PHYSICIAN ASSISTANT PROGRAM

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PHYSICIAN ASSISTANT PROGRAM

  1. 1. PHYSICIAN ASSISTANT PROGRAM ACADEMIC POLICY 1. INTRODUCTION AND OVERVIEW 1.1 This academic policy applies to all Physician Assistant (PA) students enrolled in Salus University and is published for the PA program's students, faculty and staff, all of whom are held responsible for reading and adhering to this policy. 1.2 The Office of Academic Affairs, under the leadership of the Vice President/Dean for Academic Affairs, in conjunction with the PA program faculty, the Faculty/Student Educational Policy Curriculum Committee, and the Committee on Academic Promotions, has developed this policy to uphold the educational standards of the University and the PA program for all PA students. 1.3 Unless otherwise stated, the Vice President for Academic Affairs is the individual charged with rendering final interpretations of the policy and for deciding whether to grant exceptions to the policy. 2. ADMINISTRATIVE RESPONSIBILITIES 2.1 The Vice President/Dean for Academic Affairs, in conjunction with his/her departmental staff, is charged with the oversight of the curricula and other academic matters. The Office of Academic Affairs creates and modifies curricula in conjunction with program faculty and the Student/Faculty Educational Policy and Curriculum Committee. The Vice-President/Dean for Academic Affairs is the chief academic officer of the University and is responsible for final decisions concerning curricula and educational policy at Salus University. 2.2 The Director of the Physician Assistant program and the Academic Coordinator for the Physician Assistant program are charged with the oversight and administration of all didactic education within the curriculum. 2.3 The Director of the Physician Assistant program and the Clinical Coordinator for the Physician Assistant program are charged with the oversight and administration of all clinical education within the curriculum. __________________________________________________________________________ Physician Assistant Program – Academic Policy 1
  2. 2. 2.4 The Assistant Dean for Academic Affairs assumes responsibilities, as delegated and assigned by the Vice President/Dean for Academic Affairs. 2.5 The Dean of Student Affairs is charged with the administration of matters related to counseling, and student life on campus. This office has the responsibility for advising students in personal matters impacting academics, tutoring services, and special events. 2.5.1 Under the auspices of the Office of Student Affairs, the Office of the Registrar is responsible for maintaining the students' permanent records. 2.5.2 The Dean of Student Affairs also oversees the Center for Personal and Professional Development. 3. PREREQUISITES 3.1 Specific prerequisite requirements are found in the PA Program brochure, the PA program web page, and the current University catalog (beginning with the 2008- 2009 edition). 3.2 Successful completion of prerequisite courses and other requirements is required, in all instances, before a student may matriculate. 4. ACADEMIC CALENDAR AND CLASS SCHEDULES 4.1 The Office of Academic Affairs publishes the Academic Calendar for the institution with the beginning and ending dates for each term and University holidays. 4.1.1. The PA program will publish a PA Program Schedule with program specific information regarding academic breaks, study days and examinations. 4.2 Any travel or other commitments scheduled on days reserved for academic activities are made at the student's own risk. 4.3 The PA program schedule is distributed not later than the current term for the subsequent term. 4.4 Both the academic calendar and PA program schedule are subject to change due to unforeseen circumstances (e.g., faculty illness or inclement weather). 4.5 Instructors need prior approval from the PA program director or his/her designee change the PA Program Schedule once it has been published. _______________________________________________________________________ Physician Assistant Program – Academic Policy 2
  3. 3. 5. ATTENDANCE 5.1 In general, attendance at all lectures, being fundamental to academic success, is expected. The fact that classes are scheduled is evidence that the faculty believes class instruction is important; therefore, class attendance is important for the benefit of students. Accordingly, students should attend every class for which they are scheduled. 5.2 An instructor has the option to require mandatory attendance at lectures if he/she deems it necessary to improve student learning. The instructor will define details of the attendance procedure in the course/clinical rotation syllabus. 5.3 A syllabus will be distributed for each course/clinical rotation and will describe the course/clinical rotation requirements, grading policy and attendance policy. 5.4 Attendance is mandatory for all laboratories, clinical assignments, Clinical Problem Solving (CPS) sessions, seminars, grand rounds, conferences and meetings. 5.4.1. The consequences of unexcused absences will be determined by the instructor and defined in the syllabus. 5.4.2. When attendance is mandatory, poor attendance alone may result in a course/clinical rotation grade of Failure (F). 5.5 A student who is not in good academic standing (see Sections 15 and 16) may be required to attend specified course(s). Written notification will be sent from the Director of the PA program. 5.6 A student is expected to inform the PA Program Director of family or medical situations that may result in extended class absences. 5.7 Attendance and absences as described in this policy apply to make-up or special examinations, remediation examinations, laboratory or clinical examinations and reenrollment examinations. 5.8 Excused Absences: Activities Not Involving Patient Care 5.8.1 Any student who is absent from a required activity must complete and submit an absence-approval request form with required documentation to the Dean of Student Affairs. These forms may be obtained from the Office of Student Affairs. 5.8.2 For an unanticipated absence, a student is required to submit proper documentation within 24 hours following his/her return to educational/ program activities. _________________________________________________________________________ Physician Assistant Program – Academic Policy 3
  4. 4. 5.8.3 For an anticipated absence, a student is required to submit documentation prior to his/her absence. 5.8.4 Absence excuses may include, but are not limited to the following: 5.8.4.1 A statement from a physician or primary care provider that, at the time of the mandatory activity, the student was under his/her care and too ill (state diagnosis) to take the examination or to attend the laboratory session. 5.8.4.2 A statement from a physician or primary care provider that a member of the student's immediate family (state relationship) was seriously ill and required the student's presence. 5.8.4.3 A death in the student's immediate family. The relationship of the deceased to the student and the date of the death must be provided. 5.8.4.4 Documented failure of normal or auxiliary means of transportation. 5.8.4.5 Personal event such as student's marriage. 5.8.4.6 Childbirth (maternity and paternity policy of the University as referenced in section 22.7.2 takes precedence). 5.8.4.7 Educational or professional considerations, e.g., attendance at a professional meeting. The Dean of Student Affairs will apply the Student Academic Travel Policy as outlined in the Salus University Student Handbook. 5.8.5 The determination whether an absence not specifically covered above is excused shall be decided by the Dean of Student Affairs. 5.8.6 All work missed during an excused absence must be completed to the satisfaction of the PA program Academic or Clinical Coordinator, as appropriate, prior to receiving a grade for the course/clinical rotation. All work must be completed within a period of time designated by the PA program Academic or Clinical Coordinator, as appropriate. Incomplete work resulting in a grade of Incomplete ("I") must be resolved as outlined in section 11.8. 5.8.7 If absences are excessive, a student may be required to take a leave of absence. Physician Assistant Program – Academic Policy 4
  5. 5. 5.9 Excused Absences: Patient Care Activities 5.9.1 Part of the socialization in the PA program is learning the values necessary to be a competent Physician Assistant. One of these is a sense of responsibility and obligation to commitments. Students make a commitment to patient care for all clinical assignments, including the patients and the other members of the health care team. Failure to immediately inform the health care team of an absence, and its reason, demonstrates insensitivity to this important professional value. There may be instances where timely communication with the team is nearly impossible; however, casual attitudes regarding this responsibility will not be tolerated. This portion of the academic policy applies to all clinical / patient care activities. 5.9.2 Attendance is mandatory at all patient care activities. 5.9.3 A student must inform the PA Program Clinical Coordinator and his/her preceptor or other appropriate individual of any absence immediately, unless the student is physically unable to communicate. 5.9.4 All absences (excused and unexcused) will be reported to the PA Program Clinical Coordinator. 5.9.5 For an absence to be excused, an explanation must be submitted to the PA program Clinical Coordinator. 5.9.6 For an unanticipated absence, a student is required to submit proper documentation within 24 hours following his/her return to any educational/program activities to the PA program Clinical Coordinator. 5.9.7 For an anticipated absence, a student is required to submit documentation and receive an excused absence from the PA program Clinical Coordinator. The student must inform the PA program Clinical Coordinator prior to his/her absence. 5.9.8 Acceptable reasons for "excused" absenteeism may include the following: 5.9.8.1 A statement from a physician or primary care provider that, at the time of the mandatory activity, the student was under his/her care and too ill (state diagnosis) to attend patient care activities. 5.9.8.2 A statement from a physician or primary care provider that a member of the student's immediate family (state relationship) was seriously ill and required the student's presence. 5.9.8.3 A death in the student's immediate family. The relationship of the deceased to the student and the date of the death must be provided. __________________________________________________________________________ Physician Assistant Program – Academic Policy 5
