Phase 1 Preclerkship Attendance

Foundations of Medical Science (FoMS) Attendance

1. Attendance Requirements for Required Educational Activities

   1. (1a) Students must attend at least 90% of required sessions in each course during the academic year to meet learning objectives.
      1. (1a.1) This 90% attendance requirement applies individually to each concurrent course and thread in MS1, including:
         • Foundations of Practice (FoP)
         • Scientific Foundations of Medicine (SFM)
         • Foundations of Medical Sciences (FoMS) Required Thread Sessions
      2. (1a.2) The Foundations of Medical Science Clinical Experience has its own distinct attendance requirements. For details, please refer to Section 2D of this policy.
   2. (1b) Required Classroom Education Activities
      1. (1b.1) Required sessions are clearly marked on student calendars or communicated by course chairs, curriculum specialists, or course leadership.
      2. (1b.2) Attendance is mandatory for all active learning sessions due to their collaborative, participatory nature. These sessions rely on student engagement to support peer learning, faculty interaction, and professional development.
      3. (1b.3) Students must attend required sessions on their assigned date and for the entire duration. To request attendance on a different date, students must submit an absence notification form.
      4. (1b.4)If a student anticipates arriving late or leaving early, they must notify the Curricular Affairs Office in advance.
      5. (1b.5) Students who arrive late or leave early without prior notification will be marked absent for the session.
      6. (1b.6) Attendance, including arrival time, will be recorded for all required sessions.
      7. (1b.7) A student is considered present only when physically in the classroom and officially recorded as present by the method designated by the Curricular Affairs Office and course leadership. No alternative proof of attendance will be accepted.
         1. (1b.7a) If badge scanners are used, students must attempt to scan their badge twice. If unsuccessful, they must immediately email CA@mednet.ucla.edu to report the issue and confirm their attendance.
      8. (1b.8) Attendance records will be reviewed by the Academic Performance Committee as part of academic and professionalism evaluations.
   3. (1c) Other FoMS Education Activities
      1. (1c.1) Attendance is strongly encouraged for all formal educational activities, including those labeled as optional or supplemental. These sessions provide foundational knowledge that supports success in required components of the curriculum.

2. FoMS Absence Policy  

   It is the student’s responsibility to monitor their attendance and ensure they do not exceed the absence limits outlined in this policy or in individual course syllabi. Students who exceed attendance thresholds—whether due to anticipated or unanticipated absences—will be required to complete make-up work to receive a passing grade and will be referred to the Academic Performance Committee.

   1. (2a) Anticipated Absences
      1. (2a.1) If a student anticipates missing a required session, they must submit an Absence Notification Form at least 7 days in advance.
      2. (2a.2) Failure to notify the Curricular Affairs Office at least 7 days in advance (except in cases of illness or personal emergency) will result in an unexcused absence without communication (AWOC) and a Professionalism Concern Report (PCR).
      3. (2a.3) The Curricular Affairs Office and course leadership reserve the right to deny anticipated absence requests if the absence would significantly impact the student’s educational experience.
      4. (2a.4) In courses where all sessions are designated as required, absences will only be excused for urgent reasons as defined in the Universal Absence Policy (e.g., illness, non-reschedulable healthcare appointments, or personal emergencies).
   2. (2b) Unanticipated Absences
      1. (2b.1) For urgent or emergency absences, students must submit the Absence Request Form as soon as reasonably possible, based on the circumstances.
   3. (2c) Make-up Work and Excessive Absences
      1. (2c.1) For any absence, the Course Chair(s) or Course Specialist will determine appropriate remediation. Students are responsible for all missed material.
      2. (2c.2) Faculty are not required to proactively contact students who miss a session and remain under the 10% absence threshold. However, make-up work may still be assigned at the discretion of FoMS leadership. Students are responsible for independently reviewing missed content.
      3. (2c.3) Students who miss 10% to 20% of required sessions will be required to attend scheduled in-person make-up sessions to pass the course.
      4. (2c.4) Students who miss 20% or more of required sessions in any FoMS course - regardless of whether the absence is excused or unexcused - will be considered to have excessive absences, which may result in an incomplete grade or course repetition, regardless of academic performance.
         1. (2c.4a) Attendance requirements may only be waived in extenuating circumstances, and never below 80% for classroom activities or for any clinical activities per the Universal Attendance Excessive Absence Policy.
         2. (2c.4b) 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) for further review and potential remediation.
   4. (2d) FoMS Clinical Experience Absence Policy
      1. (2d.1) For anticipated absences during the FoMS clinical experience, students must submit an Absence Notification Form at least 7 days in advance and notify the Site Director as early as possible.
      2. (2d.2) Site Directors cannot approve changes to required session dates or excuse absences.
      3. (2d.3) For unexpected absences, students must immediately contact ca@mednet.ucla.edu and include their Site Director(s).
      4. (2d.4)  Students who miss one FoMS clinical experience session must attend the designated make-up session scheduled at the end of the academic year.
      5. (2d.5) Students who miss a FoMS clinical experience will receive an “incomplete” self-assessment, which must be completed after attending the make-up session.
      6. (2d.6) Students who miss more than one FoMS clinical experience session must coordinate additional make-up sessions with their Site Director(s) and notify the Curricular Affairs Office once dates are confirmed.
      7. (2d.7) All required site visits must be completed by the final make-up session deadline to pass FoMS.

