Students enrolled at the Jacobs School of Medicine and Biomedical Sciences undergo intensive training to become dedicated, compassionate physicians and are required to fulfill all academic duties with professionalism. Demonstrating professional conduct is crucial in their journey to becoming competent physicians. Students are expected to manage any necessary absences from mandatory activities in a manner consistent with the professional standards expected of practicing physicians.

Engaged participation in the Well Beyond Curriculum at Jacobs School of Medicine and Biomedical Sciences is essential for a physician's professional growth. Active instructional environments foster closer interaction between faculty and students and offer students faculty/physician expertise in subject area matter. Missing sessions, whether due to unexcused or excused absences, does not exempt students from the responsibility of the material covered during the missed session(s). The course director maintains the authority to require students to make up any mandatory academic assignments and activities due to an excused absence. The scheduling and conditions of supplemental assignments will be determined at the discretion of the course director.

Attendance is required at active learning sessions; the required sessions will be indicated in the course schedule. Attendance at lecture is not mandatory, but highly encouraged. Students may watch lectures via the recordings on UBLearns; however, students should be aware that because technology is not always reliable, these recordings are not guaranteed.

If a student’s documented accommodations memorandum conflicts with any item in this policy, the Office of Medical Education will work with the Office of Accessibility to ensure that the accommodation needs of the student are met.

Please reference the Examination Policy for regulations on exam administration. 

This policy is monitored by the Office of Medical Curriculum. Violations will be reported to the Office of Student and Academic Affairs and the student’s Learning Community Coach.

Disciplinary measures in regard to violation(s) include:

• A meeting with an Office of Medical Education Dean
• A notation in the student’s academic record
• A referral to the Professional Conduct Committee (PCC)
• Mention in the Medical Student Performance Evaluation (MSPE) [Dean’s Letter]

Such actions will be determined on a case-by-case basis, considering the severity and recurrence of the violation(s).

Not all absences are the same. This policy defines categories of absences in concordance with best practices and LCME requirements.

The Office of Medical Education makes the final determination as to whether an absence is excused or unexcused. Excused absences include the categories specified below. 

A planned absence is defined as a foreseeable event that can be anticipated and prepared for in advance. Planned absence requests should be submitted as soon as the student is aware of the event, but no later than two weeks before the requested absence. Students will receive a decision within two business days after receipt of the request form.

Examples of planned excused absences include, though are not restricted to:

1. Access to Health Care – Students will be excused from required activities for needed diagnostic, preventive and therapeutic health services. The student should select an appointment time that minimizes time lost from required activities whenever possible. If an appointment time outside of the required activities is not available, then the student will be excused to receive these services. Documentation of appointment is required.
2. Religious Observances – Students will be excused from required activities when religious observances require it.
3. Jacobs School of Medicine Sanctioned Activities – Students will be excused from required activities to present at a professional conference, to participate in joint degree program required activities, or to fulfill student representative responsibilities. Documentation of sanctioned activity is required.
4. Significant Life Events – Students will be excused from required activities for significant life events, at the discretion of the Office of Medical Education. Examples may include: major family events such as weddings involving immediate family, graduations, other family events of significance. Documentation of the significant life event is required.

We understand that unforeseen absences are beyond students' control ("urgent absences"). However, it is the responsibility of the student to promptly notify the Office of Medical Education once these circumstances arise by submitting an urgent requested absence form. Please note, examination absence is covered by the Examination Policy.

Examples include, though are not restricted to:

1. Student Health and Illness – Students will be excused from required activities in the event of illness, including those impacted by mental health. Documentation may be required.
2. Inclement Weather – Please refer to the School Closing Policy.
3. Extraordinary Personal Circumstances – Students will be excused from required activities for personal or family emergencies, at the discretion of the Office of Medical Education. Examples may include: death of a family member, significant family illnesses, urgent personal events. Documentation may be required.

Additionally, students displaying a recurring pattern of urgent absences, whether due to illness or personal emergencies, will be contacted by a Dean in the Office of Medical Education.

Absences occurring without proper notification and/or approval are classified as "unexcused absences."

Unexcused absences at required sessions are not allowed. Students will receive a ‘0’ grade for any points-bearing activities. Students will not be allowed to make-up points missed from an unexcused absence. If a student arrives more than ten minutes late to a required activity, it may be considered an unexcused absence. After the first unexcused absence, the student will receive a written warning via email from the Office of Medical Education. The second unexcused absence will result in referral to a Dean in the Office of Medical Education and the student may be referred to the Professional Conduct Committee.

