UNIVERSITY OF PITTSBURGH SCHOOL OF MEDICINE POLICY
STATEMENT ON RACISM, DISCRIMINATION AND SEXUAL HARASSMENT
DISCRIMINATION AND HARASSMENT POLICY
The School of Medicine at the University of Pittsburgh is committed to providing a safe, comfortable, and supportive academic environment free from all forms of discrimination and harassment based on race, culture, religion, or ethnic origin. In addition, any form of discriminatory behavior or harassment based on one's gender or sexual orientation is also a violation of University policy as well as federal, state, and local laws.
Any individual who is accused and found to have violated the University's policy against intentional physical or verbal abuse, harassment, or discrimination of another person based on their race, color, religion, culture, age, disability, gender or sexual orientation; with the purpose or effect of creating an intimidating, hostile, or offensive academic work, or social environment, will be subject to appropriate disciplinary action, including but not limited to reprimand, suspension, termination or expulsion.
Definition of Sexual Harassment and Procedures to Follow
Sexual Harassment takes many forms. It may range from unwelcome comments, gestures, or
facial expressions, to unwanted physical contact. Both men and women, regardless of sexual
orientation, can be victims. Sexual harassment is defined as any unwelcomed sexual
advance, request for sexual favors or other verbal or physical conduct of a sexual nature
when:
1) Submission to such conduct is an explicit or implicit condition of employment or academic decision
2) Submission to or rejection of such conduct is used as the basis for employment or academic decision
3) Such conduct has the purpose or affect of:
A) Unreasonably interfering with an individual's work or academic performance
B) Creating an intimidating, hostile or offensive work, academic or social environment
This policy will be applied with due respect of the University's commitment to equality of opportunity, human dignity, diversity, and academic freedom.
Any student, faculty, staff member or employees who believe that they
have been discriminated against or harassed has both formal and informal avenues of
addressment.
For additional information or to file a complaint one can contact: Office
of Affirmative Action 901 William Pitt Union University of Pittsburgh (412)
648-7860
WHERE TO GO...
Students of the School of Medicine are encouraged to discuss their concerns regarding this matter with: The Associate Dean of Student Affairs; the Assistant Dean of Student Affairs & Director of Diversity Programs; the Medical Student Counseling Service at the addresses listed below. Alternatively, any student or faculty member of the Honor Council Advisory Committee may be consulted.
The purpose of such a conversation would entail an appraisal of the
situation and information about available options and assistance in making decisions about
further steps to be taken.
| Office of Affirmative Action
University of Pittsburgh 901 William Pitt Union (412) 648-7860 |
Associate Dean of Student Affairs Joan Harvey, MD S 532 Scaife Hall (412) 648-9040 |
|
Office of Student Affairs & Diversity Programs Chenits Pettigrew Assistant Dean of Student Affairs/Director of Diversity Program S 532 Scaife Hall (412) 648-8987 |
Medical Student Counseling Office Lee Wolfson, M.Ed 3434 Fifth Avenue, Room 229 (412) 624-1041 |
SUBSTANCE ABUSE POLICY
INFORMATION AND ASSISTANCE FOR ALCOHOL AND/OR DRUG ABUSE
An important step in overcoming any problem is to know where to turn for
assistance. Information, counseling, and treatment for alcohol and/or drug problems is
available through resources in the community and costs may be covered by health care
benefits. Confidential support services are available for those with abuse problems who
individually pursue treatment and counseling. Some of those resources include:
| Lee Wolfson, M.Ed | SHARP Committee |
| School of Medicine | Contacts: Joseph Conigliaro M.D. |
| 3434 Fifth Avenue, Room 229 | (work) 412-688-6000 ext 4068 |
| Pittsburgh, PA 15260 | (home) 412-784-0365 |
| (412) 624-1041 | Melissa McNeil, M.D. |
| (work) 692-4891 (home) 963-0504 | |
| University of Pittsburgh Counseling Center | University of Pittsburgh Student Health Service |
| 334 William Pitt Union | Medical Arts Building Suite 500 |
| Pittsburgh PA 15260 | Pittsburgh, PA 15213 |
| (412) 648-7930 | (412) 383-1825 |
| Western Pennsylvania Institute & Clinic
Comprehensive Alcohol & Drug Abuse Program |
|
| 3811 O'Hara Street | |
| Pittsburgh PA 15260 | |
| (412) 624-1561 |
SHARP Committee/ University of Pittsburgh School of Medicine
[http://www.pittmed.pitt.edu/sharp/home.html]
The Student Health Advocacy Resource Program (SHARP) exists to provide with compassion and confidentiality, a support, referral and advocacy service for students with substance abuse or mental health problems so that they can continue their education and training. Any medical student may obtain assistance by calling, e-mailing or contacting in person, any member of the committee, which is comprised of medical students and faculty members.
