Absences
Request an Absence
If you need to request an absence, please make sure that you are logged in / signed up and follow the guidelines outlined in the I-COPE Absence FAQ. To submit your absence request, use the following link:
ICOPE Absence Tracker
| First | Last | Date of Absence | UTMB Email | Coordinator Email | Reason for Absence |
|---|---|---|---|---|---|
| First | Last | Date of Absence | UTMB Email | Coordinator Email | Reason for Absence |
F.A.Q
How many absences are allowed from I-COPE Clinic?
There is no set limit on absences; however, students are expected to attend all sessions unless one of the approved reasons listed below applies. Excessive absences, even if approved, may affect your ability to receive credit for the elective.
What is my responsibility if I need to be absent?
Notify Your Clerkship Leadership: You must inform your clerkship leadership of your absence from required activities.
Submit the I-COPE form: Submit the I-COPE as soon as you are aware of your need to be absent.
Communicate with your I-COPE team and update the spreadsheet
What are the approved reasons for being absent from I-COPE Clinic?
Students are expected to attend all I-COPE Clinic sessions; however, absences may be approved for the following reasons. However, absences may be approved for the following reasons:
1. Away Rotation
Definition: Assigned clinical rotations or activities located more than one hour’s drive from your I-COPE Clinic.
What You Need To Do: Notify your clerkship leadership and I-COPE coordinator as soon as the schedule is confirmed.
2. Approved Clerkship Conflict
Definition: Activities designated by your clerkship that are required for a grade or mandatory attendance and cannot be rescheduled.
Examples: OSCE, Graded Exam, TBL, Surgery Small Group, IM Didactics.
Important Note: If the clerkship activity concludes before your I-COPE shift, you are expected to attend the remainder of your I-COPE Clinic session and see later patients on the schedule.
What Does Not Count?: Routine clerkship activities do not qualify as an approved conflict.
3. Illness
Definition: Illness that prevents you from attending your I-COPE Clinic shift.
Required Steps:
Alert your clerkship leadership of your illness and your absence from required activities.
Submit the I-COPE form as soon as possible.
4. Shelf Exam
Definition: A shelf exam scheduled for the following day.
Eligibility: You may be approved for a 1⁄2 day off for study, pending approval from your clerkship team.
Required Steps: Notify your clerkship leadership and submit the I-COPE form as soon as you are aware of the exam date.
5. Clerkship Vital Experience (2 Per Year)
Definition: A vital activity in your clerkship that is essential for personal growth or an experience that cannot be easily made up.
Examples:
Being with a family awaiting a birth during your I-COPE shift.
Attending a unique surgical procedure that is rarely performed.
Attending a family meeting that cannot be rescheduled.
Required Steps:
Provide a brief explanation of the vital experience when submitting the request.
Notify your clerkship leadership and submit the I-COPE form
6. Other
Definition: Situations that do not fit into any of the above categories.
Required Steps:
Provide a clear and detailed explanation of your reason for absence.
Notify your clerkship leadership and submit the I-COPE form as soon as possible.
What happens if I miss a clinic session without an approved reason?
Unapproved absences may affect your ability to receive credit for the elective. These absences are tracked through the I-COPE absence request system, and repeated unapproved absences may result in a review of your eligibility to continue the elective. It is your responsibility to communicate with your clerkship directors and notify them of any changes in your schedule.
What should I do if my clerkship activity ends before my I-COPE shift?
If your clerkship activity concludes before the start of your I-COPE shift, you are expected to attend the remainder of the clinic and see later patients on the schedule. This ensures you are fulfilling your commitment to the clinic and supporting patient care, which is a vital part of your role in the program. This ensures you are fulfilling your commitment to the clinic and supporting patient care.
How do I request an absence?
Submit a Request: Use the I-COPE absence request form.
Include Required Information: Be sure to provide the following details:
Reason for the absence (select from the approved reasons listed above).
Any required supporting documentation (for Illness or Clerkship Vital Experience).
Explanation of your absence if selecting “Other”.
Follow Up: Ensure you have notified your clerkship leadership and the I-COPE coordinator.
Who do I contact if I have questions?
If you have any questions or need clarification, please reach out to the I-COPE coordinator or your clerkship leadership. They will guide you on the appropriate next steps and help you ensure your absence is properly documented.
By following these guidelines, you can ensure that your absences are managed responsibly and that you stay on track to complete your I-COPE elective successfully.
Additional
How to Prepare for Your I-COPE Shift
Check the I-COPE Schedule for your assigned shifts.
Communicate Changes: If you need to request an absence, use the Submit an I-COPE Absence Request form.
Stay Updated: Regularly review emails and messages from I-COPE leadership for any updates or changes to your schedule.