Attendance in the Clinical Phase
Attendance Policy in the Clinical Phase
1. Full-Time Clinical Commitment
Each SCPE is a full-time educational experience within a clinical setting.
Students are expected to actively participate in all adjunct learning opportunities, including journal clubs, grand rounds, and other educational offerings available at the rotation site, as deemed appropriate by the preceptor. Self-directed learning is required to enhance the rotation experience and meet course learning outcomes.
2. Rotation Schedule Submission
On Day 1 of each SCPE, students must discuss and confirm their schedule with the primary preceptor of record.
Obtain preceptor sign-off on the agreed schedule.
Submit the finalized schedule to Exxat by 5:00 PM on Day 1.
The schedule will be reviewed and signed off by Clinical Faculty to ensure clarity and alignment with learning objectives.
Clinical rotations are minimum 32hours/week, typically 40-50 hours/week, maximum 60 hours/week at clinical sites.
3. Attendance Requirements
Attendance on each rotation aligns with the specific schedule of the clinic and preceptor.
Students are expected to be present for all scheduled clinical activities unless excused for illness or unavoidable circumstances. Students are expected to attend shifts on days, nights, weekends, holidays if aligned with clinic/preceptor schedule.
4. Absence Policy
During the clinical year, students are allotted up to 10 total days of excused absence for personal or health-related reasons. These days should be used judiciously for illness or unavoidable events. Maximum of one missed day per rotation is acceptable. More than one missed day in a rotation may result in a meeting with the Academic & Professional Advancement Committee (APAC), and possible requirement to repeat the rotation.
More than one day missed on a clinical rotation due to illness requires documentation from a healthcare provider.
Partial-day absences count as a full day.
Vacation days are not permitted.
5. Mandatory Call Back Days
Students must attend Call Back Days scheduled after every second rotation, as posted in Exxat.
These sessions include End-of-Rotation (EOR) exams, OSCEs, clinical skills labs, grand rounds, and class activities.
Final Call Back Week includes summative assessments required for graduation. Attendance is mandatory.
6. Compliance with Attendance Policy
Failure to adhere to this policy may result in academic consequences, including remediation, rotation repetition, or referral to the Progress and Professionalism Committee.
Excused Absences
Excused absences include legitimate personal, medical, or professional circumstances and may be either planned or unplanned. For planned absences, submit a leave request form at least 48 hours in advance. For unplanned absences, notify the course director and preceptor as soon as possible via email, call, or text. Required documentation must be submitted within 48 hours if requested.
Examples include:
•Personal illness or health needs: Students may self-report illness. However, more than one consecutive day requires provider documentation.
•Serious illness or death in the immediate family: Up to three excused days may be granted; documentation will be requested.
•Religious or cultural observances
•Professional development: One approved conference or interview per program year with proof of attendance.
•Personal or medical appointments: Every attempt should be made to schedule outside of class hours. However, absence may be excused for time-sensitive matters.
•In the event of any unforeseen circumstances, contact the course director and preceptor for guidance.
Unexcused Absences
Failure to follow the request or notification process, or to provide documentation when required, will result in an unexcused absence.
Consequences for each unexcused absence include:
•A 20% deduction from the Attendance, Participation, and Professionalism (APP) grade per occurrence.
•Ineligibility to make up missed exams or graded work.
•Referral to the Academic & Professional Advancement Committee (APAC) if a student has more than one unexcused absence or any single absence that could significantly impact their progress in the program.