Faculty contacts are: Joseph Conigliano, MD (work:412-688-6000 ext 4068/home: 412-784-0365) and Melissa McNeil, MD (work: 412-688-6113/home: 412-963-0504), Jason Rosenstock, M.D. (work: 412-246-5565) and William Cohen, MD (work: 412-692-5560)
Deals primarily with undergraduates. Personal are trained as drug and alcohol abuse counselors.
24 Hour Hotline
1) Allegheny County Mental Health - Mental Retardation Drug and
Alcohol Program: (412-243-3400) 24 HOUR
http://www.volunteersolutions.org/pittsburgh/org/217389.html
2) Drug Treatment Center - 24 hour Help Line (800-711-6375)
Drug 24 hour Abuse Action Hotline and Treatment
(800-861-5731)
3) CONTACT PITTSBURGH: (412-820-4357)
http://www.contactpgh.org/index.cfm
This hotline deals with all types of problems in addition to substance abuse, e.g.
depression and suicide. Will also make referrals to appropriate long-term counseling
services.
Local Chapters of National Support Organizations
1) AA (Alcoholic Anonymous): (412-471-7472) 24 hours
Both crisis and long term help for individuals with alcohol abuse problems.
2)
NA (Narcotics Anonymous) (877-871-9281) 24 hours
Both crisis and long term help and support for individuals with problems resulting from
drug abuse other than alcohol.
NOTE: AA groups are often comprised of older while NA groups often are comprised of younger individuals and those who have mixed a lot of chemicals during their period of dependency.
3) POTADA (Parents of Teenage Drug Abusers).
There are several groups meeting
around the Pittsburgh area.
POTADA is primarily for parents of teen alcoholics and drug abusers, although they will help parents who are concerned about their children of any age.
4) AL ANON (412-572-5141)
This is a support group for concerned families, friends
and employers, etc. of alcoholics.
5) ALA TEEN (412-572-5141)
Support group for teenage children of alcoholics.
6) OA (Overeaters Anonymous) (412-765-3004) 24 hours Crisis and long term help and support for individuals with eating disorders.
For Individuals Recovering from Substance Abuse
1) GATEWAY REHABILITATION CENTER http://www.gatewayrehab.org/
Dr. Neil Capretto
Medical Director
(412) 472-1177
ncapretto@gatewayrehab.org
The program at Gateway requires a four week stay at the Center in Aliquippa as an in-patient. During this time individual and group counseling sessions as well as medical support are available. There are also support groups for families of individuals undergoing the four-week session.
2) CADUCEUS - via Allegheny County Medical Society
This support group deals solely with health professionals, primarily physicians, with
substance abuse problems. It has group meetings similar to AA but geared toward the unique
problems of being an impaired physician. There is a similar organization by and for
lawyers who can provide legal advice for the physicians' group.
Additional Resources
Additional resources may be found in the blue pages of the telephone book under Guide
to Human Services. http://www.carnegielibrary.org/subject/socserv/orgs.html
DRUG-FREE
WORKPLACE/DRUG-FREE SCHOOLS POLICY
In accordance with the Drug-Free Schools Act of 1989, the University of Pittsburgh
prohibits, at a minimum, possession, use, or distribution of illicit drugs and alcohol by
students and employees on its property or as part of any of its activities.
