Attendance Requirements
Attendance requirements vary for different components and sessions of the curriculum. Attendance is at the discretion of each course director and attendance policies for each specific course will be included in the syllabus materials. In some course activities, participation may be a factor in determining the grade. Respect for faculty, as shown in part by punctuality and attendance, is an important component of student conduct and professional commitment.
Students unable to attend a mandatory class or session due to illness or an emergency are to contact the course director and complete a college/class-specific Absence Notification Form. Failure to notify the course director may affect the course grade. In cases where a student is unable to attend a scheduled session of a course, the student is responsible for all material covered during his/her absence.
Concerns about attendance or tardiness may be a student conduct issue, in which case students will be directed to meet with the course director and/or with the Assistant Dean of Students for the Bitonte College of Dentistry, the Assistant Dean of Students for the College of Medicine, or the Associate Dean of Student Success and Community Pharmacy Transformation for the College of Pharmacy and/or the Dean of Students. Concerns regarding professional commitment or aggregate conduct may be referred to the CAPP.
Students who are ill or experience an emergency when an examination is scheduled must contact the course director in advance of missing the examination or as soon as possible. The course director will then determine if the absence will be excused and will work with Academic Services to determine when the examination must be rescheduled.
Absences for Religious Observation
Each academic semester, students are provided the opportunity to submit requests to be excused from academic requirements or examinations based on sincerely held religious beliefs. Students may be excused from class for up to three (3) consecutive days per academic semester for reasons of faith or religious or spiritual activities with alternative accommodation provided for missed academic requirements. Requests must be submitted no more than fourteen (14) calendar days after the first date of instruction of the semester using the University Student Absence Form
Review the full "Student Religious Accommodation Policy” and a list of major religious holidays or festivals on the Policy Portal.
Absences for College of Medicine Clinical Experiences
Attendance is mandatory for all clinical experiences that occur during M1- M4. Please refer to the COM’s policy, Attendance at instructional sessions for additional information.
Absences in the College of Pharmacy
Students may be granted up to five (5) days of absence time, during each year of the P1-P3 years to non-campus based professional development activities that are intended to enhance the student’s professional career. Student specific exceptions to this policy will be approved by the Vice Dean or their designee. Attendance is at the discretion of each course director and attendance policies for each specific course will be included in the syllabus materials. Unless there is an emergency situation, students should submit an absence request form and discuss an alternative plan with the course director before the absence occurs.
The decision about whether a professional development activity is eligible for approved absence is determined by the course director(s). If there is disagreement between course directors, the Vice Dean will make the final decision. Based on the course requirements and schedule, absences may or may not be approved. No travels plans should be made until final approval by the course director(s) has been granted for any absence. Students who obtain absence approval but do not attend the professional meeting will be deemed to be in violation of the Expectations of Student Conduct and Professional Commitment. Students requesting exceptions to this policy must do so through the College of Pharmacy's Vice Dean or their designee.
Any absences that are longer than 5 consecutive days will adhere to filling out the request for Leave of Absence form.
Time Off During IPPE Rotations
For experiential rotations, time off is to be taken only with the PRIOR approval of the preceptor at the site. The student is required to complete the “Request Form” (available in experiential learning management system) to facilitate this approval. This is to be completed a minimum of FIVE (5) business days before a planned absence. Completed absence forms must be sent to the director of Experiential Education for review. Students should complete the required number of hours for the learning experience and must make up any missed experiential hours.
Time Off During P4 (APPE) Rotations
Due to the intensity of each rotation and the need to achieve rotation objectives, it is advised that students avoid taking time away from their rotations. Students completing rotations do not follow the P1 – P3 academic calendar for NEOMED and are not allowed vacation time during their rotation schedule. However, it is recognized that students may need time off from rotations for professional or personal reasons. Students should complete the required number of hours for the learning experience and must make up any missed experiential hours. The following are the approved guidelines regarding absence from rotations:
• Approvable absences from rotations are those which the preceptor deems important to the professional development of the student (e.g., interviews, attendance to a professional meeting) or for a personal illness/wellness or a family related emergency. Absences related to on campus activities such as college committees are approvable at the discretion of the preceptor. Time off for personal vacations, weddings, honeymoons, family reunions, etc. should not be planned during rotations and therefore will not be approved by the preceptor.
• Students will be allowed no more than NINE (9) days of approved absences -- including personal illness, wellness, or emergencies -- from their assigned rotations over the entire nine-month APPE program. The nine days are not meant to be an entitlement and cannot be used or saved for an extended break from rotations including personal or family vacations. Each student is responsible for assuring that the maximum number of days away from the nine-month program is not exceeded. Exceeding the maximum number of days can result in a student not successfully completing the requirements of the APPE program necessary for graduation.
