MANDATORY COURSE SESSIONS – OVERVIEW

In the preclinical years (Years 1 and 2), students are strongly encouraged to attend all scheduled hours of instruction in person. The MCOM MD program is not an online degree program, although it does utilize online methodologies and resources when pedagogically appropriate. The purpose of strongly encouraging in-person attendance and holding students accountable to attend mandatory or required sessions is to:

1. Prepare students for the rigors of the clinical years and residency.
2. Have students demonstrate that they can maintain their professional responsibilities prior to being immersed in patient care.
3. Have students practice the skills required to work in a team prior to starting the clinical years.

All mandatory sessions should be treated with the same level of diligence irrespective of the course with which it is associated. All sessions for Doctoring I & II, EBCR II are mandatory sessions which students must attend. Mandatory sessions in EBCR I and basic science courses are determined by the course directors and posted on the Canvas calendar for the specific course. Unexcused absences from mandatory sessions represent lapses in professional conduct, having consequences that are addressed in the syllabi for each course. Recognizing that situations will arise which require students to miss time from their course responsibilities, the online absence request procedures presented below must be followed when absence is necessary and for the absence to be excused by the course director. 

All courses in Year 1 and Year 2 have course-specific mandatory sessions, such as engaged learning didactics, clinical skills sessions, laboratories, small group discussions, etc. These are identified in the course calendar and available on Canvas at the beginning of each course. Students are required to attend these mandatory sessions. Students who miss a course-specific mandatory session are expected to acquire the same level of competency as other students in the course. Therefore, students with an excused or unexcused absence may be assigned work by the course director to remediate the missed session. 

Students are responsible for self-monitoring their EZcheckme attendance app for unexcused absences recorded for mandatory course sessions (see course syllabus for details). If students believe there is an error in the recording, they must address the concern with the course director within 48 hours of the session.

MANDATORY SESSIONS - PLANNED ABSENCE

Absence requests for mandatory sessions must be submitted to the course director for approval: 

 In general: at least 2 weeks prior to the start of the course. 

 Requiring travel: prior to travel plans being made as delineated above.

All absences should be submitted via the online absence request in Archivum. The information provided by the student will be forwarded to the course director and the Office of Student Affairs. The course director will notify the student as to whether the absence is excused, as well as give the student the make-up assignment. If a student has more than four excused absences within any course, the student will be referred to the Academic Performance Review Committee (APRC) for concerns, and the student will be at risk for a remediation (R) grade.

MANDATORY SESSIONS - UNPLANNED ABSENCES

Emergencies for Personal Illness, Family Illness, etc.

Students must contact both the course director and course coordinator by e-mail and the Office of Student Affairs by e-mail or telephone, (813) 974-2068, to report the absence on the first day of being absent. The student should indicate the nature of the emergency or unexpected illness. The student must also complete and submit the online absence request in Archivum within 5 days. Specifics regarding planned and unplanned absences, as well as unexcused absences, are outlined below.

Other Unplanned Absences

An unanticipated absence on the day of a mandatory session requires that students notify the course director, course coordinator, and the Office of Student Affairs by email. An absence request must be submitted in Archivum within 5 days. The course director will notify the student as to whether the absence is excused, as well as give the student the make-up assignment.

MANDATORY SESSIONS - UNEXCUSED ABSENCE

For the following section, the following definitions apply:

Session definition: A session includes any scheduled educational activity such as lectures, small group discussions, clinical skills training, or clerkship responsibilities. 

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

In the case of an unexcused absence, the course director may assign a “0” or no credit for the missed work and/or require other remediation at their discretion. See course syllabi for specific consequences of unexcused absences. Unexcused absences, or a prolonged unexcused absence, could result in a remediation or failing grade for the course. Unexcused absences are tracked across courses and are monitored by the Offices of Student Affairs and Curricular Affairs.

UNEXCUSED TARDIES, ABSENCES, AND MISSED ASSIGNMENTS

Unexcused Absences and Tardies

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.

Basic Medical Science Courses:

• In the case of an unexcused absence/tardy for a course, a Professional Behavior Report will be submitted. 

• A student with two unexcused absences or tardies in a course will no longer be eligible to receive an Honors (H) grade and will have a professional behavior report completed. 

• A student with three (3) unexcused absences or tardies at the end of a course will no longer be eligible to receive an Honors (H) or Pass with Commendations (PC) grade, will have a Professional Behavior Report submitted for unprofessional behavior and will be referred to the APRC for review. 

• A student with four (4) or more unexcused absences or tardies will receive a maximum of a remediation (R) grade in the course.

Small Group Courses (Doctoring, EBCR)

Unexcused Missed Assignments (EBCR)

The following applies to any assignment that is not turned in by the assigned due date and time, without

the course director agreeing, in writing, to an extension of that deadline. In general, all requests for

extensions must be made in advance. Retrospective extensions will only be considered for severe,

emergent events. All extensions are at the discretion of the course director. The word “assignment” is

also inclusive of assessments that are completed asynchronously.

