MBChB Attendance and Absence Reporting

Attendance is one of the key professional attributes that you are judged on throughout the five years of the MBChB Course, and an attribute we know is strongly linked with professionalism in your current role as medical student and in your future careers as doctors.

We expect you to attend 100% of the sessions on the course as a mark of respect for your colleagues and particularly your patients. If you are unable to attend a session you must inform the relevant School (via Minerva) and Clinical Coordinators in writing and with reasons for your absence. The Academic Sub-Dean for each year group carefully monitors absence/attendance in order to support students and will address patterns of non-attendance at an early stage, supported by reports from Year Coordinators.

Students in the past have tried to get away with attending only a proportion of teaching or clinical placements, but in doing so they have missed vital teaching, particularly with regards to assessment preparation. This not only is disrespectful to teachers and clinicians, but most critically to patients. This behaviour will not be tolerated and will lead to a fail grade in the professional aspect of related assessments.

Legitimate absence from the course

We do accept that you may need to be away from the course – sometimes for very obvious reasons in relation to your own health or personal matters. We are also keen to support legitimate absence to allow you to further your professional careers and development (e.g. attending conferences to present work, or acting as the School’s student rep on a national body such as the UKFPO) or to take part in a major sporting event.

For religious observation, the University (and NHS) is a secular organisation. We will judge applications for leave for major religious festivals on a case by case basis, but are unable to make special scheduling for routine teaching and assessments. The University policy on religious commitments is set out in the Taught Student Guide

However, we require you to ask for leave in advance, rather than arranging your time away and presenting this as irreversible. For example, it is not acceptable professional behaviour to book a family holiday during term time and then ask for permission to be absent. It is professional to seek permission first, and then make arrangements.

Please note: You must enter your absences in the Minerva absence recording system even though you have been granted permission to be absent.

Requesting permission for absence

There is a simple process to follow, which is triggered by the completion of the leave request form (which you can download here ) which you must complete and then email to the Academic Sub Dean for the appropriate year (students are generally advised to contact them at least 2-3 weeks in advance to discuss requests) . Your request will then be reviewed by the Academic Sub Dean and permission granted or denied (with reasons) and the decision passed back to you.

All requests (accepted or denied) will be added to the student’s file or equivalent. Failure to comply with the denial of requests will not be tolerated by the School and will be considered a form of unprofessional behaviour.

Reporting unexpected absences e.g. due to short-term illness

You must use Minerva to register any absences from the course. If you are absent from the University for five days or less, you may self-certify the illness. It is your responsibility to catch up with missed work, lectures and other academic commitments. If you are unwell for a period of more than five working days, you must submit a fit note, available from your Doctor, to your Parent School immediately on your return to University.

Prof. Richard Fuller
School of Medicine September 2018

Year Academic Sub Dean Year head
1 Dr Christy Ralph Professor Hilary Bekker
2 Dr Michael Routledge
3 Mr Dermot Burke Dr Kristan Toft and Miss Shireen McKenzie
4 Dr Moira Blyth Dr Etienne Ciantar
5 Dr Graham Woodrow Dr Ian Clifton, Dr Michael Scales and Dr Graham Woodrow