• Students will be allowed no more than TWO (2) days of approved absences during any one month. Exceptions to this requirement, as in the case of interviews can occur only if approved by the preceptor and director of Experiential Education prior to scheduling an interview. If additional absences are allowed the preceptor may require the student to work extra time at the site or complete additional activities to ensure achievement of rotation objectives.
• Students with approved absences are still expected to complete all rotation objectives or responsibilities and must make accommodations to do so. The preceptor may require the student to make up any absence time from the rotation.
• Time off is to be taken only with the PRIOR approval of the preceptor at the site. The student is required to complete the “Request Form” (available in experiential learning management system) to facilitate this approval. This is to be completed a minimum of FIVE (5) business days before a planned absence. Completed absence forms must be sent to the director of Experiential Education for review.
• Students are granted specific holidays off from rotation (refer to the P4 APPE Academic Schedule for a list of approved student holidays). Preceptors should allow the students to be off for these approved holidays.
• In the case of personal illness or emergency the student is required to notify the preceptor or their designee as soon as possible prior to the scheduled arrival time to the site. The method of notification (e.g., email, phone call) should be predetermined by the preceptor and communicated to the student at the start of the rotation. If the student is absent for more than TWO (2) days from the rotation due to illness or emergency, the student must notify the director of Experiential Education. The Request Form must be completed upon the student’s return to the rotation.
• Time off for religious reasons is allowed in accordance with NEOMED policy. Students requesting time off for this reason are required to receive approval from the Vice Dean or their designee before the start of the fall and spring semester prior to the start of the time off. The student is required to inform the preceptor of these approved absences before beginning the rotation. Students will be required to make up any missed time resulting from these types of absences at the discretion of the preceptor.
• Unexcused absences include any failure to be present on a scheduled rotation day(s), failure to notify the preceptor of an illness or emergency in a reasonable period of time, or any absence that was not approved by the preceptor. Unexcused absences will not be tolerated and may jeopardize the student’s successful completion of the program. Any unexcused absence may result in failure of the rotation in which it occurred. Preceptors should immediately notify the director of Experiential Education if unexcused absences occur. The Office of Experiential Education will contact any student who has an unexcused absence.
• Requests for time off between rotations for travel to or from a distant rotation are to be arranged only within that rotation at the discretion of the preceptor. Generally, no more than ONE (1) business day should be taken for travel.
• Any exceptions to the above policy require approval of the director of Experiential Education in cooperation with the preceptor.
Exceptional Circumstances
The Vice Dean of Pharmacy or their designee may approve absences for circumstances that conflict with the above stated policy but are deemed in the best interest of the student.
A formal, written request, including the rationale for the absence, must be submitted to the Vice Dean of Pharmacy or their designee as much in advance of the anticipated absence as possible. On the rare occasion that approval is not sought in advance of the absence, a written request must be submitted within two (2) calendar days of returning to class.
No more than five (5) days will be approved for exceptional circumstances during an academic year.
Participation in Learning and Patient Care Activities – Student Responsibilities
Under certain circumstances, students have the right to request exemption from participating in certain educational and/or patient care activities for religious/ethical reasons while continuing to meet their academic requirements. This exclusion from participation does not excuse the student from responsibility for understanding the basic science, clinical methods, the rationale for, or the counseling related to these procedures.
All patients, without regard to diagnosis, or any other classification, are entitled to comprehensive and individualized quality care. A student may not refuse to participate in the care or treatment of a patient based solely on the patient’s diagnosis (e.g., HIV/AIDS or other sexually transmitted diseases, tuberculosis, or other contagious diseases), behavior, or personal characteristics. Such a refusal may constitute a violation of the “Expectations for Student Conduct and Professional Commitment.” Such violation may result in adverse academic action including dismissal. An exception may be made when a student has been directed, in writing, by a personal physician to avoid patients with certain diagnoses.
The University will allow students to decline participation in certain aspects of patient care that conflict with their ethical or religious beliefs if the following conditions are met.
The student must initiate a request for permission to decline participation in certain aspects of clinical skills training. The student must state the reason for the request, the activities and date(s) missed, and the make-up plan. The student must complete a separate absence request for each course that will be missed.
The absence notification forms are available online.
This documentation is maintained in the student’s educational record.
If the student is in an unexpected situation and is thus unable to request the permission to decline participation prior, the student can opt out of the experience and is required to discuss the circumstances, situation and the student’s rationale with the course/clerkship director/preceptor immediately following. This should be documented using an Absence Notification Form. This documentation is maintained in the student’s educational record.
