In the clinical phase of the curriculum, all synchronous learning sessions are mandatory unless specified by the clerkship/course director. All sessions where students are working in the clinical environment are mandatory. The specific procedure for communicating an absence will be described in the syllabus. The consequences for unexcused absences are addressed in the syllabi for each clerkship/course. Recognizing that situations will arise requiring students to miss time from their course/clinical responsibilities, the online absence request procedures presented below must be followed. It is the student’s responsibility to communicate their absence in a timely manner. 

EZcheckme: if EZcheckme is being used to track attendance, students are responsible for self-monitoring their EZcheckme attendance app to ensure the accuracy of their attendance (see course syllabus for details). If students believe there is an error in the recording, they must address this concern with the course director within 48 hours of the session.

During the clinical years, the student’s responsibilities lie within the individual clerkship or course. Attendance within a given clerkship or course is a demonstration of attitude and professional behavior. This behavior impacts all members of the healthcare team, including fellow students and patients. Any absence from the clerkship or course may have a direct impact on student performance, the clinical experience, the evaluation of professionalism, the overall grade, and the successful completion of the clerkship or course. 

The clerkship or course director will respond to the student’s absence request in writing with a copy to the Office of Student Affairs. The student must provide any supporting documentation requested to the clerkship or course director and the Office of Student Affairs addressing their absence. Students who miss scheduled hours are expected to acquire the same level of competency and do a similar number of clinical shifts as other students in the clerkship or course.

Students are expected to attend all scheduled clerkship and course activities including but not limited to didactic conferences, lectures, workshops, and daily patient rounds. Please see the syllabus/course schedule for details. Mandatory sessions and participation requirements in the clinical years are determined by the individual clerkships. Recognizing that situations arise such that students miss time from their lectures/clinical responsibilities, the procedures presented below will be followed when an unplanned absence is necessary. All decisions regarding absences are at the discretion of the clerkship director. The clerkship director will use the following guidelines when determining if the absence is excused. Please refer to the specific course/clerkship syllabus for any additional absence protocols. Relying on other students on the rotation to pass on information regarding the absence is not an appropriate communication mechanism. 

UNPLANNED ABSENCE REQUEST – EMERGENCIES, PERSONAL AND FAMILY ILLNESS, ETC.

The student should contact the direct supervising preceptor and resident/intern/rotation or section head AND the clerkship director and clerkship coordinator to report their absence on the first day of being absent. They should indicate the nature of the unexpected illness or emergency. The Office of Student Affairs must be notified of all absences by e-mail to the associate dean for student affairs Tampa campus (christopherjackson@usf.edu), or on the USF-Lehigh Valley campus, Dr. Melissa Brannen (Melissa_L.Brannen@lvhn.org). It will be at the discretion of the clerkship director, following consultation with the student, to excuse the absence or request additional information about the absence. This may include requesting a physician’s note or other documentation. Online absence requests must be submitted within five business days of the absence for the absence to be excused. The absence report in Archivum must be completed by the student.

PLANNED ABSENCE REQUEST

In order to be excused from a mandatory clerkship event, the student must submit an absence request in Archivum. The request must be submitted 8 weeks in advance or as soon as the student knows of the scheduled event PRIOR to the start of the clerkship. Requests received after the start of the clerkship will require supporting documentation as to why the request is being submitted on short notice. The clerkship director will make the determination to grant or deny a request in addition to any required remediation. Excused absences may require remediation of missed clerkship activities, including additional clinical days and/or make-up work, and may proportionally affect the final grade of the clerkship. The decision to grant or deny the request and determine subsequent action will be at the discretion of the clerkship director. Students are expected to make up all unexcused and excused (but required) clerkship time. Such remediation should be completed at the earliest time available but should not interfere with other scheduled coursework.

UNEXCUSED TARDIES / ABSENCES AND LATE OR MISSED ASSIGNMENTS

The following applies to any student who is:

 Absent from a session, and the absence is not excused by the course director. 

 Arrives tardy to a session, and the tardy is not excused by the course director.

Late or Missed Assignments

All mandatory assignments must be completed by the stated deadline unless an extension has been requested and approved by the clerkship director in advance. This includes but is not limited to procedures and diagnoses logs, H&Ps, modules. Students with any unexcused late assignments will not be eligible for Honors or Pass with Commendations. Students with two or more unexcused late assignments will have a professionalism behavior report completed and will be considered for Remediation.

Tardies

On time arrival to all clerkship activities including clinical sessions, didactics, scheduled meetings, and assessments is a reflection of professionalism. 

Tardy definition: A tardy is defined as arriving more than 5 minutes after the scheduled start of a session without prior approval.

Tardy that is unexcused but appropriately communicated

• A first late arrival (tardy) that is unexcused but appropriately communicated will result in completion of a professional behavior report. 

• A second tardy that is unexcused but appropriately communicated will result in the student being ineligible for Honors or Pass with Commendations. In addition, a professional behavior report will be completed, and the student will need to complete an additional clinical assignment [for example: an extra shift or call]. 

