University of Oklahoma College of Dentistry D.D.S.
Attendance Policy and Absences
Overview and Philosophy
The University of Oklahoma College of Dentistry students pursuing the Doctor of Dental Surgery and Dental Hygiene degree are aspiring to a profession in which full participation in the learning environment is an essential component of lifelong learning and aligns with accreditation and licensing standards. Professional development dictates that students are expected to make their education program their highest priority. Attendance and participation are expected in all educational activities, and any other additional sessions specified by the College of Dentistry.
Attendance and Punctuality Expectations
The University of Oklahoma Dentistry students must arrive on time, participate, and attend all required activities. This applies to didactic and clinical activities, to include dressing professionally and arriving early or on time.
An absence is any instance when a student is not present at an activity. Students should not assume they are allowed any absences at their discretion or for their personal convenience. All requests for excused absences must be made through the COD Student Absence Request Form. All anticipated absences must be requested 30 days in advance. Requests submitted after this deadline will not be considered. For unanticipated absences, the form must be submitted as soon as possible.
Once you have completed your absence request, you will receive notification if the absence is considered excused, unexcused or unapproved.
A limited number of reasons will justify excused absences. These include, but are not limited to:
1. An illness, personal emergency or family tragedy
2. Personal emergency
3. Access to health services and counseling. Students may be excused to attend necessary health care and counseling appointments. Students should make all such appointments during independent study time.
4. Religious observance-actual day (s) of observance only
5. Residency/job interviews
6. Jury Duty with appropriate documentation
7. Scientific/Educational presentation or representation in a leadership capacity at regional or national professional meetings
Absences for reasons not explicitly covered in the policy will be reviewed on a case-by-case basis. Examples of absences typically considered unexcused include weddings, family vacations, and personal obligations. In such cases, a maximum of one day may be permitted.
Students are required to attend all scheduled clinical sessions, regardless of whether they have met the minimum requirements for graduation.
Consequences of Absences
Students are responsible for all material and assignments missed during any absence. At the discretion of Student Affairs, students may be required to provide documentation supporting the reason for the absence. Additionally, the Course Director may require completion of supplemental assignments to make up for missed activities.
Students with an unexcused absence will not be permitted to make up exams, quizzes, or assignments and will receive a grade of zero for any missed work.
Students are permitted up to five excused absences and two unexcused absences per academic year. Requests for additional absences beyond these limits will be reviewed on a case-by-case basis, taking into consideration the student’s academic standing and overall performance. Penalties for excessive absences will be determined by the Dean of Academic Affairs, the Dean of Clinics and the Dean for Student Affairs.
An unapproved absence or failure to report an absence as described above is considered unprofessional behavior and may result in a Professionalism Concerns Report (PCR).
Special Circumstances
Examinations: Because of the difficulty in rescheduling examinations, permission to be excused from high-stakes examinations (e.g. mid-term, final, clinical skills assessments) will be granted only in cases of health issues or personal tragedy. While exceptions may be reviewed on an individual basis, residency/job interviews, family events, or personal travel are not considered reasons for missing an examination.
Faculty may not impose a point limitation or grade penalty on a high-stakes examination for which a student has obtained an excused absence. However, faculty may employ a revised examination format.
A student with an unapproved absence from any examination will receive zero credit for the examination and will not be able to make-up the exam.
Policy Date: 05.21.2025
Dental Hygiene Student Procedure for Reporting Absences
Didactic Absences
1. Attendance is mandatory for didactic courses unless specifically advised otherwise by the Course Director. Each unexcused absence for didactic courses will result in a 2-point deduction from the final course grade.
Clinic Tardiness/Absences
ATTENDANCE IN ALL CLINIC AND ROTATION SESSIONS ARE MANDATORY.
1. Students are required to arrive on time for all clinic activites. Late clinic arrival (<10 minutes) will result in an N in Professionalism-Puntual on the Clinic Evaluation Form according to the DH I and DH II Clincal Evaluation Rubric. Mandatory clinic arrival times are located in the Dental Hygiene Reference Documents. Students will be counted as absent (unexcused) if they are more than 10 minutes late for the clinic or rotation.
2. If a student leaves without permission s/he will be counted as absent (unexcused).
3. Failure to attend a clinic or rotation session without notifying the proper faculty will result in an unexcused absence.
*In the event of an unexcused absence the student will receive a 10 point grade deduction from their overall clinic grade.
Reporting Absences:
Requests for excused absences that are anticipated must be made in writing to:
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The Course / Clinic Director for the courses and/or clinics to be missed
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The Dental Hygiene Program Director
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Site Coordinator
Unanticipated absences (i.e. illness, injury, etc...) are to be reported prior to the scheduled class or clinic session on the date the absence occurs. Unanticipated absences are to be reported to:
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The individual Course / Clinic Director
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The Dental Hygiene Program Director
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Site Coordinator
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If patient care is to be delivered that day, then it is your responsibility to notify the patient if that is your specific site’s policy.
For all absences related to illness, students must provide a doctor’s note that includes date and time of service (that matches date of absence) and diagnosis.
