***Please note: weddings, vacations, birthdays, and other non-emergency situations will not be considered for excused absence.
COVID-19 Related Absence - This form is intended for use only for those individuals seeking an excused absence due to a diagnosis, unvaccinated close contact exposure, or suspected diagnosis of COVID-19.
Personal Days - Learners are permitted to take two personal days per academic year which do not count as absences. Personal days are not to be taken during an assessment period, scheduled or mandatory workshops, such as DOCS and/or STRX. Personal Day Absence Requests must be submitted a minimum of five days prior. Failure to do so may result in a professionalism violation.
The Student Handbook, which contains additional information regarding absences, can be found on the Current Students Page.
Short Term Absence - When an absence is necessary and anticipated, learners must submit a Short-Term Absence From. This form must be completed at least ten business days prior to the event.
When an absence is the result of an unexpected occurrence, learners must complete a Short-Term Absence Form as soon as possible, but no later than the first date of return to campus.
Absence from class for medical issues (self or immediate family), military obligation, civic duties, professional activities, funerals (immediate family), traffic accidents, and other exceptional situations are considered on a case-by-case basis.
Examples of unexcused absences include weddings, vacations, birthday, and other family non-emergency events. This list is not inclusive of all circumstances. The request is not considered approved until receipt of an affirmative response from the OASA or OCA.
Learners with more than five single day excused absences (per academic year) or any unexcused absences will be referred to OASA and may also be referred to the SPC. All unexcused absences will be reviewed on a case-by-case basis to determine the most appropiate course of action.
***The Extended Leave of Absence process below applies to DO program only. MBS learners must use: https://form.jotform.com/211755312461146
Extended Leave of Absence - An absence of more than seven consecutive days is considered an extended leave of absence. An extended leave of absence may be requested for academic or medical reasons, finances, family leave, active military deployment, and other exceptional situations considered on a case-by-case basis. A formal request for a leave of absence must be electronically submitted using the Extended Leave of Absence Form. A leave of absence request must be approved by the Associate Dean of Admissions and Student Affairs, in consultation with the Associate Dean of Medical and Interprofessional Education or the Associate Dean of Clinical Affairs.
Approval Process for an Leave of Absence - An approved leave of absence is a temporary interruption in a medical student's progam of study. In general, an approved leave of absence is intended for a learner who (a) is in satisfactory academic standing, (b) needs to interupt their program of study for a period greater than seven days, and (c) intends to return to medical school by an approved date or as soon as reasonably practicable after the circumstances warranting a leave of absence have ceased.
Time Limits for Approved Leave of Absence - The curricular program at UIWSOM requires learners to complete all academic requirements to be promoted to the next year. Students must also follow attendance guidelines and leave of absence procedures.
• In Phase II, the learner may be placed on an Altered Degree Plan of Study. The Alternate Curriculum Committee will design the Altered Degree Plan of Study, with final approval by the Student Progress Committee. Depending upon the length of the approved leave of absence, graduation may be delayed. • A student whose Altered Degree Plan of Study extends their graduation beyond June 30 is not eligible to participate in the residency match for that academic year, according to National Residency Match Program (NRMP) guidelines and will be required to find a placement outside of the Match or participate in the Match the following academic year. • If the student’s cumulative absences exceed 180 days within a 12-month period, the student will be withdrawn with the ability to reapply. Depending on the conditions of the withdrawal and the length of the withdrawal, readmission is not guaranteed.
*** You will have to submit two (2) seperate requests if you are looking to take an Extended Leave of Absence from both the DO and MPH programs- one for the DO program and one for the MPH program.
Administrative Leave of Absence - An administrative leave of absence is one that is granted or required by the Associate Dean of Medical and Interprofessional Education or the Associate Dean of Clinical Affairs for a student who requests of requires a leave of absence lasting between 8 days and 180 days. Reasons for an Administrative Leave of Absence include:
• Death of a spouse, partner, child or immediate family member.• Critical illness of a spouse, partner, child or immediate family member.• Significant life events that warrant an interruption in the student's education. • Activities or programs that OMIE, OCA or SPC require.• Other warranted circumstances considered on a case-by-case basis. It should be noted that a cumulative Administrative Leave of Absence may not exceed a total of 180 days in any 12-month period. The 180 days begin on the first day of the student’s leave of absence.
