The LMU-OPCVM requires all DVM students to attend all laboratories, small group sessions, exams, patient care shifts, and clinical activities as scheduled. Attendance policies, including tardy policy, are outlined in the course syllabi. All learning events, including lectures, are mandatory in Semesters 1 and 2. In Semesters 3-6, lecture attendance is at the discretion of the course director; all other types of learning events are always mandatory.
If a student must miss a mandatory session, students must notify the Assistant Dean of Student Affairs (ADSA) by submitting the Absence Request Form, which is found in the OPCVM Student Affairs page in Canvas. If the request is approved, the student will contact course directors to schedule make-up assignments if available. Some missed learning events may not be able to be made up, but the student is still responsible for the material. An unexcused absence will result in a grade of zero (0) on any graded activity (e.g. the IRAT and TRAT in a TBL session). A student who will miss a small-group activity (e.g. TBL session) for any reason is responsible for notifying their group members prior to their absence.
Requests for excused absences must be submitted prior to an absence, but if emergency or unforeseeable issues arise, students may inform the Assistant Dean of Student Affairs as soon as possible by email or through the Absence Request Form. Absence requests submitted more than 24 hours after the missed learning event without communication with the ADSA will not be approved. All efforts should be made to not miss examinations, graded learning events, active learning sessions and laboratories.
Reasons for absences that may be excused include:
- Medical concerns (own or of dependents): Any medical absence that requires a student to miss an exam or graded learning event will require a note from a physician stating the necessary days of absence. Other medical absences may require a doctor’s note upon request.
- Bereavement: Bereavement days can be used for the loss of an immediate family member only. These days cannot be used for the loss of a pet. Please contact the ADSA if you lose a close family member so that a plan can be made to accommodate family obligations.
- Military service: Submit requested days as far in advance as possible to allow for planning for this leave.
- Presentation at a conference or official governance position at a conference. Conference attendance without formal responsibilities must be requested as a personal day, not as conference attendance. Conference attendance days must be requested >5 business days in advance.
- Religious holiday/special observance. Religious holiday/special observance days must be requested >5 business days in advance.
- Personal: Personal days are limited to three (3) days per semester for students in pre-clinical semesters (1-6). These days are intended to be used for planned events such as weddings, graduations, conference attendance where the student is not presenting, etc. For personal discretion absences, the Absence Request Form must be approved at least 5 business days in advance. Failure to submit an absence request in a timely manner can be grounds for denial of such request even if the absence itself is for a justified reason.
In the event of an unforeseen life event, please reach out to the ADSA and personal days requested <5 days in advance may be approved on a case-by-case basis. Personal days may not be used on the day prior to or the day after a university holiday or on LMU-OPCVM sponsored special events except with special permission from the ADSA. Students should strive to avoid taking personal discretion absences during active learning sessions (labs, group work, case-based learning, etc.). Personal days may not be used for days that include GNU (exams), lab exams, anatomy practical exams, Clinical Skills OSCEs, or Professional Skills OSCEs.
In courses under 3 credit hours, there may be no more than 2 events missed due to personal discretion absence. Missing part of the day will still be counted as a full day of absence.
Absences from Surgery and Patient Care Episodes (Semesters 5 & 6):
- No Personal Days allowed during the student’s scheduled surgical responsibilities (including but not limited to the day of surgery, pre/post-operative care).
- Significant Life Events: There may be an opportunity to schedule surgical encounters around significant life events. Notify Clinical Skills course directors before the semester begins to determine when possible.
- Illness and other excused absences follow the exam procedure noted below. (read Doctor’s note and absence request timelines). Additionally, the Director or Coordinator of Clinical Skills must be notified directly to manage patient responsibilities.
Absences from Generalized NAVLE Understanding checkpoints (midterm and final):
Attendance is mandatory for all Generalized NAVLE Understanding checkpoints (midterm and final) at scheduled exam times. Absences may be approved for reasons 1-5 noted above, following the procedures outlined above.
Medical absence on an exam day requires:
- Documentation by a Doctor’s note from in-person visit submitted within 24 hours of exam start time (email to ADSA). Telehealth notes are not accepted.
- Absence request submitted BEFORE exam starts (via Student Services Canvas).
Penalty: Late submission of either will result in a 10% deduction from all exams taken that day.
Make-up exams are coordinated through the Director of Outcomes and Assessment and the Office of Academic Affairs.
Additional Considerations
The Assistant Dean for Student Affairs will review the student absence reports, and if a student exhibits a pattern of excessive absences, the student will be required to meet with the Assistant Dean for Student Affairs to explain the reasons and discuss a plan for an attendance recovery plan.
Attendance Sign-In Sheet/Form: Signing in or submitting an attendance sheet/form for another student is unethical and considered an Honor Code Policy violation. Students may ONLY sign in/submit attendance sheets/forms for themselves and no other students.
Please refer to clinical year section for details on the absence policy during clinical year.