Communication with Medical Students
Information Resources Policies and Operational Protocols
Equal Opportunity Office
Guidelines for Clinical Activities by Medical Students
Policy of Pharmaceutical Sales Representative's Interactions with Medical Students and Residents
Faculty-Student Relationship Standards
Sexual and other types of Harassment
Student Work Duty Hours
Grades Policy
Protocol for Grade or Evaluation Challenges
Mid-Rotation Feedback Form
Clinical Performance Rating
Criminal Background Check Policy
Medical School Attendance Policies
Policies on the Use of Alcohol and other Psychoactive Substances
Student Grievance Procedure
Special Programs
Academic Standards - Class of 2011
Academic Standards - Class of 2010
Academic Standards - prior to Class of 2010
E-mail
Honor Code
Grading and Records
Requirements for Promotion and Graduation
United States Medical Licensing Examination
NBME Shelf Exam Policy (Kansas City campus)
Criteria for Good Standing, Promotion and Suspension
Academic and Professional Behavior and Ethical Standards
Remedial Experiences and Reinstatement to Good Standing
Withdrawals and Leaves
Dismissal for Failure to Abide by the Academic Standards
Due Process for Academic Dismissal
Misconduct Warranting Discipline
Hearing Procedure for Misconduct
Refund of Tuition and Fees
Leave of Absence (LOA)
School of Medicine Student Travel Policy
COMMUNICATION WITH MEDICAL STUDENTS
The Offices in Student Affairs communicate with medical students in four ways.
1. E-Mail: This means of communication is used frequently both by the Offices in Student Affairs and by the Faculty of the School of Medicine. This has become an extremely important and efficient way of communication and students should have computer skills essential to participation in this form of communication. It is important to not use E-mail in a frivolous manner and it is expected that the Medical Center rules for the utilization of E-mail will be followed.
2. Regular mail: Each student is assigned a mailbox where letters, notes and announcements can be sent by faculty and administration. In addition, your local address in the Office of Student Affairs should be current so that we can send to you important and personal letters, memos and announcements.
3. The Office of Student Affairs maintains a Web Site entitled Medical Student Online Service (MED-SOS) at the following address: www.kumc.edu/som/medsos/sos.html
MED-SOS provides updated information on issues of importance to the academic, personal, and professional develop of all medical students. When you are on campus and using a local computer you can enter MED-SOS by using the following sequence. 1.) Click of the Netscape Icon and the PULSE Medical Center Home Page will appear; 2.) Click on the blue "Academics" button; 3.) Scroll down on left side, click on "School of Medicine" link. The Medical School Home Page will appear. In the lower left as you view the screen, click on "Medical Student Information". 4.) The last line of the next screen will link to the Kansas City or Wichita Campus information. When you click on Kansas City, the MED-SOS menu will appear at the bottom of the screen. Please feel free to browse. If you have questions or problems, call 588-1483 for assistance.
4. The fourth way that we communicate with medical students is our open door policy for medical students. A student with questions or problems can walk in to either the Wichita or Kansas City Offices and ask to see a staff member. There will be staff available to deal with questions and problems.
MEDICAL SCHOOL ATTENDANCE POLICIES
Attendance at all lectures is expected. The new curriculum of the first two years is arranged so that all lectures are integrative between the courses offered during each block. The integration provides an essential framework that students should use to organize and facilitate the development of an integrated knowledge base essential to the practice of medicine.
Most basic science courses have small group activities. Attendance is mandatory and any absence from small group activity must be excused by the department in question if medical students wish to have an opportunity to make up what might have been missed. It is wise to check with your instructor on the first day that groups meet to insure that you understand his/her process for an excused absence.
Attendance is expected at all scheduled examinations across all four years of the educational program. Absences must be excused if medical students wish to make up missed examinations. There are two basic reasons for which an absence from an examination will be excused. The first is illness. When a medical student becomes ill before or during a test block, he/she must be seen at the Student Health Service and return documentation of the visit to the Office of Student Affairs. It is preferable that the student be seen by Student Health prior to requesting an excused absence. However, that may not always be possible. A student must present documentation to the Office of Student Affairs as soon as possible. The second reason for which an excused absence from examination may be given is a family emergency such as birth, illness, accident, or death of a close family member. Again, documentation must be submitted to the Office of Student Affairs.
The process to be used for notifying the School and for receiving an excused absence is as follows: 1.) The department chair, course or clerkship director, instructor or educational coordinator should be called first when the telephone number is known. The telephone numbers of all department chairs and course directors are given at the beginning of this handbook. 2.) The Office of Student Affairs should then be called and a staff member will take down information for your file. The staff will remind you that documentation of illness or emergency must be sent to the Office of Student Affairs. 3.) The Office of Student Affairs should be called first when you are facing an emergency that occurs when the School is closed for weekends and holidays. The Office of Student Affairs should also be called first when an emergency presents when school is in sessions and all offices are open. Call 913-588-5290 or 5289. Voice mail will be available if staff members are away from their desks. Please include in your message the nature of the emergency and where we can reach you.
