VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #S002

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 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. Planned excused absences will not be granted after the fact. 3.3.1a 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 conference attendance must be pre-approved by the Associate Dean for Student Affairs before submitting the request to the Associate Dean for Clinical Affairs or the Associate Dean for OMS 4 and GME for excused absence consideration. 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 absence from a rotation does not interfere with the academic work of other students and does not result in the student missing an assignment that cannot be remediated (as determined by the Associate Dean for Clinical Affairs for OMS 3 students or Associate Dean for OMS 4 and GME for OMS 4 students). OMS 3 students are not allowed to miss core rotations to attend conferences unless required to do so by student government or other high-level position in a student or AOA organization. Those who are granted permission to attend a conference are only allowed to attend one conference per year of not greater than three consecutive days. Any time missed for the conference must be made up by the same number of clinical days that were missed by the student. OMS 4 students may not attend a conference during the required EM rotation month. OMS 4 students are only allowed to attend one conference per year of not greater than three consecutive days. Any time missed for the conference must be made up by the same number of clinical days that were missed by the student.

For OMS 3 and OMS 4 students who hold national leadership positions that require conference attendance, appeals may be made through the Associate

VCOM Attendance Policy

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