Attendance Universal Policy

DGSOM Universal Attendance and Absence Policy

The David Geffen School of Medicine (DGSOM) fosters a respectful and collaborative learning environment through active engagement between students and faculty. Professionalism is demonstrated through consistent attendance, preparation, and respectful participation in all required educational activities.
 
The Curricular Affairs Office (CAO) monitors and reviews attendance and arrival times for all required sessions.

By recording attendance, students attest that they are present for and will remain engaged throughout the entirety of the required educational activity. DGSOM reserves the right to verify or recheck attendance at any point during a session and to audit attendance records at any time to ensure compliance with attendance requirements.

1. Excused Absences with Communication

   • Students must submit the Absence Request Form for all urgent or scheduled absences. In emergencies, the form should be submitted as soon as reasonably possible.
   • (1a) Acceptable reasons for an excused absence include:
     1. Illness affecting one's ability to report to the scheduled session:
        If illness prevents attendance, students must notify CAO. Absences of three or more consecutive days require a healthcare provider’s note or a completed Clearance to Return to the Curriculum Form (PDF) submitted to the Student Affairs Office (dgsomsao@mednet.ucla.edu) attesting to the student’s ability to resume participation in the curriculum.
     2. Students seeking health care for which health care appointments cannot be rescheduled: 
        Students may be excused for non-reschedulable healthcare appointments. Students must inform both CAO and their course director or clinical team in advance.
     3. Personal Emergency: 
        Examples include serious illness or death of a loved one. Students must also notify their Society Dean.
     4. Professional Activities: 
        Absences for presenting research or representing DGSOM at professional meetings may be approved. Requests must be submitted at least 30 days in advance. 
        For Clerkships, requests must be submitted 30 days before the start date of the Clerkship.
     5. Jury Duty: 
        Refer to the Registrar page for guidance.
     6. Religious Observances: 
        Religious holidays are excused. Students must submit the Absence Request Form and may be required to make up missed time.

2. Excessive Absences

   • (2a) Non-Disability Related Circumstances: 
     Students anticipating unusual or excessive absences should consult with an Assistant or Associate Dean for Student Affairs as early as possible.
   • (2b) Disability Related Circumstances: 
     Students with chronic health or disability-related needs potentially requiring the need for additional absences should contact the Director of Disability Services as soon as possible.
   • (2c) Consequences:
     • (2c.1) Excessive absences (as defined in course syllabus) may result in an incomplete grade or course repetition, regardless of academic performance.
     • (2c.2) The Office of Student Affairs and Curricular Affairs may waive attendance requirements in extenuating circumstances contingent on leave policies and procedures, however:
       • Classroom attendance cannot be waived below 80%
       • Clinical attendance requirements cannot be waived
     • (2c.3) Referral to APC or CASPP
       Students who do not meet attendance requirements may be referred to the Academic Performance Committee (APC) and the Committee on Academic Standing, Progress, and Promotion (CASPP), which may require remediation or repetition of coursework or the academic year.

3. Absence without Communication (AWOC) and Tardiness

   Absences without communication and habitual tardiness are considered unprofessional and will result in a Professionalism Concern Report (PCR).

   • (3a) Consequences may include:
     • Changes in course standing
     • Incomplete course grades
     • Course repetition
     • Notation in the Medical Student Performance Evaluation (MSPE)
   • (3b) Failure to Notify Procedure:
     If a student fails to notify CAO or their team, the Dean’s Office may contact the student’s emergency contact to ensure their well-being.
   • (3c) Misconduct:
     Misrepresentation (e.g., signing in for others, leaving early, or falsifying forms) is a violation of the UCLA Student Professional Code of Conduct and will result in a PCR.

4. Make-up Work

   • (4a) Remediation: 
     Course Chairs and/or Course Specialists will determine how missed work can be remediated. Students are responsible for all missed material.
   • (4b) Required Sessions: 
     These will not be rescheduled but may be remediated.  Assignments must be submitted on time unless an emergency occurs.
   • (4c): Expected Sessions: 
     Students are responsible for independently reviewing missed content. Faculty are not required to provide make-up opportunities.

5. Procedures

   • (5a) The Absence Request Form is available in the DGSOM Canvas Student Center, on each DGSOM BruinLearn Course, and in the DGSOM Student Handbook.
   • (5b) All absences require submission of the Absence Request Form.
   • (5c) In emergencies, submit the form as soon as feasible given the circumstances.

Policy Responsibility and References

1. RESPONSIBILITY
   Curricular Affairs Office
2. REFERENCES
   • UCLA Student Code of Conduct
   • Medical Student Professionalism Expectations
   • Academic and Professional Standing - APC
   • Building Policies and Room Scheduling
   • Shared Learning Environment Expectations
3. POLICY OWNER
   Medical Education Committee
4. REVIEWED BY
   Medical Education Committee
   Curricular Affairs Office
   Student Affairs Office
   Academic Performance Committee
5. REVIEWED DATE and REVIEW CYCLE 
   August 2024, 3-year review cycle