Attendance at all scheduled clinical clerkship activities is mandatory unless arrangements are made with the clerkship director or educational coordinator prior to the time of expected absence.
POLICIES ON THE USE OF ALCOHOL AND OTHER PSYCHOACTIVE SUBSTANCES
1. University of Kansas Policy Summary
The University of Kansas prohibits the unlawful possession, use, manufacture, or distribution of alcohol and other drugs by students and employees. Medical students found to be abusing or dependent on alcohol or who are found to be using licit or illicit drugs in a manner not in compliance with Federal or Kansas Laws on University property or at University events shall be subject to disciplinary action.
2. KUMC Smoke Free Workplace Policy
The University of Kansas Medical Center also has a "smoke free workplace" policy. Smoking is permitted only at outside designated areas.
3. Kansas University School of Medicine Policy on use of Psychoactive Substances
a. General Philosophy
The Faculty and Administration of the School of Medicine are well aware of the huge cost imposed on American Society by the use of both licit and illicit psychoactive substances. The cost involves not only the monetary cost of health care for abusing and addicted persons, but also the monetary and psychological cost of spousal abuse, abuse of children, homicide, suicide, accidents, accidental deaths, damage to property, legal costs, and the costs of incarceration. The School is also well aware that physicians and student physicians who abuse or who are addicted to alcohol or other psychoactive drugs pose a severe risk to the well being of patients and to the profession of medicine.
Psychoactive substance abuse and dependence are diseases described according to diagnostic criteria in the Diagnostic and Statistical Manual of Mental Disorders, Fourth Edition. Alcohol intoxication, abuse and dependence are the most frequently diagnosed conditions in this category in college students (Alcohol Practices, Policies, and Potentials of American Colleges and Universities, U.S. Department of Health and Human Services, 1991). While spontaneous remissions are not impossible, they are rare. Most individuals who engage in unhealthy and dangerous drinking practices will need help. Ironically, those most in need of help are usually the least likely to seek it or accept it because of the disease’s hallmark—the psychological defense mechanism of denial. In addition, drinking practices and patterns that are harmful frequently become so embedded in student culture that the patterns are not regarded as potential problems for careers and patients. Yet, early confrontation and intervention is the single most important step in arrest of the disease process, and in prevention of harmful effects on career and professional behaviors.
b. Impaired Medical Student Assistance Program.
The primary emphasis of the School of Medicine will be toward the prevention of impairment in medical students caused by the use of psychoactive substances. However, we recognize that medical students may carry with them or develop alcohol and other psychoactive drug use patterns and behaviors that may be diagnosed as abuse or dependence as described in the Diagnostic and Statistical Manuel of Mental Disorders, Fourth Edition. The School is committed to a program that will assist impaired students in regaining their health while protecting the well-being of classmates and patients in the Medical Center.
Individuals who abuse or are addicted to psychoactive substances are not protected under the Americans with Disabilities Act (ADA). The Medical School will consider either diagnosis as a threat to the well-being of others.
Medical students suspected of abuse or addiction to alcohol or other psychoactive substances will be given an administrative leave of absence until a professional evaluation and diagnosis can be made. The evaluation and diagnosis must be done under the supervision of a Medical Doctor with qualifications in psychoactive substance abuse evaluation, diagnosis and treatment. Medical Students will be asked to sign a waver of confidentiality so that the Associate Dean for Student Affairs or other designated individuals in the School of Medicine can be apprised of the outcome of evaluation an diagnosis.
Students on administrative leave of absence will not be returned to the academic program of the medical school until the School has evidence of evaluation and diagnosis. The Medical School reserves the right to request a second opinion.
Medical students who do not receive a diagnosis of psychoactive substance abuse or dependence will be returned in good standing to the academic program of the Medical School. However, certain conditions and requirements such as counseling or support group activities may be appended to the student’s request to return from leave of absence.
Medical Students who receive a diagnosis of psychoactive substance abuse or dependence will be expected to follow the treatment recommendations of the Medical Doctor who supervised the evaluation and diagnosis. A medical leave of absence will be granted for the duration of treatment.
The student will be referred to the Impaired Physicians, Medical Student, and Resident Program of Kansas where his/her treatment, rehabilitation and after care will be monitored. The Associate Dean for Student Affairs or other designated individuals in the School of Medicine will be informed when the Impaired Physicians Committee is satisfied that the student has complied with treatment, is rehabilitated, and is ready to return to the academic program of the School of Medicine. The School of Medicine expects impaired students to maintain an active relationship with the Impaired Physicians Committee as long as they are in the academic program of the School.