The Professional Conduct Committee can make recommendations to correct breaches of professional conduct as listed in Section V, G of the Code of Professional Conduct.

Students with extended absences for illness or other circumstances may require a change to their regular academic schedule, an “incomplete” course grade, or a leave of absence. These cases will be referred to an Office of Medical Education Dean, the Student Progress Committee, or the Leave of Absence Committee as appropriate.

LCME Standard 12.4 STUDENT ACCESS TO HEALTH CARE SERVICES

A medical school provides its medical students with timely access to needed diagnostic, preventive, and therapeutic health services at sites in reasonable proximity to the locations of their required educational experiences and has policies and procedures in place that permit students to be excused from these experiences to seek needed care.

Active participation in the curriculum is important for training, assessment, and patient care. Attendance and punctuality are expected and considered critical components of a student’s educational experience and commitment to professionalism. Jacobs School of Medicine and Biomedical Sciences works with students to approve absences for significant and appropriate reasons. The intent of this policy is to help students address events outside of their control, as well as to balance personal and professional responsibilities in a professional manner. Medical students should exercise professional judgment and timely communication with appropriate faculty and staff for all absences. Absences will be monitored to ensure completion of the curriculum.

Students enrolled in Phase 2 of the MD curriculum at the Jacobs School of Medicine and Biomedical Sciences are expected to demonstrate professionalism and accountability in all aspects of their clinical education. Attendance and punctuality are essential components of clinical training, patient care, and professional development. Students must manage absences in a manner consistent with the standards expected of practicing physicians.

Attendance is required at all scheduled clerkship activities, including inpatient and outpatient rotations, didactic sessions, and assessments.

To the best of their ability, students will try to minimize absences during onboarding and ICARE weeks.

Students must arrive prepared and on time. Pervasive tardiness will be addressed by the Clerkship Director.

Absences will be monitored and centrally tracked to ensure completion of curricular requirements. Students must inform the Office of Medical Curriculum, the Clerkship Director, and Clerkship Coordinator through completing the Absence Request form.

If a student’s documented accommodations memorandum conflicts with any item in this policy, the Office of Medical Education will work with the Office of Accessibility to ensure that the accommodation needs of the student are met.

A planned absence is defined as a foreseeable event that can be anticipated and prepared for in advance. Planned absence requests should be submitted as soon as the student is aware of the event.

Examples of planned excused absences include:

1. Access to Health Care – Students will be excused from required activities for needed diagnostic, preventive and therapeutic health services. The student should select an appointment time that minimizes time lost from required activities whenever possible. If an appointment time outside of the required activities is not available, then the student will be excused to receive these services. Documentation of appointment is required.
2. Religious Observances – Students will be excused from required activities when religious observances require it.
3. Jacobs School of Medicine Sanctioned Activities – Students will be excused from required activities to present at a professional conference, to participate in joint degree program required activities, or to fulfill student representative responsibilities. Documentation of sanctioned activity is required.
4. Significant Life Events – Students will be excused from required activities for significant life events, at the discretion of the Office of Medical Education. Examples may include: major family events such as weddings involving immediate family, graduations, other family events of significance. Documentation of the significant life event is required.

We understand that unforeseen absences are beyond students' control ("urgent absences"). However, it is the responsibility of the student to promptly notify the Office of Medical Education, clerkship director, supervising attending, and clerkship coordinator once these circumstances arise by submitting an urgent requested absence form. Please note, examination absence is covered by the Examination Policy.

Examples include, though are not restricted to:

1. Student Health and Illness – Students will be excused from required activities in the event of illness, including those impacted by mental health. Documentation may be required.
2. Inclement Weather – Please refer to the School Closing Policy.
3. Extraordinary Personal Circumstances – Students will be excused from required activities for personal or family emergencies, at the discretion of the Office of Medical Education. Examples may include: death of a family member, significant family illnesses, urgent personal events. Documentation may be required.

Additionally, students displaying a recurring pattern of urgent absences, whether due to illness or personal emergencies, will be contacted by a Dean in the Office of Medical Education.

Absences occurring without proper notification and/or approval are classified as “unexcused absences.”

