1. Purpose and principles
1.1. The Attendance Policy at Medical Doctor (MD) Program, College of Health Sciences (CHS), VinUniversity, is integral to our mission of ensuring academic excellence and supporting student success. This policy applies universally to all Year 1, 2 and 3 students enrolled in our MD program, aligning with the college’s commitment to maintaining high standards of academic excellence.
1.2. This policy is designed with a supportive approach, aiming to facilitate students’ academic progress, the attainment of professionalism, and the achievement of learning outcomes. By recording, monitoring, and reviewing attendance, we establish a crucial mechanism for identifying students who may be facing challenges in their academic or personal lives.
1.3. Early identification through our attendance monitoring system enables timely intervention, allowing us to offer appropriate academic support to students in need. Through this proactive approach, we aim to create an inclusive and supportive environment where every student can thrive academically and professionally.
1.4. The attendance rate refers to the percentage of scheduled didactic and non-didactic teaching and learning sessions that a student attends or participates in within a given time frame. The attendance rate (AR) can be calculated using the following formula:
2. Scope
This policy serves as a guiding framework for the MD program in implementing, monitoring and reviewing student attendance in Years 1, 2, and 3.
3. Policy/Procedural Statements
3.1. For didactic sessions:
Attendance at didactic sessions is not mandatory, except when explicitly required by the Course Director and formally endorsed by the Medical Program Committee (MPC). Such endorsement must be obtained prior to the start of the course and communicated to students before the course commences.
3.2. For non-didactic sessions:
3.2.1. Attendance is mandatory for all non-didactic teaching and learning sessions, with a requirement of 100% attendance.
These non-didactic sessions include:
- Workshops
- Small Groups
- Laboratory work
- Clinical Placements
- Other sessions defined by the Program Director
3.2.2. Students are allowed a maximum of 20% excused absences. If a student miss any of the non-didactic sessions with an approved excused absence (as outlined in Appendix 1), the student will be required to complete an equitable assignment as determined by the course coordinator/instructor.
3.2.3. Students must provide all relevant information and supporting documentation to the teaching team within three days following their application for an excused absence.
3.2.4. Any absences exceeding 20% allowance of excused absences will necessitate a special consideration for approval by the Board of Examiners (BOE).
3.3. Registering and recording attendance
3.3.1. The MD program will establish the attendance recording method and ensure that it enables the routine tracking of students’ attendance, facilitating early identification of those in need of additional support.
3.3.2. Students will be able to register their attendance both electronically and manually at any point during the scheduled session as directed by the teaching team. However, attendance registration will not be permitted after the session has concluded.
3.4. Appeal Policy
3.4.1. In the appeal process regarding attendance recording, students have the right to submit a formal request for review to the BOE. This request should outline the grounds for appeal, such as discrepancies in attendance records.
3.4.2. The BOE will thoroughly review the appeal, considering all relevant information provided by the student and any supporting documentation. Following the review, the BOE will render a decision, which will be communicated to the student in a timely manner. The decision reached by the BOE will be final and binding.
4. Roles and Responsibilities
4.1. It is the responsibility of students to attend the sessions scheduled for them and to register their attendance according to the designated method.
4.2. Teaching Assistants (TAs) will oversee student attendance and promptly report any concerns to the course instructors on a weekly basis.
4.3. The course instructor will engage in discussions with students who have been flagged with concerns regarding attendance, aiming to address their issues and provide necessary support or guidance.
4.4. BOE’s responsibilities revolve around ensuring the integrity of the attendance policy, providing a mechanism for review and appeal in cases of dispute or special circumstances, and making final decisions on matters related to excused absences and attendance appeals.