VCOM College Catalog and Student Handbook

professional conference (as a presenter or active attendee), mandatory court appearances, weddings in which the student is a direct participant (e.g., member of the wedding party), or other significant life events that require the student’s active involvement and are deemed appropriate upon review. Absences for extended breaks, trips/vacations, personal obligations outside of the academic program (e.g., shadowing, volunteering, etc.), or religious observances are not considered justification for an excused absence under this policy. Students are encouraged to consult the academic calendar and plan accordingly to avoid scheduling conflicts. Students requesting a planned excused absence must complete and submit the “OMS 3 and 4 Request for a Planned Excused Absence” form and submit all required documentation a minimum of 30 days prior to the requested absence. Students may obtain the form from the Office of Clinical Affairs or the VCOM website at the link above and must return the form and required documentation to the Office of Clinical Affairs. The student may be required to submit additional documentation upon returning from the planned excused absence. Examples of required documentation include proof of conference attendance, subpoena, proof of court appearance, wedding announcement, and other required verification as requested. All requests for excused planned absences must be submitted a minimum of 30 days in advance (when possible) and are subject to approval by the Associate Dean for Clinical Affairs or the Associate Dean for OMS 4 and GME, who may exercise discretion on a case-by-case basis. OMS 3 and OMS 4 Conference Attendance OMS 3 and OMS 4 students requesting to attend a conference must follow the policy and procedures for requesting a planned excused absence. All requests for conference attendance must first be reviewed and recommended for approval by the Associate Dean for Student Affairs before being submitted to the Associate Dean for Clinical Affairs or the Associate Dean for OMS 4 and GME, as applicable, for consideration of approval of the excused absence. Only students who have no conditional or failing grades may request a planned excused absence to attend a conference or national meeting. Approval may be granted only if the student can make up any missed clinical experiences or other learning activities, the absence does not interfere with the academic responsibilities of other students, the absence does not adversely affect the student’s acquisition of required knowledge or skills, and the absence does not prevent the student from completing the minimum required rotation hours. This determination will be made by the Associate Dean for Clinical Affairs for OMS 3 students and the Associate Dean for OMS 4 and GME for OMS 4 students. Students may be required to complete additional clinical days equivalent to the number of days missed. Those who are granted permission to attend a conference are only allowed to attend one conference per academic year of not greater than three consecutive days. For OMS 3 and OMS 4 students who hold national leadership positions or for student officers who are required to attend greater than one conference per year, appeals may be made through the Associate Dean for Student Affairs (who verifies the student’s leadership position and occurrence of the required conference), Associate Dean for Clinical Affairs or the Associate Dean for OMS 4 and GME (who assures the requirements of the clinical rotation are met, including minimum number of days for that rotation and that the clinical site can accommodate the alternate schedule), and the Campus Dean. Such appeals should be submitted at the beginning of the academic year to allow sufficient time for appropriate planning and to ensure the student can successfully participate in required educational activities. Planned excused absences will not be granted after the fact.

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