Individuals who have been treated and rehabilitated and who do not currently use psychoactive drugs illegally, or who are in the process of completing a professional treatment program may be protected by the ADA. Such students can request special accommodations as recommended by the treating professional. Such students must self-identify to the ADA Coordinator for the Medical Center, who will advocate for the student with the Faculty of the School of Medicine.
c. Guidelines for Referral
1. Student self-referral: Students who are concerned about their patterns of use of a psychoactive substance, alcohol included, should pursue one of the following options.
a. Bring his/her concerns to the Associate Dean for Student Affairs. The Associate Dean will make confidential arrangements with an appropriate professional for an evaluation and diagnosis.
b. Seek an appointment with a primary care provider and ask for referral to an appropriate professional for an evaluation and diagnosis. If the diagnosis is positive, it is expected that the student will inform the Associate Dean for Student Affairs.
c. Obtain an appointment with a Psychologist at the Student Services Counseling Center and ask for referral to an appropriate professional for an evaluation and diagnosis. If the diagnosis is positive, it is expected that the student will inform the Associate Dean for Student Affairs.
d. Contact the Kansas Impaired Physician, Medical Student and Resident Program and ask for referral to an appropriate professional for an evaluation and diagnosis. If the diagnosis is positive, it is expected that the student will inform the Associate Dean for Student Affairs. The Kansas Medical Society sponsors this program. They can be reached at 1-800-332-0156. Brochures are available in the Office of Student Affairs.
2. Referral by peers: Students usually recognize problems with substance abuse in other students. In most cases, the disease process is in a reasonably early stage of development where intervention has a high degree of success. The referring student(s) should document use patterns and physical behavior that support their concern for the student in question. These concerns should be brought to the Associate Dean For Student Affairs. The School of Medicine will conduct an intervention when the information presented indicates probable alcohol or other psychoactive drug abuse. Confidentiality will be maintained for the referring students unless they wish to inform the student in question.
3. Referral by faculty: Referral by faculty is usually due to a dramatic decrease in academic or clinical performance. The student may appear on rounds or in group activities with alcohol on his/her breath. Major changes in appearance, demeanor, academic performance, attendance, promptness, affect and the development of other erratic behaviors are clues to abuse and addiction. The changes and impaired behaviors should be observed and documented by more than one faculty member or resident, if possible, before submitting the information to the Associate Dean For Student Affairs. Faculty who refer students with probable abuse or dependence problems have the option of confronting the student in question prior to sending the documentation to the Associate Dean for Student Affairs, or forwarding the documentation with a request for confidentiality.
4. Discipline for Non-compliance
Students who refuse or fail to comply with the policies described above may have their cases referred to the Student Honor Council, the Academic Committee of the Faculty, to specially appointed ad hoc groups designed to provide due process and to determine possible disciplinary actions, or directly to the Executive Dean of the School of Medicine. The route of referral will depend on the seriousness of the non-compliant behavior.
Dismissal from the School of Medicine is a possible outcome of non-compliant behavior.
The following procedure(s) are available to any student in the School of Medicine who wishes to seek review of any conflict existing between him or her and a member of the faculty. The only disputes to which these procedures shall not apply are those which might result in the suspension or dismissal of the student. For these more serious conflicts, (see Dismissal Process for Failure to Abide by the Academic Standards of the School of Medicine and/or Hearing Procedure for Misconduct Warranting Discipline).
1. No student may invoke the following procedure until he/she has made a good faith effort initially to resolve the conflict with the faculty member in question, and then with the chairperson of the department to which the faculty member is appointed.
2. If the student has exhausted the steps set forth in paragraph one, but remains unsatisfied with the resolution of the conflict, he or she may seek the involvement of the Dean of the School in which he or she is enrolled. If a student so raises a grievance with the Dean, the following procedure shall be followed.
a. Within one week of being notified of the grievance, the Dean shall appoint a grievance committee. The committee shall consist of seven members, three of whom shall be full time students and three of whom shall be full time faculty members of the School in which the student is enrolled. Committee members shall be selected on a random basis, except for the Chairperson, who shall be appointed by the Dean. The Chairperson shall vote only in the case of a tie. No one directly involved in the conflict shall serve on the grievance committee.
b. The Committee shall meet within two weeks of its appointment to hear evidence of the conflict. No formal rules of evidence shall be relied upon, and all parties to the conflict shall be given ample opportunity to present their respective arguments. All parties shall also have the opportunity to hear, question and
c. After all evidence has been heard, the committee shall prepare a written summary of the hearing, and its contents shall be agreed upon in writing by the parties to the conflict. This written summary need not be a verbatim record.
d. The committee shall forward to the Dean the written summary and a written recommended course of action based solely upon the written summary.
e. The Dean shall then notify the student in writing of his decision on the matter. This notification should normally take place within one week of the date on which the Dean receives the committee’s summary and recommendation.
