# Attendance

**Attendance Policy for Required MSTP Courses and Events** 

1\. Philosophy and Purpose: 

Attendance is considered a component of professional development, reflecting commitment to the program, colleagues, future patients/research, and respect for the instructor and other participants. Active learning is crucial, and many MSTP courses and events rely on interactive learning, discussion, and collaborative problem-solving, which are diminished by absences. Required events and experiences foster a sense of community and shared learning among MSTP trainees. 

2\. Scope: 

* This policy applies to all required MSTP courses and events as designated by the MSTP leadership, specifically including:  
  * MSTP Retreat
  * Biomedical Sciences for MD-PhD students (BMS) 
  * Medical Scientist Grand Rounds (MSGR) 
  * Clinical Refresher (BSR 7004) 
  * Annual MSTP Retreat 
  * MSTP Horizons 
  * MSTP Trek 

3\. Absence Allowance: 

* Personal Days: Students are allowed up to three (3) personal days per semester for planned and unplanned absences. 
* Planned Absences: Must be requested at least 14 days in advance. 
* Religious Holidays: Religious holiday absences may be requested at least 14 days in advance but do not extend to ceremonies. like weddings or baptisms. 
* Unplanned Absences: (e.g., illness, personal emergencies) must be reported before the start of the missed session using the Absence Request Form. 
* Assessment Days: Absences on assessment days are generally not permitted unless due to a medical or personal emergency. 

4\. Excused Absences (Beyond Personal Days): 

* Criteria: Excused absences beyond the three personal days will be granted for:  
* Personal illness (with medical documentation if necessary) or required medical appointments. 
* Family emergencies. 
* Participation in approved academic conferences or presentations. 
* Other extenuating circumstances as approved by the MSTP leadership. 
* Documentation Requirement: Medical documentation or other appropriate supporting documentation may be required for excused absences. 
* Excused absences for classes must be made at least five days in advance. 
* Excused absences for mandatory events must be made at least two months in advance for planning purposes, and supporting documentation may be required. 

5\. Unexcused Absences: 

* Definition: Any absence not meeting the criteria for an excused absence will be considered unexcused. 
* Examples:  
* Failure to notify the course director/event organizer and leadership office within the stated time period. 
* Repeated absences without valid justification. 

6. Attendance Tracking: 

* Methods: Attendance will be tracked using the Coda platform. Students must scan or log their attendance for all mandatory sessions. Attendance is then registered in the system.  

7\. Consequences of Unexcused Absences: 

* First Unexcused Absence: Warning from the course director/event organizer and the MSTP leadership office. 
* Second Unexcused Absence: Meeting with the course director/event organizer and the MSTP leadership to discuss the reasons for absences and develop an improvement plan. 
* Third Unexcused Absence: Course failure if all occur during a single course; placed in serious academic status, which may include probation or dismissal from the program. 
* Make-up Work: The course director may require make-up work for missed sessions, even for excused absences, depending on the nature of the material. 

8. Attendance Best Practices: 

* The leadership strongly suggests the following to promote a respectful and engaging learning environment, and to maximize the educational benefits of MSTP events and courses:  
* Showing up on time and staying for the duration of all required courses or events. 
* When attending a virtual course or event, having your camera on when possible, and being actively engaged out of respect for the speaker or/or instructor. 
* Prioritizing required MSTP events and courses over non-essential activities. 

9\. Additional Considerations: 

* Extended absences beyond this policy require approval from Student Affairs. 
* The leadership reserves the right to request documentation for patterns of absences.