If a student is unable to attend a required academic event (e.g., clerkship day, quiz, exam, lab, simulation), the student must seek an Excused Absence approval from the Director of Preclinical Education (DPCE) or the Department of Clinical Education at their respective campus location by completing the Excused Absence Form prior to the required session, except in cases of emergency where proactive communication is not possible. The Excused Absence form is located on the RVU iNet webserver.
Preclinical Education
Examples of situations which may be approved for an excused absence from a required event include significant mental or physical illness, emergency, birth of student’s own child, death in the immediate family, or attendance to a single professional medical conference per academic year for which a student is not presenting their own research. Students who are presenting at professional conferences or are required to attend as a function of a leadership role may be eligible for multiple excused absences in a single academic year. Examples of situations that will not be approved for an excused absence from a required event include, but are not limited to, vacations, graduations, or weddings (with the exception of a student’s own wedding). If a student believes that the basis for their request is eligible for consideration under The Americans with Disabilities Act Amendments Act of 2008 (ADAAA), the student should proactively follow the procedure outlined in the Disabilities and Academic Accommodations section of this Handbook.
The Excused Absence Form on the iNet is used for required, core-curricular events only (required lectures, required exams, required quizzes, required labs, etc.). This iNet form is not used for Tracks, Electives, and attendance optional events, such as most lectures, student affairs seminars, etc. Absences for Tracks or Electives should be communicated directly to the Course Director.
Students seeking an excused absence are required to submit relevant documentation that supports the specific request. Examples of relevant documentation might include a note from a licensed healthcare provider (may not be from a family member), conference registration, obituary/memorial link, etc. Your campus Director of Preclinical Education (DPCE) can provide guidance in regard to the appropriate documentation for each situation. Proactive communication regarding a potential absence is required. If a student is unsure if their absence will be excused, they are encouraged to communicate directly with their campus Director of Preclinical Education (DPCE) as quickly as possible.
If a student is unable to complete an exam due to the sudden onset of significant illness or emergency, they must notify the Office of Testing and their campus Director of Preclinical Education (DPCE) immediately. Once a student sits for and completes an exam (regularly scheduled or make-up), the exam score is final. If a student is absent from a required event or assessment and does not submit the appropriate Excused Absence Form in advance of the event, or if the request is not approved by the Director of Preclinical Education, the student will receive a grade of zero for that event or assessment, or the unexcused absence penalty as outlined in that particular course's syllabus.
If an absence is appropriately excused, a student will be allowed to make up any required assessments. In order to take an assessment at any time other than the originally scheduled time, a student must be approved for an excused absence. A student who misses a scheduled assessment or make-up without an approved absence will receive a zero for that assessment. A student who takes a make-up assessment must abide by the make-up guidelines provided by their campus Director of Preclinical Education (DPCE). All make-up assessments are subject to RVU’s standards of Academic Integrity. A student who is appropriately excused from a quiz will generally receive a 0/0. However, under certain circumstances, a make-up quiz may be administered. A student who is excused from attending a required lab or session will not miss any required points, but should connect with the Course Director as directed. However, that student should not expect faculty to recreate the missed experience.
Any student who exceeds five (5) excused absences within an academic year may be required to meet with a Preclinical Education Dean. The meeting will involve a discussion about the support resources available through RVU and partner organizations. Additionally, the impact of absences on the student’s medical education, clinical competency, and preparedness for future patient care will be reviewed. Next steps for a plan to move forward, which may include a recommendation that the student go on a Leave of Absence, will be discussed.
Clinical Education
Subject Exams
The subject examination is a key component of the core clinical clerkship course grade and is administered toward the end of the clerkship. Any requests to take an exam at any time other than the originally scheduled time (initial attempt) or any requests to delay a confirmed retake exam attempt, must seek an excused absence request by completing the Clinical Education Excused Absence Request Form in iNet prior to the scheduled start of the exam.
The absence is not excused until approved by the Clerkship Director. If the absence is appropriately excused, a student will be allowed to make up the required exam. If the student is absent from an exam and does not request an excused absence in advance or if the request is not approved by the Clerkship Director, the student will receive a grade of zero for the exam.
Examples of situations that would generally be approved for an excused absence from the exam include significant mental or physical illness, emergency, or presentation at a professional conference (if eligible). Documentation from the treating licensed healthcare provider may be required.
If a student believes that the basis for their excused absence request is eligible for consideration for ADAAA accommodation, the student should follow the procedure outlined in the Disabilities and Academic Accommodations section of this handbook.
Clinical Clerkship Days
The focus of the clinical experience in years 3 and 4 is patient care and interaction. One hundred percent attendance is therefore required to ensure continuity of care is maintained. It is understood that certain situations may arise that will result in an absence from the required daily participation. In such instances, the following policies will be observed:
• Absences for any reason must be approved by both the Preceptor and Clinical Dean or designee.
• Preplanned absences: Submit the Clinical Education Excused Absence Request form in iNet for preplanned absences as soon as event dates and details are known.
• Emergency absences : Submit the Clinical Education Excused Absence Request form in iNet the same day as any emergency absence or as soon as possible.
Consequences of Excused and Unexcused Absences:
Unexcused Clinical Absences: Students with any unexcused clinical absences within a rotation are required to meet with an appropriate Dean of Clinical Education. Patterns of unexcused absences may be considered a potential breach of professionalism. If a student is determined to have violated professionalism standards, this finding may be documented in the student’s permanent record, including the Medical Student Performance Evaluation (MSPE).
Excused Clinical Absences: Excused clinical absences may not exceed three days after the start of a rotation, as additional time away would prevent the student from meeting the minimum required clinical hours outlined in the syllabus. Students who accumulate four or more total clinical absences are required to meet with an appropriate Dean of Clinical Education. If a make-up activity is assigned, it must be completed within the agreed-upon timeframe and to a satisfactory standard. Failure to do so may result in referral to the Student Performance Committee (SPC).
Didactics and Simulations
Consistent attendance and active participation in all didactic and simulation sessions are essential for developing the knowledge, skills, and professionalism required to successfully complete the core clerkship.
• 100% attendance is required, unless approved by the Clerkship Director.
• Absences or partial attendance must be directly related to clinical clerkship direct patient care requirements, a significant mental or physical illness emergency, or an approved presentation at a professional conference. Documentation from the treating licensed healthcare provider may be required.
• Requests must be submitted in advance, or as soon as possible (in cases of emergency where proactive communication is not possible), by completing the Clinical Education Excused Absence Request Form in iNet.
• The Clerkship Director may assign make-up assessments for approved absences only.