Attendance Standards

Active participation in the medical education program is a critical component of the professional development of a physician. Lack of attendance for any reason does not relieve you from responsibility for material covered during that absence. 

You must notify their course and/or clerkship director, and small group preceptor, about any anticipated or sudden absence from a required didactic or patient care session. You should make certain you have the appropriate phone, email, and/or pager numbers to carry out this responsibility. Absences due to illness for more than two (2) days require you to send a written doctor’s note to Student Affairs. Absences from examinations will only be accommodated under extreme circumstances (see Missed Exam Policy).

Security IDs

We use your security ID serves to track attendance for all large group mandatory sessions in the lecture halls. You must scan your ID before the session starts. Failure to do so will result in an unexcused absence from the mandatory session. You may scan in as early as 30 minutes prior to session start.

You will receive a security ID from the Security Department when you arrive for Orientation in their first year. Per Mount Sinai Health System policy, students and employees must wear IDs at all times while on hospital grounds. Security IDs must be visible and hang above the waist.

If you lose your ID, you must go to the Security Department on the MC level of Guggenheim immediately to replace it. There is a modest fee for ID replacement. You must also go to the Office of Curriculum Support in Annenberg 13-40 to register your ID for the attendance system immediately after receiving your new ID.

Regarding Illnesses

If you have concerns about your ability to function as a clerk or about the risk that you might transmit an infection to patients because of an illness, you should contact the clerkship directors. The faculty and staff in Medical Education are here to help you through any challenges that arise.

Religious Observances

The School of Medicine recognizes and respects the religious beliefs and practices of its students and seeks to accommodate you reasonably within the requirements of the academic schedule. If you anticipate being absent because of religious observance, you must request permission two weeks in advance (see notification guidelines below).

In the event that you are unable to complete an examination or assessment due to a religious observance, we will give you the opportunity to make up the examination or assessment. We will not charge any fees for making available an opportunity to make-up the missed examination or assessment due to religious observance.

Jury Duty

The School of Medicine cannot excuse students from Jury Duty. For a first deferral in New York, you have the chance to select a date when you are available. First-year students should defer to summer; second-year students should defer to board study time or elective time in their third year; third-year students should defer to their fourth year during their elective period, and fourth-year students should find time during elective time (avoid peak interview time, when possible).

When requesting a deferment, you should go in person with a student ID. The Court has allowed deferments even for more than a year in several cases. You can go to the Court at any time before the assigned date or on the assigned date, and you can pick a time that works best for your schedule. Jury Duty is an excused clerkship absence, but you will have to make up all missed time. We recommend you use flexible time as suggested above.

You can try calling 646-386-5960 to avoid the visit downtown if this is after your first deferment. You may also request a letter from the Registrar that states your full time status at the Icahn School of Medicine.

Attendance is mandatory at all small group sessions, laboratories, ASM sessions, Frontiers in Science lectures, COMPASS I, and any sessions or classes designated as "patient encounters" where patients or families are present.   Attendance for mandatory sessions is tracked in two ways: by a students’ security ID for all large group sessions in the lecture halls, and by signing into the provided attendance sheets for sessions in small group and lab rooms.

Students should refer to the Academic Calendar on the Registrar’s website when planning any travel. The course calendars may be changed without advance notice. If plans are made for time away based on a day having only lectures scheduled, the student could be in jeopardy of missing a required activity if the schedule is changed. If the course schedule changes within two (2) weeks of the planned absence, the student will be excused from the required activity. Unexcused absences are considered unprofessional behavior, will be recorded, and may have an adverse effect on a grade including failure of a component of a course or an entire course. The following will be considered excused absences:

  • Illness that physically prevents a student from participating in a session
  • Urgent medical evaluation or healthcare management appointments
  • Religious holiday observance
  • Jury duty
  • Significant family event (e.g., wedding or religious ceremony)
  • Personal emergency (e.g., unanticipated caregiver obligation; death of a loved one)
  • Presenting work at a regional, national or international conference
  • Attending a meeting of a national committee (e.g., AMSA, AMA, AAMC) of which student is a member with a leadership role.
  • One conference (medical or scientific) per academic year as an attendee, if student receives funding from a department, a scholarship, or grant
  • Attending an Executive OversightCommittee (EOC), Promotions Committee, or Mistreatment Committee meeting as a student member
  • or Longitudinal Clinical Experience (LCE) patient appointment

Reporting Your Absence for Years 1 and 2

To request an excused absence, students must fill out the Year 1 and Year 2 Absence Request Form and attest that they are abiding by the Absence Policy and the Student Code of Conduct. This form will notify Student Affairs and the students’ Course Director(s). In the event of an urgent situation, a student may email medstudentabsence@mssm.edu AND their Course Director for an immediate response.

Requests for excused absences are reviewed by Student Affairs and students will be notified of approval or non-approval within three (3) business days of sending a request.

  • Students must fill out the Year 1 and Year 2 Absence Request Form to request an excused absence.
  • Excused absences need to be requested two (2) weeks in advance (this does not pertain to illness that physically prevents a student from participating in the session, unexpected caregiver obligation, urgent medical appointment, or death in the family).
  • Requests made after a class session begins will not be considered except in extenuating circumstances.
  • Absences longer than two (2) days for illness require that a doctor’s note be submitted to medstudentabsence@mssm.edu.
  • Students attending a conference will have to submit an acceptance letter, or proof of funding from a department, scholarship or grant.
  • Student Affairs reserves the right to request a doctor’s note or other documentation in the event of a pattern of absences or any absences immediately preceding or following a holiday.
  • Although an absence may be excused, students are responsible for any missed work. The Course Director will inform the student of appropriate make-up work and timeline.
  • It is the student’s responsibility to make sure that the make-up is completed in a timely manner.
  • Students should refer to the Policy for Scheduling an Alternate Test Window for details on how to request an excused absence.

