Clerkship Attendance, Participation and Absence Policy

PURPOSE
To outline the attendance, participation, and absence policy for the Clerkship curriculum phase recognizing that presence in the clinical environment is paramount to clerkship learning. (This policy does not apply to the Clerkship Intersession Course; see the Clerkship Intersession and Transition to Residency Attendance, Participation, and Absence Policy.)

AUDIENCE
Clerkship phase medical students

LCME STANDARD
8.8 Monitoring Student Time
12.4 Student Access to Health Care Services

POLICY

DEFINITIONS

Time Away: not being at clerkship or related educational activities for an amount of time less than 4 consecutive hours.
Absence: not being at clerkship or related educational activities for a continuous amount of time equal to, or greater than, 4 hours. Time that cannot be made-up clinically, except at the discretion of a Course Director, is included in this definition. The ability to make up clinical time will vary by clerkship rotational capacity.
Day: time equal to, or greater than, 4 hours of any day or night a student is assigned to clinical work.

Students are expected to arrive on time, fully engage in the clerkship experience and remain present, and act professionally.
Students must send notifications for time away, and get prior approval for an absence, unless it is emergent. (See Procedure)
Students must not miss more than 2 days of assigned clerkship activity in a 6-week block; missing more than 2 clinical days will require clinical make up time specific to the clerkship.
1. This clinical make up time may range from 1:1 clinical time replacement to completing a multi-week block of service time that may be more than the clinical time missed.
2. The ability to make up clinical time will vary by clerkship rotational capacity and may occur during school holidays, school breaks, or in the following academic year.
Students who are unable to complete clinical make up time due to clerkship logistics before the end of the clerkship must work with the clerkship director to determine a plan for when clinical time can be made up and a date for when the make up time must be completed.
1. Students will receive an 'I' grade until clinical time is made up.
2. If a student does not engage with the clerkship direct to develop a plan and deadline for completion, they will receive a 'Y' mark with a comment on the MSPE narrative.
Time away or an abence that results in a student being unable to meet the learning objectives of the course will require the student to complete additional work to achieve all objectives or repeat the clerkship.
A student who is absent more than 2 days of assigned clerkship activity in a 6-week block will be referred to the Associate Dean for Students for consultation and next steps.
Any student absent more than 7 days of assigned clerkship activity during the academic year will be required to meet with the Vice Dean for Education.
Students are excused from all scheduled clerkship activities on university holidays, regardless of site, unless clinical make up time is required.
An absence from clerkship activities may include personal, illness, or professional activities provided it does not exceed 2 days.
- No non-emergent rescheduling of an examination will be permitted, as outlined in the Required Course Exam policy.
Exceptions to this policy may be made for students needing leave from the curriculum or a modified curriculum due to medical or other reasons. Educational leave and modified curricula will require an educational plan developed jointly with the Associate Dean for Students, the Associate Dean for Curriculum, and the relevant course/clerkship directors, faculty and staff stakeholders for the period of the leave or modified curriculum.

PROCEDURE

Notification of Emergent Issues
1. Students must notify (e.g., email) their clinical teams, the Clerkship Directors and the Clerkship Coordinator of their emergency as soon as possible.
2. Students must complete the Absence Request Form as soon as possible, no later than 24-hours after the emergent issue.
Notification of Time Away (less than 4 hours) or an Absence (4 or more hours)
1. Students must complete the Absence Request Form as soon as time away or an absence is anticipated and at least two weeks in advance of the absence request date.
2. Students must notify their teams of all time away or absences as soon as they are known. If any resistance is encountered, students should inform the Clerkship Director.
3. Clerkship Directors will be notified of all time away and absences and will follow up with students regarding any questions or concerns. Absences that occur without appropriate notification will be considered unapproved. Unapproved absences will be referred to the Associate Dean for Students.
4. Emergent absences will be considered if a student experiences an illness or an emergency affecting the day(s) of concern. The Course Director and the Curriculum Manager should be notified as soon as the emergent issues become apparent.

RESPONSIBILITY
Clerkship Directors and Curriculum Managers

REFERENCE
UC Davis School of Medicine Bylaws and Regulations, Regulation 60: Requirements for the Degree Doctor of Medicine

POLICY OWNER
Committee on Educational Policy

REVIEWED BY
Committee on Educational Policy*
Clerkship Directors and Curriculum Managers
Curriculum Steering Advisory Committee

REVIEW DATE AND REVIEW CYCLE
June 2025; annual review cycle

*indicates the Policy Owner