Doctoring Absence Policy

Required Clerkships

Students must attend all scheduled activities during each clerkship. The clerkship director individually handles pre-approved absences from a scheduled clerkship activity. Students must submit absence request forms 30 days prior to the start of the clerkship.

The students will indicate if the pre-approved absence is a health/wellness, life event, scholarly presentation, or other if done 30 days prior to the start of the Clerkship. The following days of a clerkship and/or Clinical Medicine: Doctoring are considered off limits for absence requests:

  • Orientation day
  • Day prior to CCSE Exam
  • Day of CCSE Exam
  • Any other Clerkship Testing days
  • Day prior to vacation
  • Day after vacation

If the absence request is not filed according to the 30 day start time, the Clerkship Director will decide on an individual basis.

Routine health-related visits, including mental health visits, are important for wellness, therefore students are encouraged to schedule such visits as late in the day as possible to minimize disruption in their clerkships. Clerkship directors need to be informed of such absences, and when requiring less than 2 hours of time, they will not be included in the allotted absences.

All absences, whether pre-approved or unexpected, count toward the maximum allowed. If a student exceeds the allowed time, he/she will need to make up the additional time at the discretion of the clerkship director. Allowed time off is:

  • 2 days for 8-week clerkship
  • 1 day for 4-week clerkship

If the days off are granted and scheduling is such that the time requested encompasses a “non-working” weekend, the days of the weekend will not count toward the total absence time.

In the event of an unexpected absence such as an illness, students are responsible for notifying their preceptor and the specific clerkship office immediately. If approved, the time still counts towards the maximum absences allowed.

A student who cannot take an examination, complete an assignment, or attend a required clinical responsibility because of illness or exceptional circumstances, must present the reason, with supporting documentation, to the elective director and/or clerkship director.

  • If the absence is health-related and more than the allotted days, students should obtain a written statement from their physician.
  • If the absence is more than the allotted days for other reason besides health-related, the student should meet to discuss situation with clerkship director or elective director.
  • Students attending a professional conference as an officer, BSOM AAMC representative, or to present scholarly work must provide the clerkship or elective director appropriate supporting documentation for an excused absence to be considered.

An unexcused absence for an examination or activity could result in a grade of zero or a notation in the written evaluation. An unexcused absence is also seen as a lapse of professionalism.

Students are required to arrange for a makeup of the missed examination or activity as soon as possible at the discretion of the clerkship director. In instances of an extended delay, students may be required to drop the remainder of the clerkship or elective and reschedule for a future rotation. Clerkships and electives are rescheduled on the basis of availability.

Clinical Medicine: Doctoring

  • Students will be permitted to miss a maximum of four (4) sessions during the longitudinal module Clinical Medicine: Doctoring. Final points total will be adjusted to exclude these missed activities. For any additional absences beyond the maximum, students will receive a score of 0 for that activity.
  • Absences from non-graded, mandatory teaching and learning activities will be tracked within each module. These absences will be noted as a professionalism violation and can result in the failure of a module, to be determined by that module director. Students must notify the module director regarding any absences from non-graded, mandatory activities.

These above-mentioned graded activities include TBL, Peer Instruction, and other graded in-class activities within the Clinical Medicine: Doctoring module. There will be no make-up for TBL, PI, or other graded in-class activities. For this reason, students may discuss the content of missed activities with other students.

For non-graded, mandatory teaching and learning activities, the specific absence policy is at the discretion of the module director, and repeated absences may result in a referral to the Honor Council or failure of a module.

When requesting a day on Friday, a student will be missing clinical responsibilities in the morning and a Clinical Medicine: Doctoring session in the afternoon. The absence would count for a half day of clerkship and 1 session in Clinical Medicine: Doctoring.

Updated by Biennium II/Doctoring FCC Subcommittee 3/29/19
Revised and approved by FCC on May 22, 2019

Leaves of Absence

Last edited on 06/26/2019.