The University of Pittsburgh prohibits the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance on University property or as part of any University activity. Faculty, staff, and students of the University must also comply with the laws of the Commonwealth of Pennsylvania on the possession and consumption of alcohol.
Violation of this policy will result in disciplinary action within 30 days, including,
but not limited to a warning, written reprimand, suspension, dismissal, expulsion, and/or
mandatory participation and successful completion of a drug abuse assistance or
rehabilitation program approved by an appropriate health or law enforcement agency.
WEBSITE:
http://www.pitt.edu/~provost/ch2_wkpl_drug_free.htm
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The University of Pittsburgh School of Medicine shares the responsibility for maintenance of student health with the individual student. It is recommended that each entering student will have a medical history and physical examination by a physician.
It is required that the following immunizations be complete prior to matriculation in
the School of Medicine. The student may submit a copy of laboratory reports of a positive
titer documenting immunity. Specific proof of immunizations is required and may consist
of copies of personal records, school records, or doctor's records or correspondence.
1) Diphtheria/Tetanus - Booster within six (6) years of matriculation
2) Polio-Oral Vaccine Series completed in childhood or killed virus vaccine completed after age 18 years
3) Rubella-Live virus vaccination or positive titer
4) Rubeola-Live virus vaccination after January 1, 1968 plus booster or positive titer
5) Mumps - Live virus vaccination or positive titer
6) Hepatitis B - Three (3) vaccinations, series to be completed by Winter Break of freshman year, or positive titer. Students requiring the vaccination must have two (2) or the three (3) inoculations prior to matriculation.
7) Chicken Pox - positive titer or two (2) innoculations.
It is required that each student's tuberculin status be known by testing after May but prior to matriculation be updated on a yearly basis.
All medical students must carry disability and health insurance to cover hospitalization and physician fees during medical school. Documentation of current coverage must be on file in the Office of Student Affairs at all times.
Documentation of immunization, tuberculin testing and health insurance shall be included in the student's academic record. This will allow the School of Medicine to answer queries from hospitals and clinics that need to know a student's status with respect to immunity to infectious disease while caring for patients.
Approved by Medical School Executive Committee - December 16, 1986
Revisions approved by Student Health Committee - May 5, 1992
Revised - May 1996; Revised - May 10, 2000
Revised - November 13, 2000
Revised - April 3, 2001
UNIVERSITY
OF PITTSBURGH SCHOOL OF MEDICINE POLICY ON ACQUIRED IMMUNE
DEFICIENCY SYNDROME (AIDS)
1) Admission of student with HIV:
It is the policy of this school that applicants who are HIV positive will not be
excluded on this basis.
2) Testing of students for HIV:
Any testing of students for HIV will be done only with the permission and informed
consent of the student. All results will be strictly confidential, with only the student
and his/her physician aware of them. Any student is encouraged to discuss his/her
situation with the Associate Dean for Student Affairs, and if done the information remains
confidential.
3) Student education regarding AIDS:
Beginning with the early first year and for each subsequent year, AIDS should be taught
- etiology, epidemiology, prevention, and treatment - to all students. The responsibility
for this teaching is with the clinical faculty of this school and should be coordinated by
the Division of Infectious Diseases.
4) Management of HIV infected students:
If a student is infected and is symptomatic (for example, because of skin lesions there would be increased possibility of the spread of body fluids), then the student's coursework and patient contact should be carefully evaluated and appropriate changes made on a case by case basis. These decisions should be coordinated by the Associate Dean for Student Affairs.
If a student is infected and is not symptomatic,(for example has no skin lesions and
has not increased possibility for spread of body fluids), then the usual course work can
be taken and the usual precautions for patient contact should suffice. These policies
apply not only to HIV positive students, but to students with any infection (ex: Hepatitis
B) which poses a risk to the student and those he/she is in contact with because of the
spread of body fluids. All students, HIV positive or negative, are expected to use
precautions recommended by the CDC for safety (i.e., hand washing, gloves). Furthermore,
students should be carefully supervised when learning procedures potentially dangerous to
them and for patients (blood drawing procedures in high risk patients, etc.)