• A third tardy that is unexcused but appropriately communicated will result in a maximum grade of Remediation.

Tardy that is unexcused and inappropriately communicated

• A first tardy which is unexcused and not communicated appropriately will result in the student being ineligible for Honors or Pass with Commendations. In addition, a professional behavior report will be completed, and the student will need to complete an additional clinical assignment [for example: an extra shift or call]. 

• A second tardy that is unexcused and not communicated appropriately will result in maximum grade of Remediation.

Unexcused Absences

Being present for clerkship activities including clinical sessions, didactics, scheduled meetings, and assessments is a reflection of professionalism. 

Unexcused absence that is appropriately communicated:

• A first absence, which is unexcused but appropriately communicated, will result in the student being ineligible for Honors or Pass with Commendations. In addition, a professional behavior report will be completed, and the student will need to complete an additional clinical assignment [for example: an extra shift or call]. 

• A second absence that is unexcused but appropriately communicated will result in maximum grade of Remediation.

Unexcused absence that is inappropriately communicated:

• A first absence which will result in a maximum grade of Remediation.

• A second absence will result in a Failing grade.

Exam –Tardiness and Unexcused Absence

Students who arrive late or have an unexcused absence for a scheduled exam will not be allowed to enter the testing room and take the exam. Students who arrive late must contact both the course director by e-mail or telephone (see specific course syllabus) and the Office of Student Affairs by e-mail or telephone, (813) 974-2068. The student must also complete and submit an absence request in Archivum. Arriving late for an exam will be considered an unexcused absence pending review of the circumstances provided. Exam rescheduling will occur as noted below. 

The consequences for exam tardiness across the clinical phase of the curriculum are as follows:

 First incident: Student will make up the exam. Five percent will be deducted from the affected exam grade and referral to the associate dean for student affairs via a professional behavior report. 

 Second incident: Student will make up the exam. Ten percent will be deducted from the affected exam grade, a professional behavior report will be filed, and the student will be referred to the APRC for professionalism remediation. The student will be ineligible for Honors or Pass with Commendations in their current course.

 Any subsequent incidents: Student will make up the exam, but the student’s score or the minimum passing score, whichever is lower, will be entered, in lieu of the score obtained. A professional behavior report will be filed. The student will receive a maximum of a Remediation grade in the course they are currently taking.

Unexcused Exam Absence

The consequences for unexcused exam absences across the clinical phase of the curriculum are as follows:

 First incident: Student will make up the exam, but the student’s score or the minimum passing score, whichever is lower, will be entered, in lieu of the score obtained. A professional behavior report will be filed, and the student will be referred for professionalism coaching. The student will be ineligible for Honors or Pass with Commendations in that course. 

 Any subsequent incidents: Student will make up the exam, but the student’s score or the minimum passing score, whichever is lower, will be entered, in lieu of the score obtained. A professional behavior report will be filed. If the student’s grade is in the passing range, they will receive a maximum of a remediation grade for the course they are currently taking.

Exam Rescheduling

Students who miss an examination for any reason are required to contact the clerkship director to determine the date and time of the make-up examination. Dates and times of make-up examinations are determined by the senior associate dean for undergraduate medical education in consultation with the director of assessment and evaluation and the course director. In general, exams will be retaken on the universal make up day. 

Clinical Phase Guidelines - Excused and Unexcused Absences

Absence approval remains at the discretion of the course director, however, to support consistency and transparency, the table below outlines the standard definitions of what is typically considered excused or unexcused. The course director may make exceptions when justified by individual circumstances, but any decision outside the standard categories must be documented with a clear rationale. All absence requests (excused and unexcused) are logged and tracked by the Office of Student Affairs. It is at the discretion of the course director to excuse an absence. In certain circumstances, such as curricular events that are difficult to replicate, the course director may choose not to excuse a student, even if the guidelines below state that the absence is potentially excused.

All absences to mandatory sessions require submission of an absence request form in Archivum, except Year 4 SELECT students – who will need to submit requests in this Qualtrics form.

* All ‘Events’ (see below) require submission of the appropriate Request Form. Events indicated below by an asterisk (*) are to be submitted at least 8 weeks in advance.

The maximum number of excused absences allowed per course for Clinical Phase courses is:

 2 week courses: 1 day per course

 4 week course: 3 days per course

 6+ week course: 5 days per course

+ Events indicated below by a plus sign (+) are to be submitted:

 In general: prior travel being arranged and a minimum of 2 weeks prior to the course beginning 

 Conference presentations: when work is submitted for presentation.

All absence requests (excused and unexcused) are logged and tracked by the Office of Student Affairs. It is at the discretion of the course director to excuse an absence. In certain circumstances, such as curricular events that are difficult to replicate, the course director may choose to not excuse a student, even if the guidelines below state that the absence is potentially excused. A student’s request to excuse an absence may be denied if the absence is not submitted with the proper notice as described above. 

Please note that all sessions for Professions of Health, MS 2 Orientation, Introduction to the Clerkships, Introduction to Doctoring 4, Transition to Residency, and all SELECT Prologues and SELECT Epilogue are mandatory unless otherwise specified by the course director.

