General Attendance Policies for Preclinical and Clinical Curriculum

Students must attend and remain present at all required sessions unless they have an excused absence. Attendance is required for all laboratories, guest lecturers, and for discussion sessions where >50% of the time spent over the course of the semester is used for discussion. Quizzes may be given during required attendance sessions to ensure attendance. Note that required attendance, discussion sessions or laboratories may not be recorded with Echo 360 Lecture Capture. If students have concerns about the attendance policy for a course, they should contact their Veterinary Education Review Committee (VERC) or Curriculum Committee representatives.

If a course or other required educational experience is determined to be required attendance, the course director will decide whether students will have one ‘free pass’. The course instructor will also determine if or what makeup work is necessary in the event of an absence, excused or otherwise. The student is solely responsible for any material covered in their absence. It is up to the course director’s discretion to determine how attendance will be monitored.

Cummings School of Veterinary Education, like all other accredited veterinary schools, is not approved to deliver distance education – thus all lectures are delivered to support in-person attendance. Distance education is not supported as a planned curricular method.

Attendance Tracking

Attendance will be recorded using Poll Everywhere, OASIS, Canvas Quiz, sign-in sheet, or other, at the course director's discretion. You are not permitted to sign-in for another student or falsely record your attendance. Please refer to the Policy on Ethical and Professional Conduct of Students. It is the individual student’s responsibility to make sure that their attendance is recorded.

Tardiness

Students arriving late at scheduled sessions will be recorded as absent if they do not arrive within 15 minutes of the session starting. Repeated lateness is unacceptable and may result in a failing grade for the course. Students who leave before the session ends, will also be marked absent unless the absence is excused.

Protocol For Excused and Unexcused Preclinical Absences

• Students may obtain an excused absence from a session by sending ONE email addressed to three recipients: CummingsAbsence@tufts.edu (Office of Student Affairs), Course Director, and Course Administrative Assistant, prior to, or on the day of the session that they miss.
• Emails sent the next day will only be accepted if a medical condition or family emergency prevents the student from emailing the course director on the day of the session.
• Note that a doctor’s note is not required unless it is requested by the course director or Office of Student Affairs. It is the course director’s prerogative to request a doctor’s note for any absence.
• Students should not appeal to the course director for individual exceptions because these are school policies that must be applied consistently across the D.V.M. program. If course directors receive requests for exceptions, they must refer students to Assistant Dean for Student Affairs.

Excused Absences
Note that the criteria for excused and unexcused absences have been set by the Office of Professional Education with input from course directors.

Absences are excused for the following reasons:

Illness: In situations of acute illness, the student should remain at home or seek medical care, even if the absence has not been approved before the session or examination. The honor system applies, and requests are approved if the student attests that they are experiencing illness. A medical note will be required if requested by the course director or if repeated absences occur.

Compassionate leave: Students experiencing a death in the immediate family or similar personal crisis will be granted compassionate leave.

Conferences (participating): Students are encouraged to attend conferences where possible, but absences are only excused if the student is a) presenting a scientific abstract as a poster or podium presentation or b) receiving a competitive scholarship from a national or state organization to attend the meeting.

Funerals: Students receive excused absences to attend funerals for immediate relatives or close friends.

Pets: Students may request an excused absence if a pet requires emergency medical care, but requests will only be approved for emergency situations when all other reasonable options have been exhausted. Absences will not be approved for scheduled appointments, even those at referral centers.

Religious Observances for Students Policy

Transportation issues: In the event of a car accident, students should seek medical care and contact the school when the situation has stabilized. If other transportation issues such as mechanical problems with a car or canceled trains/flights are encountered, students should make contact as soon as possible.

Unexcused Absences

Conferences (attending): Absences will not be approved for students to attend conferences or other off-site educational events, except under the conditions described above. Students are encouraged to attend conferences when they do not have attendance-required sessions.

Student associations: Students are encouraged to join national/international student associations and assume leadership roles in these organizations, but absences from required- attendance learning experiences cannot be approved for these meetings except for leadership roles at SAVMA.

