If a student is unable to attend a required academic event (e.g., clerkship day, quiz, exam, lab), the student must seek an Excused Absence approval from the Director of Preclinical Education (DPCE) or the Department of Clinical Education at their respective campus location by completing the Excused Absence Form prior to the required session, except in cases of emergency where proactive communication is not possible. The Excused Absence form is located on the RVU iNet webserver.
Preclinical Education
Examples of situations which may be approved for an excused absence from a required event include significant mental or physical illness, emergency, birth of student’s own child, or attendance to a single professional conference per academic year for which a student is not presenting their own research. Students who are presenting at professional conferences may be eligible for multiple excused absences in a single academic year. Examples of situations that will not be approved for an excused absence from a required event include, but are not limited to, vacations, graduations, or weddings (with the exception of a student’s own wedding). If a student believes that the basis for their request is eligible for consideration under The Americans with Disabilities Act of 1990 (ADA), the student should follow the procedure outlined in the Disabilities and Academic Accommodations section of this handbook.
The Excused Absence Form on the iNet is used for required, core-curricular events only (required lectures, required exams, required quizzes, required labs, etc.). This iNet form is not used for Tracks, Electives, and attendance optional events, such as most lectures, student affairs seminars, etc.
Students seeking an excused absence are required to submit relevant documentation that supports the specific request. Examples of relevant documentation might include, a note from a licensed healthcare provider (may not be from a family member), conference registration, obituary/memorial link, etc. Directors of Preclinical Education can provide additional guidance in regard to appropriate documentation for each situation. Proactive communication regarding a potential absence is required. If a student is unsure if their absence will be excused, they are encouraged to communicate directly with their campus Director of Preclinical Education as quickly as possible. If a student is unable to complete an exam due to the sudden onset of significant illness or emergency, they must notify the Office of Testing and their campus Director of Preclinical Education immediately. Once a student sits for and completes an exam (regularly scheduled or make-up), the exam score is final. If a student is absent from a required event or assessment and does not submit the appropriate Excused Absence Form in advance of the event, or if the request is not approved by the Director of Preclinical Education, the student will receive a grade of zero for that event or assessment, or the unexcused absence penalty as outlined in that particular course's syllabus.
If an absence is appropriately excused, a student will be allowed to make-up the required activity or exam. In order to take an exam at any time other than the originally scheduled time, a student must be approved for an excused absence. Any student who takes a make-up exam is expected to abide by RVU’s standards of Academic Integrity. If the student misses a scheduled make-up exam, the student will receive a zero for that exam. A student who does not take a quiz at the scheduled time and is appropriately excused will generally receive a 0/0. However, under certain circumstances, a make-up quiz may be administered. A student who is excused from attending a required lab will not miss any required points for the lab. However, that student should not expect faculty to recreate the lab experience. Therefore, it is critical for students to attend all labs, when possible.
Any student who exceeds five (5) excused absences within an academic year may be required to meet with a Preclinical Education Dean. The meeting will involve a discussion about the support resources available through RVU and partner organizations. Additionally, the impact of absences on the student’s medical education, clinical competency, and preparedness for future patient care will be reviewed. Next steps for a plan to move forward, which may include a recommendation that the student go on a Leave of Absence, will be discussed.
Clinical Education
Subject Exams
The subject examination is a key component of the core clinical clerkship course grade and is administered toward the end of the clerkship. Any requests to take an exam at any time other than the originally scheduled time (initial attempt) or any requests to delay a confirmed retake exam attempt, must seek an excused absence request by completing the Clinical Education Excused Absence Request Form in iNet.
The absence is not excused until approved by the Clerkship Director. Examples of situations that would generally be approved for an excused absence from the exam include significant mental or physical illness (documentation from the treating licensed healthcare provider may be required), emergency, or presentation at a professional conference (if eligible). If a student believes that the basis for their excused absence request is eligible for consideration for ADA accommodation, the student should follow the procedure outlined in the Disabilities and Academic Accommodations section of this handbook.
If the absence is appropriately excused, a student will be allowed to make up the required exam. If the student is absent from an exam and does not request an excused absence in advance or if the request is not approved by the Clerkship Director, the student will receive a grade of zero for the exam.
Clinical Clerkship Days
The focus of the clinical experience in years 3 and 4 is patient care and interaction. One hundred percent attendance is, therefore, required to be sure that continuity of care is maintained. It is understood that certain situations may arise that will result in an absence from required daily participation. In such instances, the following policies will be observed:
- Absences for any reason must be approved by both the Preceptor and Clinical Dean.
- Preplanned absences - Submit the Clinical Education Excused Absence Request form in iNet for preplanned absences as soon as event dates and details are known.
- Emergency absences - Submit the Clinical Education Excused Absence Request form in iNet the same day as any emergency absence
Consequences of Excused and Unexcused Absences
Students with two unexcused clinical absences and/or four or more total clinical absences (excused or unexcused) per semester are required to meet with an appropriate dean of clinical education. If a student is believed to be abusing the absence policy, they may be evaluated for a breach of professionalism. If a student is found to have a breach of professionalism, the findings may become part of the permanent record of the student as reported on the Medical Student Performance Evaluation (MSPE).
If an agreed-upon make-up activity is not completed, not completed within the agreed-upon timeframe, or not completed with satisfactory quality, the student may be referred to the Student Performance Committee (SPC).
Didactics and Simulations
In order to gain knowledge and skills to complete the core clerkship successfully and to show professionalism in your professional identity, consistent attendance and participation in didactic and simulation sessions (includes OGP and Fundamentals of Surgery) is essential.
- Attendance is required unless approved by the Clerkship Director.
- Absences or partial attendance must be directly related to clinical clerkship direct patient care requirements, significant mental or physical illness (documentation from the treating licensed healthcare provider may be required), emergency, or presentation at a professional conference (if eligible) to be approved by the Clerkship Director.
- Requests for absences or partial attendance should be submitted directly to the Clerkship Director before the didactic/simulation session or as soon as possible after the session when prior notification is not practicable. The Clerkship Director may assign make-up assessments for approved absences only.