Students are expected to attend all sessions marked as “required” in Phase 1 course syllabi unless excused prior to the event through the online absence request form. To request an excused absence, both planned and unexpected, students should follow the instructions as listed on the course syllabi and Phase 1 Canvas page. More than one unexcused absence for required activities will result in an unsatisfactory professionalism evaluation, and may lead to additional adverse academic actions by the ASC.
During Phases 2 and 3 students are allotted the following breaks: Thanksgiving and a winter break (see the academic calendar for details). Thanksgiving break starts at the conclusion of clinical/academic responsibilities on Wednesday and ends at the beginning of clinical/academic responsibilities on Monday. Third- and fourth-year students on scheduled clerkships and electives are NOT automatically off on official one day holidays listed on the academic calendar.
Clerkship directors, at their discretion may permit students a holiday (example: on Labor Day, outpatient clinics are closed, and a clerkship director may give the students assigned there the day off).
For any approved absences, students are responsible for alerting the relevant faculty supervisor of the time(s) they will be away once the rotation begins. Individual teaching faculty do not determine make up experiences; this should be coordinated with the respective course/clerkship director.
RELIGIOUS HOLIDAYS
The COM recognizes that there are other holidays, both religious and secular, which are of importance to some individuals and groups. Students who wish to observe these holidays must complete the absence request form at least 60 days before the course or clerkship begins, if applicable. Students are responsible for informing the course or clerkship director as well as any supervising faculty (e.g. CLG leader, attending) of activities that occur during the holiday at the beginning of the affected course and/or rotation. The director may provide the student with an alternative arrangement to make-up the missed day(s), on-call assignments, examinations, and other projects. The timing of make-up work is at the discretion of the course/clerkship director and may fall during weekends, electives, or vacation periods. Missed days, which cannot be completed before the course end date, will result in a grade of “Incomplete” until the missed work is completed. Students shall not be penalized due to absence from class or other scheduled academic activity because of religious observances.
If a faculty member is informed of, or is aware, that a significant number of students are likely to be absent from class because of a religious observance, a major examination or other academic event should not be scheduled at that time.
A student who is to be excused from class for a religious holy day is not required to provide a second party certification of the reasons for the absence. A student who believes that they have been unreasonably denied an education benefit due to religious beliefs or practices may seek redress through the student grievance procedure, see UF Regulation 4.012.
UNEXPECTED ABSENCES
In the case of an unexpected absence during a clinical rotation, the student MUST notify the responsible faculty/mentor and for clerkships, the Clerkship Administrator as soon as possible but within 24 hours. For non-clinical courses, the absence must be requested through the online request form, and it will be expedited. The course or clerkship administrator will determine if the absence is excused or unexcused. Students may appeal this decision through the Absence Appeal Committee, which includes a course director, clerkship director, and representative from the Office of Student Affairs. All absences MUST be logged by the student into the absence monitoring system found on the Phase Canvas pages. If the absence is longer than three days, the staff in the Office of Student Affairs and Registration (352-273-7971) MUST also be notified. Failure to communicate unexpected absences promptly is a professionalism concern that can affect your final grade and, if a pattern of behavior is identified, necessitate review by the Academic Status Committee.
ABSENCES FOR MEETINGS
In the case of planned absences to present at a scientific meeting/conference or attend as an elected representative of UF COM, the student must submit the absence request form as far in advance as possible* but at least 60 days.
Please note that:
- Absences will be excused only if you are presenting a poster or oral presentation at the meeting or serving as a class elected representative.
- Requests do not guarantee approval of time off.
- You may be required to make up experiences/work that may include weekends or between clerkships/courses, or additional time on the clerkship at the end of Phase 2.
- You should not make plans, purchase tickets, etc., until the leave has been approved.
- You will be expected to submit your acceptance letter and the program outline, detailing exactly when the presentation will occur.
- You will need a letter from a faculty sponsor.