  6. 6. 5.9.8.4 Documented failure of normal and auxiliary means of transportation. 5.9.8.5 Personal event, such as student's marriage. 5.9.8.6 Childbirth (maternity and paternity policy of the University takes precedence). 5.9.8.7 Educational or professional considerations, e.g., attendance at a professional meeting. The PA program Director, in conjunction with the PA program Clinical Coordinator, must grant approval consistent with the Student Academic Travel Policy outlined in the Salus University Student Handbook. 5.9.9 Any excuse not specifically covered above shall be addressed and resolved by the PA program Director. 5.9.10 All work missed during the absence must be completed to the satisfaction of the PA program Clinical Coordinator prior to receiving a grade for the course/clinical rotation. 5.9.11 All work missed must be completed within a period of time designated by the PA program Clinical Coordinator. 5.9.12 A student may appeal to the PA program Director if he/she feels that the policy is not being honored or equitably enforced. 5.9.13 If absences are excessive, a student may be suspended from program activity and required to take a leave of absence (see Section 22). 5.10 Excused Absences: Guidelines and Allowances for Patient Care Activities 5.10.1 An allowable number of excused absences from patient care activities has been established. The program may exceed these guidelines and allow more absences, but may not restrict absences to fewer than those allowed by policy. 5.10.2 The maximum amount of "excused" absences allowable is based on a proportion of the time dedicated to the course/clinical rotation in the College curriculum. 5.10.3 Make-up time or a project/assignment is typically required for students with excused absences. 5.10.4 Make-up time for a student whose absences comply with the limits outlined above will not exceed the actual number of days missed. 5.10.5 Make-up time or a project/assignment may be waived at the discretion of the PA program Clinical Coordinator in conjunction with the PA program Director, provided that performance has been achieved at an acceptable level of competency satisfactory to the Physician Assistant program. __________________________________________________________________________ Physician Assistant Program – Academic Policy 6
  7. 7. 5.10.6 Maximum number of allowable excused absences per term is listed below. The PA program Clinical Coordinator will resolve absences in excess of these numbers. 2nd year: Fall - 2 days Spring - 2 days Summer - 2 days 5.10.6.1 Make work is expected to be completed prior to the end of the rotation in which the absence occurred; however, if this is not feasible, the incomplete "I" grade received must be resolved within 45 days of the end of the rotation at a time determined by the PA program Clinical Coordinator. 5.10.6.2 The Director of the PA program may grant an additional 45-calendar day extension period, if written documentation is provided by the PA program Clinical Coordinator indicating that "extenuating circumstances" exist. 5.10.6.3 The Vice President/Dean for Academic Affairs or his/her designee may grant a 45- day calendar extension period if written documentation is provided by the PA program Director that "extenuating circumstances" exist. 5.10.7 Fall, Spring and Summer term Clinical Year students with more than the accepted two (2) absences per term will be referred by the PA program Clinical Coordinator to the PA program Director. A grade of Incomplete ("I") will be recorded for the clinical rotation provided the student otherwise has a passing grade (see section 11.8), until the required work is made up. 5.10.8 For a student who exceeds the two (2) day excused absence limit per term within the same clinical rotation, a repeat of the entire rotation may be required. 5.10.9 The decision for a student to repeat an entire rotation will be made on an individual basis by the PA program Clinical Coordinator in conjunction with the PA program Director. 5.11 Tardiness and Unauthorized Early Departure 5.11.1 Students are expected to arrive on time, as defined in the PA Program schedules. In activities involving patient care, they are expected to stay in the assigned service until released by professional staff. All late arrivals and early departures from clinical assignments will be documented and reported to the PA program Clinical Coordinator. Policies relating to excused and unexcused absences will apply. (See also 5.10 Excused Absences: Guidelines and Allowances for Patient Care Activities and 5.13 Unexcused Absences in Patient Care Activities.) __________________________________________________________________________ Physician Assistant Program –Academic Policy 7
  8. 8. 5.12 Unexcused Absences: Activities Not Involving Patient Care 5.12. 1 An "unexcused absence" is any absence that does not meet the criteria for being an excused absence, as outlined in sections 5.8.4 and 5.9.8. 5.12.2 Unexcused absences from educational/program activities will result in a zero for any academic activities that occur during the period of the unexcused absence. This grade of zero will be averaged into the final course/clinical rotation grade. A student will not be allowed to take a make-up exam in the case of an unexcused absence. 5.12.3 Unexcused absences or repeated lateness will not be permitted and may result in a failing (F) grade in any course for that term. 5.12.4 A pattern of unexcused absences, lateness or early departure from courses also could result in dismissal from the University for unprofessional conduct. 5.12.5 A student may be placed on academic warning, probation or be removed from course activities by the PA program Director if the student fails to meet course responsibilities because of a consistent lack of attendance or lateness. These matters may then be referred to the Committee on Academic Promotions for review and further action. 5.13 Unexcused Absences in Patient Care Activities 5.13.1 An "unexcused absence" is any absence that does not meet the criteria for being an excused absence as outlined in sections 5.8.4 and 5.9.8. 5.13.2 Unexcused absences or repeated lateness will not be permitted and may result in a failing (F) grade in a patient care related course/clinical rotation for that term. 5.13.3 A pattern of unexcused absences, lateness or early departure from patient care activities also could result in dismissal from the University for unprofessional conduct. 5.13.4 A student may be placed on academic warning, probation or be removed from clinical activities by the PA program Director if the student fails to meet clinical responsibilities because of consistent lack of attendance or lateness. These matters may then be referred to the Committee on Academic Promotions for review and further action. 5.13.5 All unexcused absences must be made up as assigned by the PA program Director and/or his/her designee and may include Saturdays, normal academic/University vacation periods and other hours as assigned. __________________________________________________________________________ Physician Assistant Program - Academic Policy 8
  9. 9. 6. OPEN FOR FUTURE USE 7. STUDENT RESPONSIBILITIES REGARDING ELECTRONIC MAIL 7.1 Students are expected to check their Salus e-mail account twice daily, as some correspondence from faculty may be time dependent Any students with unresolved academic matters (e.g. remediation examinations, incomplete grades) must check their e-mail on a daily basis until the matter is resolved. In addition, all students are expected to regularly check their Salus email account during weekends, breaks, holidays and other unassigned times for the duration of the account life. 8. CLASSROOM PROBLEMS 8.1 Classroom problems should be initially discussed with the instructor and, if necessary, the PA Program Academic Coordinator or Clinical Coordinator, as appropriate. 8.1.1 If the classroom problem involves the PA Program Academic Coordinator or Clinical Coordinator, it should be discussed with the PA program Director. 8.1.2 If the classroom problem involves the PA program Director, the problem should be discussed with the Vice President/Dean for Academic Affairs. 8.2 Classroom discrimination or sexual harassment concerns should be brought to the attention of the Affirmative Action Officer or the Dean of Student Affairs. 9. CLINICAL PRIVILEGES 9.1 Students also are required to read the PA Program Clinical Year Policies and Procedures Manual. Any questions regard this document should be addressed to the PA Program Clinical Coordinator and/or the Director of the PA Program. 9.2 Clinical privileges may be withdrawn for any of the following reasons: 9.2.1 Decision of the Committee on Academic Promotions for academic and/or clinical deficiencies. 9.2.2 Decisions of the Faculty/Student Judicial Committee regarding violation of the Student Code of Conduct and/or conduct unbecoming of a professional person. 9.2.3 Decision by an officer of the University for non-payment of tuition and fees. __________________________________________________________________________ Physician Assistant Program – Academic Policy 9
  10. 10. 10. EXAMINATIONS 10.1 General Policies 10.1.1 Examinations provide the opportunity for instructors to evaluate and students to demonstrate academic progress. 10.1.2 The University's Rules for Taking Examinations are found in the Student Handbook. Each student is responsible for understanding these rules. Questions or concerns should be directed to the Office of Academic Affairs. 10.1.3 Infractions of the Rules for Taking Examinations are considered serious offenses. Students guilty of infractions will be penalized in an appropriate manner, including the possibility of expulsion from the University. These matters will be referred to the Judicial Council for review and further action. 10.1.4 Exam policies and procedures for a course/clinical rotation will be included in the course/clinical rotation syllabus, which must be distributed at the beginning of each term. 10.1.5 Course/clinical rotation faculty must inform students in writing at the beginning of a course/clinical rotation of the relative weights to be given to various examinations and evaluation procedures used in determining the final grade. 10.2 Schedules 10.2.1 Exam schedules are established and issued by the PA program. 10.2.2 Examination schedules are subject to change for academic or unanticipated reasons. 10.2.2 In the event of extremely harsh weather conditions or other emergency situations, information will be provided about school closing on the radio KYW 1060 AM, and/or on the Student Hotline at 215-780-1314. Students should consult the Salus University Student Handbook for additional information regarding an Emergency School Closing. 10.3 Attendance 10.3.1 Students are required to sit for examinations as scheduled. If a student is ill and is unable to sit for the examination, he or she must notify the Dean of Student Affairs and the PA program Director prior to the exam, and have his/her physician or primary care provider submit a written report of the illness. In cases of other emergencies (e.g., death of an immediate family member), the Dean of Student Affairs should be notified and may authorize absence from the exam. Unexcused absences will result in a grade of zero (0) for the exam (see Section 5.12). __________________________________________________________________________ Physician Assistant Program – Academic Policy 10