Consequences of Unexcused Absences for Years 1 and 2

Students must attend all mandatory sessions (as listed above) or submit an absence request prior to the session. Unexcused absences will be tracked with a Flag in My Access and Resource Center (MARC) and will have the following consequences:

First absence: 2 points off final grade

Second absence: 2 more points off final grade and an Incident Report

Third absence: Course failure

Punctuality

Timely attendance is an expectation of professional performance for all School of Medicine students. This shows respect for peers, patients, faculty and staff. Students will be held accountable for adhering to their course schedule, including timely arrival for all learning activities and examinations. A pattern of lateness during an academic year will be escalated to the Senior Associate Dean for Student Affairs and the Senior Associate Dean for Curricular Affairs, and may result in an Incident Report.

Test Policy

In Years 1 and 2, the ability to take an online assessment (examination or quiz) during a prescribed assessment window provides students with flexibility when and where they take the assessment. Given this flexibility, there are only a few instances when permission to take an assessment outside the window may be granted by the Office for Student Affairs. Students must request permission to take an online assessment outside of the assessment window. Please see the Policy for Scheduling an Alternate Test Window in the Assessment and Grading section of the handbook for full details.

Longitudinal Clinical Experience (LCE) Absences

A student who wishes to be excused from a mandatory course session in order to meet with their LCE patient must fill out the Year 1 and Year 2 Absence Request Form. The ASM course directors, the relevant course director and Student Affairs will jointly decide whether the event is of significant magnitude to justify the Year 1-2 session absence.

The clinical phase of the curriculum requires a full-time commitment by the student in patient care and didactic activities. Students serve as members of the health care team and assume an active role in the care of patients. Student presence, participation and engagement at the bedside form the cornerstone of learning in the clinical environment. In these clinical years, students are required to attend all clerkship functions including night, holiday, and weekend duty, as well as participate in all educational exercises (e.g., InFocus Weeks, and any required remediation). Unexcused absences from any of the above may result in an Incident Report or failing grade, and students may be required to make up days missed or the entire clerkship depending on the length of time involved.

The following will be considered excused absences:

  • Sitting for a USMLE Step exam
  • Illness that physically prevents a student from participating in patient care or an educational session
  • Urgent medical evaluation or healthcare management appointments
  • Religious holiday observance
  • Personal emergency (e.g., unanticipated caregiver obligation; death of a loved one)
  • Significant family event (e.g. wedding or religious ceremony)
  • Interview for residency/job or scholarly year experience
  • Presenting work at a regional, national or international conference
  • Attending a meeting of a national committee (e.g., AMSA, AMA, AAMC) of which student is a member with a leadership role
  • One conference (medical or scientific) per academic year as an attendeeAttending an Executive OversightCommittee (EOC), Promotions Committee, or Mistreatment Committee meeting as a student member
  • Jury Duty

Reporting your absence for Years 3 and 4

To secure an excused absence, students must fill out the Year 3 & 4 Absence Request Process 

In addition to filling out this form, students should also notify any additional team members (attending, resident, etc.) by phone, text or email. This form only notifies the  clerkship directors and student affairs. It is the student’s responsibility to let those they are working about their whereabouts.   Approval of absences is the responsibility of the clerkship director. 

It is the expectation that students are present on exam days (NBME shelf exam and direct observation) and students should review the Policy for Scheduling an Alternate Test Window for Years 3 and 4 for details for requesting an absence. 

Note:

  • Excused absences need to be requested a minimum of one (1) month in advance of the clerkship (this does not pertain to illness or death in the family).
  • Absences longer than two (2) days for illness or disability related accommodations require a written doctor’s note be submitted to Student Affairs (medstudentabsence@mssm.edu) and the Clerkship Director.
  • Student Affairs reserves the right to request a doctor’s note or other documentation in the event of a pattern of absences or any absences immediately preceding or following a holiday.
  • Requesting absence from a scheduled shelf exam or direct observation follows the Policy for Scheduling an Alternate Test Window for Years 3 and 4, as mentioned above.. 
  • For any absences that occur in the clerkship:
    • The clerkship director may offer make-up experiences, if available or possible.
    • If make-up experiences are not possible, then at the discretion of the clerkship director, the student will need to reschedule the clerkship. 

If the student knows that they will need more than three days of excused absences during a rotation, they will need to request elective time for that period when completing the lottery. Requests for excused absences are approved by the Clerkship Director and are reviewed by Student Affairs. Students will be notified of approval or non-approval within three (3) days of sending a request. 

Policy for Residency Interviews and Second Looks

Advance notification of at least one (1) month to the clerkship director(s) and clerkship coordinator is critical to ensure that clinical obligations are met. It is understood that on occasion this is not possible, but students are expected to advise the Directors and Coordinators immediately or with one month’s notice.

If a student needs to miss for residency interviews and/or second looks, they will be expected to make up any  missed activities.  The clerkship director(s) will determine when and how this happens.

If a student needs to miss three (3) or more days during a clerkship, they  will need to do one extra week of the clerkship. The timing of this will be determined in conjunction with the clerkship director(s).

As with all absences, the student should follow the Year 3 & 4 Absence Request Process.