Participation Policy (SOM)

PHSU SOM Attendance/Participation Policy

Reason for Policy

Participation in the curriculum is vital for training, assessment, and patient care. Participation and punctuality are expected and considered critical components of a student’s educational experience and commitment to professionalism.

Policy

Per the PSHU Institutional Attendance Policy, Ponce Health Sciences University does not require mandatory attendance to class sessions. Attendance is defined as participation in academic activities registered by the instructor. However, monitoring student academic activity will be required to fulfill the following policies:

No-Show Policy (as per policy PHSU-ADM-20230531-3)

No Shows (NS) are students with no academic activity certified for the first two weeks of a course (included in the Census for No Show determination). The faculty members will enter the session attendance module in My Campus only during the first two weeks of each term. The Registrar’s Office will generate a report on the date established as the No Show Determination Date. Students who do not comply with attendance during the first two class sessions will be processed as No Shows.

Administrative Withdrawal (as per policy PHSU-ADM-20230531-2)

An Administrative Withdrawal (AW) may occur when a student is not in compliance with at least 50 % of the course criteria, as specified in the syllabus, or when students do not comply with the fees and payment arrangements made upon enrollment. Administrative withdrawals due to non-compliance with at least 50 % of the course criteria will be granted up to the last day for total/partial withdrawal as stipulated in the Academic Calendar. The lead faculty member of the course, the Course Director in the Ponce Campus, and the Assistant Course Director in the STL Campus must complete the administrative form and submit it to the Registrar’s office. The faculty member must notify the student about the Administrative Withdrawal.

No Grade (NG) Reported Policy (Administration Annotation and Grading System PSHU Catalog)

This policy outlines the procedures and guidelines for assigning a No Grade (NG) reported for students in specific situations within the schools and programs of Ponce Health Sciences University (PHSU).

No Grade (NG) will be an administrative mechanism used by the Registrar to indicate that a grade cannot be reported for a course. The NG will only be used under specific circumstances preventing a faculty member from submitting the corresponding grade for that course.

The NG reported may be assigned under the following circumstances:

• The student has a pending score report (e.g., USMLE (United States Medical Licensing Examination) Step 1 as a requirement of SKD 091).

• The student needs to repeat a standardized written exam or a practical exam (e.g., NBME’s examinations, OSCE’s).

• The student does not complete the required activities log in the schools/program digital platform (e.g., patient log in Med Hub).

• External practicum/internship sites are delayed in the submission of students’ feedback or evaluation reports to the schools or programs.

Incomplete Policy (as per Policy PHSU-ADM-20230531-4)

Students with satisfactory work in a course but who, due to extenuating circumstances, cannot complete the required coursework during the session may, as approved by the professor, receive a grade of “I” (Incomplete) together with a provisional letter grade or score indicating the level of performance on the work completed to date and the work due to be completed. Acceptable reasons to be considered by the professor for awarding grades of “I” include, but are not limited to, serious illness, accidents or hospitalization of the student, their dependents, spouse or significant other, natural disasters, military mobilization, or a court-ordered appearance. Any other hardship circumstances must be approved by the Vice President of Academic Affairs or the Assistant Vice President for Academic Affairs in the St. Louis Campus.

Excused Absence Policy (as per Excused Absence Policy For Academic Activities)

The Office of Academic Affairs will determine if a student will be excused. Students may be eligible for an excused absence if they can provide proper evidence for the following circumstances:

• Serious accidents, emergencies, or illnesses make in-person attendance impossible. PHSU reserves the right to consider any other emergency that is not listed here.

• Acute illness (e.g., viruses, infections, or injuries that require urgent care)

• Attend preventive care appointments (e.g., regular checkups and screenings, medical or dental, vaccination, and counseling, among others).

• Medical procedures (scheduled or emergency)

• Treatments for pre-existing medical conditions • Accidents, death, or hospitalization of the student’s next of kin, like their dependents, spouse, parents, or significant other

• Natural disasters or consequences affecting the living environment outside of the officially declared emergencies

• Military obligations • Participation in extracurricular activities (previously approved)

• Court or government-ordered appearances

• Religious observances

Students are responsible for all work missed during their excused absence. Schools and Programs will determine alternative remediation methods (e.g., video conferences, assignments, and others at their discretion). Students must notify the corresponding course faculty about their absence.

Students are requested to provide all necessary evidence to be considered for an academic excuse for situations that can be anticipated in advance (e.g., military obligations, court or government-ordered appearances, medical procedures, and preventive care appointments). In the case of preventive care appointments, these should be coordinated whenever possible on dates that do not conflict with exams, laboratories, standardized patient exercises, simulations, clinical activities, or other academic activities requiring physical presence.

In the case of illness, emergency, or hospitalization, the student must submit a medical certificate or emergency room paperwork if the latter is an extraordinary situation. In the case of the death of a student’s next of kin, like a dependent, spouse, parents, or significant other, a death certificate or funeral letter must be submitted. If the hospitalization involves a next of kin, like a dependent, spouse, parents, or significant other, the student must submit the same documents as requested for their case. If signs and symptoms of an illness require quarantine, the student must adhere to quarantine recommendations until the disease is confirmed, and the guidelines are met. The Student Health Service Coordinator will execute and guide the quarantine order through the Office of Student Affairs.

