Process for Requesting Recurring Time Off From Rotations

This process should be used for students who have ongoing and recurrent healthcare needs such as psychotherapy, occupational therapy, physical therapy, or other healthcare appointments that occur on a regular basis (e.g., weekly, twice a week, every other week, etc.). Our intention is to reduce barriers to seeking care providing a protected, confidential, streamlined experience of only requesting the time off ONCE, rather than having to repeat the request for each week or each new clerkship rotation.

Process for Requesting Recurring Time Off From Rotations

• STEP #1: The student completes the Absence Request Form by selecting “recurring time off” from the drop down menu and specifying the date/time of the recurring appointment during their rotations. The student does not need to indicate the type of healthcare they are seeking, unless desired.
• STEP #2: The Student Affairs Office will review and approve the absence request.
• STEP #3: Dr. Price-Johnson or Anthony Tritto contacts each Clerkship Director prior to the start of the rotation to request that they facilitate the necessary time off for the student. The time off need will be described as a “standing commitment.” Zero information about the type of healthcare needed will be shared with the clerkship directors. The student will be cc’ed on each email to the clerkship directors in order to facilitate any necessary scheduling or logistical follow-up steps but will never be questioned about why they need to take the time off. Below is a sample email:

Dear [Clerkship Directors],
 
We want to introduce you to [Student], who will be starting your clerkship in the next rotation.  We wanted to inform you have of a recurring time commitment [he/she/they has/have] on [day/times].
 
We thank you for your assistance in coordinating [name’s] schedule to accommodate this commitment and appreciate your discretion as you work with [him/her/them].  [Name] is prepared to make-up any activities deemed necessary by your team.
 
Please let us know if you have any questions we can answer from a logistical perspective.
 
Thank you!

 

Things to keep in mind:

• For one-time healthcare appointments, students may use the standard Absence Request Form.
• If there is any flexibility about when to attend appointments, students are asked to try to schedule at a time that is minimally disruptive to the clerkship. Afternoon times are generally preferable to morning times for all clerkships. However, we know that sometimes appointments are only available at the time the clinician has available. In this case, students can attend at whatever hour they need, regardless of what is happening on the rotation.
• If it is possible to figure out the frequency of the requested time off and the weekly schedule for appointments, it is helpful to share this. However, we know that sometimes the schedule for appointments cannot be figured out with a lot of lead time. Students will be permitted the time off even if they do not know the days and times yet.
• Please be aware that you may be asked to make up activities that you miss, depending on the nature of the activity that day, so that you are not disadvantaged in terms of your learning on that rotation. For example, you may be asked to view recorded lectures on your own time.
• Please remember that you are permitted to attend all healthcare appointments per KSOM accreditation guidelines, and that fears about damages to your reputation due to taking the necessary time off to attend appointments are often unfounded. If you still have worries about this, feel free to reach out with us to chat about it and/or connect with Keck Peer Support (keckps@gmail.com) to speak with an MS4 who has experience with time off from rotations.
• There are no criteria to meet to be permitted time off for healthcare appointments. All students are permitted time off regardless of diagnosis or level of symptom severity.
• As a side note, you can reserve a private room for a telehealth appointment in the KAM building. There are always spare rooms available. Please email Roland Rapanot (rrapanot@usc.edu) to reserve a room, ideally with at least 24 hours notice.