If the leave of absence exceeds 180 days within a 12-month period, the leave of absence may convert into and be deemed a withdrawal from the program. A student who is withdrawn under these circumstances must apply for readmission. The decision to readmit shall be made by the Associate Dean of Medical and Interprofessional Education or Associate Dean of Clinical Affairs. To facilitate readmission, the Associate Deans may refer the student to the SPC or request that the SPC provide a recommendation on the student’s readmission application. Factors relevant to readmission may include the student’s academic status, the nature and duration of the leave of absence, demonstrated academic progress or personal growth during the leave of absence, and commitment to completing the remaining program of study.
When a student returns from a leave of absence, the student may be required to repeat or audit units or rotations that the student had previously completed. The Associate Dean of Medical and Interprofessional Education or Associate Dean of Clinical Affairs shall determine the student’s appropriate academic placement and requirements for return. An Associate Dean may request that the SPC make recommendations to facilitate their determination.
Educational Leave of Absence - When accepted to a dual degree academic program (such as DO/MBA, DO/MPH) or is in a structured research program that has prior approval through UIWSOM administration, the student may be placed on an approved Educational Leave of Absence from the DO program to complete the dual degree program. An Educational Leave of Absence is generally limited to one year.
The Educational Leave of Absence may exceed 180 days within a 12-month period since the student is actively enrolled in an accredited degree program or structured research program. The 12-month period begins on the first day of the student’s leave of absence. An Educational Leave of Absence may only be granted by the Associate Dean of Clinical Affairs and may only occur between the OMS-III and OMS-IV year.
Medical Leave of Absence - When a medical condition requires an absence that extends beyond 7 days, the following statuses apply:
1. The Associate Dean of Medical and Interprofessional Education or the Associate Dean of Clinical Affairs, with approval of the Dean, may grant a medical leave of absence. 2. The student must provide the appropriate medical documentation, including but not limited to, a letter from the treating physician stating the nature of the medical condition and reasons it requires a leave of absence.3. The Associate Dean of Medical and Interprofessional Education or the Associate Dean of Clinical Affairs and/or Dean may require the student to provide additional information from the treating physician to determine the appropriate timeframe for return.
The ADMIE, ADCA, and Dean may require clarification or substantiation for the medical leave of absence if the medical leave is not common for the medical condition, to confirm that a medical condition exists, or is a second opinion from a physician is warranted.
A learner who receives an approved medical leave of absence and is in good standing at the time of the medical leave of absence, the Student Progress Committee (SPC) may recommend to the appropriate Associate Dean the student’s academic placement and other requirements for return if the medical leave does not exceed 180 cumulative days within a 12-month period.
If the medical leave of absence exceeds a total of 180 days in any 12-month period, the student is required to apply to be readmitted.• If the student was in good standing at the time of the requested medical leave of absence, he or she is eligible for readmission for the next academic year. o The student must be approved for readmission by the Student Progress Committee, who determine the academic placement of the student. - The return may require repeating or auditing of units or clinical rotations already taken.
Students who are applying to return from a medical leave of absence must provide documentation from the treating physician that (a) the student is eligible to fully participate in the medical school program and (b) the student meets the technical standards for enrollment at UIWSOM. The Dean and/or the Student Progress Committee may require the learner to obtain a second opinion from a physician at their cost.Students who do not comply with the requirements for the medical leave of absence may be dismissed.
*A student who is absent for more than three days without approval shall meet with the Office of Admissions and Student Affairs and may be referred to the SPC to address the student's absenteeism.I acknowledge that I have reviewed the attendance policies outlined in the University of the Incarnate Word School of Osteopathic Medicine's Student Handbook.
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