For weather conditions (e.g., storm, snow, heavy rain), technology issues (e.g., iClicker problems), or religious observances affecting student participation, students must communicate directly with the School or Program Director/Coordinator. Schools and Programs will follow the PHSU Attendance Policy and all its sections accordingly.

Evidence supporting the request for an academic excuse must be submitted to the Office for Academic Affairs within 48-72 hours of the request. Excuses will be granted for up to five (5) working days, regardless of the person. No more than five (5) excused absences will be given in one term. However, if an excruciating situation requires an excuse above five (5) working days (e.g., 6 to 10 days), a remediation plan developed by the School or Program will be required and approved in a meeting with the Office of Academic Affairs.

Excuses for Participation in Conferences (as per Excuses for Participation of Students in Extracurricular Activities institutional policy)

Ponce Health Sciences University (PHSU) supports students’ participation in activities outside their educational schools and programs that contribute to their professional development. These activities include attending conventions or specialty meetings, continuing education activities, professional organization meetings, community activities, and voluntary service activities. However, students must be aware that their academic performance remains a priority, and they are expected to meet all the academic requirements of their curriculum. Students must maintain good academic standing to be eligible to request participation in extracurricular activities. These activities require authorization from the Office of Academic Affairs and the corresponding School or Program Department Director/Coordinator.

Procedures to be followed:

• Any student interested in participating in an extracurricular activity when the student has scheduled academic activities must request written authorization from the School or Program Department Director/Coordinator by submitting an “Application to Participate in Extracurricular Activities during Academic Periods”

• The request must explain the extracurricular activity, its purpose, expected time commitment, and potential student development benefits. The authorization must be requested at least two weeks before initiating the extracurricular activity.

• Students must provide all the evidence available to support the request. The student must abide by the determination of the School or Program Department Director/Coordinator and will accept the responsibility for the material covered and learning activities missed during the absence period.

• Students will be responsible for providing a plan to cover missed activities while participating in the requested extracurricular activity. It will be the responsibility of the School or Program Department Director/Coordinator to evaluate the paperwork submitted by the student and make the recommendation to the VP for Academic Affairs (Ponce/San Juan) or the Assistant VP for Academic Affairs (St. Louis Branch Campus), who will make the final authorization.

• Documents submitted by students must be complete and have all signatures before requesting approval from the Office of Academic Affairs.

Authorization from the Office of Academic Affairs to attend extracurricular activities does not obligate a school or program to make special arrangements or to organize additional activities to substitute for the missed period by excused students. Authorized absences to participate in extracurricular activities will be counted as “excused absences” for the Excused Absence Policy for Academic Activities. Also, it will follow the PHSU Attendance policy. Attendance is defined as participation in academic activities registered by the faculty. Participation in the courses will be measured based on the involvement in the academic activities included in the syllabus as part of the course requirements.

Preclinical Years (Phase 1)

In the PSHU SOM during preclinical years, the course directors will list all course activities in the syllabus, which will be available on Canvas. Active participation in all course activities is encouraged. The course director may require students to engage in in-person activities. It is at the course director’s discretion to award points for participation in in-class session activities.

Some of these activities, listed in the syllabus, may require a signature to demonstrate in-person participation. Students are required to sign only for themselves in these activities, and any violations will be reported to Student Affairs or the Promotions Committee. Such activities include but are not limited to exams, presentations, small group activities, problem-based learning, team teaching activities, think/pair/share, laboratories, question and answer sessions, and any other teaching activity in which student participation may be required.

All courses are encouraged to record video lectures and utilize in-class sessions for activities that require the application of course content. These formative activities may ensure that each medical student is assessed and provided with formal formative feedback early enough during each required course to allow sufficient time for remediation. If the course has recorded lectures, participation in in-person lectures should not be required, nor should participation points be given.

Clinical Years (Phase 2)

Participation in all the clerkship academic and clinical activities is required in person. Each clinical clerkship will determine whether points for participation will be awarded.

Excused absences for any prolonged period that the student cannot make up during the rotation time may result in an incomplete grade, and the student will be required to make up for missed clinical activities. The remediation plan may vary according to individual circumstances.

The student must notify the course coordinator if they will be absent from the inpatient or outpatient rotation. Asking another student to inform the team or the outpatient site is unacceptable and will be considered unprofessional behavior.

Absence due to attending a conference:

During all clerkships, advanced permission to participate in research presentations or conferences must be obtained from the clerkship director and the VP for Academic Affairs at least two weeks in advance. (See institutional policy above.) Proof of attendance will be required.

Absence due to medical residency interviews

During all clerkships, students must obtain advanced permission from the clerkship director to attend a residency interview. The student is expected to inform the attending physician of the interview dates so that remediation activities can be scheduled accordingly. In the event of scheduling difficulties, the clerkship director will identify alternatives for remediation. Students should not exceed 5 days per clerkship and electives for interviews.

For no reason should the clerkship director request or accept any information regarding the medical services of a student. The student should be referred to the Vice President for Academic Affairs. (See institutional policy above.) Students exceeding five excused absences per semester will be referred for evaluation by the Vice President for Academic Affairs.

Students with extended absences due to illness or other circumstances may require remediation of their clerkship, a leave of absence, or adjustments to their regular academic schedule. They will be referred to the Vice President for Academic Affairs.