Travel arrangements: Although airline tickets and vacation packages are cheaper at certain times of the year, including the weeks leading up to Thanksgiving, the Winter Holiday, and Spring Break, absences are not excused for these reasons.

Weddings: An absence will be approved if it is your own wedding or that of an immediate family member, but attending other weddings is not considered an excused absence. Vacation time is not approved beyond the wedding itself.

This policy applies to examinations, quizzes, and other assessments such as lab practicals. Occasionally, situations arise that prevent students from taking assessments at the scheduled time. Absences are excused for the same circumstances that apply to required attendance sessions; however, they should be minimized as they may reduce preparation time for subsequent examinations. Also, absences often affect others if course directors must postpone examination reviews or delay the release of grades.

Unexcused Absence/One-time Exception (One Free Pass’) THIS POLICY ONLY APPLIES TO EXAMINATIONS: 

Students are permitted ONE exception* to the above policy for attending conferences, student associations, and weddings or other important family events ONCE during their first three (preclinical) years. Students must still request the absence exception by following the procedure described below and take the make-up examination before or after the scheduled date, in consultation with the Office of Student Affairs. *One Free Pass cannot be used for practical examinations (e.g., Anatomy, Clinical Skills). 

Protocol For Excused and Unexcused Preclinical Absences

Send one email to each of the following: 

1. CummingsAbsence@tufts.edu (Office of Student Affairs)
2. The course directors for any assessments you will miss.
3. The administrative assistants for any courses with assessments that you will miss (their names are usually listed in the syllabi). 

The Office of Student Affairs approves* assessment absences and arranges make-up examinations and other assessments. Expect to receive further instructions about make-up examinations during regular hours (8 AM to 5 PM; Monday-Friday). *If permission is denied for an absence, students may request a review of the decision by sending an email to the Associate Dean for Professional Education. Only exceptional and compelling circumstances would suffice to change the decision.

This policy outlines the expectations and guidelines concerning absences from required preclinical educational experiences at Cummings School of Veterinary Medicine. The objective is to maximize each student’s learning experience and align with the expectations of practicing veterinarians. Attendance is fundamental to fostering a community of learners and establishing a professional identity essential for future veterinarians.

Procedures for Reporting Absences for V28 Class

For Planned Absences:

• If you are unable to attend a required session for excused reasons consistent with the D.V.M. Policy Required-Attendance Preclinical Educational Experiences, you must submit a request to the Office of Student Affairs via email to CummingsAbsence@tufts.edu. Non-emergent requests must be submitted 28 days in advance for approval by the Assistant Dean of Student Affairs.
• Students should not appeal to the course director for individual exceptions because these are school policies that must be applied consistently across the D.V.M. program. If course directors receive requests for exceptions, they will refer students to the Assistant Dean for Student Affairs.

For Unplanned Absences:

• If you have unplanned extenuating circumstances that prevent you from attending a required session, you will need to send ONE email addressed to three recipients as soon as possible to CummingsAbsence@tufts.edu (Office of Student Affairs), Course Director, and Course Administrative Assistant.
• Apart from acute illness, the student must receive written email permission from the Student Affairs Office before they are absent from a required session.
• Students should not appeal to the course director for individual exceptions because these are school policies that must be applied consistently across the D.V.M. program. If course directors receive requests for exceptions, they will refer students to the Assistant Dean for Student Affairs.

Exam Attendance Policy for V28 Class and All Class Years Thereafter

This policy outlines the examination attendance requirements, proctoring guidelines, and possible grade reduction upon late arrival.
 

In the spring of the third year, all D.V.M. program students enter their 61-week period of clinical training. During the clinical training period, students have 42 weeks of clinical year core curriculum. Each student must complete the 17 core rotations, which is 42 weeks total. In addition to the core rotations, students complete 15 weeks of electives and 4 weeks of vacation time. Students choose which weeks will be used for electives and vacation time.
Student enrollment for the core rotations is done by a lottery system. Students rank the scheduling block grids that they feel work best for their clinical year plans (i.e., pre-scheduled externships, personal time off/vacation, etc.) There are 4 scheduling blocks (A-D) that are taken over 4 periods of the year. Additional details regarding clinical year requirements and scheduling are provided during the dedicated orientation sessions presented to third-year students.