No fourth year medical student will be allowed to take a Special Program for credit at an institution not in the continental United States after April 1 of his or her fourth year.
This means that no grade will be recorded on the student’s permanent record for Special Programs taken during module IV, V or thereafter, if a course is taken outside of the United States. Fourth year students will be covered by malpractice insurance for extra off-campus courses until graduation, so long as they request enrollment by using the Special Program form. Students who enroll in a course, after completing their requirements for graduation, and who fail to appear for the course without formally withdrawing before the first day of the course, will be given an Unsatisfactory grade.
*Students in first and second years must apply through the Office of the Associate Dean for Student Affairs of the School of Medicine, 3040 Murphy.
1. Medical Curriculum
The four-year medical curriculum at The University of Kansas consists of required and elective courses and clerkships in two principal components. The first is a two-year component of required courses in basic science and introductory clinical disciplines. In addition to the required courses, a limited number of electives are available. As a general guide line, only those students who are in good academic standing within the required courses should be consider taking on an elective which runs concurrently with the required courses. It is important to remind students that the commitment to take any medical course requires its successful completion, or withdrawal while passing in order to not affect their GPA. Following promotion, students enter the major clinical component of required clerkships and clinical and non-clinical electives. All required courses and clerkships should be completed at The University of Kansas School of Medicine; any exception must have the approval of the respective department chair or course director and the Academic Committee.
Admission to the School of Medicine, progress within the curriculum and certification of graduation requirements are the responsibilities of the Academic Committee and its three subcommittees (Admissions, Special Programs, and Student Promotions). The content, organization, implementation, and evaluation of the curriculum are the responsibilities of the Education Council. Both the Academic Committee and the Education Council consist of elected faculty and student representatives.
Required courses, clerkships, and elective distributions are listed below:
Basic Science and Introductory Clinical Component
Year One, Fall Semester
ATMY 821 (Human Anatomy & Embryology), 5 credits
ATMY 831 (Cell and Tissue Biology 1), 3 credits
BIOC 801 (Medical Biochemistry 1), 4 credits
PHYS 801 (Medical Physiology 1), 4 credits
ICM 801 (Introduction to Clinical Medicine), 3 credits
Year One, Spring Semester
ATMY 822 (Human Anatomy and Embryology 2), 4 credits
ATMY 832 (Cell and Tissue Biology 2), 3 credits
ATMY & PHYS 840 (Neuroscience), 5 credits
BIOC 802 (Medical Biochemistry 2), 4 credits
PHYS 802 (Medical Physiology 2), 4 credits
ICM 802 (Introduction to Clinical Medicine ), 3 credits
Year Two, Fall Semester
MBIO 850 (Microbiology), 9 credits
PAON 850 (General Pathology), 7 credits
ICM 850 (Introduction to Clinical Medicine), 3 credits
Year Two, Spring Semester
PHARM 850 (Pharmacology), 9 credits
PAON 851 (Systemic Pathology), 9 credits
ICM 851 (Introduction to Clinical Medicine), 5 credits
Clinical Component
Year Three
Kansas City and Wichita Campus
MED 900(K), INMD 975(W) Internal Medicine, 8 credits
SURG 900(K),SGRY 975(W) General Surgery 8 credits
PED 900(K),PDRC 975(W) Pediatrics, 6 credits
GYNO 900(K), OBGN 975(W) Gynecology and Obstetrics, 6 credits
FAPR 950(K), FCMD 975(W) Family Practice, 6 credits
PYCH 900(K), PSCR 975(W) Neuropsychiatry, 8 credits
AMED 900(K), AMMD 975(W) Ambulatory Internal MedicineGeriatrics, 6 credits
Year Four
Kansas City and Wichita Campuses
SUBINTERNSHIP SELECTIVES: 4 credits
Students select one:
Internal Medicine
Surgery
Pediatrics
Family Medicine
Obstetrics/Gynecology
Neuropsychiatry
CRITICAL CARE SELECTIVES: 4 credits
Students select one:
Medicine ICU
Surgery ICU
Pulmonary ICU
Pediatrics/Neonatal ICU
Emergency Medicine
HEALTH OF THE PUBLIC: 4 credits
RURAL MEDICINE PRECEPTORSHIP: 4 credits
Students select one:
Family Medicine
Internal Medicine
Pediatrics
ELECTIVES: 20 credits
No more than 8 credits will be counted from the Basic Science
No more than 8 credits can be earned off campus at another medical school
A. A student must register for each course at the prescribed time outlined in the curriculum, unless otherwise authorized in writing by the Academic Committee and Executive Dean of the School of Medicine.