  11. 11. 10.3.2 A student must be registered for any given course/clinical rotation before he or she may take the course/clinical rotation examinations. No credit will be received for any course/clinical rotation for which the student is not formally registered. The Office of the Registrar is responsible for ensuring that only registered students receive a grade in a particular course/clinical rotation. 11. ASSESSMENT AND GRADES 11.1 Grading System 11.1.1 All students are expected to pursue the highest standards of academic excellence. 11.1.2 At the conclusion of a course/clinical rotation, a grade will be recorded for each enrolled student on a schedule determined by the Registrar according to the following grading system: 11.1.3 Grade -Interpretation - Quality Points Earned per Term Hour: A (EXCELLENT) Indicates exceptional achievement 4.00 B (GOOD) Indicates superior achievement 3.00 C (SATISFACTORY) Indicates acceptable achievement 2.00 D (POOR) Passing work but below desired standards 1.00 Other Designations (carrying no quality points): F (FAILURE) Unsatisfactory performance 0.00 (Re-enrollment in the course/clinical rotation is required in order to secure credit) H (HONORS) Indicates outstanding performance 0.00 (with credits earned) P (PASS) Indicates performance meeting all competencies or requirements; 0.00 (with credits earned) CR (CREDIT) Credit is given but no grade is assigned 0.00 (with credits earned) AU (AUDIT) I (INCOMPLETE) R (DEFERRED/RESEARCH IN PROGRESS) W (WITHDRAWAL) EX (EXEMPT) 11.2 Failing Grades (F) 11.2.1 A failure in a required course/clinical rotation must be removed by the passage of the course/clinical rotation through remediation (see Section 12) and re- enrollment (see Section 13), if necessary within one year of the conclusion of the term in which the grade was earned. The option of remediation is not available once a student has been dismissed for academic reasons such as a low grade point average. 11.2.2 All academic deficiencies (grades of "0" and/or "F") must be removed prior to beginning clinical year rotations. __________________________________________________________________________ Physician Assistant Program – Academic Policy 11
  12. 12. 11.2.3 The PA program, in conjunction with the Office of Academic Affairs, will determine the remediation examination schedule(s). (See section 12.4). 11.2.4 Failures in a clinical rotation must be addressed through remediation or re-enrollment as determined by the PA program Clinical Coordinator. Ideally, this should occur immediately after the failing grade is earned. When this is not feasible however, the remediation or reenrollment will be at a time determined by the PA program Clinical Coordinator. Failure to comply with the remediation/reenrollment plan determined by the PA program Clinical Coordinator will result in the student being dismissed for academic reasons. 11.3 Clinical Grades and Evaluations 11.3.1 Clinical Grades: At the conclusion of a clinical rotation, grades are rendered for Each enrolled student, as described above in Section 11.1.2 through 11.2.6. 11.3.2 Clinical Evaluations: At the conclusion of a clinical course/clinical rotations or rotations, a summary form concerning the quality of the student's work will be rendered. 11.3.2.1 The summaries are used in counseling students concerning clinical strengths and weaknesses and in the preparation of letters of evaluation/recommendation. 11.3.2.2 Clinical Rotation evaluations are rendered on standard forms provided by the Clinical Coordinator. 11.3.2.3 For clinical rotations, the principal parameters used for evaluation are defined in the Clinical Year Handbook. 11.4 Credit (CR) 11.4.1 A grade of Credit (Cr) may be utilized for required course/clinical rotations and electives within the professional academic program, if approved by the course/clinical rotation instructor, the PA Program Director and the Vice President/Dean for Academic Affairs. 11.4.2 A grade of Credit is not computed in the student's term or cumulative grade point average. 11.5 Credit by Examination (CR) 11.5.1 Only courses offered in the didactic year of the PA program will be considered for Credit by Examination. __________________________________________________________________________ Physician Assistant Program – Academic Policy 12
  13. 13. 11.5.2 A student judged qualified by the PA program Academic Coordinator, in conjunction with the course instructor, may receive academic credit for a course(s) within the curriculum by satisfactory performance on special examination(s) administered by the PA program Academic Coordinator. A fee is charged for the exam. 11.5.3 Upon satisfactory completion of the examination and approval by the PA program Director, a grade of Credit (Cr) will be given and recorded during the term in which the exam was taken. 11.6 OPEN FOR FUTURE USE 11.7 Audit (AU) 11.7.1 A student may elect to officially audit any didactic year course within the curriculum by registering for the course and obtaining written permission from the PA program Academic Coordinator. 11.7.2 The student is required to provide the Registrar's Office with the written approval from the PA program Academic Coordinator no later than the fifth (5th) business day of the term. 11.7.3 This non-credit registration is recorded as "Audit" on the student's transcript. 11.7.4 A course audit fee may be applied in certain circumstances. 11.7.5 In certain instances for educational reasons, the Committee on Academic Promotions, and/or the Vice President/Dean for Academic Affairs or his/her designee, may require a student to audit a course or component already taken. 11.7.5.1 Not attending this required course or component may result in a grade of failure and suspension or dismissal from the University for not adhering to this requirement. 11.7.5.2 The instructor for the course or component is required to inform the Vice President/Dean for Academic Affairs or his/her designee, via the Registrar, about student attendance for all required audits at the time term grades are submitted to the Registrar. 11.7.6 Non-degree students may be permitted to audit courses under special circumstances, with the written approval of the PA program Director or his/her designee. 11.7.6.1 The Registrar will notify the course instructor when a student has approval to audit a course. 11.7.6.2 A fee may be assessed for auditing a course. __________________________________________________________________________ Physician Assistant Program – Academic Policy 13
  14. 14. 11.7.7 A course taken on an audit basis will not count toward the fulfillment of degree requirements. 11.7.8 Since the credit hours attempted and quality points will not be awarded for an audited course, it will not affect the student's quality point average. 11.8 Incomplete (I) 11.8.1 The temporary designation "lncomplete" (I) may be used when a complete evaluation cannot be rendered because an examination was not taken due to an excused absence. 11.8.1.1 An Incomplete (I) grade may be given only when the work in a course/clinical rotation is not completed and when the faculty determines that a passing grade in the course/clinical rotation is attainable. 11.8.2 Incompletes must be resolved within 45 calendar days after the end of the term in which the "I" grade was received. The date for resolution of the incomplete will be set by mutual agreement of the student and faculty member. 11.8.2.1 The Vice President/Dean for Academic Affairs or his/her designee may grant a 45 calendar day extension period if written documentation is provided by the student and/or faculty member, confirming that "extenuating circumstances" exist. 11.8.2.2 All incompletes (I) must be removed prior to beginning external clinical rotations. 11.8.3 If the student fails to remove the Incomplete (I) grade within the time allowed, the course/clinical rotation instructor, with the approval of the PA program Academic or Clinical Coordinator, as appropriate, will authorize the Registrar to change the grade to a Failure (F). The student, course/clinical rotation instructor, the PA program Academic or Clinical Coordinator as appropriate, and the PA program Director will be notified in writing of this grade change. 11.8.4 When the Incomplete (I) designation is used, the faculty member or department will submit to the Registrar, in writing, the reason for the designation of the "Incomplete" and the student's academic standing in the course/clinical rotation to date. 11.8.5 The Registrar will transmit this information to the class faculty member and to the Committee on Academic Promotions for all students not in good academic standing (i.e., dismissal, probation, and warning). This additional information will assist the class faculty member and/or the Committee on Academic Promotions in evaluating student performance in borderline cases. 11.8.6 The final grade of a student who receives an "Incomplete" is the decision of the course/clinical rotation instructor. __________________________________________________________________________ Physician Assistant Program – Academic Policy 14