Third-year students who declare themselves as Large Animal Emphasis (LAE) students may have a modification made to their 4th year schedules that would remove several core small animal subspecialty rotations. These students will instead utilize this time to gain additional exposure and experience in the large animal disciplines at Cummings School. More information about the LAE program can be found in the LAE program section in the Clinical Year Portal on Canvas.

Students interested in the LAE program must meet with a mentor (Dr. Jenei or Dr. Wilkinson) starting in mid-August prior to the clinical year lottery, to develop an alternative 9-week program according to their interest. The plan would have to be approved by a subcommittee that will generate a signed document outlining the core requirements for each student. Each plan would be subject to scheduling approval and must be completed by mid-September before the clinical year lottery.

Students may still schedule elective time in the small animal subspecialties as schedules permit. They must be scheduled to start during the first week of a multi-week rotation so that these students receive a proper orientation to the service. These would count as elective weeks and would not count towards the required LAE weeks.

All clinical year students receive a maximum of 4 vacation weeks. Inclusive in the 4 weeks is the Elective/Vacation (E/V) week scheduled during the December holiday block. Students may choose to use this time for either an elective or vacation week. Students are required to track their vacation weeks and off-campus electives in a designated Box document that is accessible in the Clinical Year Portal in the Electives Information section on Canvas.

Elective weeks must be completed during the clinical training period. To receive elective credit, students are required to complete a minimum of 5 full days/40 hours (1 week) at the same practice/site. Students should not plan to spend more than 6 weeks at the same elective practice/site. In rare circumstances, exceptions to this policy may be made in consultation with the Clinical Year Administrator who will confer with the Associate Dean for Professional Education.

If a student would like to participate in an off-campus elective (externship) that is not pre-approved by the school, the elective site must complete the New Externship Site Form and submit it to CummingsElectives@tufts.edu for approval at least two weeks before the start of the elective. The form is available on Canvas in the Clinic Year Portal in the Electives Information section on Canvas.

Students interested in receiving credit for attending conferences, symposia, etc., must receive pre-approval from the Associate Dean for Professional Education. Any student approved for conference and/or symposium, will be expected to provide the Associate Dean for Professional Education with proof of registration, a list of the sessions attended, and a 1– 2-page reflection on what they learned and how they benefited from attending the event.

Cummings School requires late third - and fourth-year students participating in off-campus electives to provide the required information via the Electives Box document that is accessible in the Clinical Year Portal in the Electives Information section on Canvas.

Students must register international externships with Tufts Travel Registry at least 6 weeks in advance of your externship. The Tufts International Travel Safety Policy and the Travel Registry can be accessed via the Tufts Global Travel website.

The Clinical Year Administrator should be contacted for all scheduling change matters. It is difficult to alter the clinical year schedule without causing difficulties for other students.

Schedule changes will only be approved without further review for the following reasons:

1. Unexpected cancellation of an externship opportunity by the practice or institution.
2. Requests made for health reasons (may require documentation).
3. Requests resulting from other extenuating circumstances such as family emergencies or death in the family.

The Clinical Year Administrator should be contacted as soon as possible if these situations arise. Approval may be granted, but cannot be guaranteed, for schedule changes that result from:

1. Changes in career focus.
2. New externships becoming available.
3. Personal reasons other than those listed above.

If a student would like to request a schedule change for one of the reasons in this group, they must contact the Clinical Year Administrator a minimum of 12 weeks ahead of time and require approval from the Associate Dean for Professional Education. The Office of Professional Education requires time to process schedule changes to minimize the impact on other students and clinical services.

Students are NOT permitted to swap rotations at any time and all schedule changes must be made through the Office of Professional Education according to this policy.

All absences must be reported via the Clinical Absence webform. When the absence can be anticipated, students are expected to demonstrate professionalism and give at least three weeks' advanced notice to the rotation.

In addition to four weeks of vacation, students have five personal days they can use to miss days on rotation. These are not additional vacation days and are intended to “expect the unexpected” for situations that may arise over the 15-month clinical year. Examples include: illness, family emergency, or a difficult-to-schedule medical appointment. Students are required to give at least three weeks' notice when the absence can be anticipated. The absence must be reported using the Clinical Absence webform but the days do not have to be made up.