B. Grading shall be the responsibility of the faculty teaching the course or clerkship.
C. A student must achieve a passing grade in each course, clerkship or elective taken for credit toward the achievement of the M.D. degree. However, passing grades in individual courses and clerkships do not guarantee that the student’s performance, viewed as a whole, will meet requirements for awarding the degree. A student’s performance will be recorded as:
Superior (SU) -work of marked excellence, indicating high honor
High Satisfactory (HS) -work of much more than average quality
Satisfactory (SA) -work of average quality
Low Satisfactory (LS) -work of lowest acceptable quality
Unsatisfactory (U) -work of less than acceptable quality
Incomplete (I) -work required for the course is not completed, but the student is otherwise passing the course
D. A student’s grade cards shall be carefully and judiciously written and shall take into consideration knowledge of subject matter, attitudes, and skills.
E. Departments or committees shall forward grades to the Registrar within ten days after the end of a course and shall make the grades available to individual students as soon thereafter as possible. The Registrar will record the grades and maintain the official transcript. The following numerical values are used in calculating a student’s Grade Point Average:
Superior (SU) - 4 points
High Satisfactory (HS) -3 points
Satisfactory (SA) -2 points
Low Satisfactory (LS) -1 point
Unsatisfactory (U) -0 point
Grades of W (Withdraw), I (Incomplete), P (Passing), Credit, and No Credit are not averaged into the Grade Point Average. Grades of WF (Withdraw Failing) are averaged into the Grade Point Average. A semester Grade Point Average will be calculated at the end of each semester in Years One and Two; a cumulative Grade Point Average will be calculated based on all completed coursework.
F. The Registrar shall forward all grade cards to the Associate Dean for Student Affairs. The Associate Dean shall inform the Student Promotions Subcommittee of all the Incomplete grades, Unsatisfactory grades, or semester or cumulative Grade Point Averages below 2.0.
G. A grade of Incomplete shall be completed within one year from the last day of classes in the semester in which the grade was given. If this does not occur and unless the department chairperson requests an extension in writing to the Registrar, the Incomplete shall be changed to an Unsatisfactory grade.
H. All Unsatisfactory grades shall remain a part of the permanent record, whether or not these have been rectified.
I. A grade of Unsatisfactory (U) shall be rectified by additional study, retaking the final examination, both of these, retaking the course from the beginning at The University of Kansas School of Medicine, or taking the course at another medical school. Departments should adopt a policy requiring all students to follow one of these alternatives or requiring that the Unsatisfactory grade be reviewed on a case-by-case basis. If the latter alternative is selected, the decision regarding any particular student shall be based solely on the student’s overall academic record and her/his relative performance in the course in question. (See Section 7, Remedial Experiences).
J. An academic folder for each student shall be kept in the Office of Student Affairs. The folder shall include MCAT scores, premedical transcripts and records, grade cards from the medical faculty, and the letter of recommendation for residency written by the Executive Dean of the School of Medicine.
3. Requirements for Promotion and Graduation with Granting of the M.D. Degree
A. Promotion
A student who has satisfactorily completed the basic science and introductory clinical component of the curriculum, passed Step 1 of the USMLE, and is otherwise in Good Standing shall be recommended for Promotion to the clinical component of the curriculum. A student who does not meet these requirements will be reviewed by the Academic Committee on a case-by-case basis.
B. Graduation
The M.D. degree will be conferred by The University of Kansas upon persons who have complied with the following requirements:
(1) acceptable grades in all required courses and clerkships; AND
(2) acceptable grades in at least twelve (12) weeks of electives, including at least eight (8) weeks of clinical electives; AND
(3) a cumulative Grade Point Average of 2.0 or higher; AND
(4) passing scores on Steps 1 and 2 of the USMLE; AND
(5) acceptable academic and professional behavior and ethical standards.
C. Endorsement and Responsibility of Faculty
In granting the Doctor of Medicine degree, the Faculty of The University of Kansas School of Medicine endorses the student as having acquired the knowledge and skills appropriate for entry into postgraduate medical training and as having demonstrated appropriate professional and personal conduct. It, therefore, becomes the responsibility of the Faculty to establish the standards of academic accomplishment and professional conduct that a student must attain to receive the M.D. degree. The Faculty also has the responsibility of establishing the criteria consistent with the standards goals of the School of Medicine and to assist each student in recognizing and correcting deficiencies before the M.D. degree can be granted.
D. Time Permitted to Meet Requirements
All of these requirements must be met within six (6) years of the date of first enrollment, unless the student is enrolled in a special program approved by the Academic Committee. A student with an outstanding Incomplete or unrectified Unsatisfactory grade on her/his transcript will not be allowed to graduate from the School of Medicine after the six year period has expired without the explicit permission of the Academic Committee.
4. United States Medical Licensing Examination
A. Requirement for Promotion and Graduation
A student must pass the United States Medical Licensing Examinations (USMLE), Step 1 and Step 2 CK and CS, to graduate from The University of Kansas School of Medicine and be granted the M.D. degree. Students must pass each Step exam within one year of their first attempt on each exam. Successful completion of Step 1 is required for Promotion.
