Policy on Excused Absences for Pre-clerkship Students
All absences during required classes/activities must be pre-approved, except under extenuating circumstances.
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. While students are encouraged to seek the necessary healthcare to maintain their physical and mental well-being, this must be balanced with adequate attendance. Each course and clerkship publishes its required activities; please adhere to those as well as the general absence policy of McGovern Medical School (MMS). Policies for make-up work are based on the missed content and are specific to each course.
An absence is defined as any instance in which a student is not present at a required activity for pre-clerkship students. Absences include two types of circumstances:
Anticipated, as in a residency interview or presentation at a professional meeting.
- 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.
- Medical appointment: Students may be excused for scheduled medical and dental appointments, including physician, therapy, and counseling appointments. Pre-clerkship students on preceptorship assignments must also notify their preceptor of the planned absence if the absence occurs during a clinical assignment.
- Religious Accommodations: Please see HOOP Policy 112 (external link)
- Major life event: An excused absence may be granted in light of a major life event such as 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.
Unanticipated, 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 major illness or death in your immediate family, the wedding of an immediate family member, or other major 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.
Only in the most extenuating of circumstances will an excused absence be granted for an examination date. In these most unusual cases, documentation is always required.
Policy for Requesting an Excused Absence:
- Student submits an Excused Absence Request via the Office of Admissions and Student Affairs Portal.
- Student notifies the course director.
- Student notifies their supervising faculty (e.g. facilitator, attending/preceptor).
Policy for Requesting an Excused Absence from a Test or Examination:
- The student must submit an Excused Absence Request to the Office of Admissions and Student Affairs via the Office of Admissions and Student Affairs Portal.
- A student requesting an excused absence from an examination must also 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.
- 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.