 The following restrictions apply:

• A student can use a maximum of two personal days on a three-week rotation and one personal day on a two-week rotation (no personal days can be used on a one-week rotation).
• For rotations that include a holiday day, these days are included in the maximum number of personal days that can be missed on a rotation. For example: if a three-week rotation includes President’s Day, the student can only use one additional personal day.
• Students may not use a personal day to miss an orientation day unless it is a documented emergency (for example, a sudden illness would be acceptable but not a scheduled medical appointment). The student must provide documentation of the emergency on the Clinical Absence webform.

A student can use personal time in half-day increments for medical appointments only as long as they provide documentation. The student must be present for at least 5 consecutive hours of the day. If the student does not provide documentation, it will be considered a full day off. Documentation must be submitted using the Clinical Absence webform.

If a student is taking the NAVLE during a rotation rather than on a weekend or during a vacation week, they will need to use their personal days to do it. For NAVLE only, students will be dismissed at 3 pm on the preceding day without the remainder of the day being considered an absence. As this is an anticipated absence, students will need to inform the rotation in advance to get this benefit. The absence will also need to be reported using the Clinical Absence webform.

Once a student has used up five personal days, they will be required to make up each absence on the rotation that was missed, regardless of the reason for the absence. Students can make up rotations during vacation weeks. If they are out of vacation weeks, their diploma will be held until the days are made up. A plan needs to be worked out in consultation with the Rotation Director and the Associate Dean for Professional Education.

In the case that a student fails to follow this policy (for example, those who do not provide timely notification of their absence using the Clinical Absence webform) this will be considered an instance of lack of professionalism and the Associate Dean for Professional Education will be notified in accordance with the policies in the Student Handbook.

Tardiness:
A vital component of professionalism is the recognition of responsibility to the patient and the health care team, which includes being a present and active participant in all rotations.

Repeated lateness is unacceptable and may result in a failing grade for the rotation. Students who leave before the supervising clinician indicates will be considered absent.

Monday holidays* are covered by the previous week’s rotation assignments; therefore, the Monday holiday becomes that last day of the rotation and the new group of students begin their rotation on Tuesday. Below you will find a list of all the observed Monday holidays.

January - Martin Luther King Jr. Day (Third Monday)
February - Presidents' Day (Third Monday)
April - Patriots' Day (Third Monday)
May - Memorial Day (Last Monday)
September - Labor Day (First Monday)
October - Indigenous Peoples' Day (Second Monday)

*Please note that University bonus days that fall on Mondays are not holidays and are subject to the start of a new rotation. Students should consider this a normal workday.

Fourth-year students and third-year students in the clinical phase of the program are considered "essential personnel" and may be required to be on clinics as scheduled. Specific instructions regarding weather emergencies will be given out by rotation directors ahead of time, if possible, but students should check University alerts and weather advisories and Tiger Text for evolving guidelines in the case of severe or dangerous weather conditions.

Once a student commits to an externship they are expected to remain at the site for the agreed-upon number of weeks unless they make a compelling case that they are in a negative environment. Some externships provide fewer hands-on opportunities or less direct teaching, but differences in delivery or expectations do not justify leaving an externship early. Students may be occupying slots that would otherwise be available to others and leaving early may negatively impact the reputation of the school and reduce the likelihood that other Tufts students are given the same opportunity in the future. 

We therefore consider following through on commitments to be a matter of professionalism. Approved reasons for leaving an externship immediately include: 

• Concerns about personal safety
• Sexual harassment or any form of discrimination
• Illness
• A death in the family 

Contact the Office of Professional Education as soon as possible if one of these situations arise.

All other situations must be discussed with the Associate Dean for Professional Education prior to informing the practice of any change in plan. Examples of other reasons include ethical, legal, or professional concerns.

Information resources on externships should be reviewed ahead of time and practices should be contacted before commitments are made if further clarification is required. Some states, including New York State, restrict hands-on opportunities for externs. It is important to note that students who leave externships without approval will receive a Fail grade for professionalism.