PURPOSE
To specify the expectations and requirements for student attendance, participation, and absences in pre-clerkship learning activities.

AUDIENCE
All medical students in the Pre-Clerkship phase of the curriculum

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

POLICY

  1. Students are expected to arrive on time, fully engage in all educational sessions, and act professionally.
  2. Students are expected to reference the learning management system regularly to determine which learning events have required attendance. Any event noted in the event details as ‘attendance required’ is mandatory.
  3. Students accumulating any absences may be required to attend a meeting with the Course Director(s) to discuss absences; additional action (e.g. referral to Professionalism Consultation Team, Associate Dean for Students, etc.) will be determined as outlined in the policy below.
  4. 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 directors, faculty and staff stakeholders for the period of the leave or modified curriculum. 

DEFINITIONS
Absence: any amount of time away from a required activity

PROCEDURE
Absences from required activities are excused or unexcused.

  1. Excused Absences

    Excused absences refer to absences that occur for the following reasons:

    • Illness or personal emergency affecting one’s ability to report to the scheduled session
    • Health care appointments that cannot be rescheduled
    • Military service
    • Religious Observances
    • Jury Duty
    • Approved Personal/Professional Days


    Students with multiple ongoing or recurrent excused absences may, at the discretion of the course directors and faculty stakeholders, be required to work with the School to develop a modified educational plan as specified in Policy D above.

    Illness or Personal Emergency
    Students needing excused absences due to illness or personal emergency must directly notify the course directors and course coordinator in writing, and complete the Pre-Clerkship Absence Request Form as soon as possible.  Absences due to illness lasting longer than 1 day, or occurring on examination days, will require a medical provider’s note (or similar documentation) to qualify as an excused absence.

    Health care appointments and Military Service
    Students requesting an excused absence in advance due to a health care appointment or military service are required to complete the Pre-Clerkship Absence Request Form as early as possible, and absolutely no later than fourteen days prior to the first date of absence. Students will need to submit documentation of the reason for the excused absence with their form.

    Religious Observances
    Faculty and staff are committed to supporting diversity at UC Davis SOM.

    To request a religious observance day, students are required to complete the Pre-Clerkship Absence Request Form as early as possible, and absolutely no later than fourteen days prior to the first date of absence. Once the form has been submitted, a response will be provided within 3 business days to approve the request.

    Should a religious observance fall on the day of an examination, students are expected to submit the Pre-Clerkship Absence Request Form by 5:00pm on the first Friday of the course, so alternate testing arrangements can be made.

    Jury Duty
    If students are summoned to jury duty and intend to report for duty, they are required to submit the Pre-Clerkship Absence Request Form as soon as they receive the notification. A copy of the jury duty summons must be submitted with the absence request.

    If students are seeking assistance on requesting a waiver from jury duty, students should contact the Registrar’s office for a letter indicating their status as a medical student. The letter cannot guarantee that the request to postpone jury duty will be approved.

    Personal/Professional Days
    To allow students to prioritize their personal obligations (e.g., personal responsibilities, family events, conferences, etc.), students may request up to a total of four personal/professional days per academic year, subject to approval by the Course Directors (IORs) for the course in which the request occurs. Personal/professional days may not be taken on examination or Longitudinal Clinical Experience clinic days. Personal/Professional days are taken in whole day increments.

    To request a personal/professional day, students are required to complete the Pre-Clerkship Absence Request Form as early as possible, and absolutely no later than fourteen days prior to the first date of absence. Once the form has been submitted, a response will be provided within 3 business days to approve/deny the request.

    Forgetting to sign-in to a mandatory course session prior to the end of a session will be counted against the remaining personal/professional days of the year.

    University Service
    Students requesting an excused absence due to service on behalf of the University, such as attending a School of Medicine committee meeting or interview panel, are required to complete the Pre-Clerkship Absence Request Form as early as possible.  Students will need to indicate the administration sponsor or School of Medicine Dean responsible for the activity as part of the request.


  2. Unexcused Absences
    Unexcused absences refer to any absence from a required activity that does not fall into the categories above or occurs without appropriate notice to the course coordinator(s) and course director(s). Unexcused absences are counted in half-day increments. Missing one or more sessions in a calendar half-day is a single unexcused absence. Forgetting to sign-in to a mandatory course session prior to the end of the session will be considered an unexcused absence if a student has no remaining personal/professional days.

    Unexcused absence(s) during the course will be reviewed by the Course Directors (IORs) and may result in a non-passing mark/grade. Implications of non-passing marks/grades can be found in the School’s Bylaws and Regulations.  Recurrent unexcused absences on 3 or more separate calendar half-days will result in the student being referred to the Professionalism Consultation Team and the Student Affairs Office.

    Make-Up Work
    Make-up work for any absences may be required by the course director to facilitate achievement of the learning objectives of the missed session and potentially earn the points lost due to the absence. This will be at the discretion of the individual courses, with the following exceptions:

    Peer-Teaching sessions: Due to the nature of this active learning experience, no make-up work can be offered for Peer Teaching session absences. Students who miss these sessions due to an unexcused absence will not have an opportunity make up the points lost due to the absence. An excused absence will not impact the peer teaching grade.

    Clinical Skills sessions: Due to the experiential nature of clinical skills teaching, make-up work will be required for all clinical skills session absences.

    Longitudinal Clinical Experience (LCE): Students with absences will be required to reschedule the missed visit with their preceptor.  Since the LCE is experiential, and each session has specific goals and objectives, the student should make up the missed clinical time as soon as possible. Students may not take personal/professional days when an LCE visit is scheduled.

RESPONSIBILITY
Pre-Clerkship Course Directors
Pre-Clerkship Curriculum Coordinators & Manager

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

RELATED POLICY/POLICIES
Clerkship Attendance, Participation and Absence Policy
Required Courses Exam Policy
Pre-Clerkship Classroom Policy
Professionalism Policy

POLICY OWNER
Committee on Educational Policy

REVIEWED BY
Committee on Educational Policy*
Pre-Clerkship Curriculum Managers
Committee on Student Promotions
Professionalism Consultation Team

REVIEWED DATE and REVIEW CYCLE
January 2022; 3-year review cycle