Attendance and Absences
The Next Generation Curriculum provides many diverse learning opportunities
for our medical students and attendance at all activities is encouraged.
Students, however, are responsible for their own learning and are not
required to attend many activities. Attendance is mandatory for all activities
in which team accountability is required, e.g., Team-Based Learning activities,
Anatomy Dissection Teams, Clinical Performance Development groups, and
any other learning activity in which accountability is required. Attendance
also is mandatory for all patient interviews. Failure to attend a mandatory
activity will result in a “concern card” being submitted
to the student’s college dean.
Attendance policy (effective as of 8/2012).
Student Participation in Educational Activities:
Attendance is mandatory for those activities in which team accountability is required (all Large and Small Group Engagement Activities, e.g. TBLs and Problem Sets, Laboratories, Social Issues in Medicine community service activities, and Clinical Performance Development groups). Additionally attendance is required to all patient presentations, out of professional respect for the patient. Attendance will be monitored and patterns of absences will result in a “concern card” being submitted to the student’s college dean.
Patterns of attendance will be examined on a weekly basis.
Students who have an excused absence for a summative assessment will be allowed to make up that assessment at a time agreeable to the system leaders. There is no make-up for weekend formative assessments that comprise less than 8% of a final grade. There also is no make-up for other formative scores, e.g., quizzes, laboratories, readiness assurance tests, on-line cases, etc. However, the formative grade is adjusted by a factor of 1.10 to offset absences or other life activities, not to exceed the maximum allowable formative points.
(Curriculum Committee 1/22/2004; revised 8/6/2010; 8/11/2011;6/11/2012)
Medical students rotating on clinical services (clerkships, selectives
and electives) will be subject to the same principles that govern the
80-hour work week for mid-level residents (a maximum of 80 hours of required
clinical duties per week averaged over a four week period, no more than
24 consecutive on duty hours with at least 10 hours off between shifts,
and on average one day in seven free from all required clinical duties).
Four additional hours for the handover of patients (no new patients)
after 24 hours is allowed for feedback on clinical decisions and for
continuity. Clerkship, electives and selectives directors are responsible
for monitoring and ensuring that duty hours are adjusted as necessary.
Student duty hours should be set taking into account the effects of fatigue
and sleep deprivation on learning and patient care. In general, medical
students should not be required to work longer hours than mid-level residents*.
(Curriculum Committee 9/9/2004; modified 04/14/2011; 12/13/2013)
Clerkship scheduling is done using OASIS. Students are given 2 weeks for trading locations in the fall. Schedules are then locked in the system and clerkship courses are imported into SIS. Students can drop clerkships with permission of their college dean. Dropped clerkships will be rescheduled in their 4th year based on availability.
* LCME Standard ED-38.
Students may miss required academic activities for health related reasons (see Absences due to Illness), compelling personal or family issues (e.g., death in immediate family, participant in wedding), professional meetings (e.g., participant in meeting – poster, presenter, panel), or public service (e.g., jury duty). They must notify the course, system or clerkship director as well as the immediate faculty instructor by e-mail or in person. If a student misses more than 2 contiguous days, she/he must also notify their Student Affairs Dean and the Office for Student Affairs (email@example.com). The course, system or clerkship director will determine how and when the student can make up the time and activities that have been missed. (8/2000; 8/2010; 1/2011)
If a student is absent up to 20% of the time within a given clerkship,
the clerkship director will determine whether the student will take the
shelf exam at the end of the rotation. The score that the student obtains
on the shelf exam will be recorded, and the student would not be able
to re-take the shelf exam unless that student did not receive a passing
score on the shelf exam. If the student elects to postpone taking the
shelf exam, it cannot be taken before the next academic cycle. If the
student is absent more than 20% of the time within a given clerkship,
the student will take the shelf exam in the next academic cycle, after
making up the clinical time and fulfilling the other requirements of
that clerkship. In either case the student will receive an "Incomplete" until
all work is completed. (9/6/2012)
All students who miss required activities due to illness must obtain medical evaluation from the Department of Student Health or other licensed healthcare provider. It is anticipated that this will be done in person, but students with a flu-like illness should call student health first to see whether or not to report. Students with contagious diseases may be furloughed by Student Health and the UVA Health System to prevent infections from spreading to patients, healthcare workers and fellow students. Clearance from Student Health is required before the student can resume educational activities. (4/2009; 8/2010)
If in the view of the faculty, a student’s absences adversely affect her/his education or the education of others in the group, the faculty will submit a “Concern Card” to the Office for Student Affairs. The student will then meet with his or her dean to address the issue(s). If the issues cannot be resolved or recur, the student will be referred to the Academic Standards and Achievement Committee to discuss their progress and continuation in the School of Medicine.
Examinations may be delayed only for reasons of illness, or under unusual
circumstances for compelling personal reasons. In all instances, approval
to delay an examination must be obtained from the student's Student
Affairs Dean. Students who seek to delay an examination for medical reasons
must also be seen by a member of the Department of Student Health unless
the student has flu-like symptoms
and then they must contact Student Health (924-5362). When approval is
given to delay an examination, it is the student's responsibility to
schedule a time with the course/module director for the examination.
Students with questions related to the attendance or absences should contact the Office for Student Affairs or their Student Affairs College Dean.