5) Students who refuse to participate in the care of an AIDS patient:
A student may not refuse to participate in the care of an AIDS patient or any other
type of patient. Under unusual circumstances the rule may be relaxed upon approval by the
Associate Dean for Student Affairs.
6) Exposure to HIV:
If a student is exposed to HIV by a needle puncture or contact with secretions, the student should immediately follow the Blood Borne Pathogens Policy, or if available, the appropriate hospital's health service. The most up-to-date procedure, recommended by CDC, should be followed for management of this exposure. Follow up should be done by UPMC Employee Health and coordinated by Student Affairs Office and the Associate Dean.
Approved by Medical School Faculty Committee - February 18, 1988
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SCHOOL OF MEDICINE HEALTH POLICY FOR PREGNANT STUDENTS
The School of Medicine complies with the Federal Pregnancy Discrimination Act (PL95-555) which has as its basic principle that pregnancy and related conditions must be treated the same as any other disability or medical condition. The school accepts the responsibility for alterations in the academic program, if necessary, to protect the health of the pregnant student and her fetus. Academic standards will not be altered and if course work, either pre-clinical or clinical, is missed because of any disability, arrangements will be made to permit the student to make up the deficiency to the satisfaction of the faculty.
The Student Health Committee has reviewed the environmental exposures of medical students with course directors and the course director's reports were reviewed by a perinatologist. Medical student's exposures to any hazardous materials or compounds are no different than those of other women working full time in the hospital or school environment, so a normal pregnancy in a healthy medical student would require no alteration of her academic program. If the medical student has another health problem or a complicated pregnancy, alteration of the academic program would be individualized based on the obstetrician's recommendations. The pregnant medical student will be permitted class or clerkship release time for regular supervision by her obstetrician. The student will be given perinatal leave of absence without prejudice up to two (2) weeks before delivery and six (6) weeks postpartum. With the recommendation of the student's obstetrician, this period of leave may be lengthened or shortened.
The responsibilities of the pregnant medical student include the following:
1) Seeking obstetrical care as early in pregnancy as possible and meeting all recommended appointments.
2) Taking appropriate precautions:
A) In radiology areas, wearing protective shielding
B) In clerkships, avoiding contact with identified patients who have cytomegalovirus, varicella-zoster and herpes simplex infections. The student should know her rubella immune status as required for matriculation in the School of Medicine.
3) Reporting pregnancy and source of obstetrical care to the Office of Student Affairs.
4) Arranging leave time with the Office of Student Affairs, which will notify department (s).
5) Notifying the Office of Student Affairs of date of return from postpartum leave. If this is less than or greater than six (6) weeks postpartum, the approval of the obstetrician should be provided.
This policy is based on the American College of Obstetrics and Gynecology (ACOG) Guidelines on Pregnancy and Work. This document is in the files of the Office of Student Affairs and available to students and faculty who wish additional information.
There is a Lactation Room available when you return to school. You may sign up to use this area by seeing Sue Black and calling 647-8315. Before you leave the hospital, you should request a universal kit for breast pumps and your insurance should pay the cost.
BLOOD BORNE PATHOGENS POLICY
Before engaging in a University programmed activity where exposure to human blood and/or Other Potentially Infectious Materials is probable or possible, each student must present either evidence of HBV immunization, or serologic evidence of protective antibody titer against hepatitis B virus disease (HBV) and undergo training to prevent or minimize exposure. Students should check with their health insurers about coverage of, or reimbursement for, HBV Immunization. Students who want to forego such immunization must sign a formal disclaimer statement.
PUNCTURE WOUNDS, CUTS, EXPOSURE TO BLOODBORNE PATHOGENS
*PLEASE NOTE: Strict adherence to universal precautions is required in all clinical situations. Students are required to use appropriate personal protective equipment whenever contact with blood or other infectious material is expected. (Please see definitions below.) Personal protective equipment includes, but is not limited to, gloves, masks, gowns, face shields, and eye protection.