  15. 15. 11.9 Deferred (R) 11.9.1 In certain course/clinical rotations, where the normal work of the course/clinical rotation extends beyond the scheduled period, a deferred grade (R) may be granted to any student enrolled in the course/clinical rotation, if prior approval from the PA program Director and the Vice President/Dean for Academic Affairs has been obtained. 11.9.2 The grade of "Deferred" (R) may also be assigned with the approval of the PA program Director if all required work in a course/clinical rotation is completed, but a grade is unable to be determined and additional time is required to consider or investigate a grade. 11.9.3 For students not in good academic standing when the "Deferred" (R) designation is used, the course/clinical rotation instructor or the Office of Academic Affairs will make available to the Registrar, in writing, the tentative student grade based on the student's performance to date. 11.9.4 The Registrar will transmit this information to the class faculty member and to the Committee on Academic Promotions for all students not in good academic standing (i.e., dismissal, probation, warning). This additional information will assist the class faculty member and/or the Committee on Academic Promotions in evaluating student performance in borderline cases. 11.10 Withdrawal (W) 11.10.1 Withdrawal from a required course/clinical rotation: A student may not withdraw from a required course/clinical rotation(s), or the entire curriculum without the approval of the Dean of Student Affairs and the subsequent approval of the PA program Director. The desire to avoid a low grade is not an acceptable reason for withdrawal from a module. 11.10.2 A student who is approved to withdrawal from a course/clinical rotation after the midpoint of the term will be graded "WP" or "WF," based upon his or her standing in that course/clinical rotation. 11.13 Grade Mediation and Adjudication 11.13.1 On rare occasions, circumstances may develop in which a student and instructor disagree about a student's grade. __________________________________________________________________________ Physician Assistant Program – Academic Policy 15
  16. 16. 11.13.2 A student having a concern or complaint about a reported grade in a course/clinical rotation should first discuss grading practices and determinations with the instructor. It is expected that the student and instructor will address any misunderstandings and will attempt to work out any disagreements over grades. 11.13.3 Any challenge of a grade must be made within one week of the end of the term in which the grade was earned. 11.13.4 The original grade assigned by the instructor remains on the student's record while the challenge process is in progress and will be changed only if the challenge is successful. 11.13.5 If the grade challenge is not successful, the student may appeal, in writing, to the PA program Director. 11.13.5.1 If the PA program Director is the instructor, the appeal is made in writing to the Vice President/Dean for Academic Affairs. 11.13.6 The decision regarding the appeal made by the PA program Director or the Vice President/Dean for Academic Affairs (as determined by section 11.13.5.1) regarding the appeal is final. There is no further appeal within the University. 11.13.6.1 If the decision regarding the appeal results in a grade change, the PA program Director or the Vice President/Dean for Academic Affairs 11.13S1) will notify the Office of the Registrar in writing. 11.13.7 Copies of sequestered exams, reports, and/or presentations submitted by students are required to be retained by the instructor for a period of one calendar year from the end of the term in which the grade was earned, in the event that a challenge to a grade should arise. 11.14 Change of Grade Not Involving Grade Mediation and Adjudication 11.14.1 Once submitted to the Registrar, no grade, except that of Incomplete (I) or Deferred (R), may be changed, without the mutual written consent of the course/clinical rotation instructor and the PA program Director. 11.15 Grade-Point Average (GPA) 11.15.1 A student's cumulative grade-point average is the weighted mean value of all grade points earned by the student in all course/clinical rotations taken for letter grade within the University. __________________________________________________________________________ Physician Assistant Program – Academic Policy 16
  17. 17. 11.15.2 Grades are converted to grade points by multiplying the number of credits for each course/clinical rotation by the specified formula assigned to the letter grade: A = 4 credit points; B = 3 credit points; C = 2 credit points; D = 1 credit point, and F = O credit points. (e.g., A in a four-credit course/clinical rotation earns the student 16 grade points (4 x 4.0); a B in a four-credit course/clinical rotation earns 12 grade points (4 x 3.0), and so on). 11.15.3 The total number of credit points divided by the total credits scheduled (for letter grade) equals the grade point average. A student is below 2.0 when total grade points are less than twice the total credits scheduled. 11.15.4 Cumulative grade point average is calculated utilizing only course/clinical rotations taken within each degree program. 12. REMEDIATION 12.1 A student repeating credits through remediation is required to re-register for those credits with the Office of the Registrar. 12.2 In general, this is the first method that will be used to address grades indicating failure (F) and/or poor performance (D) in a course and a clinical rotation if the failure (F) or poor performance (D) is earned as a result of the end of rotation exam. 12.3 Remediation is defined as a special examination offered during a prescribed examination period. 12.4 The PA program, in conjunction with the course/clinical rotation instructor(s), will schedule all remediation examinations. 12.5 A grade of "F" or "D" not remediated will result in the dismissal of the student for academic reasons. 12.6 OPEN FOR FUTURE USE 12.7 The highest grade that can be earned by remediation is a grade of "C" (satisfactory) or "P" (pass), depending upon the grading scale defined in the course/clinical rotation syllabus. 12.7.1 The student must realize that remediation of a course/clinical rotation may result in a grade lower than the original grade. For example, an original earned grade of "D" may become and earned remedial grade of "F." 12.7.2 In ALL cases, the original grade will remain on the transcript, but will not be used to calculate the new cumulative grade point average. __________________________________________________________________________ Physician Assistant Program – Academic Policy 17
  18. 18. 12.8 A course/clinical rotation may be remediated only once. 12.9 A remediation fee will be applied. 13. RE-ENROLLMENT 13.1 If the remediation process outlined above (see section 12) is unsuccessful, a student will be asked to re-enroll in the course/clinical rotation. 13.2 A student repeating credits through reenrollment is required to re-register for those credits with the Office of the Registrar. 13.3 Reenrollment may be accomplished through any of the following mechanisms selected by the PA program Director, including, but not limited to: 13.3.1 Attending the course/clinical rotation at its regularly scheduled time, satisfying the attendance and academic requirements of the course/clinical rotation. 13.3.2 Special examination. 13.3.3 Independent study, research projects, or seminar attendance. 13.4 Re-enrollment must be completed within one year of the conclusion of the term in which the unsuccessful re-mediation attempt was earned. 13.4.1 Re-enrollment(s) involving Didactic Year courses must be completed prior to the start of the Clinical Year (see sections 11.2.1 and 11.2.2). 13.5 The new grade earned by re-enrolling in the course/clinical rotation is recorded on the transcript. 13.5.1 The highest grade that can be earned by remediation is a grade of "C" (satisfactory) or "P" (pass), depending upon the grading scale defined in the course/clinical rotation syllabus. 13.6 With re-enrollment(s), the original grade(s) earned remain on the transcript, but will not be used to calculate the new cumulative grade-point average. 13.7 Registration to re-enroll in a course/clinical rotation will be denied after a grade of "C" or higher is earned. 13.8 A student who reenrolls in a course/clinical rotation and does not achieve a grade of "G" will be dismissed from the PA program and be referred to the Committee on Academic Promotion for further review and action. __________________________________________________________________________ Physician Assistant Program – Academic Policy 18
  19. 19. 13.9 The Vice President/Dean for Academic Affairs may mandate a second re-enrollment in a course/clinical rotation. 13.10 A re-enrollment fee will be applied. 14. PHYSICIAN ASSISTANT CLASS FACULTY RESPONSIBILITIES 14.1 Evaluating the academic achievement and potential of all PA students at the midpoint and conclusion of each academic term. 14.2 Recommending to the Vice President/Dean for Academic Affairs students for advancement within the PA program. 15. MIDTERM PROGRESS EVALUATION 15.1 The performance of all students registered within a course/clinical rotation will be evaluated by the instructors of record at a point approximately mid-way into each term. 15.2 The name of any student who has been evaluated as "weak" or "failing" will be provided to the Office of the Registrar. The Registrar will compile this information and present it at a meeting of the class faculty. 15.3 Following this meeting, the Office of the Registrar will notify the student in writing that his/her performance is unsatisfactory. 15.4 Additionally, the student will be contacted by Vice President/Dean for Academic Affairs or his/her designee and will be required to meet with the Assistant Dean for Academic Affairs and/or a member of the Center for Personal Professional Development and/or the module coordinator or his/her designee. 15.5 A student is expected to take action to resolve his/her academic difficulties with the assistance of the individuals and services available to him/her. 15.6 The Office of Academic Affairs may also require tutoring for students experiencing academic difficulty. 15.7 Failure to comply with directives from the Vice President/ Dean for Academic Affairs or his/her designee may result in being dismissed from the academic program. The matter may then be referred to the Committee on Academic Promotions for review and further action. __________________________________________________________________________ Physician Assistant Program – Academic Policy 19
