Requesting Absences from Scheduled Classes and/or Clerkships

Students are permitted excused absences from a required curricular and/or clinical activity to access healthcare services, due to illness or an emergency. A student who is unable to undertake an assessment because of an unforeseen illness or personal/family issue must notify Student Affairs.

Other absences may be granted from a required curricular and/or clinical activity for the following reasons. Please note that requests to miss clinical assessments will not be considered.

Please communicate with your course/clerkship director, attending physician and clerkship coordinator (if applicable) prior to submitting the appropriate absence form for either Years 1-2 or Years 3-4. Student Affairs is available to discuss your requests and assist with communication as necessary.

Excused absences may have implications for meeting the objectives of the course and assignment of the final grade as detailed in the course syllabus. Unexcused absences will result in a professionalism report.

Absences for medical needs:

  • UNR Med is supportive of students needs to tend to their routine healthcare. We encourage you to schedule routine healthcare appointments for times that do not conflict with required curricular activities. However, we recognize that this is not always possible. In these circumstances, please connect with the responsible faculty member (course/clerkship director, coordinator and attending physician) prior to filling out the appropriate absence form to ensure any scheduling conflicts are resolved and required make-up work/activity is managed.
  • If you have a recurring medical appointment or another issue, be in contact with Student Affairs to guide you in seeking accommodations through the UNR Disability Resource Center and help you communicate with the responsible faculty member.
  • In case of illness, students are encouraged to take appropriate time off and seek medical care. They should connect with the responsible faculty member (course/clerkship director, coordinator and attending physician) as soon as possible in regard to their illness and prior to filling out the appropriate absence form.
  • Please review the UNR Med COVID-19 guidelines for MD Students for COVID-19-related absences.
  • If a student is ill for more than 3 days, they should reach out to Student Affairs for additional guidance. Depending on the circumstance and the length of time away from the MD program, students may be given an in-progress grade and require that further work be completed in at another time.

Absences during Years 1-2:

  • Students must request an absence from a required activity in years 1-2 by filling out the Years 1-2 Absence Request Form at least one month in advance of the requested leave when possible.
  • The request must include information/context for the request, a description of the required activities that you will be missing, and the student's plan for making up any missed work.
  • Approval will be based on several factors including any academic concerns related to the requesting student, the number of days being requested, the material covered during the leave, and the purpose of the request.
  • Requests will be considered for approval by the Associate Dean for Office of Medical Education, in consultation with the Associate Dean of Admissions and Student Affairs.
  • Students will be responsible for completing any missed required assignments at the discretion of the Block Director(s) in whose block the leave falls and provide approval from the Block Director(s) regarding their plan.

Absences during Clerkships or Electives:

  • Students are required to communicate with their clerkship/elective director, coordinator and attending physician regarding absences for any reason.
  • Additional absences may be granted as noted above and on the absence form.
  • For all absences, you will remain responsible for educational and patient care responsibilities, which will require you to make up time in the rotation.
  • If a student is/will be absent for any reason, they must submit an absence form by filling out the Years 3-4 Absence form at least one month in advance of the requested leave when possible.
  • Approval will be based on several factors including any academic concerns related to the requesting student, the number of days being requested, the material covered during the leave, and the purpose of the request.
  • Absence approval will be considered by the clerkship/elective director and the Associate Dean for Office of Medical Education, in consultation with the Associate Dean of Admissions and Student Affairs.
  • Coordinators should be given as much time as possible to accommodate your request. One month is standard. If students must make a last-minute request less than one month in advance, Student Affairs should be consulted prior to submitting a request.

Requesting absences for traveling to conferences or residency interviews:

  • Students must be in good academic standing to be eligible to travel to conferences.
  • Attendance at conferences is usually granted only if a student is presenting scholarly work at that meeting.
  • If you are requesting to attend a conference in which you are not presenting, please reach out to Student Affairs/Career Advising prior to submitting your request for guidance.
  • Elective directors have the discretion to approve or decline absence requests during the fourth year. Given the importance of residency interviews and understanding that sometimes applicants don’t have flexibility for scheduling these, every reasonable effort is made to accommodate absences related to residency interviews. If it is still necessary to make these requests with as much advanced notice as possible and with the understanding that is a significant portion of any rotation is missed, then alternate arrangements for making up lost time may need to be made at the discretion of the elective director.