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Clinical education is an integral part of the Diagnostic Medical Sonography program. The time spent in clinical education is invaluable in mastering scanning techniques. Clinical time permits the student to meet program learning outcomes and to become competent and proficient in the cognitive, affective, and psychomotor domains of learning. The clinical site provides the experience necessary to become a sonographic professional.

1. Attendance:

Clinical Education Course Attendance requirements (subject to change):

• First Year: Fall 15 weeks 1 clinical day per week (last 9 weeks of semester)
  • Spring 15 weeks 3 clinical days per week
  • Summer 10 weeks 3 clinical days per week
• Second Year: Fall 15 weeks 4 clinical days per week

Course assignments, including attendance at both on campus classes and clinical courses, should not exceed forty (40) hours/week or eight (8) hours/day. The students can request to exceed this time limit in order to complete course requirements for the semester. Students must take a lunch according to the department policy at the clinical education site. Students may not forgo lunch in order to shorten the clinical day or to complete clinical education requirements.

Course requirements also dictate that a student rotate through all clinical areas at each site as assigned. Any student who has missed a rotation must make up the hours required in that site such as OB, vascular, etc.

2. Recording Attendance in Trajecsys:

Students are required to document their hours spent at the clinical education center in Trajecsys on a daily basis. This attendance record will be verified by the clinical instructor at the end of each semester to receive a clinical grade.

TRAJECSYS REPORTING POLICY:

Students are required to clock in at the start of their rotation and clock out at the end of their rotation each clinical day through Trajecsys (a cloud-based platform) using a hospital owned computer. Attendance will be routinely checked by the Clinical Coordinator.

If difficulties arise while clocking in on Trajecsys, a tardy may be excused if the following is provided to the clinical coordinator:

• A single picture of the hospital computer you are attempting to use with the following items included may count as an excused tardy without penalty:
  • Trajecsys website on the screen
  • Clear visible time in bottom right corner of screen and label proving a hospital computer is in use.
  • If this is not possible due to underlying circumstances a sonographer from the clinical site may email the clinical coordinator directly within 48 hours stating
    your attendance and time of arrival. This is a courtesy and should not be abused, as the clinical coordinator will ultimately decide if the tardy is excused.

Each time the student is absent, the amount of time missed will be recorded in Trajecsys. The entry will be made as a “Time Exception,” enter in the date absent and choose “absent.” Entering in a reason in the text box is optional. Click on “submit”. This will be a one-time entry. The entry is to be made within 24 hours of the absence and can be done from any computer – home or hospital.

3. Absences and Make Up Time:

Students are not permitted to miss any days of clinical education (other than for bereavement or interviews as discussed below). Any clinical time missed must be made up. All make-up time must be completed by the end of finals week to receive a clinical grade. If absent time is not made up by the end of finals week, the student will receive a grade of In Progress (IP) for the course. A grade of In Progress will only be given in extreme circumstances per University policy. Make up time shall be completed at a time agreed upon by the Clinical Instructor. For students attending more than one clinical education site during a semester, make up time must be completed at the site where it was missed. Student cannot make up time on holidays recognized by KSU. A Clinical Time make-up form must be completed, signed by the clinical instructor and returned to the clinical coordinator to receive credit for make-up time. A student may not make up time in anticipation of an absence; clinical absence time can only be made up following the actual absence occurrence.

4. Reporting Absences from Clinical Education:

If a student is unable to attend clinical education, he/she must call and report the absence to the ultrasound department at least one hour prior to scheduled start time of clinical education. The student must also report the absence to the clinical coordinator by phone at least one hour prior to the scheduled start time of clinical education. Failure to do so will result in demerit in clinical grade.

5. Bereavement:

A student will be granted 2 consecutive days off (class and/or clinical days) that do not have to be made up. This applies only to the following family members: spouse, parent, stepparent, in-laws, grandparent, sibling, child or stepchild. Students must bring in documentation (i.e., obituary) to program director within one week of absence. Any other time missed will need to be made up as part of clinical course requirements.

6. Organized Activities:

The University welcomes individuals from all different faiths, philosophies, religious traditions, and other systems of belief, and supports their respective practices. In compliance with University policy and the Ohio Revised Code, the University permits students to request class absences for up to three (3) days, per semester, in order to participate in organized activities conducted under the auspices of a religious denomination, church, or other religious or spiritual organization. Students will not be penalized as a result of any of these excused absences.

The request for excusal must be made, in writing, during the first fourteen (14) days of the semester and include the date(s) of each proposed absence or request for alternative religious accommodation. The request must clearly state that the proposed absence is to participate in religious activities. The request must also provide the particular accommodation(s) you desire.

Requests will be approved or approved with modification in an effort to arrange a mutually agreeable alternative arrangement, and will be considered an excused absence. If the request falls on a clinical day, the time will be made up according to the Attendance Policy for Clinical Education Courses. If the request falls on a didactic class day, time missed from courses will follow the Attendance Policy for Diagnostic Medical Sonography courses at the Campus.

7. Clinical Release Time for Interviews

Students will be granted up to eight (8) hours of release time from clinical education during the final semester of the program for job interviews, employee orientation or other issues related to employment within the profession. The student is responsible for notifying the clinical education center and the clinical coordinator prior to the absence, or it will be counted as an unexcused absence. Within one week following the interview, the student must submit documentation on original letterhead from the institution, including date of interview and signature of institutional representative. Failure to submit documentation during the allotted time results in an unexcused absence. Clinical hours missed for interviews without documentation or in excess of the 8 hours given must be made up prior to the end of the semester to receive a clinical grade. Any time missed must be made up at the clinical education center from which the time was missed

8. Tardiness:

a. Students must be at the Clinical Education Center in their assigned area prior to the start of the assigned clinical time. Students who report to the assigned area at the Clinical Education Center 5 minutes after their assigned time (without a written excuse) will be considered tardy.

b. Each time the student is tardy, that amount must be recorded on the student's attendance record in Trajecsys. A student must meet the clinical education course requirements to successfully pass the course.

c. Repeated tardiness will affect the student’s clinical course grade. Students should be aware that they may be considered for future employment at a clinical site, and that regular attendance at the clinical site may have an impact on the possibility of being hired.

Policy 2002, revised 2003, 2004, 2006, 2011, 2014, 2015, 2017, 2019, 2022, 2023 17c��ҳ�� – Salem Campus DMS Program Handbook 2025-2026 Reviewed 2025

ATTENDANCE FOR CLINICAL EDUCATION ASSIGNMENTS

List does not include holidays

Policy: 2006, 2015, 2018  Reviewed 2025