MS3 Discovery and LCE Attendance

Attendance Policies and Procedures for Discovery and Longitudinal Clinical Experience (LCE)

1. Discovery Attendance Policy 

   1. (1a) During Discovery, students pursuing Area of Concentration experiences are expected to engage in approximately 40 hours/week of Discovery-related work. We recognize that specific schedules and location of work (in-person or remote) and degree of flexibility may vary based on individual projects.  
   2. (1b) Students and their mentors must also ensure time is allotted for weekly Longitudinal Clinical Experience activities. Students should adhere to expectations co-created with their mentors and are reminded of DGSOM’s policy on professionalism. 
   3. (1c) For any absence the Course Director and/or Course Specialist will determine how missed coursework can be remediated to fulfill course requirements. 
   4. (1d) Attendance will be recorded for all required learning activities during Discovery. 
   5. (1e) If a student needs to miss Discovery activities for any reason, the student must contact the Course Director and Course Specialist before the session begins. 
   6. (1f) Failure to notify these individuals in advance of the missed session will result in an unexcused absence. 
   7. (1g) In the event a student needs to report an absence of an urgent nature, students must submit the Absence Request Form. For students with an emergency, the Absence Request Form should be submitted as soon as this is feasible in the setting of the underlying circumstances.

2. Discovery Procedures

   1. (2a) Permission for an excused absence from a Discovery required educational activity is granted at the discretion of Discovery Course Leadership and the Curricular Affairs Office.
   2. (2b) If a student needs to miss a required session, they must complete the Absence Request Form at least 7 days prior to their absence.
      1. (2b.1) Student fills out the Absence Request Form and submits form to Curricular Affairs Office for approval.
      2. (2b.2) Upon approval, Curricular Affairs Office shares form with course faculty leads for review.
   3. (2c) Requests for an excused absence submitted less than 7 days prior to the absence will not be considered (except for acute illness and emergencies).
   4. (2d) ) In submitting the notification, it is the student’s professional responsibility to notify the course chair and the course coordinator of the approved absence.

3. Longitudinal Clinical Experience (LCE) Attendance Policy 

   1. (3a) During the Longitudinal Clinical Experience (LCE), students are expected to engage in 24 half day sessions seeing patients with their Preceptor-Coach. Twelve (12) of these sessions are with a Generalist and twelve are with a Specialist or Sub-specialist. While specific calendar weeks are allocated for these sessions, students have flexibility to work with their Preceptor-Coaches on alternate weeks, including vacation weeks, if needed. There are also two scheduled make-up weeks at the end of LCE. 
      1. (3a.1) During LCE, students are also expected to spend a half day per week engaged in self-directed learning activities. These can include self-study of skill-building exercises and/or career exploration with DGSOM faculty across all fields of medicine. 
   2. (3b) Students must ensure that time engaged in LCE activities on non-allotted weeks does not interfere with Discovery activities. Students should adhere to expectations co-created with their Preceptor-Coaches and are reminded of DGSOM’s policy on professionalism. 
   3. (3c) After each LCE Preceptor-Coach meeting, students are expected to summarize the formative feedback they receive using the LCE Feedback and Attendance form. Upon submission, a copy of the form will be sent to the assigned Preceptor-Coach, the student, and LCE course coordinator. Attendance is documented by submitting this form. Failure to submit this form after each session will result in the session not being documented and, therefore, not counted toward fulfilling the course requirements until submitted. 
   4. (3d) If students know they will be unable to attend a scheduled session with their Preceptor-Coach, they must notify them and arrange a mutually convenient time to make up the half-day session. 
   5. (3e) In the event a student needs to report an absence of an urgent nature, email the Curricular Affairs Office at CA@mednet.ucla.edu, the LCE course Coordinator, and include the Preceptor-Coach with whom they have a scheduled session. All absences will require submission of an Absence Request Form. For students with an emergency, the Absence Request Form should be submitted as soon as this is feasible in the setting of the underlying circumstances.

4. Vacation during Discovery and LCE 

   1. (4a) All medical students in Discovery are excused from curricular responsibilities during Winter Break and Academic holidays. See Academic Calendar on the Calendars page.

 Updated by DGSOM Dean's Office September 2023