Phase 3 Discovery and Electives Attendance

Discovery, LCE, T-SubI, Advanced Electives, and Capstone Attendance Policies and Procedures

Discovery and Longitudinal Clinical Experience (LCE)

  1. Discovery Attendance Policy 

    1. (1a) Students participating in Discovery are expected to engage in approximately 40 hours per week of Discovery-related work. Schedules may vary depending on the nature of the project, including remote or in-person work and flexibility.
    2. (1b) Students and mentors must ensure time is reserved for weekly Longitudinal Clinical Experience (LCE) activities. Students are expected to follow expectations co-developed with their mentors and uphold DGSOM’s standards of professionalism.
    3. (1c) For any absence, the Course Director and/or Course Specialist will determine how missed coursework must be remediated to meet course requirements.
    4. (1d) Attendance will be recorded for all required Discovery learning activities.
    5. (1e) If a student needs to miss a Discovery activity for any reason, they must notify the Course Director and Course Specialist before the session begins.
    6. (1f) Failure to notify the appropriate individuals in advance (or as soon as feasible in the case of an emergency) will result in an unexcused Absence Without Communication (AWOC).
    7. (1g) For urgent absences, students must submit an Absence Request Form. In emergencies, the form should be submitted as soon as reasonably possible given the circumstances.

  2. Discovery Procedures

    1. (2a) Permission for an excused absence from a required Discovery activity is granted at the discretion of Discovery Course Leadership and the Curricular Affairs Office.
    2. (2b) Students must submit the Absence Request Form at least 7 days in advance of the planned absence.
      1. (2b.1) The student submits the form to the Curricular Affairs Office for initial review.
      2. (2b.2) Upon approval, the form is shared with course faculty leads for final review.
    3. (2c) Requests submitted fewer than 7 days in advance will not be considered, except in cases of acute illness or emergencies.
    4. (2d) It is the student’s professional responsibility to notify the Course Chair and Course Specialist once an absence is approved.

  3. Longitudinal Clinical Experience (LCE) Attendance Policy 

    1. (3a) Students are expected to complete 24 half-day clinical sessions with their Preceptor-Coach:
      • 12 sessions with a Generalist
      • 12 sessions with a Specialist or Sub-specialist
        While specific calendar weeks are designated for these sessions, students may coordinate with their Preceptor-Coaches to schedule sessions during alternate or vacation weeks if needed. Two make-up weeks are scheduled at the end of LCE.
    2. (3b) Students are also expected to engage in self-directed learning for a half-day each week. This may include skill-building or career exploration with DGSOM faculty.
    3. (3c) LCE activities scheduled outside of designated weeks must not interfere with Discovery responsibilities. Students are expected to follow expectations co-developed with their Preceptor-Coaches and maintain professionalism.
    4. (3d) After each session, students must complete the LCE Feedback and Attendance Form, summarizing formative feedback. Submission of this form documents attendance. Failure to submit the form will result in the session not being counted until the form is submitted.
    5. (3e) If a student cannot attend a scheduled session, they must notify their Preceptor-Coach and arrange a make-up session.
    6. (3f) For urgent absences, students must submit the Absence Request Form and email:
      • The LCE Course Specialist
      • Their Preceptor-Coach

  4. Vacation during Discovery and LCE 

    1. (4a) Students are excused from curricular responsibilities during Winter Break and Academic Holidays. Refer to the Academic Calendar on the Calendars page for specific dates.

Transitions to Sub-Internship (TSUB-I) and Capstone

  1. Attendance Expectations

    1. (1a) All learning activities during TSUB-I and Capstone are mandatory. Students should refer to their course calendars or communications from Course Chairs or Course Specialists for session-specific details.
    2. (1b) Attendance will be recorded for all required learning activities.
    3. (1c) If a student is absent, the Course Chair(s) or Course Specialist will determine how and by when missed coursework must be remediated. Students are responsible for completing all missed material.
    4. (1d) For urgent absences, students must submit an Absence Request Form. In emergencies, the form should be submitted as soon as reasonably possible given the circumstances.
    5. (1e) Students are expected to attend all required sessions on their assigned date and time, and to remain for the entire duration.
      1. (1e.1a) If a student anticipates arriving late or needing to leave early, they must notify the Curricular Affairs Office, Course Specialist, and Course Director in advance.
      2. (1e.1b) Students who arrive 10 or more minutes late or leave early without prior communication (or as soon as feasible in the case of an emergency) will receive an Absence Without Communication (AWOC) Notification.