3. FoMS Attendance Procedures

   All absences require submission of 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. 

   1. (3a) Approval of Excused Absence
      1. (3a.1) Permission for an excused absence from a required FoMS activity is granted at the discretion of the Curricular Affairs Office.
      2. (3a.2) Students should refer to the course syllabus or thread guide for course-specific attendance policies.
   2. (3b) Anticipated Absence Procedure
      1. (3b.1) Students must submit the Absence Request Form at least 7 days in advance for any anticipated personal absence.
      2. (3b.2) Approval is at the discretion of Curricular Affairs and the Course Chair.
      3. (3b.3) Students are responsible for ensuring they have not exceeded the course’s absence threshold before submitting a request.
      4. (3b.4) If approved, the Course Chair or Coordinator will outline any required make-up work or consequences.
      5. (3b.5) Anticipated absences are tracked to ensure students remain within attendance limits.
      6. (3b.6) Requests submitted fewer than 7 days in advance will not be considered, except in cases of acute illness or emergency.
      7. (3b.7) Anticipated absences may be denied if they would significantly impact the student’s educational experience.
   3. (3c) Appeal of Denied Absence Requests
      1. (3c.1) Students may appeal a denied absence request by submitting a written appeal to the Associate Dean and/or Administrative Director for Curricular Affairs within 72 hours of the denial.
      2. (3c.2) The decision of the Associate Dean or Administrative Director is final and may involve consultation with Curricular Affairs.
   4. (3d) Unanticipated Absence Procedure
      1. (3d.1) Students must submit the Absence Notification Form for any unanticipated absence due to illness or personal emergency.
      2. (3d.2) These absences are considered excused and will be tracked to ensure students do not exceed attendance thresholds.
   5. (3e) Absences for Health Care Appointments
      1. (3e.1) Students may be excused from coursework to attend health care appointments.
      2. (3e.2) Students are not required to disclose the reason for the appointment.
      3. (3e.3) If a required session will be missed, students must submit the Absence Request Form.
      4. (3e.4) Students are expected to schedule appointments outside of required sessions whenever possible.
      5. (3e.5) Make-up work may be required for missed sessions.
   6. (3f) FoMS Excessive Absence, Unexcused Absence, and Habitual Tardiness
      1. (3f.1) Excessive Absences
         1. (3f.1a) Students are responsible for monitoring their attendance and ensuring they do not exceed course-specific absence limits.
         2. (3f.1b) All absences are tracked by the Curricular Affairs Office.
         3. (3f.1c) Students nearing or exceeding the absence threshold will be referred to their Society Dean and reviewed by the Academic Performance Committee (APC).
         4. (3f.1d) Excessive absences may result in an incomplete grade or course repetition, regardless of academic performance.
      2. (3f.2) Unexcused Absences Without Communication (AWOC)
         1. (3f.2a) Students must notify the appropriate party of an absence as soon as possible in emergency situations.
         2. (3f.2b) If no notification is received, students will be given a 48-hour grace period to submit the absence form.
         3. (3f.2c) Failure to notify within 48 hours will result in an Absence without Communication (AWOC) Notification, requiring the student’s signature.
         4. (3f.2d) Absences without communication are reviewed by the APC per the Universal Attendance and Absence Policies.
      3. (3f.3) Habitual Tardiness
         1. (3f.3a) Attendance, including arrival time, is recorded for all required sessions.
         2. (3f.3b) Students must notify the appropriate party if they anticipate arriving late or leaving early. Failure to do so will result in an unexcused absence.
         3. (3f.3c) Habitual tardiness will be reviewed by the APC in accordance with institutional policy.
      4. (3f.4) Make-up Work
         1. (3f.4a) Make-up work is required for absences from designated required sessions, as determined by the Course Chair.
         2. (3f.4b) Students must complete assigned make-up work by the deadline without reminders.
         3. (3f.4c) For sessions without assigned make-up work, students are responsible for independently mastering the missed content.
         4. (3f.4d) Students who miss more than 10% of required sessions must attend a scheduled in-person make-up session aligned with the missed objectives or competencies.
         5. (3f.4e) Students who do not satisfactorily meet the objectives of missed sessions may be referred to the APC and may be required to repeat the course.

Policy Responsibility and References

1. RESPONSIBILITY
   Curricular Affairs Office
2. REFERENCES
   • DGSOM Attendance Universal Policy
   • UCLA Student Code of Conduct
   • Medical Student Professionalism Expectations
   • Academic and Professional Standing - APC
3. POLICY OWNER
   Medical Education Committee
4. REVIEWED BY
   Medical Education Committee
   Pre-Clerkship Curriculum Committee
   Curricular Affairs Office
   Student Affairs Office
   Academic Performance Committee
5. REVIEWED DATE and REVIEW CYCLE 
   August 2024, 3-year review cycle