Attendance and Absence Policy

An unplanned absence arises from unforeseen or emergent circumstances.

Examples

Sudden illness, family emergency, etc.

Required Steps

• Day of:The student completes the UWOVS Absence Form as soon as possible (within reason for the circumstance) indicating an unplanned absence, brief overview of the situation, and anticipated date of return. In the case of illness, the student is not required to disclose personal or medical health information. In the case of a family medical emergency, the student should not disclose another person’s private medical or personal information.
• In addition, if the absence is from clinic:
  • The OPTOM 348A/B or OPTOM 478 student also notifies the Clinic Operations manager by 7am at Tel: 226-972-6813.
  • The OPTOM 458 and 468 student notifies their clerkship site via the site’s preferred process and time.
• The student provides supporting documentation (see “Required Documentation” section of this policy):
  • On the same day, if possible.
  • If not possible on the same day, within 24 hours of return to activities, verifying the dates of absence.
    • Failure to provide documentation within this timeframe will be considered a lapse in professional behaviour.
  • For extended unplanned absences, the UGSC reserves the right to request supporting documentation during the unplanned absence.
  • For illness-related absences, the required supporting documentation is a University of Waterloo Verification of Condition (VOC) form completed by a licensed healthcare provider.
  • Note: The UGSC adheres closely to healthcare providers’ assessments (e.g. a severe incapacitation means a student should not partake in any activity; e.g may not miss a midterm but still partake in a lab).
• The student keeps the UGSC informed in cases of extended absence. Cases where the student requires a longer absence will be managed on an individual basis.
• A student MAY NOT report future unplanned absences without approved supporting documentation (e.g. “I am unwell and will be taking the rest of the week off”).

Planned absence submissions are requests (not notifications) to be absent from scheduled program activities due to a foreseeable event and are subject to approval by the Undergraduate Studies Committee before the student makes any formal commitments. In submitting a planned absence request, the student requests to be excused from scheduled academic or clinical activities for a defined period. The student recognizes that they are still accountable for any missed content, and accepts any associated implications (e.g. make up activity or alternative(s)) as determined by UWOVS.

Examples

• Healthcare specialist appointment
• religious observance (consistent with the University’s recognized list)
• Board examinations
• Academic conference where the student has a leadership or presentation role
• Varsity commitment
• Major personal celebration (e.g. wedding of a close acquaintance or wedding where the student has a significant role), etc.

Required Steps

The student completes the UWOVS Absence Form by the appropriate deadline for planned absences (see the “Absence Submission Deadline and Associated Notes by Year of Study” section of this policy)

• The student includes supporting documentation appropriate to the type of planned absence (see the “Required Documentation” section of this policy).
• The student DOES NOT make travel bookings or other arrangements/commitments before receiving a decision from the UGSC.

Students whose disability or chronic health condition affects their ability to participate in program activities or requires occasional/recurring absence must register with AccessAbility Services (Needles Hall, Room 1401). It is the student’s responsibility to register with AccessAbility before the start of each academic term or as soon as the chronic condition is known.

• Students provide supporting documentation directly to AccessAbility Services.
• AccessAbility Services works with the student to determine required accommodations.
• AccessAbility Services liaises with/communicates the accommodations to the UGSC and course instructors (personal health information is not disclosed)
• In cases where the accommodation includes occasional absence, students must still report the absence (either planned or unplanned) using the UWOVS Absence Form, but may not be required to provide supporting documentation.

The table below summarizes key deadlines and absence form requirements by year of program. All other policy provisions apply equally across all years of the program.

*Submission of a planned absence request less than four (4) weeks prior to the event, when the event ought reasonably to have been known, risks non-approval.

Supporting documentation should be included with an absence form submission wherever possible. Where an absence type is considered by the UGSC as planned versus unplanned, this is noted in italics below.

Special Notes

**Academic/Professional Conferences: Although some conferences feature student-centred programming, they are primarily intended for a different audience. While students are encouraged to participate in opportunities that broaden their professional exposure, discretionary attendance*** at conferences is of secondary importance to the Doctor of Optometry curriculum. As a result, requests to attend conferences outside of leadership/presentation/award capacity, in place of attendance at scheduled academic and clinical activity, cannot be approved. The following information may help students plan and take advantage of common national and international conferences at appropriate points during the program:

***discretionary attendance = attendance that is optional rather than required—the student attends based on personal interest, conference availability, or perceived benefit (e.g. networking, etc).