B. Step 1 of the USMLE
Step 1 is a one-day, computer based examination of the basic medical sciences and includes questions related to anatomy, behavioral sciences, biochemistry, microbiology, pathology, pharmacology, and physiology. A student will take Step 1 for the first time during the months of May, June and July at the end of Year Two of the medical curriculum, unless she/he receives a waiver from the office of the Executive Dean.
C. Step 2 CK (Clinical Knowledge) of the USMLE
Step 2 CK is a one-day, computer based examination of the clinical sciences and includes questions related to gynecology and obstetrics, internal medicine, pediatrics, preventive medicine and public health, psychiatry, and surgery. A student will usually take Step II for the first time during the months of July, August and September at the beginning of Year Four of the medical curriculum.
D. Step 2 CS (Clinical Skills) of the USMLE
Step 2 CS assesses whether an examinee can demonstrate the fundamental clinical skills essential for safe and effective patient care under supervision. There are three subcomponents of Step 2 CS: Integrated Clinical Encounter (ICE), Communication and Interpersonal Skills (CIS), and Spoken English Proficiency (SEP).
E. Failure of Step 1 or Step 2 CK or CS of the USMLE
After the first failure of an exam, the student will be counseled by the Student Affairs Dean. If a student twice fails either Step 1, Step 2 CK or Step 2 CS of the USMLE, the student’s entire academic record will be reviewed by the Student Promotions/Special Programs Subcommittee to include consideration of extenuating circumstances. Recommendations for remedial experiences and/or further attempts will be forwarded to the Academic Committee. A third failure will result in dismissal from the School of Medicine. A student who (1) has satisfied all requirements for graduation except successful completion of Step 2 of the USMLE (see Section 3.B.) and who (2) is not formally enrolled for electives or board preparation courses will be granted an Academic Leave of Absence by the office of the Executive Dean.
5. Criteria for Good Standing, Probation, and Suspension
As a student proceeds through the medical curriculum, progress is monitored at the completion of each semester or academic year by the Student Promotions/Special Programs Subcommittee. Recommendations of academic standing are made to the Academic Committee and Executive Dean. A student will be placed in one of the following categories:
A. Good Standing
A student is in Good Standing who has:
(1) attained a cumulative Grade Point Average of 2.0 or higher OR maintained a semester Grade Point Average of 2.0 or higher for two consecutive semesters after having been placed on Probation or Suspension; AND
(2) remediated any Unsatisfactory grade in a required course or clerkship; AND
(3) passed the appropriate step of the USMLE (when applicable); AND
(4) maintained acceptable academic and professional behavior and ethical standards.
B. Probation
A student loses good standing and is placed on Probation if she/he has
(1) a cumulative Grade Point Average less than 2.0; OR
(2) received a single Unsatisfactory grade in any course or clerkship; OR
(3) failed to pass the appropriate step of the USMLE ; OR
(4) unacceptable academic or professional behavior or ethical standards.
Probation does not preclude the student from participation in subsequent courses or clerkships except in the following situations: (a) an Unsatisfactory grade in a Year One course must be remediated before the student will be allowed to enroll in Year Two courses; (b) an Unsatisfactory grade in a Year Two course must be remediated before the student will be allowed to enroll in clinical clerkships or clinical electives; (c) an Unsatisfactory grade in a required clinical clerkship must be remediated as soon as possible after receiving the grade; and (d) a student may not enroll in a course that requires satisfactory completion of a prerequisite course before the subsequent course can be taken.
C. Suspension
A student loses good standing or probationary status and is placed on Suspension if she/he has
(1) a cumulative Grade Point Average less than 2.0 for two consecutive semesters; OR
(2) received Unsatisfactory grades in two different courses or clerkships (required or elective); OR
(3) continued or particularly egregious unacceptable academic or professional behavior or ethical standards.
Suspension requires that the student’s normal progress through the curriculum be halted until a review by the Academic Committee. If currently enrolled, the student will be disenrolled and granted an Academic Leave of Absence by the office of the Executive Dean. A decision to permit continuation in the curriculmn, to recommend remedial experiences, or to move for dismissal will be made by the Academic Committee after careful consideration of the student’s academic record and other relevant information.
6. Academic and Professional Behavior and Ethical Standards
A. A student will present only her/his own written work when submitted for credit or performed as a required element of a course or clerkship, unless group work is explicitly permitted by the faculty.
B. A student will give, receive, or utilize only such assistance that has been authorized by the faculty in connection with any examination, written work submitted for credit, or work submitted or performed as a required element of a course or clerkship.
C. A student will provide only truthful information to another person about any academic or clinical matter.
D. A student will cooperate with other students while engaged in academic and clinical activities, so that no other student’s academic performance is obstructed.
E. A student will act responsibly and exercise care when engaged in activities directly connected with patient care or academic activities.