  2. Absence Procedures

    1. (2a) Because all TSUB-I and Capstone activities are required, absences will only be excused for urgent circumstances as defined in the Universal Attendance Excused Absence Policy.
    2. (2b) Students must submit an Absence Request Form for absences due to:
      1. Illness
      2. Non-reschedulable healthcare appointments
      3. Personal emergencies
    3. (2c) It is the student’s professional responsibility to notify the Course Chair, Course Specialist, and, where applicable, course faculty (e.g., core educators) of the approved absence.

Phase 3 Advanced Electives

  1. Excused Absences

    1. (1a) For absences due to urgent circumstances (e.g., illness, personal emergency), students must notify the Site Director, Elective Coordinator, and their clinical team as soon as possible.
    2. (1b) Students must also submit an Absence Request Form. In emergencies, the form should be submitted as soon as it is feasible given the situation.

  2. Unexcused Absence Without Communication (AWOC)

    1. (2a) An AWOC may result in automatic failure of the elective, requiring the student to repeat the course.
    2. (2b) Failure to notify the Course Chair, Coordinator, and clinical team in advance of a missed session will result in an AWOC.

  3. Religious Observances

    1. (3a) DGSOM supports religious diversity and allows students to observe religious holidays. However, students are required to make up any missed time.
    2. (3b) Students must request approval for religious observance absences from the Course Chair at least one month prior to the start of the elective. Efforts will be made to adjust schedules or reschedule clinical shifts.
    3. (3c) The Course Chair will notify the Coordinator and clinical team of any approved absences. If the number of requested days exceeds the elective’s allowed time off, the request must be reviewed with the Associate Dean of Student Affairs to ensure course requirements are met.

  4. University Holidays

    1. (4a) Students on advanced electives are excused from clinical duties on Thanksgiving Day.
    2. (4b) Students are expected to attend clinical duties on all other holidays if the clinical service is operational.
    3. (4c) For any absence, the Course Chair will determine how missed time must be made up to fulfill course requirements.
      1. (4c.1) For electives fulfilling the consecutive Sub-I requirement (300-level, 400-level, or ICU electives):
        1. (4c.1a) If missed time cannot be made up during the elective, the course will not count toward the required 12 consecutive weeks of Sub-I training.
        2. (4c.1b) Students may, with approval and scheduling availability, complete the elective later to earn elective credit, but it will not count toward the consecutive Sub-I requirement.
      2. (4c.2) For electives not fulfilling the consecutive Sub-I requirement:
        1. (4c.2a) If missed time cannot be made up during the elective, students may, with approval and scheduling availability, complete the elective later to earn elective credit toward graduation.

  5. Days Off Policy

    1. (5a) Per the DGSOM Duty Hours Policy, students must receive one day off per week, averaged over the course of the elective.
    2. (5b) For electives without weekend duties:
      1. (5b.1) Weekend days are considered the scheduled days off.
      2. (5b.2) Students may not request additional weekdays off, except in emergencies.
      3. (5b.3) In some cases, students may request to work on a weekend in exchange for a weekday off, with approval from the Course Chair, supervising resident, and attending. These requests must be made before the elective begins.
    3. (5c) For electives with weekend duties:
      1. (5c.1) Students will receive one day off per week, averaged over the rotation (e.g., 3 days off for a 3-week elective).
      2. (5c.2) Students may request to adjust their scheduled days off for residency interviews, with approval from the Course Chair, supervising resident, and attending.

  6. Residency Interview Policy

    1. (6a) Residency interviews are not considered excused absences.
    2. (6b) Students may not request days off for interviews during scheduled electives (except during research electives).
    3. (6c) Students may use their scheduled days off for interviews and may request to adjust those days with appropriate approval.
    4. (6d) In electives where weekend work is possible, students may request to swap a weekday for a weekend to attend an interview, with approval from the Course Chair, supervising resident, and attending.

  7. Advanced Electives Absence Procedures

    1. (7a) Absences during Phase 3 Advanced Electives will only be excused for urgent circumstances as defined in the Universal Attendance Excused Absence Policy.
    2. (7b) Students must submit an Absence Notification Form for absences due to illness or personal emergency.
    3. (7c) It is the student’s professional responsibility to notify the Elective Chair, Coordinator, and clinical team of the absence.

Policy Responsibility and References

  1. RESPONSIBILITY
    Advanced Electives Coordinators
    Advanced Electives Chairs
    Discovery Course Chair
    LCE Course Chair
    Capstone Course Chair
    Curricular Affairs Office
  2. REFERENCES
  3. POLICY OWNER
    Medical Education Committee
  4. REVIEWED BY
    Medical Education Committee
    Discovery/LCE Curriculum Committee
    Curricular Affairs Office
    Student Affairs Office
    Academic Performance Committee
  5. REVIEWED DATE and REVIEW CYCLE 
    August 2024, 3-year review cycle