Please note: 

 Clinical Practice Exams include ALL non-multiple-choice exams

 Documentation may be requested prior to excusing an absence when appropriate

Please note: Students are permitted one excused absence per rotation that does not require make-up time. Any additional absences must be made up.

Example 1: A student is on an 8-week rotation with the following absences:

 2 days for illness – excused

 1 day for religious day observances – excused

The student would have to make up 2 days

Holidays and Religious Observances

Holidays

 Preclinical – Years 1 and 2: the academic calendar mirrors the university calendar in terms of days off for holidays.

 Clinical – Years 3 and 4: students are expected to report to their scheduled clinical duties during holidays unless the holiday falls during an academic vacation as described in the academic calendar or otherwise specified by the course director.

Attendance for the Observance of Religious Days

Students are required to attend classes that are part of an academic curriculum. 

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Students may submit a request for a specific excused absence for religious observances for a class or examination on days of customarily observed religious days https://usf.box.com/v/usfregulation3039.  The student must submit the request in writing at the start of the academic term for the discretionary approval of the instructor with the student responsible to make up the missed academic work as determined by the instructor.

General religious gatherings, prayer times, vigils, general worship practices or requests for absences for multiple days or times during scheduled academic classes or programs are not considered as excused religious observances. 

If a student cannot participate at the times scheduled for an academic course or clinical, the student should not enroll in the course as failure to attend as required may affect the student’s ability to successfully meet the academic requirements.

Professional Behavior 

Students must display professional behavior at all times, which includes upholding the Academic Honesty Guideline, USF Honor Code, MCOM Honor Code and Exam Honor Code as described in the MCOM Student Handbook. Students must also be working towards achieving competency as described in MCOM Program objective 8: Personal and Professional Development

Demonstrate the qualities required to sustain lifelong personal and professional growth

8.1 Develop the ability to use self-awareness of knowledge, skills, and emotional limitations to engage in 

 appropriate help-seeking behaviors

8.2 Demonstrate healthy coping mechanisms to respond to stress

8.3 Manage conflict between personal and professional responsibilities

8.4 Practice flexibility and maturity in adjusting to change with the capacity to alter one’s behavior

8.5 Demonstrate trustworthiness that makes colleagues feel secure when one is responsible for the care of 

 patients

8.6 Provide leadership skills that enhance team functioning, the learning environment, and/or the health care 

 delivery system

8.7 Demonstrate self-confidence that puts patients, families, and members of the health care team at ease

8.8 Recognize that ambiguity is part of clinical health care and respond by utilizing appropriate resources in dealing 

 with uncertainty

Examples of professional behavior include, but are not limited to: maintaining a professional demeanor on service (e.g., white coat, name tag, appropriate attire, neat appearance, respectful speech, sobriety); representing oneself accurately; appreciating and preserving patient confidentiality; responding sensitively to patients' social and psychological issues; understanding social biases and stigmas, and not reinforcing them; developing empathic listening skills; advocating for patients when appropriate; using hospital/clinic resources responsibly; showing up prepared and on time for rounds, lectures, conferences, and procedures; getting advice when handling ethical dilemmas; taking constructive feedback from attending physicians and residents with open- mindedness and the intention to improve; contributing to the effectiveness, efficiency, and collegiality of healthcare teams. Students must accept responsibility for learning, exercising good judgment, and promptly completing all responsibilities attendant to the diagnosis and care of patients. They must be able to work effectively, respectfully, and professionally as part of the healthcare team, and to interact with patients, their families, and health care personnel in a courteous, professional, and respectful manner. 

Examples of unprofessional behavior include but are not limited to:

– Unexcused absence, late attendance in the classroom or clinical activity, late or delinquent assigned curriculum assignments (self-learning assignments, PXDX, etc.), late Absence Request Forms and Absence Report forms. 

– The delay in any assignment, activity, or clerkship particular policy is left to the discretion of the Course Director. 

– Each participation violation without the approval of the Course Director will be subject to a decrease in the Participation Grade. 

Any breach of professionalism as described in the MCOM handbook including but not limited to the professionalism values section and the social media participation guidelines, may be grounds for remediation or failure of the course as determined by the Course Director in consultation with the Assistant Dean for the Clinical Curriculum.

Artificial intelligence tools, including but not limited to generative AI platforms, may be used unless explicitly stated by the course director or individual assigning the work. When permitted, their use must comply fully with the stated guidelines and expectations for the assignment.

Non-Involvement of Providers of Student Health Services in Student Assessment/Location of Student Health Records Guideline

The health professionals who provide health services, including psychiatric/psychological counseling, to a medical student have no involvement in the academic assessment or promotion of the medical student receiving those services, excluding exceptional circumstances. A medical school ensures that medical student health records are maintained in accordance with legal requirements for security, privacy, confidentiality, and accessibility. Please see https://usf.app.box.com/s/u6qz6fz0zsyllx4pj2xlyx0zplqo70wf for details of this guideline.