Body
Unit Procedure
Title
School of Medicine: Procedure for Translational Education at Carolina (TEC) 2.0 Clinical Phases Attendance and Personal Leave
Introduction
Purpose
The purpose of this Procedure is to outline steps for students to follow when using Absence Days in the Clinical Phases (Application Phase and Individualization Phase) of the TEC 2.0 curriculum (“Curriculum”).
Scope
This Procedure is applicable to University of North Carolina at Chapel Hill ("University") School of Medicine (SOM) Medical Doctorate (MD) degree program students (“Students”) currently in the Application Phase and the Individualization Phase. This Procedure does not apply to students in the Foundation Phase of the Curriculum.
Procedure
Documentation of Absence Days
- Requests for absences should be submitted via the Clinical Phases Absence Form (“Absence Form”) as early as the absence is planned or as soon as the need becomes apparent and not later than the start of the first class session that will be missed that day.
- Students will receive an email confirmation of their absence request(s) and are responsible for monitoring their use of Absence Days and for not exceeding the allotted number.
- When a Student completes the Absence Form, course directors, course coordinators, and campus/site leadership will also receive an emailed copy of the form, but it is the responsibility of the Student to communicate with them regarding makeup work.
- Reporting or arranging an absence with a preceptor, instructor, course director, course coordinator, etc. rather than filling out the Absence Form is a violation of this Procedure.
- If a Student is absent and unaccounted for due to not submitting an absence form, regional campus/site leadership will initiate a health and safety check. If for any reason a Student does not submit an absence form, the absence will still be counted as one of the six permitted per year.
- If a Student is ill, has an emergency, or will be absent for some other reason during a Blackout Day, they should still submit an Absence Form so that they are known to be safe and accounted for, as well as email their Campus/Site Designee.
- Attendance at all course orientation events is mandatory unless otherwise indicated.
- If a Student needs to take time off beyond their allotted six (6) absences, the Student must email their Campus/Site Designee as soon as they become aware of the need for time away from class.
- At the discretion of the Campus/Site Designee, a Student who experiences an emergency health crisis or urgent family matter will not have their absence(s) deducted from their “bank”. Students must report their concern as soon as possible and complete the Absence Form at their earliest convenience.
- A Student who misses a curricular obligation due to planned or unplanned circumstances will incur the deduction of one absence from their “bank”. If the missed content requires the Student to schedule a make-up, the absence will not be restored to the Student’s bank.
Conference Attendance
- In addition to the six (6) Absence Days permitted per academic year, Students are permitted up to two (2) full-day absences per academic year to travel and to participate in a conference.
- To be granted permission to use a conference absence, a Student must be listed in the conference agenda as a presenter.
- Students must email their Campus/Site Designee with a copy of the conference program/agenda or email acceptance of their presentation and the date(s) on which they will be absent.
- When the conference is approved by the Campus/Site Designee, the Student must complete the Clinical Phases Absence Form indicating their projected date(s) of absence.
- Students may use up to one (1) Absence Day from their annual “bank” to allow for an additional day of absence immediately preceding or following their conference absence(s).
Religious Observance
- The School of Medicine (SOM) follows the University Accommodations Policy for religious observance.
- Students with approved religious observance accommodations will not need to deduct excused absences from their annual allotment.
- To apply for a religious accommodation, Students may fill out the form for review by the University Compliance Office (UCO) at least ten (10) business days before their accommodation/absence is needed (See University Accommodations Procedure). Students must forward the UCO approval to their Campus/Site Designee as well as complete the Clinical Phases Absence Form indicating the projected date(s) of absence.
- Students are expected to make up any missed work in a timely manner and should arrange with their instructor plans for alternative completion deadlines.
Illness
- If a Student is ill and cannot come to class, they should use an Absence Day. This includes time needed for mental health.
- Students should report via the Absence Form that they are using an Absence Day no later than the beginning of the class/clinic they will miss.
- A Student who is sick on an exam day or other day when absences are not allowed, must communicate with their Campus/Site Designee as early as possible and then complete the Absence Form.
- Sick Students who are in clinic and are patient-facing must observe the health and safety guidelines of their hospital system/clinic for COVID, upper respiratory illness, etc.
- Any time missed due to isolation while awaiting test results should be submitted as an Absence Day.
- A Student with an acute illness or injury that spans more than two (2) days may have their absences “collapsed” into a single absence deducted from their bank but should continue to fill out the Absence Form for each day they are absent.
Non-compliance with Policy
- When there arises a concern about a Student’s health and/or well-being, or when a Student has not followed this Procedure, leadership at the Student’s regional campus/site may conduct a wellness check-in with the Student to offer support, provide information on available resources (e.g., Taking Care of Our Own, CAPS, University Compliance Office), and/or ensure that the Student has a clear understanding of this Procedure.
- If a Student evidences there are underlying barriers to professional behavior regarding attendance that are not health or emergency-related, the Student may be reported to the Committee on Professionalism Education (CoPE) and will be required to follow through with any expectations set by CoPE.
- A Student who demonstrates significant professionalism concerns following a referral to CoPE will be reported to the Student Progress Committee (SPC) to determine whether the Student has the professional demeanor necessary to continue at the SOM.
- Campus/Site Designees have the discretion to grant additional Absence Days for extenuating circumstances and/or to engage the Students in discussion of longer leaves as needed.
Dissemination of Procedure
- The Procedure will be reviewed with Students during the Transition to Application Phase and Transition to Individualization Phase courses. Students must attest to having read and agreed to this Procedure during each transition course.
- Students may email their Campus/Site Designee at any point with questions about this Procedure.
Definitions
Campus/Site Designee: The primary contact for attendance matters at each of the six (6) campuses or sites. A Student’s Campus/Site Designee will be identified to the Student during the Transition Courses.
Application Phase: The twelve (12)-month clinical phase of the medical school curriculum dedicated to core clinical experiences, beginning in March and ending in February of the following, year consisting of:
- Six (6) clinical courses:
- Community Based Primary Care
- Pediatrics
- Medicine
- Surgery
- Psychiatry
- Obstetrics and Gynecology
- One (1) longitudinal course
- Social and Health Systems 4
Individualization Phase: The final fourteen (14)-month clinical phase of the medical school curriculum dedicated to the completion of graduation requirements and electives tailored to a Student’s career interest, beginning in March and ending in May of the following year consisting of:
- Two (2) Acting Internships
- One (1) Critical Care Selective
- One (1) Advanced Clinical Selective
- Four (4) Electives
- Two (2) longitudinal courses:
- Science of Medicine
- Social and Health Systems 5
- Transition to Residency (to be completed at the end of the phase)
Absence Days: Absence Days are intended to allow a Student to miss scheduled clinical time for illness (including time needed for mental health), delay of transportation (such as car breakdowns), family emergencies, urgent medical care (i.e., not routine doctor’s appointments) or other similar needs. Students are not required to submit documentation, doctors’ notes, or other justification for taking an Absence Day.
Related Requirements
External Regulations
Unit Policies, Standards, and Procedures
Contact Information
Primary Contact
Name: Alice Chuang, MD, Med, FACOG, Associate Dean of Student Affairs
Email: alice_chuang@med.unc.edu