- If approved as a presenter, you will be excused for the day of your presentation, plus travel time appropriate for the meeting location, at most one day before and after the presentation.
- If approved as a presenter, you may be sponsored for research travel support.
- Meetings that fall outside of continental US, Canada, or Puerto Rico will not be approved due to the extensive duration of travel associated with these meetings.
- Up to one meeting per semester may be allowed through the absence request process. In special circumstances, students in good academic standing may request approval from the Absence Approval Committee to present at one additional meeting per semester.
ABSENCES FOR HEALTH SERVICES
Students are encouraged to maintain their own personal health throughout medical school. This includes their dental, mental and/or physical health. Ideally, students will make every effort to schedule these appointments at dates/times that do not conflict with required educational activities. When this is not possible, students must submit their request for an excused absence through the online absence request form. Upon approval, the course or clerkship director will notify the student of makeup requirements and due date, if appropriate. Students will not be penalized for absence from class or other scheduled academic activities for medical reasons. This applies to absences for acute illnesses as well as to absences due to regularly scheduled ongoing treatment for dental, mental or physical health. However, failure to communicate absences and follow the request process could result in a professionalism lapse. For any questions and/or concerns regarding this policy, students are to consult a student affairs or medical education dean.
FOURTH-YEAR INTERVIEW RELATED ABSENCES
Students are expected to schedule residency interviews during their interview month and vacation. However, due to the inherent unpredictability of the residency interview process, it may be necessary for students to schedule interviews or a second look during an elective. Students should not schedule interviews or second looks during electives without prior approval of the elective director. The approval process may include discussion and provision of documentation that the interview or second look was impossible to schedule at another time. The make-up may include additional clinical assignments and/or extension of the elective into another time period. Students should not schedule interviews or second looks during required clerkships.
PERSONAL DAYS
For requests that do not fall under one of the above categories, students are permitted a number of planned absences for personal reasons. The student must submit the absence request form as far in advance as possible but at least 30 days.
Students are allowed a maximum number of two (2) personal days per semester ** in Phases 2 and 3. The Personal Days Policy does not apply to Phase 1.
Please note the following parameters:
- These days can be applied for any personal activities not otherwise outlined in the attendance policy. A specific reason is not required.
- No half-day or hour counts are permitted, and unused personal days do not carry over to later semesters.
- Personal days cannot be taken to extend another type of absence (e.g., presentation at a meeting).
- Personal days cannot be taken on any of the following:
- Dates on the Critical Dates Calendar, including Transition To Residency
- Any clerkship or College of Medicine exam
- Phase 2/3 orientations or clerkship orientations
- Blackout dates as identified by the clerkship director
- The cumulative amount of excused absences may not exceed 10% of the duration of a required clerkship (see below).
- Aside from those circumstances outlined elsewhere in the Attendance Policy for Required Educational Activities, once a student reaches the maximum allotted personal days, no further planned absences will be excused.
MAXIMUM AMOUNT OF ABSENCES
To meet the requirements of Phase 2 and Phase 3 required clerkships, a student must attend 90% of clerkship activities. If a student misses greater than 10% of the clerkship for excused and/or unexcused absences (excluding Continuity Clinic), he/she will be required to make up sessions in order to meet the 90% threshold, which may include weekend duties. In general, each half-day is equivalent to 10% of a week. For some activities that are specialized to a clerkship (e.g., Trauma call, Newborn Nursery, OSCEs, etc.), a student may be required to make up missed time even if below the 10% maximum of missed days for the entire clerkship. Students are expected to coordinate with the clerkship director to arrange make-up assignments if necessary.
* Repeated unexcused absences will result in a professional concern notation in the MSPE, or additional disciplinary action.
**For the purposes of this policy, “semester” refers to each 6-month period from May-October and October-May, due to the nature of the Phase 2/3 calendars.
Requirements for class attendance and make-up exams, assignments, and other work within the UF COM are consistent with the university policies.