University of Illinois at Chicago, College of Medicine
Essentials of Clinical Practice & Professionalism and Laboratory Medicine Absence Policy
Satisfactory completion of the Essentials of Clinical Practice & Professionalism 1 and 2 (ECP&P1 and 2) courses and the Laboratory Medicine course are required for graduation. All assignments and end-of-course evaluations must be completed within the time limit set by the course Coordinator/Director, and attendance at all sessions is mandatory.
Requests for an excused absence must be made in writing no later than one week in advance of the anticipated absence, and as soon as feasible in the event of an emergent situation. Students are strongly encouraged to submit their requests in writing as soon as possible (even if months prior to the start of the course.)
Any missed time (excused and unexcused) must be made up at the discretion of the Coordinator/Director. Students who do not make up the assignment or missed time by the end of the course will receive a grade of “incomplete” until the assignment or missed time is satisfactorily completed. Students who fail to make up the assignment or missed time within the time limit set by the Coordinator/Director will have a grade of “unsatisfactory” assigned and will not receive credit for the experience until repeated in its entirety.
Examples of absence requests that are often approved at the discretion of the Coordinator/Director:
(Written documentation of absence may be required.)
- Illness of student, significant other or immediate family member
- Funeral of family member
- Doctor’s appointment for student
- Religious Holidays*
- Presentation at a conference
- Own wedding
- Jury duty (Contact Office of Student Affairs immediately)
- Court date
- Residency interviews
- Student representative on College of Medicine (COM) Committee
* Documentation of attendance is not required.
Examples of absence requests that may be approved at the discretion of the Coordinator/Director:
(Written documentation of absence may be required.)
- Illness of extended family member or friend
- Funeral of a friend
- Wedding of a family member or participation in a wedding of a non-family member
- Teaching Electives
- Attendance at a medical conference (not presenting)
- Other circumstances of an extreme, unanticipated, and compelling nature
Unexcused absence or repeated tardiness may impact a student’s standing and could result in a final grade of “unsatisfactory” as a direct result of his/her unprofessional behavior, with no credit assigned for the course until repeated in its entirety.
M3 Students in ECP&P1:
Students should not schedule vacations that conflict with any ECP&P1 dates. The approval of OSA and the ECP&P1 Director/Coordinator is required for all absences along with the appropriate supportive documentation.
Arriving late, being turned away because of inappropriate attire, unprofessional behavior, or missing sessions in “Week 1” or “Week 2” will result in a make-up session in the following academic year with the next M3 class. Special permission must be granted by the Coordinator/Director to begin Clerkships or Week 2 of ECP&P1 prior to attending Week 1 of ECP&P1. Students who need to make up any missed days/sessions the following year need to notify the hospital site Director of the affected rotation.
Week 2 of ECP&P1 consists of nine dates spread across the M3 year with attendance required on 5 of those days based on the assigned clerkship track. If a student misses one of the assigned 5 dates, he/she will be required to make up the missed day/material the following year. It is the responsibility of the student to contact the ECP&P Coordinator the following year to arrange to be scheduled for ECP&P activities for the make-up date.
Students missing any of the “Week 2” dates in the M3 year are still responsible for all assignments within the appropriate due dates. Only when all requirements have been completely satisfied will a final grade be submitted to the Registrar.
If due to an emergency, a student needs to miss an ECP&P1 session, he/she must notify Matthew Orlando 312-996-7849 or firstname.lastname@example.org as well as their OSA Advisor PRIOR to his/her absence in order to be excused. Documentation will be required except for religious holidays.
M4 Students in ECP&P2 and Laboratory Medicine:
In the months of October through January, M4 students may be allowed up to an average of one day of excused absence per week to help accommodate residency interviewing. (Two days of excused absence during the Laboratory Medicine weeks, one day of excused absence during ECP&P2 week.) It is recommended that M4 students schedule as many interviews as possible when College of Medicine activities have not been scheduled. The allowance of excused absence does not preclude the students’ need to complete all requirements as stipulated by the Director for successful completion of the course. Only when all requirements have been completely satisfied will a final grade be awarded. Once the Coordinator/Director has approved the absence, students must notify the Student Affairs Office of that absence.
Students should not ask for excused absence to sit for the USMLE or the UIC-COM Graduation Competency exams during ECP&P or Laboratory Medicine.
ECPP2 Students: If due to an emergency, a student needs to miss an ECP&P2 session, he/she must notify Matthew Orlando 312-996-7849 or email@example.com as well as their OSA Advisor PRIOR to his/her absence in order to be excused. Documentation will be required except for religious holidays.
Laboratory Medicine Students: If due to an emergency, a student needs to miss a Laboratory Medicine session, he/she must notify Libra Peray 312-996-0206 or firstname.lastname@example.org as well as their OSA Advisor PRIOR to his/her absence in order to be excused. Documentation will be required except for religious holidays.
Click here for the ECPP and Laboratory Medicine Excused Absence Request Form.