VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #S002

3.3

OMS 3 and OMS 4 Excused Absences Excused absences are those that may be expected or unexpected and that meet the criteria for an excused absence as outlined below. Excused absences fall into two categories:

• Planned Excused Absences • Unplanned Excused Absences

Students must request approval for a planned or unplanned excused absence for 1 or more days absent from the rotation. Regardless of whether an excused absence is granted, students must still complete a minimum of 160 hours for a 4 week rotation and 80 hours for a 2 week rotation in order to pass the rotation. Excused absences will not be granted after the fact, except in emergencies as verified by the Associate Dean for Clinical Affairs or the Associate Dean for OMS 4 and GME. Students should be aware that preceptors are not required to allow a student to make-up time missed during a rotation and; therefore, the make-up requirement is at the discretion of the Chair and the Associate Dean. Any time missed must be remediated during the course of the rotation for credit to be issued. Students may remediate up to four missed days or 48 hours missed during any rotation period by working on normal days off. 3.3.1 Planned Excused Absences for OMS 3 and OMS 4 Students Planned excused absences are those that a student is aware of a minimum of 30 days prior to the absence and requires an absence from the academic program for 1 or more days absent from the rotation. 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, 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 prior to the requested absence to assure all curricular requirements can be met upon returning. Students may obtain the form from the Office of Clinical Affairs or the VCOM website 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

VCOM Attendance Policy

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