may be granted for a major life event such as the graduation or wedding of an immediate family member or other major event. The granting of an excused absence in these instances will be considered on a case-by-case basis.
  • Interviews: Fourth year students may be allowed absences from a rotation for residency interviews. Students may be allowed up to two interview days (in addition to required days off) during a required rotation (APC, RCC, Ambulatory) and up to five interview days during an elective. Make up time may be required for additional absences.

Unanticipated Absences, as in personal illness or major life event.

  • Illness: An excused absence may be granted if you are ill. For your own sake and the sake of others, you should not attend classes, see patients, or take exams if you are sick.
  • Major life event: An excused absence may be granted in light of a major life event such as a death in your immediate family, the wedding of an immediate family member, or other major event. The granting of an excused absence in these instances will be considered on a case-by-case basis.

Note: Documentation is required for any absence of more than one day.

Requesting an Excused Absence

Limited Time Away

  1. For Limited Time Away (<4 hours) students are not required to submit a request in the Absence Portal.
  2. Students must notify their clinical team and clerkship office of the upcoming absence as soon as possible.

Absence, or Limited Time Away during a required educational activity

  1. Submit an Excused Absence Request via the Office of Admissions and Student Affairs Portal as soon as you know you will be out.
  2. Notify your course/clerkship coordinator at the same time you submit a request for an excused absence, even if the submission is before the rotation starts.
  3. Notify your supervising faculty (e.g. facilitator, clinical attending, or preceptor)

During clinical years, approval by the Office of Admissions and Student Affairs does not stand alone.  You must document notification of your clerkship as well for the excused absence to be considered official.

Policy for Requesting an Excused Absence from a Test or Examination

Only in the most extenuating of circumstances will an excused absence be granted for an examination date. In these cases, documentation is always required.

  1. A student requesting an excused absence from an examination must notify the course director (or the individual or office the course director designates for this purpose at the beginning of the course) prior to the examination.
  2. The student must also notify the Office of Admissions and Student Affairs.
  3. The Office of Student Affairs will consider each request and inform the student and course director of the student’s eligibility to sit for re-examination or to have his/her absence considered excused. Failure to notify the course director and the Office of Admissions and Student Affairs will jeopardize the student’s eligibility for an excused absence.

Chain of Communication for Limited Time Away* or Absence from Service

 (*Limited Time Away is defined as ≤ 4 hours from service)

Limited Time Away

  1. Speak with attending on clinical service for initial permission.
  2. When permission has been given by attending, notify all members of the clinical team that you have been given permission to be away from service for a certain time frame (the expectation is that you will return to service dependent upon time of day that you will be away).
  3. Notify coordinator and director of the clerkship or course that you have been given permission to be away from service.

Absence from Service

Submit your absence request in the Excused Absence Portal.

  1. Notify the clerkship or course director and coordinator that you have submitted a request for an absence.
  2. Once approved, appropriate clerkship and course personnel will be notified via email, however, you must also let them know that you have been approved to be absent.
  3. Notify your attending physician and members of the clinical team that you will be absent.
  4. Please keep in mind that you may be required to complete make-up work based on the clerkship and length of approved absence; this is determined on a case-by-case basis.