If there is one unexcused absence, it is at the discretion of the clerkship director whether students can make up the clinical time or are in danger of failing the clerkship. A second unexcused absence will result in a clerkship failure.

The Professional Conduct Committee can make recommendations to correct breaches of professional conduct as listed in Section V, G of the Code of Professional Conduct.

Students with extended absences for illness or other circumstances may require an “incomplete” course grade or a leave of absence. These cases will be referred to an Office of Medical Education Dean, the Student Progress Committee, or the Leave of Absence Committee as appropriate. 

• 12-week clerkships: Maximum of four days excused absences, with no more than two excused absences per each 
  • Six-week clinical block
• Six-week clerkships:
  • Maximum of two days for excused absences
• Four-week elective:
  • Maximum of one day for excused absences

Any time away from a clerkship, including excused absences and absences covered by accommodations memos, must be made up at the discretion of the clerkship director. 

If a student misses more than seven days during a clinical block, regardless of the reason for the absence, the student must repeat the clinical block in its entirety. The student will receive a grade of Incomplete (I) for the clerkship until the clinical block has been successfully repeated and all clerkship requirements have been satisfied.

Students must attend all exams, including OSCEs and shelf exams. Please refer to our examination policy for further details.

• Planned Absences 
  Must be requested at least four weeks in advance using the designated form. Students will receive a decision within two business days.
• Urgent/Unplanned Absences 
  Must be reported immediately to the clerkship coordinator, clerkship director and supervising attending. Students must submit an urgent absence form. Absences without proper notification or approval are considered unexcused.

This policy is monitored by the Office of Medical Curriculum. Violations will be reported to the Office of Student and Academic Affairs and the student’s Learning Community Coach.

Disciplinary measures regarding violation(s) include:

• A meeting with an Office of Medical Education Dean
• A notation in the student’s academic record
• A referral to the Professional Conduct Committee (PCC)
• Mention in the Medical Student Performance Evaluation (MSPE) [Dean’s Letter]

Such actions will be determined on a case-by-case basis, considering the severity and recurrence of the violation(s).

Punctuality is a core component of professionalism.  Students are expected to arrive prepared and on time to all clerkship activities.  Students with pervasive tardiness will be contacted by the clerkship director.

Absence for more than two days in a 12 week clerkship (medicine, surgery) may result in a grade of “Incomplete” and students may be required to make up the lost time.

Absence for more than 1.5 days in a six week clerkship (pediatrics, FM, psychiatry, GYN/OB) may result in a grade of “Incomplete” and students may be required to make up the lost time.

Absence for more than one day in a four week clerkship/course (Neurology, advanced medicine, surgical subspecialties, and electives) may result in a grade of “Incomplete” and students may be required to make up the lost time.

It is the student’s responsibility to notify the course coordinator if he/she will be absent from either the inpatient or outpatient rotation due to illness.  Asking another student to notify the team or the outpatient site is not acceptable and will be considered unprofessional behavior.  Documentation from the treating physician may be required.

Please contact the clerkship coordinator in the event of serious illness for which you anticipate more than two days absence.

During all clinical rotations/clerkships, advanced permission to attend a conference must be obtained from the clerkship/course director and the Senior Associate Dean for Student and Academic Affairs at least six weeks in advance. Proof of attendance will be required.

Preferential consideration will be given to students who have an active role in the conference.

During all clinical rotations/clerkships, advanced permission to attend a residency interview must be obtained from the clerkship/course director.

This will occur only during the four week courses in the fourth year. One day per (7 day) week is allowed, or as given permission by the clerkship/course director.

Students must be excused from classes for needed diagnostic, preventive, and therapeutic health services.  The student should make an effort to select an appointment time that minimizes the time lost from required activities, if available. If an appointment time outside of the required activities is not available, then students must be excused to receive these services.

A medical school provides its medical students with timely access to needed diagnostic, preventive, and therapeutic health services at sites in reasonable proximity to the locations of their required educational experiences and has policies and procedures in place that permit students to be excused from these experiences to seek needed care.

Reviewed by Curriculum Committee: 11/30/18
Passed by Curriculum Committee: 12/14/18
Updated by Curriculum Committee: 8/1/23
Policy Implementation: Course and Clerkship Directors
Policy Contact: Curriculum Committee