Any student who sustains a cut or puncture wound from a needle or other potentially
infected instrument, or has another type of exposure to bloodborne pathogens such as an
eye splash with potentially infected fluid (please see definitions below) while performing
responsibilities as a medical student, must comply with the following procedure:
1. Inform the preceptor immediately. Depending on the site assignment, complete an incident report for the institution with which you are affiliated or follow the procedure used in your hospital facility or preceptor's office. If in doubt, call UPMC Employee Health at 647-3695 or go to the nearest emergency room. Please note that students are expected to comply with all policies and procedures of the institution to which they are assigned.
2. In all cases, in addition to the initial testing, on the same day, as soon as possible after the exposure you should:
Report the exposure to UPMC Employee Health at 647-3695. Their hours are Monday through Friday 9 a.m. to 4 p.m. You will receive counseling from the office regarding follow-up testing. If exposure occurs after 4:00 p.m. or on a weekend, call Work Partners and go to the emergency room.
If the exposure occurs after 4:00 p.m. or on the weekend, call UPMC Employee Health on the morning of the next workday.
DEFINITIONS
A. BLOODBORNE PATHOGENS means pathogenic microorganisms that are present in human blood and other body fluids which can cause disease in humans.
B. OTHER POTENTIALLY INFECTIOUS MATERIALS means:
1. The following human body fluids; semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, amniotic fluid, salvia in dental procedures, any body fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids.
2. Any unfixed tissue or organ (other than intact skin) from a human (living or dead); and
3. HIV-contaminated cell or tissue cultures, organ cultures, and HIV- or HBV-containing
culture medium or other solutions; and blood, organs, or other tissues from experimental
animals infected with HIV or HBV.
UNIVERSITY OF PITTSBURGH E-MAIL USAGE POLICY AND SCHOOL OF MEDICINE E-MAIL USAGE GUIDELINES
Use of computers, including the electronic mail system, is governed by formal University of Pittsburgh policies and procedures. As with all University policies, any breaches are subject to adjudication through the University Judicial Board. Please refer to the University publication "Student Code of Conduct & Judicial Procedures". (http://www.pitt.edu/~provost/ch3_stud_code.htm)
You may also access the document "Access and Use of University Electronic Resources" (Document 10-02-05) under "Support Services" on the University website http://www.pitt.edu/HOME/PP/procedures/10/10-02-05.html.
In addition, School of Medicine computer users are governed by the following guidelines, in keeping with the Student Honor Code:
The students, faculty and staff of the School of Medicine wish to foster an environment where all members of the community treat each other professionally and with respect in all facets of interaction. To that end, we expect our students to conduct their electronic communication using the same standards as they would in face-to-face communication. Please do not distribute e-mail to your colleagues that could be considered to be offensive, discriminatory, derogatory or harassing. In addition, please be cognizant of the purpose of the student e-mail distribution lists, and use each of them for the purpose for which they were intended.
It is not our intention to hinder the free exchange of ideas, only to ensure that communication is accomplished in a civil, professional manner. Should any student have a concern about e-mail communication, he or she may bring that concern to a member of the Student Honor Council, a faculty member of the Honor Council Advisory Committee, or a member of the administration. Any conduct issues are handled as per the Student Honor Code guidelines.
SCHOOL OF MEDICINE ELECTRONIC RECORD ACCESS GUIDELINES:
During the third and fourth years, each student is given an individual account and password to access clinical records within the UPMC Health System. Patient records are highly confidential and may be accessed only be those physicians and students who are directly involved in the care of that patient. Students may not access their classmates or their own family members. The password is for the use of the individual student only and should not be given to or used by any other individual. Records of patient information accessed by each student are audited on a regular basis. Any breach of confidentiality or inappropriate access of medical records will be handled as per the guidelines of the Student Honor Code.
SCHOOL OF MEDICINE POLICY ON USE OF UNIVERSITY SPACE:
Space within Scaife Hall, to be used for nonacademic activities, must be prearranged with the Office of Student Affairs. The requesting entity must be an official student organization. Requests must be made not later than two (2) weeks in advance of the activity. If food and/or audio visual (AV) equipment is to be ordered, the student organization must provide the necessary paperwork for reimbursing the school for the cost.