  20. 20. 15.8 Mid-terms evaluations/grades are not part of the student's permanent transcript and are not used in the determination of academic standing. 16. END OF TERM ACADEMIC STANDING 16.1 The class faculty will meet to evaluate the performance of all students registered within a course/clinical rotation at the end of each grading period. 16.2 The academic standing of each student will be reviewed to determine if academic and/or clinical difficulties are being experienced. 16.2.1 Categories of Academic Standing include the following: 16.2.1.1 Good Academic Standing: a student is in good academic standing when he/she is progressing in the curriculum and attaining a term grade point average and a cumulative grade point average ( GPA) greater than or equal to 3.0. 16.2.1.1.1 A student must be in good academic standing prior to beginning the Clinical Year rotations. 16.2.1.1.2 All academic requirements related to remediation and/or re-enrollment must be completed prior to beginning external clinical rotations, unless the PA program Director has determined the existence of extenuating circumstances. 16.2.1.2 Academic Warning: a student may receive a notice of academic warning if his/her term GPA or cumulative GPA is 3.0 or higher, but is below 3.15. Academic warning is an indication to the student that his/her academic performance is in danger of falling below minimum acceptable academic expectations. 16.2.1.3 Academic Probation: a student is considered on academic probation when: His/her term GPA falls below 3.00; and/or He/she receives a failing grade (F) in any course/clinical rotation 16.2.1.4 Academic Dismissal: a first-year student will be dismissed from the academic program when: His /her GPA is below 2.0 at the end of the Fall term. His/her cumulative GPA is below 3.0 at the end of the Spring term. 16.2.1.4.1 All other students are dismissed from the academic program when: Their term GPA is below 3.0 for two consecutive terms; or Their cumulative GPA is below 3.0 for two consecutive terms; or They receive a failing (F) grade in any course/clinical rotation for any two terms, consecutive or not. __________________________________________________________________________ Physician Assistant Program – Academic Policy 20
  21. 21. 16.2.1.5 Dismissal for Other Reasons 16.2.1.5.1 In addition to the academic reasons for dismissal listed above, the University reserves the right to terminate the enrollment of any student at any time for what the University Faculty and Administration may believe to be good and sufficient reasons. 16.2.1.5.2 These reasons may include, but are not limited to his/her demeanor, base knowledge, character, or mental or physical fitness, as well as any form of cheating, plagiarism or unprofessional conduct. Students are to read the Salus University Student Code of Conduct for additional information. 16.2.1.5.3 The University assigns great importance to self-discipline, the ability to work pleasantly with others, and the ability to conduct oneself in a professional manner. Demonstration of deficiencies in any of these qualities is viewed by the University as evidence that the student is not suited to a professional career and constitutes adequate cause for dismissal, regardless of academic performance. 16.3 Following the meeting of the class Faculty, the Office of the Registrar will make official entry of the grades into the student record and notify the student in writing of his/her academic performance for the term (grade report). 16.4 If a student is not making satisfactory progress in the program, he/she will receive notification from the Vice President/Dean for Academic Affairs or his/her designee. The student will be required to meet with the Assistant Dean of Academic Affairs and/or a member of the Center for Personal Professional Development. 16.5 A student is expected to take action to resolve his/her academic difficulties with the assistance of the individuals and services available to him/her. 16.6 Failure to comply with directives from the Vice President/ Dean for Academic Affairs or his/her designee may result in being dismissed from the academic program. The matter may then be referred to the Committee on Academic Promotions for review and further action. 17. COMMITTEE ON ACADEMIC PROMOTIONS 17.1 Composition of the Committee on Academic Promotions 17.1.1 The Committee is composed of four faculty members (three voting members and one non-voting Chairperson of the Committee. The Vice President/Dean for Academic Affairs appoints the Chairperson of the Committee. 17.1.2 At least one voting member of the Committee will be a PA program faculty member. __________________________________________________________________________ Physician Assistant Program – Academic Policy 21
  22. 22. 17.1.3 The Dean of Student Affairs, the Registrar, a representative from the Center for Personal and Professional Development, and the Assistant Dean of Academic Affairs are ex-officio, non-voting members of the Committee on Academic Promotions. 17.1.4 The three voting faculty members of the Committee on Academic Promotions must be present to consider an appeal for reinstatement. 17.1.5 The Vice President/Dean for Academic Affairs may select a faculty member to serve as an alternate member of the Committee on Academic Promotions, in the event of illness or unavailability of a named Committee member, or where a Committee member has recused himself/herself or been disqualified either with or without reason. (See sections 18.3.10 and 18.3.11) 17. 2 Responsibilities of the Committee on Academic Promotions 17.2.1 Hearing an appeal for reinstatement from any student who has been dismissed based on criteria outlined in the End of Term/ Academic Standing (section 16). 17.2.2 The Committee on Academic Promotions will consider and may act upon the written petition and/or a personal appeal. 17.2.3 The Committee may review grades and summaries concerning professional development and any extenuating circumstances, i.e., events beyond the student's control. 17.2.4 The Committee shall then make a decision either to: 17.2.4.1 Uphold the dismissal, or 17.2.4.2 Reinstate the student, either immediately or at a future date, if warranted by exceptional circumstances; 17.2.5 If the Committee's decision is for reinstatement, the prerogatives of the Committee on Academic Promotions may include, but are not limited to, requiring the student to: 17.2.5.1 Take a remediation examination(s); 17.2.5.2 Enroll in a course/clinical rotation of study; 17.2.5.3 Continue matriculation on a modified program 17.2.5.4 Repeat specific course/clinical rotation even if previously passed; 17.2.5.5 Repeat an academic year of study; __________________________________________________________________________ Physician Assistant Program – Academic Policy 22
  23. 23. 17.2.5.6 Obtain academic counseling and/or tutoring; 17.2.5.7 Obtain academic, medical, or psychological evaluation 17.2.6 The Vice President/Dean for Academic Affairs, and the Assistant Dean for Academic Affairs, in conjunction with the PA program Director, will review the stipulations put forth by the Committee on Academic Promotions. This process is to ensure the feasibility of enacting the stipulations, and to determine the student's final curriculum/course/clinical rotation scheduling and requirements. 17.2.7 Students who are required to re-enroll and repeat a course/clinical rotation responsible for the academic/clinical work and examination(s) as outlined and required in the syllabus at the time of the course/clinical rotation re-enrollment. The Vice President/Dean for Academic Affairs or his/her designee, in consultation with the faculty for that course/clinical rotation, will outline alternate conditions for said reenrollment in writing. 17.2.8 A student who has been dismissed for academic reasons is not eligible for remediation or reenrollment in any course/clinical rotation, nor may they participate in any clinical activities. Students appealing their dismissal may continue participation in didactic course/clinical rotation work (lecture, laboratory), unless otherwise prohibited until the formal appeals process is exhausted. 17.2.9 Remediation exams or reenrollment may occur only after the student is formally reinstated. 17.2.10 The PA program faculty, Committee on Academic Promotions and the Office of Academic Affairs will closely monitor the performance of all reinstated students. Their continuance at the University will depend on their compliance with the terms of their reinstatement. 18. REINSTATEMENT AND DISMISSAL APPEAL 18.1 Reinstatement Without Appeal 18.1.1. A student who has been dismissed for academic reasons may be reinstated to the University's academic program, upon the recommendation of the class faculty member(s) and with the approval of the Vice President/Dean for Academic Affairs, without having to formally appeal to the Committee on Academic Promotions. 18.1.2 A student will be so notified in writing with the conditions of reinstatement within five (5) business days of the date of the class faculty meeting. __________________________________________________________________________ Physician Assistant Program – Academic Policy 23
  24. 24. 18.2 Appeal for Reinstatement 18.2.1 A student who is dismissed for academic reasons and not granted reinstatement without appeal (see section 18.1) will have a personal hearing for appeal automatically scheduled with the Committee on Academic Promotions, unless he/she waives this right to a hearing. 18.2.2 A student who is dismissed for academic reasons (see section 16.2.1.4) must notify the Office of the Registrar in writing no later than three (3) business days prior to his/her scheduled hearing as to whether: 18.2.2.1 He/she wishes to appeal the dismissal. The appeal should be addressed to the Chairperson of the Committee on Academic Promotions and submitted to the Registrar. Included in this letter of appeal should be a written explanation of why the student feels that his/her appeal for reinstatement should be considered and granted by the Committee on Academic Promotions. The student must also indicate if he/she will appear in person before the Committee on Academic Promotions, or 18.2.2.2 He/she wishes to waive the right of appeal. 18.2.3 A student who fails to contact the Office of the Registrar three (3) business days prior to the scheduled hearing will forfeit the right to his/her scheduled appeal. 18.2.4 If the student chooses not to make a formal appeal, the Registrar must make a formal notation in the student's Permanent Record File. 18.2.5 The student must submit all other information and supporting documents in writing to the Chairperson of the Committee on Academic Promotions, via the Office of the Registrar, at least two (2) business days prior to his/her scheduled appeal. 18.2.6 The student may also make an oral presentation to the Committee during the appeal hearing; however, such a presentation is not required. 18.2.7 The Committee will have access to the student's complete files, including documentation of previous appeals. 18.3 Conduct of the Appeal Hearing 18.3.1 The hearing shall be conducted in such a manner as to give the student the full opportunity to explain the reason for his/her unsatisfactory academic performance. 18.3.1.1 Consideration is given to possible extenuating circumstances, i.e., events beyond the student's control, which may have interfered with academic responsibilities and performance. Examples of such circumstances include personal illness, serious illness in the immediate family, or a death of an immediate family member. _________________________________________________________________________ Physician Assistant Program – Academic Policy 24
