Foundations Absence Policy

Purpose

The purpose of this policy is to inform students how to navigate absences during their Foundation years. Faculty aim to ensure high quality learning experiences with the least amount of disruption while supporting students in their personal and professional development. Attendance of all learning events is expected; however, we realize that some absences are unavoidable.   

Absence requests will be handled by the Associate Dean for Student Affairs and Admissions (ADSAA),the Associate Dean for Medical Education (ADME), and their staff, in consultation with the appropriate module director(s) as outlined below. Students must report absences using the Absence dashboard in BAMS as detailed below. All absences, anticipated or unanticipated, count towards the maximum allowed for the module.

Allowed Class Absences

Allowed class absences only pertain to teaching/learning sessions.  Absences from an examination or in-class quiz should follow the Examination Absence Policy (procedure outlined below). All absences from class sessions should be documented in the BAMS absence portal as soon as possible.  Absence form submission and any required documentation should be submitted within 7 days of returning to class. All Modules will indicate the maximum number of absences on the module page in the classroom management system (BAMS) and will follow the ascribed allowable absences as noted below:

• 4 days for a module that is greater than or equal to 10 weeks
  • For modules with a WrightQ component, if a WrightQ graded quiz occurs on the day of an absence (within the 4 allotted absences), the grade for the quiz will be nulled (i.e. it will not be counted in the final grade).
• 2 days for a module that is less than 10 weeks except for:
  • Scholarship in Medicine and Physician Cultural Responsibility, which will have a maximum of 1 absence each
  • Clinical Medicine, as a longitudinal module, has its own absence policy detailed below:
    • Students are permitted to miss a maximum of four (4) Clinical Medicine days for CM year 1 (July-May) and 2 absences for CM year 2 (August-January). There are often multiple Clinical Medicine teaching and learning activities on a particular day. Missing one activity will be counted as an absence for that day.  Students must also notify the module director regarding any absences from non-graded, mandatory activities by emailing som-satc@wright.edu.

• Modules may indicate specific dates as “blackout dates” in which attendance is required and material cannot be made up. This includes, but is not limited to, class sessions in which an individual or group class activity satisfies a specific objective required to earn a passing grade in the module. These blackout dates will be clearly indicated in the learning event on BAMS. Students who have an unexpected absence on a “blackout date” should meet with the Associate Dean for Student Affairs and Admissions and Associate Dean for Medical Education within 7 calendar days. The ADSAA and ADME will work with the module director(s) and/or content facilitators to determine if an exception or alternative assessment is warranted.
• Grading: Final points total will be adjusted to exclude allowed absences from the denominator (this will be termed “null”). For any absences beyond those allowed for the module, students will receive a score of 0 for that activity, which will be included in the calculation of the final grade.  Extenuating circumstances, e.g., medical, professional, approved by the ADSAA, in consultation with the ADME, will be given a null. Repeated absences beyond those allowed for the module will be noted as a professionalism violation.  
• Any student that has more than the allotted absences for a module (i.e., 4 times for a module that is 10 weeks or longer) will be required to meet with the AST for any subsequent absence.

Anticipated Absences

Anticipated absences for events, including but not limited to life events, off-site professional activities, and other known events, should be requested a minimum of 30 days prior to the date of the anticipated absence using the absence reporting tool in the classroom management system (BAMS). Religious observances should follow the Religious Observances Policy noted below.  Students will need to document their absence on the BAMS absence portal and upload supporting documentation, if applicable, within 7 days of the planned absence. If a student has exceeded their allowed absences for a module and makes a request for an anticipated absence, this will be evaluated on a case-by-case basis by the Associate Dean for Student Affairs and Admissions, taking into consideration the reason for the anticipated request as well as the documentation for previous absences. The student will be notified of approval or denial of the request by the Office of Student Affairs no more than 14 days prior to the anticipated absence.

Unanticipated Absences

Unanticipated absences from module learning events due to illness or family emergencies should be documented in the BAMS absence portal as soon as possible.  Absence form submission and any required documentation should be submitted within 7 days of returning to classes.