Access the "ZONE" to complete a room request form
http://zone.medschool.pitt.edu/C11/Room Request Form/default.aspx
Complete all appropriate fields on the form and submit.
You will receive a confirmation that your request has been received along with a
tracking number.
Within three (3) days, you will receive an official confirmation of the assigned
room, which will have been added to the calendar.
Approved - January 29, 2002
The University of Pittsburgh School of Medicine (UPSOM) Authorship Policy establishes minimum requirements for Authorship and Acknowledgments. The School recognizes that many journals may have additional requirements. An author must comply with the authorship requirements of the journal to which a manuscript is submitted, provided that he/she also meets the minimum requirements of the School of Medicine.
The University of Pittsburgh School of Medicine minimum requirements are excerpted from "Uniform Requirements for Manuscripts Submitted to Biomedical Journals". The current document (updated October 2001) is produced by the International Committee of Medical Journal Editors (ICMJE) and can be obtained on line at http://www.icmje.org/index.html.
This policy applies to all written submissions by all School of Medicine faculty, students, residents, fellows, research associates, staff, and other School of Medicine personnel.
UPSOM Minimum Requirements for Authorship
(excerpted from "Uniform Requirements for Manuscripts Submitted to Biomedical Journals")
All persons designated as authors should qualify for authorship, and all those who qualify should be listed. Each author should have participated sufficiently in the work to take public responsibility for appropriate portions of the content. One or more authors should take responsibility for the integrity of the work as a whole, from inception to published article.
Authorship credit should be based only on a) substantial contributions to conception and design, or acquisition of data, or analysis and interpretation of data and b) final approval of the version to be published. Conditions a and b must be met. Acquisition of funding, the collection of data, or general supervision of the research group, by themselves, do not justify authorship.
Authors should provide a description of what each contributed, and editors should publish that information. All others who contributed to the work who are not authors should be named in the Acknowledgments, and what they did should be described (see Acknowledgments).
The order of authorship on the byline should be a joint decision of the coauthors. Authors should be prepared to explain the order in which authors are listed.
UPSOM Minimum Requirements for Acknowledgments
(excerpted from "Uniform Requirements for Manuscripts Submitted to Biomedical Journals")
List all contributors who do not meet the criteria for authorship, such as a person who provided purely technical help, writing assistance, or a department chair who provided only general support. Financial and material support should also be acknowledged.
Groups of persons who have contributed materially to the paper but whose contributions do not justify authorship may be listed under a heading such as "clinical investigators" or "participating investigators," and their function or contribution should be described, e.g., "served as scientific advisors," "critically reviewed the study proposal," "collected data," or "provided and cared for study patients." Because readers may infer their endorsement of the data and conclusions, all persons must have given written permission to be acknowledged.
Approved by the Executive Committee 12/11/02
A. Duty hours are defined as all clinical and academic activities related to the clinical student program, i.e., patient care (both inpatient and outpatient), administrative duties related to patient care, the provision for transfer of patient care, time spent in-house during call activities, and scheduled academic activities such as conferences. Duty hours do not include reading and preparation time spent away from the clinical site.
B. Duty hours are averaged over a four-week period, inclusive of all in-house call activities and must be limited to 80 hours per week on average.
C. Averaged over a four-week period, inclusive of call, students must be provided with 1 day in 7 free from all educational and clinical responsibilities. One day is defined as one continuous 24-hour period free from all clinical, educational, and administrative activities.
D. It is the responsibility of the Clerkship Director, faculty, and the individual student to ensure full compliance with both the letter and spirit of these respective duty hour requirements.
Approved by the UPSOM Curriculum Committee April 16, 2007.
Approved by the Executive Committee June 10, 2008.