Non-clinic Absences

Instructors generally aim to provide alternative arrangements for missed activity. Examples include arranging an alternative date to complete the activity, assigning a make-up activity, or shifting the weight of the missed component to another course element (e.g. final examination). Alternative arrangements are typically at the discretion of the instructor. Course outlines often indicate the consequence of missing a required activity.

Clinic Absences (OPTOM 348A/B and OPTOM 478)

The accommodation for a missed clinic day, regardless of reason, is a make-up clinic day (in the equivalent clinic area wherever possible) during assigned make-up clinic weeks at the end of the affected term. The clinic prioritizes the scheduling of make-up days within a week of the end of clinic, however, this is contingent on the number of make-up days required per student, the required clinic area and potentially the number of other students who also require make-up that term. All missed clinic days must be completed before proceeding into Year 4 (for Year 3 students) or before graduating from the program (for Year 4 students); failure to do so may result in delayed graduation.

• Clinic days may not be made up in advance of the absence.
• Make-up days occur during designated make-up weeks between terms. Students should note and reserve the dates of the make-up week in their calendars.
• Students are not permitted to switch clinic days nor make-up days with each other.
• The decision to carry make-up days into subsequent terms, or to use Reading Week for make-up, may be made in the rare circumstance that a student’s academic progression or clinical competency are at risk. This decision is at the discretion of the course instructor (potentially in consultation with the Clinic Director) and is not an option for average or typical circumstances.

Absences from OPTOM 458/468 (Clinical clerkship)

Owing to the relative homogeneity of the daily external clinical clerkship experience (compared to the OPTOM 478 specialty rotation), students may not be required to makeup missed time (to a termly maximum of three (3) days) for planned absences due to curricular or endorsed activities (e.g. leadership role/award at a conference, day of boards/travelling for boards etc). All non-curricular planned absences (e.g. discretionary conference attendance, personal event) and all unplanned absences require make-up time. In addition:

• Non-curricular planned absences will not be approved during orientation week of the clerkship, nor during the final week to ensure completion of all patient care activities.
• Missed clinic days must be made up at the clerkship site. Considerations for prolonged extenuating circumstances may be made on a case-by-case basis.
• Approval of the activity may be contingent on the clerkship site’s ability to offer make-up days.

When reviewing an absence request, the UGSC takes a holistic approach that aims to balance student wellbeing, student development, and equity with the integrity and requirements of the program. The following factors inform the Committee’s decision regarding approval of an absence, and are not limited to the following:

Factors Supporting Approval

• The absence is for a reason recognized by the policy.
• The request is submitted by the applicable deadline with complete documentation.
• A reasonable alternative arrangement exists that does not disadvantage other students, instructors or disrupt patient care.
• The student’s overall attendance record does not indicate a pattern of non-compliance to this policy.
• The absence does not compromise clinical competency requirements or accreditation standards.
• The student has demonstrated professionalism in prior absence-related communications.
• The student is in satisfactory academic standing and there are no concerns about clinical competency.

Factors That May Result in Non-approval

• The request is submitted after the applicable deadline without a reasonable explanation.
• Documentation is absent, incomplete, or inconsistent with the type of absence.
• The absence falls during an orientation period, final examination period, or other critical program milestone.
• For planned absences from clinic, the availability of make-up days (e.g. based on the number of other students who require accommodation).
• The activity is viewed as having secondary importance or uniqueness to the didactic, practical or clinical activity being missed,
• The number of scheduled activities being missed in the requested period is significant.
• The activity attracts a large enough number of students preventing adequate clinical coverage or an academic activity from running. In these cases, only a limited number of requests may be approved.
• The absence would require cancellation of clinical services.
• The student already has multiple absences in the term.
• Approving the absence would result in/risks the student falling below minimum competency or attendance thresholds.
• The student’s professional performance to date, including but not limited to prior documented non-compliance, warning, misrepresentation or misconduct.

Additional Considerations

• Each request is reviewed individually. Approval of a similar request for another student does not guarantee the same outcome nor that each situation was the same.
• In cases of documented extraordinary circumstance (e.g. serious illness, bereavement), the UGSC has discretion to waive standard deadlines.
• The UGSC will work individually with students whose circumstances result in prolonged absence and significantly affect program progression.
• All submitted absence requests are retained on file, whether approved or denied, and may be considered in relation to future requests.

Course and lab instructors, as well as clinic supervisors and personnel, are expected to:

• Refer students to the established absence process (including submission of UWOVS Absence Form) regardless of the type of absence. Informal arrangements or independent accommodations should not be made between instructors/supervisors and students.
• Report unexpected absences from required activities to ensure that absences are appropriately documented and managed.
• Respond within 2 business days to consultations from the UGSC regarding whether an absence can be accommodated and if alternative arrangements exist.
• Identify students who are not fit to participate (e.g. due to illness, inappropriate attire, late arrival), with the option of relieving or dismissing the student from the activity. In these cases, the instructor should inform the student to submit the UWOVS Absence Form. Supporting documentation may not be required, but make-up activity will be.