• All mandatory assignments must be completed by the stated deadline unless an extension has been requested and approved by the course director in advance.
• Students with two late assignments will not be eligible for Honors or Pass with Commendations and will have a professional behavior report completed.
• Students with more than 3 late assignments will receive a maximum of a remediation (R) grade in the course, will have a Professional Behavior Report submitted for unprofessional behavior, and will be referred to the APRC for review.

Doctoring

• Please see the individual syllabi for details on how missed or late assignments are handled.

Each course will determine how absences and tardies will be recorded according to what is appropriate for the type of course with the guidance from the Office for Curricular Affairs and the appropriate curricular operations committee (e.g., committee of preclinical course directors). The mechanism will be articulated in the course orientation and can be found in the course syllabus. 

Students who miss course-specific mandatory sessions are expected to acquire the same level of competency as other students involved in the course. Therefore, students may be assigned work to complete by the course director(s) to remediate a missed session. In the case of an unexcused absence, the course director(s) may assign a “0” or no credit for the missed work and/or require other remediation at their discretion.

Unexcused Missed Assignments

The following applies to any assignment that is not turned in by the assigned due date and time, without the course director agreeing, in writing, to an extension of that deadline. In general, all requests for extensions must be made in advance. Retrospective extensions will only be considered for severe, emergent events. All extensions are at the discretion of the course director. The word “assignment” is also inclusive of assessments that are completed asynchronously. 

• All mandatory assignments must be completed by the stated deadline unless an extension has been requested and approved by the course director in advance. 

• Students with two late assignments will not be eligible for Honors or Pass with Commendations and will have a professional behavior report completed. 

• Students with more than 3 late assignments will receive a maximum of a remediation (R) grade in the course, will have a Professional Behavior Report submitted for unprofessional behavior, and will be referred to the APRC for review.

Course Completion Requirement

To receive a course grade, all required assignments, assessments, and any make-up work must be submitted. Failure to submit any assignment or assessment will result in the course director submitting an incomplete, remediation, or failing grade based upon a review of the student’s work per the grading procedures in the syllabus. 

EXAM ATTENDANCE PROCEDURES

Attendance at all examinations is mandatory, and all students must take the examinations on the day and time scheduled. 

Exam - Planned Absence

In general, students requesting a planned exam absence must submit their request for approval to the course director at least 2 weeks (preferably 6 weeks) prior to the start of the course. Each request for absence will be considered on a case-by-case basis. Students should NOT make any travel reservations that cannot be cancelled prior to having their absence excused. Please see the table below for details of which types of events/activities that students may request an excused absence from examinations. 

Conference Attendance

Students who wish to attend a conference in order to present their work should submit an absence request per procedure at the same time that they are submitting their work to the conference to ensure that their absence can be accommodated. Course directors will make every effort to support student requests to attend conferences at which they are presenting their work when they are notified properly. 

Please note that events for which students may request an excused absence from examinations are different than mandatory sessions. 

To receive an excused planned absence, the student must submit an absence request form which is sent to the course director. The course director or designee will make the final determination to grant or deny the request and will inform the student and the Office of Student Affairs of the decision.

Exam - Unplanned Absence

If the student has an unplanned absence on the day of an exam, they must contact the course director, course coordinator (via email), and the associate dean for student affairs (via email) or by phone at (813) 974-2068 by 8:30am on the day of the exam. An absence request form must be completed within 48 hours. Any exam absence due to illness requires a note from the student’s healthcare provider; otherwise, the student will not be allowed to sit for the make-up exam. 

Exam –Tardiness and Unexcused Absence

Exam Tardiness

Students arriving late 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 form. Arriving late for an exam will be considered an unexcused absence pending review of the circumstances provided. Exam rescheduling will occur as noted below. Students who demonstrate a pattern of repeated exam tardiness will be reported for concerns regarding professionalism. 

The consequences for exam tardiness across the preclinical 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

A student who has an unexcused exam absence needs to reschedule the exam as described below. 

The consequences for unexcused exam absences across the preclinical 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. The student will be referred to the APRC for professionalism remediation. 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 overall course 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 course director prior to returning to class to initiate a make-up examination. Dates and times of make-up examinations are determined by the associate dean for undergraduate medical education in consultation with the director of assessment and evaluation and the course director. 

In general, make-up examinations for Year 1 and Year 2 courses must be taken within 48 hours of the original examination date with CCPX and NBME final exams being exceptions. 

Preclerkship 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 absences to mandatory sessions require submission of an absence request in Archivum. Students will be assigned work by the course director to remediate the missed session(s). 

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

 Basic science courses: 5 days per course

 Doctoring and EBCR courses: 1 day per semester

 Laboratories: 1 lab per course

* Events indicated below by an asterisk (*) are to be submitted at least 2 weeks prior to course start date.

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

 In general: prior to 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 not to 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 SELECT Prologue and 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

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.