POLICY ON STUDENT PARTICIPATION IN EVALUATION OF THE EDUCATIONAL PROGRAM
The University of Pittsburgh School of Medicine is committed to continuously maintaining and improving the quality of the educational experience for all participants. Learners in this professional development environment have a responsibility to participate in processes that contribute to assessing and improving educational experiences. Therefore, all students of the University of Pittsburgh School of Medicine are expected to participate in all evaluations sanctioned by the School of Medicine, including but not limited to surveys and assessments of courses, clerkships, electives, and the overall education program.
Approved by the Executive Committee, January 10, 2006
GUIDELINES FOR ABSENCE FROM YEAR FOUR COURSES
Fourth year students are reminded to maintain standards of professionalism, courtesy, and common sense when scheduling residency interviews that take place during fourth year rotations.
Some rotation directors have established policies pertaining to absences from rotations, including absences related to interviewing. While a student is completing a rotation, he or she must adhere to the policies of that rotation. In general, when a core clerkship or acting internship is scheduled, the student must not plan interview or second look appointments during that time. With advance permission from the responsible faculty, time away from an elective may be arranged for no more than five days. A course director may stipulate an absence of fewer days, which supersede the five-day general guideline.
Please observe the following guidelines pertaining to absences from rotations, particularly internship/residency interviewing.
Discussed at Retention Committee meeting March 31, 2008; distributed to students
You are now a member of an inpatient or outpatient team and have direct patient care responsibilities. As a result, you also have increased accountability for attendance. Schedules are Monday through Sunday; weekend schedules are clerkship dependent.
1. Attendance is required from orientation through the last scheduled day of the clinical assignment. Orientation attendance is especially important as goals, student expectations, and grading policies are discussed. Please ensure that any travel plans you make, particularly around the holidays, allow a margin of error for potential travel delays (i.ed. don't plan to drive back to town or take a red eye flight that will get you back just in time to make it to orientation). Before making any travel plans at the end of a rotation, you must make sure you know when the rotation is completely finished. Accommodations at the beginning or end of the clerkship should not be made because of travel plans.
2. We appreciate that certain circumstances might necessitate an absence: for example, your own illness or the illness of a loved one. In these "emergency" situations, you should contact the Clerkship Director or Student Coordinator, your site director and/or Drs. Harvey or Ryan immediately (or within 24 hours) so that we know the reason for your absence. Time may be required to be made up for more than a two day absence. On occasion, there may be non-emergency reasons for absences: weddings (your own or one in which you are a participant), meetings at which you are presenting, meetings you attend as a national officer. Generally, these can be anticipated and should be taken into consideration when you plan your clerkship, elective and vacation schedule; however, we recognize that all times, these events may occur during a clerkship.
A. If an absence is anticipated from a clerkship, you must make a request in writing to the clerkship director at least four weeks in advance (E-mail is acceptable). You will be required to provide the date(s) of your requested absence as well as the reason for the time off. For personal issues, the expectation will be that you request the time off from 5 PM Friday through beginning of the workday Monday (and miss as few days as possible).
B. The clerkship director must approve the request in writing, with a copy forwarded to the Office of Student Affairs. NOTE: approval is not automatic; the course director may decline the requested absence. Therefore, it is required that you notify the clerkship director AND get written approval prior to making any definitive arrangements (e.g., airline reservations).
C. It is your responsibility to notify your attending and ward team, or your outpatient faculty.
D. With few exceptions, you are required to make up any time lost on the clerkship. The clerkship director will assist you with scheduling the make up. However, please be aware that, in some cases, these hours may not be able to be accommodated rapidly. Student grades will remain incomplete until the required responsibilities have been fulfilled. Thereafter, a final grade will be submitted.
E. Any non-emergency absences taken without permission are considered unprofessional behavior and may affect your clerkship grade and/ or written evaluation, which are part of your academic file and may be included in the Medical Student Performance Evaluation (MSPE) a.k.a. the dean’s letter.
Late Policy
Preceptors and residents are all instructed to report any unexplained student absence or tardiness. This report is made through the clerkship director and is passed on to the Office of Student Affairs. Recurrent tardiness or unexplained absences are considered unprofessional behavior and will affect your clerkship grade and written evaluation.
Policy approved and distributed in May 2007
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