Academic Participation and Attendance Procedure
|Penn State College of Medicine, Educational Affairs Student Handbook: Policies, Procedures, and Services||
Policy Number: CA-12
|Authorized: Terry Wolpaw, M.D. Vice Dean for Educational Affairs||Approved: Terry Wolpaw, M.D. Vice Dean for Educational Affairs|
|Effective Date: 09/18/2017||Reviewed Date: 09/12/2017|
|Revised Date: N/A|
Participation, attendance, and timeliness are fundamental to professional and curricular responsibilities. This policy establishes participation and attendance procedures.
College of Medicine faculty and University Park Curriculum
At the Penn State College of Medicine, students are considered junior colleagues. Here, professionalism, subcompetencies and professional behaviors are valued equally with the subcompetencies and behaviors for medical knowledge and clinical skills. Participation, attendance, and timeliness are fundamental professional behaviors and curricular responsibilities that are expected of all students. Your attendance and participation in group learning activities allows you to learn from and teach your classmates, function as an effective team member, and enhances the learning experience for all involved.
On-time attendance and full participation is required in all instances where students collaborate with other students in the learning experience or in which patients are involved. Students must arrive to educational sessions on time and be well prepared for the activities that take place during these sessions. Faculty who participate in the above required learning experiences will monitor students’ attendance, timeliness, and participation and submit reports in each of these areas to the University Park Office of Medical Education (OME) which, in turn, will track attendance and tardiness.
While enrolled in the University Park Curriculum, on-time attendance and full participation is required in all instances where students collaborate with other students in the learning experience
or in which patients are involved. Students must be on time and be well prepared for all activities that take place during these sessions. Such sessions include but are not limited to:
- Inquiry Group Sessions
- Case Presentations (for selected student)
- Collaborative Science Tutorials
- Simulation Labs
- Anatomy Labs
- Large group/lecture sessions with patients or other guests
- Physical Diagnosis/Clinical Skills
- Observed Structured Clinical Examinations (OSCE)
- Clinical Immersions
- Acting Internship
- Book Club
- Triple Jump activities
- Medical Humanities courses
Six types of absences are recognized:
Unexpected Absences Military Absences Religious Absences
Presenting at Conference absences Doctor’s appointment absences Discretionary Days
Out of respect for others engaged in the learning experience, the student must discuss his/her absence with all faculty and students involved (e.g., IQ group, course director). The student should ask the other students/facilitator how he/she can help with the group’s work before or following the absence.
An absence due to personal illness, emergency doctor’s appointment, or a family emergency such as serious illness or death of a family member, must be submitted the morning of the absence using the Notification of Absence Form. Failure to report an Unexpected Absence within 24 hours will be marked as an Unexcused Absence. By College of Medicine policy, campus security must be informed about any student who is unaccounted for more 24 hours so that a search can be initiated to confirm that the student is safe.
An absence due to military service; must be requested at least seven (7) working days in advance by submitting a Notification of Absence Form and receiving approval.
An absence due to a religious holiday; must be requested at least seven (7) working days in advance by submitting a Notification of Absence Form and receiving approval.
Presenting at Conference Absence
An absence due to presenting at a conference; must be requested at least seven (7) working days in advance by submitting a Notification of Absence Form and receiving approval.
Doctor’s Appointments Absence
An absence due to a doctor’s appointment: must be requested at least three (3) working days in advance by submitting a Notification of Absence Form and receiving approval.
Throughout the University Park Curriculum, students are permitted 3 discretionary days a year. Examples of discretionary day absences include family-related events (e.g., reunion, wedding, birthday), social obligations, school conference, etc. Students need not provide a reason for requesting a discretionary day. Discretionary days do not carry over from year to year,
Please note there are important limitations to requesting discretionary days:
1) Discretionary days must be requested at least three (3) working days in advance by submitting a Notification of Absence Form.
2.) You may not extend a holiday or vacation by using a discretionary day immediately before or after the holiday or vacation.
3) The curriculum contains several categories of unique small-group sessions that cannot easily be recreated (preceptorships, simulation sessions, interprofessional educational activities, communications workshops). Such sessions are considered “Blackout dates” and are not eligible for discretionary-day absences. These sessions include but are not limited to:
- Discretionary day absences will not be approved for days a student is scheduled to present a case for IQ
- Discretionary day absences will not be approved to bookend any official vacations/breaks or holidays (including 3-day weekends)
- Discretionary day absences will not be approved for days when sessions cannot easily be recreated.
In addition, discretionary days will not be approved for days where the following activities are taking place:
- Standardized Patient Utilization
- Simulation Sessions
- Wellness retreats
- Anatomy Sessions
- Triple jump sessions
- Book club
The School of Medicine is opened unless there is an official announcement of closure from the Dean. Every day when school is in session the Academic Participation and Attendance Procedure is followed. Weather-related Absences will be marked as use of a Discretionary Day and students will follow the procedures for an Unexpected Absence.
Under no circumstance should a student attempt to alter his/her clinical schedule. Dates, times, and locations of clinical immersions are strategically arranged and every change causes a series of additional changes. It is critical that students submit all absences approval requests in advance in order for the Office of Medical Education to determine what steps need to be taken.
Gaining approval to change/swap a clinic day to free up another day means taking a discretionary day, even though the student is still fulfilling the 3x week. If a required activity is missed that can be rescheduled, it is still a discretionary day to free up the desired date.
Consequences of Unexcused Absences or Repeated Tardiness
Unexcused absences or patterns of consistent tardiness will be considered as lapses in conscientious behaviors, which are a part of expectations for the professionalism competency. Students who have any unapproved absences or tardiness for a given activity (e.g. IQ group, submitting weekly quizzes, etc.) will earn a final course grade of “Does Not Meet Expectations as outlined in the Conscientious Behavior Tracking document outlined on Simba. Targeted Remediation, as outlined in the Conscientious Behavior Tracking document must be successfully completed in order to achieve a “meets expectations”.
For any questions about absence requests for University Park, please contact Kathleen Rickley, UPAttendance@pennstatehealth.psu.edu in the University Park Office of Medical Education.
This policy pertains to University Park Curriculum College of Medicine
PERSON(s) RESPONSIBLE FOR REVIEW OF POLICY Office of Medical Education
|Penn State College of Medicine, Educational Affairs
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