I. PURPOSE
The purpose of this policy is to specify the guidelines governing student attendance and absence from the New York Medical College School of Medicine (“NYMC-SOM”).
II. POLICY
It is the policy of the NYMC-SOM that (a) students must attend all mandatory in-person and online sessions throughout the curriculum, including but not limited to all clinical sessions, small group sessions, laboratories, clinical preceptor sessions, clinical skills and simulation center sessions, intersessions, workshops, mandatory lectures, and other teaching exercises specified as mandatory by the faculty; (b) students must attend any required educational activities and programs sponsored and directed by the offices of Undergraduate Medical Education and/or Student Affairs; and (c) when participating in mandatory virtual educational activities and programs, students must have their cameras open unless otherwise advised by the faculty.
III. SCOPE
This policy applies to all NYMC-SOM students.
IV. DEFINITIONS
A. ADBS: Assistant Dean for Basic Sciences.
B. ADCS: Assistant Dean for Clinical Sciences.
C. LOA: Leave of Absence.
D. Phase 1: the pre-clerkship phase of the curriculum.
E. Phase 2: the core clerkship phase of the curriculum.
F. Phase 3: the advanced clerkship phase of the curriculum.
G. SAPRC: Student Advancement, Promotions, and Review Committee.
H. SAST: Student Academic Success Team.
I. UME: Undergraduate Medical Education.
J. Unanticipated absence: An absence due to an unforeseen event occurring on the day of the activity (i.e. personal illness, urgent healthcare need, or death or critical illness of a family member).
K. Anticipated absence: An absence due to a known conflict identified in advance.
V. PROCEDURES
A. Basic Expectations of Students
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- Be familiar with and follow the Policy on Student Attendance and Absence.
- Meet the attendance requirement for each course and clerkship as a professional responsibility.
- Be present for, and participate in, all mandatory academic activities.
- Arrive on time for all academic activities; tardiness of greater than thirty (30) minutes will be considered an absence.
- Record attendance truthfully; falsifying attendance violates this policy and the SOM Policy on Medical Student Professional Behaviors in Academic and Clinical Settings.
- Review the academic calendar in advance and avoid scheduling personal events that conflict with mandatory activities.
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B. General Procedures Across the Curriculum
1. Should a student be unable to attend a mandatory class or clinical activity, they must request an absence from the relevant faculty and the Office of UME as outlined below. The onus of communication regarding any absences lies with the student.
2. All absences from mandatory sessions will be recorded and tracked by the UME. Attendance and appropriate communication of absences are considered academic professional behaviors in accordance with the SOM Policy on Medical Student on Professional Behaviors in Academic and Clinical Settings.
3. Students are responsible for communicating any absences, both anticipated and unanticipated, to the relevant course/clerkship leadership as soon as possible.
4. Students are responsible for all material and clinical activities missed due to absence.
5. Excessive absences and failure to communicate any absence with the appropriate individual(s) will be considered a lapse in professionalism in accordance with the SOM Policy on Medical Student Professional Behaviors in Academic and Clinical Settings.
6. Students may, at the discretion of the faculty and deans, be discussed at SAST and subject to review by the SAPRC. Potential action may include repeating elements of the curriculum or other action, up to and including dismissal. Students who must be absent from the academic environment for extended periods of time, for example for personal illness, must discuss the matter in advance, if possible, with a dean of Student Affairs. This may result in a Leave of Absence (LOA) and will be managed on a case-by-case basis.
7. Make-up requirements for any absence will be determined by the module/course/clerkship director, with input from the Phase Directors or Assistant Deans, as appropriate.
a) Make-up work may be required during unscheduled time, which may include designated break time (e.g., winter and summer break).
b) All make-up work must be completed prior to progressing to the next phase of the curriculum.
c) Failure to make up the relevant work may result in a grade of Incomplete and may delay progression to the next phase of the curriculum or delay graduation.
C. Attendance and Absence in Phase 1
1. During Phase 1, students are expected to be present for all classes Monday through Friday during school hours outlined in the SOM academic calendar for their year.
2. Students are responsible for identifying all mandatory educational activities at the start of each module and course.
a) Specific activities listed in the learning management system may change with limited notice due to unforeseen circumstances.
b) When necessary, make-up activities, including examinations, may be rescheduled during unscheduled academic time.
3. Students should avoid planning personal events or travel during academic time.
4. If a student misses a significant portion of a course, they will receive a grade of Incomplete and be required to make up the lost time and possibly the entire module or course.
5. Unanticipated absences
a) It is recognized that there are unanticipated events that may interfere with scheduled sessions.
b) In the event a student will be unexpectedly absent from a mandatory session due to personal illness, urgent healthcare need, or death or critical illness of a family member, the student must notify the relevant module director(s), the Phase 1 Administrator, and any additional individuals as outlined in the relevant module syllabus, prior to the missed academic activity or as soon as possible.
c) Students should provide a brief explanation for the absence as well as any necessary documentation.
d) Additionally, students must notify the Office of UME by filling out the “Phase 1 Absence Request Form”.
e) Personal illness or urgent healthcare needs.
i. Absences lasting greater than 48 hours require a clinician’s note documenting illness and must be submitted on professional stationery.
ii. Absence from any exam, including clinical skills exams, due to an illness requires documentation from a clinician, regardless of the duration of the absence.
iii. Extended absence (e.g. two or more weeks) due to illness or multiple absences due to illness will also require clinician’s documentation submitted on professional stationery to the Office of Student Affairs. This may result in a LOA and will be managed on a case-by-case basis.
iv. Students may be required to receive clearance from Health Services, The Office of Student Mental Health and Wellness, or the Office of Student Affairs prior to returning to the academic environment.
f). Death or critical illness of a family member may result in an LOA and will be managed on a case-by-case basis by the Office of Student Affairs.