F. A student will protect the confidence of a patient and disclose information about a patient only to a person who is, at the time of disclosure, a member of the patient’s health care team.
G. A student will honestly present material information pertaining to her/his class rank, Grade Point Average, or any other academic achievement or endeavor.
7. Remedial Experiences and Reinstatement to Good Standing
A. The Student Promotions Subcommittee and Academic Committee will determine a course of remediation for a student who is not in Good Standing. Usually, one or more of the following remedial experiences will be recommended:
(1) repeat a required course or clerkship.
(2) enroll in a special course, clerkship, elective, or program to be determined, when appropriate, in consultation with course or clerkship directors.
(3) repeat the entire semester or year.
B. Any of these remedial experiences recommended in the preceding section, whether the same course or clerkship or an approved alternative, shall constitute a repeated attempt to satisfy a specific graduation requirement.
C. After successful completion of a remedial experience to improve the cumulative Grade Point Average, to rectify one or more Unsatisfactory grades, and/or to pass the appropriate step of the USMLE, and a review of the academic record by the Student Promotions Subcommittee, the student who is on Probation or Suspension will be recommended for reinstatement to Good Standing.
D. A student who has been placed on Probation or Suspension for having failed to maintain acceptable academic or professional behavior or ethical standards and has satisfactorily completed the specified remedial experience will be reviewed by the Student Promotions Subcommittee and recommended for reinstatement to Good Standing.
E. Holding an office in a KUMC-sponsored student or campus organization or serving s a financially- supported representative to a regional, national, or international professional meeting shall be restricted to those students in Good Standing in their academic programs.
Holding membership in KUMC-sponsored student or campus organization or participation in local volunteer service activities shall remain open to all students.
During the process of annual registration of a student or campus organization and in the application of financial support for travel to extra curricular meetings, the respective Office of Student Affairs in each school shall verify that the student officers and financially-supported meeting participants are in Good Standing.
F. No course or clerkship established expressly for a remedial experience or to rectify an Unsatisfactory grade may substitute for a required course or clerkship (see Section 1).
G. Failure to meet the criteria of the remedial experience is grounds for Dismissal (see Section 9).
Students may not withdraw from a required medical school course after the first day of class, unless they are making a total withdrawal from medical school or unless extremely extenuating circumstances can be documented. A leave of absence from all classes may be granted by the Associate Dean for Student Affairs. Any request for such a leave must be in writing and must state with particularity the reasons on which the request is based. If the student withdraws or a leave of absence is approved, the following record will appear on the student’s transcript:
A. During the first five weeks of the semester, or the first one-third of a clinical module, the enrollment is canceled without reflection on the student’s permanent record.
B. After the fifth week, or last two-thirds of a clinical module, the student will receive a grade of either W or WF at the instructor’s option (see Section 2.E. Grading and Records for calculation of Grade Point Average).
A student who is granted a Leave of Absence, whether Medical, Personal, or Academic, will be given one of the following designations: [Type] Leave in Good Standing, [Type] Leave on Probation, or [Type] Leave on Suspension.
9. Dismissal for Failure to Abide by the Academic Standards
A student who has failed to abide by the academic standards of The University of Kansas School of Medicine will be subject to Dismissal upon recommendation of the Student Promotions Subcommittee to the Academic Committee. Such recommendation for Dismissal may occur for one or more (but are not limited to) of the following reasons:
A. Receipt of Unsatisfactory grades, rectified or not, in
(1) a total of three different courses, clerkships or electives; OR
(2) two clerkships or clinical electives; OR
(3) the same course or clerkship twice.
B. Maintenance of a cumulative Grade Point Average less than 2.0 for four (4) consecutive semesters.
C. Failure to comply with an Academic Committee recommendation for remedial experience.
D. Unexcused failure to enroll.
E. Absence without leave.
F. Improper withdrawal, once enrolled, from a required course or clerkship.
G. Failure to complete requirements for graduation within the stipulated time permitted (see Section 3.D.).
H. Repeated unacceptable academic and/or professional behavior and/or ethical standards.
A student recommended for Dismissal shall be notified by certified letter from the Office of Student Affairs on the Kansas City campus and shall have an opportunity to appear personally before the Academic Committee prior to a decision by the Academic Committee and transmission of that decision to the Executive Dean.
10. Due Process for Academic Dismissal
A. A student recommended for dismissal for one or more reasons listed in Section 9 above may request, in writing, an opportunity to appear personally before the Academic Committee prior to the effective date of the recommendation for dismissal. Upon receipt of a written request the Academic Committee shall permit the student the opportunity to characterize her/his academic conduct and place it in what the student deems to be the proper context. Under no circumstance shall the student be permitted to be represented by counsel. However, if the student desires, up to three faculty members may testify on the student’s behalf. The purpose of the meeting is to permit an informal "give and take" between the student and the Academic Committee.
