VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #S002

• 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 excused absences are included in the 30% allowable absences for the block. 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 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. 2.2.1a 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 permission to attend a conference are only allowed to attend one conference per academic year of not greater than three consecutive days. Only students who do not have any conditional or failing grades can request a planned excused absence for a conference and/or national meeting provided an

VCOM Attendance Policy

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