  25. 25. Verifiable evidence of such circumstances is required to be submitted to the Committee as part of the written statement of appeal. This may include letters from physicians or other health-care providers, obituary notices or a copy of a death certificate. 18.3.2 The student should realize that unsatisfactory performance based on poor or unwise judgment (e.g., spending too much time on strictly non-academic activities, such as working inside or outside the College, participation in student activities, and/or poor study habits) is not an acceptable explanation for poor academic performance. 18.3.3 A primary focus of the Committee is determining the student's potential for future academic success. Extenuating circumstances alone may not provide sufficient reason for reinstatement of the student. The Committee on Academic Promotions grants reinstatement only if the Committee is convinced that the student is capable of making marked improvement in his/her academic performance. The student has the right to provide written letters of support from faculty members or other directly relevant individuals. 18.3.4 The hearing will be conducted in a manner as to provide a fair evaluation of the student's performance. It will not be restricted unduly by rules of procedure or evidence, nor shall deviations from prescribed procedures invalidate a decision or proceeding unless significant prejudice to a student may result. 18.3.5 The appeals process is not a formal legal proceeding. Although a student may seek and retain legal counsel at the student's own expense, the role of legal counsel is limited to advising the student. Legal counsel may attend the hearing but may not actively participate as an advocate to examine witnesses, to make opening or closing statements, to direct discussion or to present the student's case on his or her behalf. Securing the availability of counsel at the scheduled hearing time and date is the responsibility of the student. 18.3.6 The student's academic standing is determined at class faculty meetings. Appeal hearings will be held as soon as possible after class faculty meetings. The hearing will be scheduled based on the availability of Committee members and may include evenings or weekends. 18.3.7 Requests for an extension to an appeal should be in writing by the student, addressed to the Chairperson of the Committee on Academic Promotions and submitted to the Office of the Registrar at least two (2) business days prior to the scheduled hearing. Extensions may be granted when the presence of extenuating circumstances has been established clearly, or when a strong case has been made that additional information pertinent to the appeal cannot be made available by the time the appeal would be heard normally. 18.3.8 The hearing will be private. The Chairperson will determine the number of persons to be admitted to the hearing. Those attending will treat all information confidentially. __________________________________________________________________________ Physician Assistant Program – Academic Policy 25
  26. 26. The Chairperson on a need-to-know basis will address any requests for information concerning a hearing made by other University administrators. 18.3.9 The hearing shall be electronically recorded. The recording remains the property of the University and will be secured by the Office of the Registrar. If the student appellant wishes to obtain a transcribed copy of the hearing, a written request must be submitted to the Registrar. A fee will be charged to cover the transcription expense. 18.3.10 Any member of the Committee may recuse or decline participation in any hearing because of conflict. 18.3.11 The student may disqualify one voting member of the Committee without stating a reason. A request to disqualify more than one member of the Committee requires a written explanation and must be approved by both a majority of the voting Committee members and the Chairperson of the Committee. This written correspondence should be submitted to the Office of the Registrar. The student must notify the Committee of any requested disqualification at least three (3) business days in advance of his/her scheduled hearing. 18.3.12 The Office of the Registrar will provide the complete University file and academic record of each dismissed student for review by members of the Committee on Academic Promotions at the hearing. The Committee also may seek written or verbal statements of evaluation from faculty and staff in regard to the student's academic record, potential, character, and/or ask such individuals to appear before the Committee. 18.3.13 The student shall be promptly notified in writing of the action of the Committee on Academic Promotions, including all requirements set forth by the Committee, within five (5) business days following the hearing. Should the Committee require further information or time for deliberation, the student will be informed of the date by which a decision is to be rendered beyond the five (5) business days. 18.4 Counseling and Assistance Available to Students 18.4.1 The Dean of Student Affairs is available to: 18.4.1.1 Interpret for students the actions of the Committee on Academic Promotion 18.4.1.2 Inform students of recommendations rendered during class faculty meetings concerning unsatisfactory academic performance and/or behavioral concerns, but will not attribute comments to specific faculty members. 18.4.1.3 Review with students the steps in the appeals process __________________________________________________________________________ Physician Assistant Program – Academic Policy 26
  27. 27. 18.4.2 The Assistant Dean for Academic Affairs and a member of the Center for Personal and Professional Development are also available to provide a student with counseling services. 18.5 Appealing a Decision of the Committee on Academic Promotion Not Involving Dismissal 18.5.1 This section pertains to any student who has been asked to remediate or re-enroll in a course/clinical rotation, assume a modified program, or repeat a year. 18.5.2 Students may appeal non-dismissal actions of the Committee on Academic Promotions in the form of a letter directed to the Vice President/ Dean for Academic Affairs. 18.5.3 This letter of appeal must be received in the Office of the Registrar within five (5) business days, not including the day of the student's receipt of the letter notifying him/her of the actions of the Committee on Academic Promotions. 18.5.4 The Vice President/Dean for Academic Affairs must consider every case in which a student requests an appeal. 18.5.5 The Vice President/ Dean for Academic Affairs will commence consideration of the appeal within five (5) business days, not including the day the appeal is received in the Office of the Registrar, after receipt of the letter of appeal. 18.5.6 Students may also elect to have forwarded to the Vice President/Dean for Academic Affairs written statements from faculty members or other directly related individuals in support of their appeal. 18.5.7 The Vice President/Dean for Academic Affairs, after consulting with the members of the Committee on Academic Promotions, will consider and rule on the appeal. 18.5.8 The final ruling will be made within ten (10) business days, not including the day the student's letter of appeal is received in the Office of the Registrar. 18.5.9 Should the Vice President/Dean for Academic Affairs require additional time for deliberation, the student will be informed of the date by which a decision is to be rendered beyond the ten (10) business days. The decision of the Vice President/ Dean of Academic Affairs on the appeal may uphold, modify or reverse any previous decision. 18.5.10 The student shall be notified in writing of the decision of the Vice President/Dean of Academic Affairs concerning the appeal. 18.5.11 The decision of the Vice President/Dean of Academic Affairs is final. 18.5.12 There is no further appeal within the College. __________________________________________________________________________ Physician Assistant Program – Academic Policy 27
  28. 28. 18.6 Final Due Process Appeal for a Student Whose Dismissal has been Upheld by the Committee on Academic Promotion 18.6.1 The student may appeal to the Vice-President/Dean for Academic Affairs when the decision of the Committee on Academic Promotions is to uphold the dismissal. 18.6.2 The request must be made by the student in writing and addressed to the Vice President/Dean of Academic Affairs and must be limited to an administrative review, indicating alleged improprieties in the hearing before the Committee on Academic Promotions or new information, which was unavailable to the student at the time of the hearing before the Committee on Academic Promotions. The request is not to be used for additional fact finding. New information, which was available, but not presented to the Committee on Academic Promotions, will not be considered. 18.6.3 This letter of appeal must be received by the Office of the Registrar within five (5) business days, not including the day of the student's receipt of the letter notifying him/her of the actions of the Committee on Academic Promotions. 18.6.4 The purpose of the appeal is to ensure that appropriate procedure has been adequately followed, so that the opportunity clearly existed to introduce mitigating or other circumstances. 18.6.5 The Vice President/ Dean for Academic Affairs may serve alone or may select up to three members of the faculty, administrative staff or others, as he/she deems appropriate to serve as an advisory committee to gain the benefit of their input prior to rendering a final decision. 18.6.6 The Advisory Committee shall commence to consider the appeal within five (5) working days after receipt of the written notice of appeal (not including the day of receipt of the appeal letter by the Office of the Registrar). In the absence of the Vice President/Dean of Academic Affairs, the President of the University will appoint a designee to assume these responsibilities. 18.6.7 The review will be carried out using all available documents, records of the Committee on Academic Promotions, and, if necessary, testimony by the appropriate Committee Chairperson or other individuals, as deemed appropriate by the Vice President/ Dean of Academic Affairs or the Chairperson of the Ad Hoc Appeals Committee. 18.6.8 The student may elect to forward to the Office of the Registrar written statements in support of the appeal. The student shall be given the opportunity to appear in person before the Vice President/ Dean of Academic Affairs or the Ad Hoc Appeals Committee. __________________________________________________________________________ Physician Assistant Program – Academic Policy 28