• Students are responsible for knowing and adhering to the Attendance and Absence Policy.
• Students are responsible for absence form and documentation submissions that respect published deadlines.
• Students are responsible for clear, proactive and honest communication with the UGSC and instructors regarding absences.
• Before entering contests, registering for or committing to activities that involve absence from the program, students should consider if the absence would reasonably be accommodated (e.g. a planned absence during the final examination period would likely not be accommodated, a personal vacation during term time would not be accommodated, etc.).
• To ensure fair and consistent process, students shall not attempt to make informal/separate arrangements with individual instructors.
• Students shall not make travel arrangements or other commitments before receiving a decision for an absence request. If the request is denied, any financial consequence (e.g. rebooking a flight, registration fees) are the responsibility of the student.
• Students recognize the intersection between punctual, regular attendance, prioritization of scheduled programming during term time, and professional behaviour.
• Students are required to honour and fulfill any alternative arrangements resultant of an accommodation.
• Regardless of the type of absence, students are ultimately responsible for the content that was missed.

Full and punctual attendance, appropriate absence reporting and compliance with policy and procedure are fundamental expectations of professional conduct in the Doctor of Optometry program and reflect the standards expected of future healthcare professionals. As future healthcare professionals, students are expected to demonstrate reliability, accountability, honesty, respect for patients and colleagues and to take responsibility for meeting their academic and professional obligations.

Failure to meet the expectations outlined in this policy may be considered a lapse in professionalism. Examples include, but are not limited to:

• Late arrival or a pattern of late arrival to required activity
• Failing to attend a required program activity without following the required absence reporting procedures
• Late or repeatedly late submission of absence forms and/or supporting documentation
• Failing to plan for an absence and submit a timely request when the student was reasonably able
• Failing to submit an absence request when asked directly, and/or failing to submit promptly
• Failing to notify the UGSC, clinic personnel or clerkship site supervisors of an absence as required
• Failing to respond to UGSC communications in a timely manner or to maintain ongoing communication as indicated
• Failing to provide timely and adequate documentation following an urgent/emergent event
• Reporting unplanned illness in advance (e.g. calling out sick for multiple days without adequate rationale or same-day documentation)
• Failing to complete assigned make-up activities or to connect with instructors within 2 business days when directed by the UGSC
• Ignoring, circumventing or disregarding decisions or communications provided by the UGSC
• Attempting to make alternative arrangements outside of the established process
• Committing to an activity without prior approval (e.g. making travel arrangements, registering, etc)
• Misrepresenting the situation (lying, feigning illness, falsifying or altering documentation, etc)
• Demonstrating a pattern of behaviour inconsistent with the professional expectations of the program

Consequences of Non-Compliance/Lapses in Professionalism

Students who do not meet the requirements of this policy may be considered to have committed a lapse in professionalism and/or to have engaged in academic or non-academic misconduct. Lapses in professionalism will be documented. Consequences are applied progressively and may include but are not limited to:

• Warning
• Non-approval of subsequent absence requests.
• Academic penalties as outlined in the relevant course outline (e.g., a grade of zero for a missed assessment, discretionary grade reduction for lapse in professionalism, or a “No” for Professional Behaviour for clinical activities).
• Referral of the matter to the Faculty of Science Associate Dean Teaching and Learning, Undergraduate Studies as per Policy 71 (Student Discipline) in cases where the event meets the criteria to be considered academic or non-academic misconduct (e.g. misrepresentation).
• Formal documentation of the lapse in professionalism on the student’s academic record.
• Minimum 1-term suspension from the program as decided by the Assistant/Associate Dean.

A Grievance may be pursued when a student believes that a decision of a University authority or the action of a University employee affecting some aspect of their University life has been unfair or unreasonable. If a student believes a UGSC decision regarding their absence has been unfair or unreasonable, it is their right to grieve the decision under University of Waterloo Policy 70 Student Petitions, Grievances and Requests for Reassessment.

Pursuing a grievance carries no academic penalty or retaliation.

• Step 1: The student emails or meets with the UGSC or UGSC Chair to seek informal resolution.
• Step 2: If unsatisfied with the outcome of Step 1, the student submits a Notice of Grievance to the Faculty of Science Associate Dean of Undergraduate Studies, Teaching and Learning.