VCOM College Catalog and Student Handbook

Excused absences requested after the activity occurred may or may not receive approval by the Associate Dean for Medical Education and are considered on a case-by-case basis. OMS 1 and OMS 2 students who are granted an excused absence will not be penalized for missing a class, laboratory, or exam but will be required to make-up all mandatory learning activities on the dates required by the Associate Dean for Medical Education. Faculty are expected to provide reasonable accommodation for make-up exams, assignments, etc. where excused absences have been granted. Planned Excused Non-Medical Absences for OMS 1 and OMS 2 Students Planned excused non-medical absences are those that a student is aware of a minimum of 15 days prior to the absence and requires an absence from the academic program when: • Any absence will exceed the 30% of allowable absences for the block; • An absence will result in missing a mandatory learning activity that requires 100% attendance; or • Requesting to attend 1 or more days for pre-approved conference attendance even if the absence will not exceed the 30% of allowable absences for the block or will require the student to miss a mandatory learning activity that requires 100% attendance. Planned, non-medical absences may be considered excused only under specific circumstances that demonstrate a compelling personal or professional obligation. Acceptable reasons include, but are not limited to, participation in a professional conference (as a presenter or active attendee), mandatory court appearances, wedding 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 non-medical 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; whereby, the absence meets the criteria in the above sections must complete and submit the “OMS 1 and 2 Request for a Planned Excused Absence” form prior to the requested absence to assure all curricular requirements can be met upon returning. Students may obtain the form from the Office of Medical Education or the VCOM website at the link above and must return the form and required documentation to the Office of Medical Education. 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, non-medical absences must be submitted a minimum of 15 days in advance (when possible) and are subject to approval by the Associate Dean for Medical Education, who may exercise discretion on a case-by-case basis. OMS 1 and OMS 2 Conference Attendance OMS 1 and OMS 2 students requesting to attend a conference must follow the policy and procedures for requesting a planned excused non-medical absence, even if the absence will not exceed the 30% of allowable absences for the block or will require the student to miss a mandatory learning activity that requires 100% attendance. All conference attendance must be pre-approved by the Associate Dean for Student Affairs before submitting the request to the Associate Dean for Medical Education for excused absence consideration. Those who are granted Planned excused absences are included in the 30% allowable absences for the block.

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