  29. 29. 18.6.9 Upon completion of its investigation, the Vice President/Dean for Academic Affairs shall render his/her decision or the decision of the Ad Hoc Committee on Appeals to the student in writing. The student shall be notified of this decision within ten (10) business days (not including the day the appeal is received in the Office of the Registrar) of having filed the request for appeal with the Office of the Registrar. 18.6.10 The student shall be accorded full student rights and privileges until all appeals have been exhausted with the exception of participation in patient care activities. 18.6.11 The decision of the Vice President/Dean for Academic Affairs is final. There are no further appeals within the University. 19. STUDENT RECORDS 19.1 Student Records and Files 19.1.1 The Registrar is responsible for maintenance of all official academic records of PA students. The University's policy regarding creation and maintenance of student records is based upon practices recommended by the American Association of Collegiate Registrars and Admissions Officers and the Accreditation Review Commission on Education for the Physician Assistant (ARC-PA). In addition, the University's policy is governed by regulations affecting educational institutions, written by the Department of Health and Human Services, the Department of Education, or any other government agency. Students may review a copy of these policies in the Office of Student Affairs. 19.1.1.1 Medifile of Southlake, TX will be the external organization that collects, verifies, and reports verification of same regarding student's required history and physical examination and immunization requirements to the PA Program. 19.1.1.2 Medifile, Inc. will verify and, with the written permission of the student, release health screening verification information and immunization and TB screening results to the Physician Assistant program. Verification that the student has met institution and PA program health screening and immunization requirements will be kept in PA Program student files. 19.1.1.2.1 These student health records will be kept in a separate, secured, and confidential "Student Health File" maintained by Medifile, Inc. Medfile, Inc., the Salus University PA program, and the Office of the Registrar will abide by and enforce the ARC- PA Standard (D1.01), which states that "Student health records are confidential and must not be accessible to or reviewed by program faculty and staff, except for immunization and tuberculosis screening results, which may be maintained and released with written permission of the student." __________________________________________________________________________ Physician Assistant Program – Academic Policy 29
  30. 30. 19.1.2 Salus University also maintains a Permanent Record File on each student. Included in a student's file are the original application form, the undergraduate college record, and the letter of acceptance. Subsequent to the enrollment of the student at Salus University, the student file contains course clinical rotation enrollment/remediation forms, grades, letters of correspondence concerning the student, letters indicating actions of the Committee on Academic Promotions, communications concerning scholarships, and other correspondence relating to the student's education at Salus University. 19.1.3 In addition to written material kept in the student file, the University maintains computerized general information about each student, course/clinical rotation taken, grades, summary statements of academic action, and enrollment information. 19.1.4 It is institutional policy that the material contained in the student records is confidential, with transfer of such information within the University permissible only for legitimate academic purposes. The University complies with the provisions of the Federal Family Educational Rights and Privacy Act of 1974 and as subsequently amended. 19.2 Examination of Student Records 19.2.1 A student, by means of oral or written request to the Dean of Student Affairs and the Registrar, may examine his or her student records at Salus University. These records shall be made available to the student for review as promptly as possible. The records shall be examined in the office in which they are kept, under observation of administrative personnel, and shall not be altered, destroyed, or removed from the office. Material in records which relate to more than one individual will not be made available for direct review, but the student will be told the information on such records which relates to him/her. Former students have the same access to their records as those currently enrolled; however, certain information will not be retained on a permanent basis by the University, e.g., admissions materials, registration forms, and course/clinical rotation withdrawal forms. All persons must sign the written form kept within the record and indicate the date and the reason for the review. 19.2.2 A student may obtain a copy of his/her student record. The costs of photocopying or duplicating records shall be borne by the student. 19.2.3 Students may challenge the accuracy of information contained in a record or may challenge that information if a record represents an undue invasion of privacy. In the case of a challenge, the student should meet with the faculty member or administrative official responsible for the information being questioned. The faculty member or administrative official may, through discussions with the student, concur with the challenged points and correct or delete the information accordingly. Those corrections or deletions must be made in writing. __________________________________________________________________________ Physician Assistant Program – Academic Policy 30
  31. 31. If a change in grade is submitted, the faculty member must indicate in writing the reason for doing so, and complete the appropriate change of grade form. If the faculty member is unwilling to amend the academic record, the student may appeal to the PA program Director. 19.2.4 Any review of information in the file by faculty members and administrative Officers, other than by those persons responsible for keeping the records, requires the dated signature of the faculty member or administrative official on a written form kept within the records. The reviewer must include a brief statement indicating the reason for review of the record. 19.3 Transfer of Student Information 19.3.1 The student will be notified of the transfer of any information within the student file to persons or institutions other than those associated with or affiliated with Salus University. Such information may be transferred only: 19.3.1.1 By reason of a valid subpoena or judicial order of a court; 19.3.1.2 To federal or state educational agencies, providing the agency requests the information in writing and specifies the purpose for acquiring the information; 19.3.1.3 To organizations responsible for the accreditation of Salus University and the University’s Physician Assistant program. 19.3.1.4 Upon written request of the student to persons he/she designates (e.g., educational institutions, hospitals, and licensing boards, etc.). 19.3.1.4.1 It must be noted that the University is not permitted to send to other agencies or individuals, copies of non-Salus transcripts, PACKRAT or Physician Assistant National Certification Examination (PANCE) scores, or other non-Salus score reports or information. Requests for copies of those transcripts or scores must be made directly to the organizations that originally provided such information, or be approved, in writing, by the student. 19.3.2 The Office of the Registrar will prepare transcripts of Physician Assistant students, based upon information in the student file. Upon the receipt of a written request, the student must identify the persons, institutions, hospitals, or licensing boards to which the letters or transcripts are to be sent. The student may also request a copy of the transcripts and may challenge the accuracy of the information to be transmitted. The initial challenge should be made to the Registrar, who prepares the letter or transcript with the ultimate appeal to the Dean of Student Affairs. 19.3.3 Letters of clinical evaluation are the responsibility of the PA Program Clinical Coordinator. __________________________________________________________________________ Physician Assistant Program – Academic Policy 31