• If the absence is health-related or involves significant extenuating circumstances that are anticipated to last more than two consecutive days, students should obtain a written statement from their healthcare provider (e.g., physician, nurse practitioner, physician assistant) or provide appropriate supporting documentation for the extended absence.
• If the absence is more than the allotted days, as indicated in the module’s BAMS page or as defined in this policy, for non-health-related reasons, the student should meet to discuss the situation with the ADSAA.  Approval of extended absences should be approved by the ADSAA, in consultation with the ADME.

Students are encouraged to arrange to review any missed material as soon as possible.  Students should attempt to obtain class notes from classmates or set up a meeting with a member of the Academic Support Team (AST) in person to review the in-class materials including Peer Instruction questions with answers and rationale (if present) or the Team Based Learning readiness assurance test (RAT). Additional questions that are unable to be answered by the AST can then be directed to the session faculty. In instances of an extended absence, students may be required to request a leave of absence as outlined in the Leave of Absence Policy (these include medical, parental, and other forms of leave).

Procedure for Examination Absences

Absences for examinations and in-class quizzes will require approval by the Associate Dean of Student Affairs and Admissions in collaboration with the Director of Assessment and Evaluation in order to be eligible to make up the examination. Students must fill out an Examination Absence Request form and provide supporting documentation (i.e., doctor’s note, obituary notice, conference presentation schedule, etc.) to the Associate Dean of Student Affairs and Admissions for approval to be granted. Once the Examination Absence Request form is submitted, the student should also immediately notify the Associate Dean of Student Affairs and Admissions, the Director of Assessment and Evaluation, and the module director(s) via email of the absence request.

Circumstances where approval may be granted are as follows:

• Medical illness
• Authorized presentation of scholarly work at an academic conference
• Serving in an official capacity as a representative of the School of Medicine
• An anticipated significant family ceremony that requires a student’s attendance
• A family crisis that requires a student’s presence
• An anticipated religious ceremony or observation (Religious Observances Policy)
• Inclement weather (see student policy guide)
• Unforeseen extenuating circumstances beyond the student’s control

 

Requests for approval of an examination or in-class quiz absence must be submitted at least thirty (30) days in advance for anticipated absences, and BEFORE the start of the examination for unanticipated absences. Supporting documentation must be provided to the Associate Dean of Student Affairs and Admissions for the decision to approve or deny an examination absence request.

For any exam with a group component, a student approved for an exam absence for medical reasons (with supporting documentation from a licensed medical provider) and the ability to reschedule the exam will receive their group score for the group portion of the exam grade. A student granted an exam absence approval related to non-medical reasons and the ability to reschedule the exam, will receive their individual score only as their grade for the entire exam.

If a student is denied approval for an exam absence and is not present for an exam, the student shall receive a score of zero and will not have an opportunity to make up or retake the exam.

Repeated requests (beyond one [1] in an academic year) to reschedule examinations will be referred to the Associate Deans of Medical Education and Student Affairs and Admissions for further discussion and potential referral to Student Promotions Committee for unprofessional behavior.

Holidays and Religious Observances

Students are allotted time off for Thanksgiving, a winter break which includes New Year’s Day, a spring break in first year, and other federal and state holidays as indicated on the Academic Calendar.

Observation of religious holidays should be requested utilizing the same procedure outlined for other types of absences, making notification within the first 14 days of a module. These absences will not count towards a student’s allotted absences for the module. Please refer to the BSOM Religious Observance Policy for additional information.

Personal Health Appointments

Routine physical and mental health appointments are a key component to maintaining wellness and academic success. Students are encouraged to schedule such visits outside of scheduled class time when possible.

When a personal health appointment conflicts with a module learning event, students are encouraged to reach out ahead of timeto seek guidance from module directors or learning event facilitators on overall scheduling specifics to assist students in finding appropriate times for reviewing missed material with the Academic Support Team or teaching faculty.

• Students are not expected nor required to provide more specific information to module directors or content facilitators beyond indicating when they will be absent.   