6. Anticipated absences:
a) If a student wishes to request approval for an anticipated absence, due to one of the circumstances listed below, they must submit the “Phase 1 Absence Request Form” to the ASBS as early as possible and at least four (4) weeks prior to the start of the module.
i. The request should include a list of all mandatory/required sessions they anticipate missing.
ii. Submission of the Absence Request Form is not a guarantee of approval.
iii. Students must wait for approval of the absence request prior to making any travel plans or confirming conference attendance. Once approval has been granted, the student must then forward documented approval to the relevant Module Director(s), the Phase 1 Administrator, and any additional individuals as outlined in the relevant module syllabus.
b) Presentation of scholarly work (poster or oral presentation) at a local or national academic meeting. Such an approved absence is ordinarily limited to the day of the presentation plus one day for travel. Students may not miss any exams including Clinical Skills exams or mandatory transition courses for presentation of scholarly work.
c) Observance of a religious obligation.
d) Significant life event not otherwise specified.
D. Phase 2 and Phase 3 Required Attendance
1. Overview: During Phase 2 and Phase 3, students are expected to be present for all clinical and academic activities as assigned by the course/clerkship director every weekday in addition to some weekends and nights. Students are expected to attend all activities including clinical care, rounds, lectures, small group sessions, and any other activities specified by the course/clerkship director. These activities may occur in the inpatient, outpatient, or emergency care settings, or the Clinical Skills and Simulation Center. Specific activities required for the course / clerkship may change with limited notice due to unforeseen circumstances.
2. Students should avoid planning personal events or travel during clinical and academic time.
3. If a student misses a significant portion of a course or clerkship, they will receive a grade of Incomplete and be required to make up the lost time and possibly the entire course or clerkship.
4. Unanticipated absences: It is recognized that there are unanticipated events that may affect a student’s learning. In the event a student will be unexpectedly absent from a mandatory session due to personal illness, urgent healthcare need, or death or critical illness of a family member, the student must notify the relevant course/clerkship director, course / clerkship coordinator and clinical preceptor prior to the missed clinical or academic activity or as soon as possible. Students should provide a brief explanation for the absence as well as any necessary documentation. Additionally, students must notify the Office of UME by filling out the “Phase 2/3 Absence Request Form”.
a) Personal illness or urgent healthcare needs.
i. Absences lasting greater than forty-eight (48) hours require a clinician’s note documenting illness and must be submitted on professional stationery.
ii. Absence from any exam, including Clinical Skills Exams, due to an illness requires documentation from a clinician, regardless of the duration of the absence.
iii. Extended absence (e.g. two or more weeks) due to illness or multiple absences due to illness will also require clinician’s documentation submitted on professional stationery to the Office of Student Affairs. This may result in a LOA and will be managed on a case-by-case basis.
iv. Students may be required to receive clearance from Health Services, The Office of Student Mental Health and Wellness, or the Office of Student Affairs prior to returning to the academic environment.
b) Death or critical illness of a family member.
i. Extended absence may result in a LOA and will be managed on a case-by-case basis by the Office of Student Affairs.
5. Anticipated absences: If a student wishes to request approval for an anticipated absence, due to one of the circumstances delineated below, they must submit the “Phase 2/3 Absence Request Form” to the Assistant Dean for Clinical Sciences as early as possible and at least six (6) weeks prior to the start of the course/clerkship. Submission of the Absence Request Form is not a guarantee of approval. Students must wait for approval of the absence request prior to making any travel plans or confirming conference attendance. Once approval has been granted, the student must then forward documented approval to the relevant course/clerkship director and course/clerkship coordinator. Anticipated absences may be due to the following reasons:
a) Presentation of scholarly work (poster or oral presentation) at a local or national academic meeting. Such an approved absence is ordinarily limited to the day of the presentation plus one day for travel. Students may not miss mandatory transition courses for presentation of scholarly work.
b) Observance of a religious obligation. or
c) Significant life event not otherwise specified.
6. Residency interview/second looks in Phase 3
a) It is understood that fourth year/Phase 3 students will require time to participate in residency placement interviews and second looks. Students are expected to reserve unscheduled blocks for scheduling the majority of their interviews and second looks.
b) Interviews should NOT be scheduled during required track rotations. It is highly recommended that interviews are not scheduled during any clinical rotations.
c) Students must seek permission from the course/clerkship director for all absences due to interviews or second looks with as much notice as possible. Students must also submit the “Interview / Second Look Absence Form” to the Office of UME for tracking of all time taken off for interviews and second looks.
i. Absences for interviews in addition to other anticipated and unanticipated absences are compounded and affect the student’s educational experience. Excessive absences may result in a grade of Incomplete or Fail. Alternatively, the student may be required to reschedule and/or make up that rotation at the discretion of the course/clerkship director.
VI. EFFECTIVE DATE
This policy is effective immediately.
VII. POLICY MANAGEMENT
Executive Stakeholder: Dean, School of Medicine
Oversight Office: Office of Undergraduate Medical Education
VIII. REFERENCES
LCME Standard 12.4: Student Access to Health Care Services: A medical school provides its medical students with timely access to needed diagnostic, preventive, and therapeutic services at sites in reasonable proximity to the locations of their required educational experiences and has policies and procedures in place that permit students to be excused from these experiences to seek needed care.
