Absence and Attendance Policy

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 2 weeks before the requested absence. Students will receive a decision within 2 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.

Attendance is required at exams and patient presentations as well as designated small group activities and active learning sessions where each student’s participation has an impact on colleagues. 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.

A student will be excused from required activities in the circumstances listed below. Students need to submit a Requested Absence Form as far in advance as possible. In the event of an emergency, requests should be submitted within 48 hours.  In these circumstances, students missing a points-bearing activity will be allowed to make it up, if possible, or not penalized. Students will still be responsible for completion of any individual work or group work that will be missed. The following policy is in accordance with the Examination Policy as outlined in the Academic Status Policy.

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.
2. Student Illness – Students will be excused from required activities in the event of illness. Students need to submit a Requested Absence Form prior to the start of the scheduled activity. If a student is absent from an exam due to illness, documentation will be required. If the student cannot provide documentation, it will be considered an unexcused exam absence.
3. Religious Observances – Students will be excused from required activities when religious observances require it.
4. Inclement Weather – Please refer to the School Closing Policy.
5. Extraordinary Personal Circumstances – Students will be excused from required activities for personal or family emergencies, such as family illness, death, or car accidents. If a student is absent from an exam due to a personal or family emergency, the school reserves the right to request documentation. If the student cannot provide documentation when requested, it will be considered an unexcused absence. In certain significant life events, such as the wedding of an immediate family member, exam accommodations will be considered and will require the approval of the course director after consultation with a Dean in the Office of Medical Curriculum. To be considered, these requests must be submitted by the first week of the semester.  We will not be able to accommodate moving exams for issues such as travel logistics, scheduling, costs, etc.
6. University 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.  Exam accommodations for University Sanctioned Activities are covered in section 11 of the Academic Status Policy.

In addition, students are allowed 3 personal days from required activities per semester (no more than 2 in one course) for any reason. Personal Days include anything that does not fall under excused absences above. Students still need to submit a Requested Absence Form following the procedures below. Students missing a points-bearing activity will accept a “0” grade. Students will still be responsible for completion of any work or group work that will be missed.

Personal days cannot be used to miss an exam or on the last CPM small group session of the semester. If a student needs to miss an exam, the student needs to discuss this with the course director at the beginning of the course and the course director will decide if they will be allowed to take the exam at another time.

All Requested Absence Forms must be submitted in advance of the requested absence, unless otherwise noted above.

Students will be contacted regarding receipt of the form, confirmation of the requested absence, or denial of the requested absence within 2 business days. If the absence is denied it is because the requested absence does not follow the policies and procedures above or the student has exceeded the limit of personal days or excused absences. Further communication with the course coordinator, course director and/or the Senior Associate Dean for Student and Academic Affairs will occur.

Personal Days follow the limits indicated above. Students exceeding these limits will be referred to the Senior Associate Dean for Student and Academic Affairs and may be referred to the Professional Conduct Committee.

Students exceeding 3 excused absences per semester will be referred to the Senior Associate Dean for Student and Academic Affairs and may be referred to the Professional Conduct Committee.

Unexcused absences are not allowed. If a student arrives more than ten minutes late to a required activity, it is also considered an unexcused absence. After the first unexcused absence, the student will receive a written warning via email from either the course coordinator or course director. The second unexcused absence will result in referral to the Senior Associate Dean for Student and Academic Affairs 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 course remediation, a leave of absence, or other change to their regular academic schedule. These cases will be referred to the Senior Associate Dean for Student and Academic Affairs, the Student Progress Committee, or the Leave of Absence Committee as appropriate.

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 accommodate absences for significant and appropriate reasons. The intent of accommodations for absences 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.

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 6 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 4 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