Policy for Virtual Teaching & Learning Activities

As teaching and learning strategies employed by BSOM are engaged learning activities, where much of the learning occurs through peer engagement, participating virtually results in a decrease in peer engagement and a sub-optimal classroom and learning experience. Students are required to participate in-person. Virtual teaching and learning may be employed for all students in situations in which the University is closed or delayed in opening. In the event of university closure or delay, the entire class will participate remotely. Notification of a virtual class will be made to students as soon as possible upon official announcement by the University. When the entire class is virtual this will not count as an absence.

Virtual learning activities may also be available to students unable to attend class in person. Instances in which individual students use remote access will be counted as an absence and are subject to the above absence policy (i.e., any absence beyond the allotted number for the module will receive a zero for that day). Any student that uses virtual learning more than the allotted absences for a module (i.e., 4 times for a module that is 10 weeks or longer) will be required to meet with the AST for any subsequent use of virtual learning. Exceptions may be considered for students utilizing virtual learning related to an approved extended absence (e.g., parental leave). Students that wish to participate virtually must submit an absence per the Absence Portal on BAMS and indicate in the comments that the virtual option has been used. The student can review the class materials with the AST in-person and follow up with content experts and module director(s) with any specific questions.

• The availability of remote learning is at the discretion of the session facilitator and module director(s). If the virtual option is not available for a Learning Event, this will be posted on the BAMS learning event. Any session labeled “Blackout” will be unavailable for virtual learning. Not all sessions or classrooms have the capability for virtual learning, and these will include:
  • Patient/family presentations
  • Workshops
  • Small group activities
  • TBL
• For PI, students will be given access to the virtual learning format to view and listen to questions but will not be allowed to “click in.” Students will be permitted to communicate via the chat function with other remote students, but faculty and staff will not be monitoring the chat to answer questions in real-time.  All questions for faculty should be sent via email after the session. Students who are remote are under the same Honor Code obligations as in-person students and are not to write out, copy, or in any other way completely reproduce session questions. Any student found to be creating, sharing, or using screenshots of session materials, recordings of the session, or any other means of duplication will be referred for consideration of dismissal.
• For TBL, there is not a remote option available.  Students are encouraged to review missed material with classmates and to meet with the AST in-person to review the readiness assurance test (RAT). Students can then contact module director(s), teaching faculty, or learning specialists if they need clarification on the content, as appropriate.  
• For WrightQ, students will notify their facilitator and the module director(s) and may be able to participate virtually at the discretion of the facilitator with consideration of the logistics involved. If the student is able to attend WrightQ virtually, they are still responsible for turning in assignments associated with their role (e.g. Dr. Evidence, Question Writer) on time. If the student is unable to attend virtually, and is the designated “Leader” for that session, they are responsible for ensuring that role is covered by another group member, and that the WrightQ director (Dr. Chasity O’Malley) is notified. Virtual attendance is counted as an absence.
• For anatomy lab, students will notify the Human Architecture module directors and work with their dissecting group to ensure adequate coverage for their scheduled dissection time.
• Students shall not receive points for virtual sessions (given a score of zero) and their final points total will be adjusted according to the absence policy noted above.
• Medical Education Operations (MedOps) is responsible for establishing a specific virtual classroom using Teams within the specific cohort “Team”

 

Excessive Absences

Absences beyond the allotted number allowed for a particular module, without approval by the ADSAA, are seen as a lapse of professionalism and may be noted or reported to the Honor Council or Student Promotions Committee as warranted. Students missing graded activities due to absences beyond the allotted number without ADSAA and ADME approval will receive a grade of zero without the option for make-up of that learning event. 

Appeal for denied absence requests above the allotted number for the module is to the Vice Dean for Educational Affairs. The appeal must be submitted in writing and received within seven (7) business days of the ADME and ADSAA’s decision. In the event of a conflict of interest, the final level of appeal is to the Dean. After reviewing all relevant information, the Vice Dean for Educational Affairs will notify the student, ADME, ADSAA, and Module Director(s), as appropriate.

 

Approved by FCC on May 24, 2017
Revised and Approved by FCC on January 3, 2018
Revised and Approved by FCC on July 2, 2018
Revised and Approved by FCC on November 30, 2022
Revised and Approved by FCC on May 24, 2023
Revised and Approved by FCC on June 28, 2023

Revised and Approved by FCC on January 24, 2024