Policy on Student Attendance and Absence

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”). Medical school is a full-time commitment, and attendance is considered an essential component of professional development, knowledge acquisition, and team-building skills. 

II. POLICY

Students are expected to attend all mandatory in-person and online sessions throughout the curriculum. This includes all small group sessions, laboratories, clinical preceptor sessions, clinical skills and simulation center sessions, intersessions, workshops, and other teaching exercises specified as mandatory by the faculty. In addition, students are expected to attend any required educational activities and programs sponsored and directed by the offices of Undergraduate Medical Education and/or Student Affairs. Should a student be unable to attend class or clinical activity, they must request an absence from the relevant faculty and the Office of Student Affairs as outlined below.  The onus on communication regarding any absences lies with the student. A student will be excused from class or clinical activity at any time for an emergent health care need. For any absence, the student is responsible for the material covered. All absences will be tracked by the SOM and students with excessive absences or unacceptable absences will be subject to review by the appropriate committee(s) with potential action determined by these committees.

III. SCOPE

This policy applies to all NYMC-SOM students and, where applicable, to the faculty and deans. 

IV. DEFINITIONS

LOA: Leave of Absence
Phase 1: the pre-clerkship phase of the curriculum 
Phase 2: the core clerkship phase of the curriculum 
Phase 3: the advanced clerkship phase of the curriculum
PIC: Professionalism and Integrity Committee
SAPRC: Student Advancement, Promotions, and Review Committee
SAST: Student Academic Success Team 

V. PROCEDURES

A. General across the curriculum

1. All absences from required academic or educational activities will be recorded on the student’s record by the relevant faculty member and associated administrative staff, along with the reason for such absences.  The information will be forwarded to the Office of Undergraduate Medical Education and discussed with Student Affairs at SAST.   Make-up requirements for any absence will be at the discretion of the relevant faculty member.
2. Make-up work may be required during designated break time (e.g., winter and summer break).
3. Extended absences: Students who find it necessary to be absent from the academic environment for extended periods of time (e.g., two or more weeks), for any reason, must discuss the matter in advance (as much as 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. 

B. Attendance and Absence in Phase 1

1. Overview: In general, students are expected to be present for all classes Monday through Friday as shown on the institutional academic calendar and on the learning management system calendar, and students are responsible for identifying all mandatory educational activities at the start of each module and course. Specific activities listed in the academic calendar and the learning management system are subject to change due to unforeseen circumstances, not limited to inclement weather. At times, it may become necessary to schedule make-up activities, including examinations, during unscheduled academic time.
2. Unanticipated absences: In the event a student will be unexpectedly absent from a mandatory session, the student must email the relevant module director as well as the Phase 1 Administrator, as soon as possible, and provide an explanation for the absence.
3. Anticipated absences: Students must seek prior approval from and provide acceptable reasons for any anticipated absence to the Assistant Dean for Basic Sciences and the Phase 1 administrator four weeks before the start of a Phase 1 course.  In the student’s request for absence approval, the student must provide a list of all mandatory/required sessions they will be missing.  In some situations, this may be discussed with the Office of Student Affairs. Travel plans should NOT be made by the student until the approval has been granted.
4. Repeated and prolonged absences: Students with repeated or prolonged absences will, at the discretion of the faculty and deans, be discussed at SAST and subject to review by the PIC and/or by the SAPRC for action.  Potential action may include failure of a course, repeat of elements of the Phase 1 curriculum or other action, up to and including dismissal.
5. Permitted absences: In general, absences will be allowed for the reasons included below. Confirming documentation may be required. Make-up work will be up to the discretion of the relevant module director. 

a) Personal illness: Absences from mandatory activities lasting greater than 48 hours require a clinician’s note documenting illness and must be submitted on professional stationery. 

i. Absence from an exam, including Clinical Skills Exams, due to an illness requires documentation by a physician. The 48-hour requirement does not apply here.
ii. Prolonged absence 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.
iii. Under certain circumstances, such as prolonged illnesses or unapproved absences, a student may be required to receive clearance from a dean for Student Affairs, Student Health Service, or Student Mental Health Service, prior to returning to the academic environment.
iv. Frequent personal illness within a module/course will be managed as above for Frequent and prolonged absences.

b) Death or critical illness of a family member. 
c) Presentation of scholarly work (poster or oral presentation) at a local or national academic meeting with prior approval from BOTH the relevant module directors and the Assistant Dean of Basic Sciences.  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 or exams for conference attendance.  
d) Observance of a religious obligation with prior approval from BOTH the relevant module directors and Assistant Dean of Basic Sciences.

C. Phase 2 and Phase 3 Required Attendance

1. Overview: During Phase 2 and Phase 3, students are expected to report for clinical or other duty as assigned by the course/clerkship director Monday through Friday 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. 
2. Unanticipated absences: In the event a student will be unexpectedly absent from a mandatory session, the student must email the relevant course/clerkship director as well as the clerkship administrator as soon as possible.
3. Anticipated absences: Students must seek prior approval from and provide acceptable reasons for any anticipated absence to the relevant course/clerkship director and course/clerkship administrator four weeks before the start of the course/clerkship.  In some situations, this may be discussed with the Office of Student Affairs. Travel plans should NOT be made by the student until the approval has been granted.
4. Repeated and prolonged absences: Students with repeated or prolonged absences will, at the discretion of the faculty and deans, be discussed at SAST and subject to review by the PIC and/or by the SAPRC for action.  Potential action may include repeating of elements of the Phase 2 or Phase 3 curriculum up to and including dismissal.
5. Permitted absences: In general, absences will be allowed for the reasons included below. Confirming documentation may be required.  Make-up work will be up to the discretion of the relevant clerkship director. 

a) Personal illness: Absences lasting greater than 48 hours require a clinician’s note documenting illness must be submitted on professional stationery.

i. Absence from an exam, including Clinical Skills Exams, due to an illness requires documentation by a physician.  The 48-hour requirement does not apply here.
ii. Prolonged absence 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.
iii. Under certain circumstances, such as prolonged illnesses or unapproved absences, a student may be required to receive clearance from a dean for Student Affairs, Student Health Service, or Student Mental Health Service, prior to returning to the academic environment. 
iv. Frequent personal illness within a clerkship will be managed as above for repeated and prolonged absences.

b) Death or critical illness of a family member. 
c) Presentation of scholarly work (poster or oral presentation) at a local or national academic meeting with prior approval from the relevant course/clerkship director and the Assistant Dean for Clinical Sciences. 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. 
d) Observance of a religious obligation with prior approval from the relevant course/clerkship directors and Assistant Dean  for Clinical Sciences.  Make-up work may be required during designated break time (e.g., winter break)

D. Absence procedure for interviews in the Fourth Year/Phase 3

1. It is understood that fourth year/Phase 3 students will require time to participate in residency placement interviews. However, students should NOT schedule their interviews during their required track rotations (e.g., sub-internships, critical care, emergency medicine, and radiology and diagnostic medicine). To avoid a conflict of commitment, students are encouraged to schedule electives which do not involve direct clinical care during the peak interview times for their specialty. Repeated absences within a single clerkship or elective could result in a failing grade.

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.