B. Should, after such a meeting, a majority of a quorum of the Academic Committee again recommend dismissal, this decision shall be forwarded to the Executive Dean. The student will have ten (10) days to appeal the decision to the Executive Dean. The Executive Dean will, after ten (10) days or after hearing the student’s appeal, decide to implement the recommendation for dismissal or to reinstate the student into the academic program of the medical school. The Executive Dean should inform the Academic Committee in writing the reasons for the decision of reinstatement and should describe any special conditions that the student will be expected to undertake relative to the student’s reinstatement into the academic program.
C. A student dismissed for failing to meet the academic standards of the School of Medicine may reapply for admission to the School of Medicine. The application shall be considered by the Admissions Subcommittee in the same manner as are other applications.
Misconduct Warranting Discipline
A. A student who is suspected of misconduct may bring a recommendation from the Academic Committee for dismissal from the School of Medicine. Misconduct is described as, but not limited to:
B. If it is believed that misconduct warranting discipline has occurred, the matter will be presented to the Associate Dean for Student Affairs, who will refer the matter to the Academic Committee. If the Academic Committee determines that sufficient cause exists, the student will be advised that they have the right to request a hearing as described below. If after this hearing the Academic Committee, finds that misconduct warranting discipline has occurred, and that the nature of the offense is such that such discipline is warranted, it may recommend to the Executive Dean:
Students dismissed for misconduct warranting discipline shall not be readmitted to the School of Medicine.
Hearing Procedure for Misconduct Warranting Discipline
A medical student who withdraws or is dismissed is eligible for a refund of tuition and fees* paid, or credit for tuition and fees due, according to the following schedule:
First Adjustment Period: Through the last business day prior to the first day of classes or the scheduled financial aid and scholarship distribution date (whichever comes last): 100% adjustment.
Second Adjustment Period: 90% adjustment - 1st day through 5th day.
Third Adjustment Period: 50% adjustment - 6th day through 20th day.
After the Third Adjustment Period: No adjustment - after 20th day.
A course unit is defined as each major course, or segment thereof, in a semester during the basic science, and each four-, six- or 8-week module in the clinics.
*According to the refund/repayment policy published by Student Financial Aid, any refund may be returned to student aid programs. Specific questions regarding the policy should be directed to Chris Meiers, Registrar/Assistant Dean, 3001 Student Center, (913) 588-7055 or by email at cmeiers@kumc.edu.
Tuition and Fees 2004-05 academic year
Request for LOA.
A medical student my request to take up to one-year of leave from medical school for one of the following reasons:
Administrative (action taken by Academic Committed of Dean)
Medical (physician’s statement required)
Personal (first request)
Personal (second or subsequent request)
Academic (i.e. Post-sophomore Fellowship)
National Board Preparation
An LOA, needs to have pre-approval from the Associate Dean of Student Affairs, or the Academic Committee. A letter needs to be written stating reasons for request for LOA, assistance for dealing with your LOA, what your plans are during LOA, relationship of your activities during LOA. Also any supporting letter from counselors, physicians as well as course coordinators or department chairs. Graduation requirements must be completed within six years of date of matriculation except for students who are in the combined M.D/Ph.D. program.
It will be your responsibility to make sure all financial aid and health insurance fees are paid up.
Returning from LOA
A form will be mail out to you 8 – 10 weeks prior to your return to school this needs to be sent back immediately, so that your name can be added to rosters (see Laura Zeiger, Student Affairs, 3040 Murphy).
University of Kansas School of Medicine Student Travel Policy
The School of Medicine and Student Leaders wish to support student travel to professional meetings when that travel meets the needs of both the student and the school. The amount of the funds available will vary from year to year. Funds will be available on a first come first served basis. We ask you to first seek out other sources of support (e.g., MSA, research travel funds, support from research sponsor, etc.) prior to applying for funds from the Office of Student Affairs.
Support for travel will be made according to the following priorities:
National Officer of the Organization
Local Chapter Officer
Official Organization Representative
Member or Delegate
Students who wish to apply for travel support must do so at least 6 to 8 weeks in advance from the date of departure for the event. Any request after travel has been made will not be honored for reimbursement.
Student(s) must summit in writing the following information at the time the request is made:
The state of Kansas guidelines for School of Medicine students who wish to travel:
The request for travel should not exceed the amount requested OR the amount the school has set a side for an organization.
Upon return from travel student(s) are required to write a paper for the Associate Dean of Student Affairs and present a summary of the meeting highlights to the organization’s members, notify place, date and time to the Office of Student Affairs. This needs to be completed within one month of the return date.
The Associate Dean for Student Affairs shall have disbursement authority over this account, with the approval of the Senior Associate Dean for Medical Education and the Senior Associate Dean for Administration.
©
The University of Kansas Medical Center