  32. 32. 19.3.4 The records of students shall be kept under the name used for admission to the Salus University College of Health Sciences PA program, unless the student files a change-of-name form with the Office of the Registrar while in attendance at the University. Names cannot be modified after the student's graduation. 19.4 Release of Information (Grades, Tests, Scores, etc.) 19.4.1 Official grades can be transmitted from Salus to another institution only through the Office of the Registrar. Departments may not transmit grades information on behalf of the Office of the Registrar or the University to another institution, department, individual faculty member, Registrar, etc. 19.4.2 If a student requests a letter of recommendation, the individual faculty member may state only the grade (A, S, C, D, H, P, or F) earned, the Salus PA program course(s)/clinical rotation(s), along with a narrative. Information obtained from outside agencies (e.g., PACKRAT, PANCE, etc.) will not be included. 19.4.3 Copies of examinations with or without answers may be made available to students at the instructor's discretion. Curves, distribution, etc., may be posted if desired; however, any posted scores must contain a statement to the effect that they do not constitute a grade. 19.4.4 Federal and state laws prohibit the posting of scores, grades, etc., that can in any way identify a student. When a faculty member posts grades, they should do so using the Salus-assigned Test Identification Number, to ensure no student is easily identifiable. 19.4.5 Scores on examinations may be given to students on an individual basis (i.e., placed in the student's standard or electronic mailbox by departments in a "sealed" manner) after the class faculty has met. 19.5 Transcripts 19.5.1 Only final grades appear on transcripts. When a course/clinical rotation has been failed, the grade appears on the transcript as well as the remediation and/or re-enrollment grade(s) (see section 12 and 13). The final transcript grades issued at graduation cannot be modified or challenged except for clerical errors. 20. ENROLLMENT 20.1 The University expects that all candidates for degrees and certificates will normally be enrolled during consecutive academic periods (years, terms, or months, depending on the year of the program), until the completion of the requirements for the degree or program have been completed. __________________________________________________________________________ Physician Assistant Program – Academic Policy 32
  33. 33. 21. SATISFACTORY ACADEMIC PROGRESS 21.1 A student enrolled in the Salus University Physician Assistant Program is considered to be making satisfactory academic progress. 21.2.1 A student who is experiencing academic difficulty should, at their earliest opportunity, speak first with the course/clinical rotation instructor, as well as the PA program Academic or Clinical Coordinator(s) (as appropriate), regarding their performance. 21.2.2 Secondly, the student should contact the Center for Personal and Professional Development regarding tutorial support, personal counseling opportunities, or other related matters. 21.2.3 Thirdly, the Assistant Dean of Academic Affairs is an additional resource the student may contact to discuss his/her academic performance. 21.2.4 In order to help students improve their learning experiences, the Center for Personal and Professional Development will coordinate tutorial assistance. 21.2.5 Additional tutorial work may be offered at the discretion of the instructor and/or the administration while any course/clinical rotation is in progress. 21.2.6 Satisfactory academic progress through the various health professions education programs is an eligibility criterion for all students who receive Title IV student financial assistance. Students must carry a minimum of thirteen and one-half (13.5) credit units when enrolled in a semester, or nine (9) credit units when enrolled in a quarter, to possess full time student status for financial aid purposes. 21.2.6.1 A course/clinical rotation not taken for a grade is not counted for these purposes. 21.2.7 Under normal circumstances all didactic course/clinical rotation work must be completed in no more than 25 months.(not including approved leaves of absence) and students must present evidence of continuing to make satisfactory academic progress at all times. The Vice President/Dean for Academic Affairs in conjunction with the PA program Director must approve any exceptions to this total length of program. 22. LEAVE OF ABSENCE The following sets forth policy guidelines for student "Leave of Absence" from the University. The sections that follow describe policies and administrative actions to protect the interests of students and of the University. Unusual problems, unanticipated by this document, undoubtedly will arise. They will be judged and handled according to the individual circumstances. __________________________________________________________________________ Physician Assistant Program – Academic Policy 33
  34. 34. 22.1 Notification of Absence 22.1.1 Students are obligated to promptly notify the Office of Student Affairs and the PA program Director of any illness or family emergency that necessitates any absence from school. 22.1.2 For a period up to one week, a student may be absent without requesting a Leave of Absence, provided that the Office of Student Affairs and the PA program Director have been made aware of and have approved the reasons necessitating the absence. Approval for the absence will be verified in writing by the Dean of Student Affairs. 22.1.3 If continued absences occur, the student's status must be clarified with the Registrar with respect to matriculation at the College. 22.2 Request for a Leave of Absence 22.2.1 A student seeking a Leave of Absence must submit a written request to the Dean of Student Affairs. 22.3 Granting or Denial of a Leave of Absence 22.3.1 Only the Dean of Student Affairs may grant or deny a leave of absence. 22.3.2 The Dean of Student Affairs may deny a request for a leave of absence, if the granting of the leave is inconsistent with the policy guidelines set forth herein. 22.4 Reasons for Leave of Absence 22.4.1 A leave of absence may be granted if a student is unable to continue studies because of medical or emergency family issues. 22.4.2 The Dean of Student Affairs may approve one of the following types of Leaves: Administrative, Emergency Family, Medical and/or Suspension. 22.5 Administrative Leave 22.5.1 Upon written request of a student, the Dean of Student Affairs may grant an administrative leave of absence. This leave may not exceed a period of twelve (12) months. 22.5.2 The reason a leave is desired should be stated in the request. Reasons for taking an administrative leave of absence include, but are not limited to, educational endeavors at another institution of higher learning, and financial distress of a student necessitating fulltime employment. __________________________________________________________________________ Physician Assistant Program – Academic Policy 34
  35. 35. 22.5.3 The total amount of time that can be taken as Administrative Leave of Absence is one calendar year. At the end of that time, if additional leave is desired, it should be requested in writing. The request will then be subject to review and approval by the Dean of Student Affairs, in consultation with the PA program Director. 22.6 Emergency Family Leave 22.6.1 Upon written request by a student, the Dean of Student Affairs may grant an emergency family leave. The initial leave granted because of emergency family issues may not exceed three (3) months in any academic year. 22.6.2 The reason a leave is desired should be stated in the request. Reasons for taking an emergency family leave include, but are not limited to, the student is needed at home to assist with an ill family member, the student must leave the College to handle business matters outside of the country, etc. 22.6.3 The total amount of time that can be taken as emergency family leave of absence is a total of twelve (12) months during the student's entire academic tenure at the College. 22.6.4 If, at the end of the initial leave, additional leave is desired, it should be requested in writing. The request will then be subject to review and approval by the Dean of Student Affairs, in consultation with the Vice President/Dean for Academic Affairs or his/her designee. 22.6.5 In no case will emergency family leave be granted for a total of more than twelve (12) months during the student's entire academic tenure at the College. 22.7 Medical Leave 22.7.1 A medical leave of absence may be granted by the Dean of Student Affairs upon the written request of the student, and the written opinion of the student's physician or other health care provider that a medical leave is necessary. 22.7.2 A medical leave of absence may be granted if a student is unable to continue studies because of the student's personal health issues. Maternity, paternity and adoption leaves are included in this section and will be processed in a manner consistent with the medical leave of absence policy. 22.7.3 A medical leave of absence may be granted for a period not to exceed a total of twelve (12) months. The Dean of Student Affairs may grant an extension to a leave for a period of up to a maximum of 12 additional months upon the written recommendation of the student's health care provider and/or the Director of the Center for Personal and Professional Development. __________________________________________________________________________ Physician Assistant Program – Academic Policy 35
  36. 36. 22.7.4 Return to active student status from medical leave of absence, must be supported by a physician or other health care provider's letter. The student also must notify the Office of the Registrar in writing of his/her intent to return to the University. 22.7.5 The University reserves the right to have the student examined by a physician at its own expense, to confirm the opinion of the student's physician in requesting the leave of absence, to determine that the student can meet the required "Technical Standards" published in the program’s Student Handbook, or upon the student's request to return to the academic program. 22.7.6 If the student's health does not permit resumption of studies at the end of one calendar year of approved leave, matriculation will be terminated. The student may apply for re-admission at a later time (see Section 24 - Re-admission). 22.7.7 If the student is accepted for admission, the Vice President/Dean for Academic Affairs or his/her designee, and the PA program Director will determine the student's entry point into the curriculum. 22.8 Suspension/Leave of Absence 22.8.1 In instances of serious illness, physical and/or mental, wherein members of the faculty or administration believe that a student should not continue studies, and wherein the student cannot or will not request a leave of absence, the Dean of Student Affairs may elect to suspend the student, or place the student on a “medical leave of absence." A suspension/medical leave of absence should not exceed twelve (12) months. 22.8.2 A student who has been placed on such suspension or leave must make their request to return and re-enter the curriculum in writing to the Dean of Student Affairs and file this letter with the Office of the Registrar. The student must provide written verification from a physician or other health care provider, subject to approval by the Dean of Student Affairs and/or the Director of the Center for Personal and Professional Development, that the student's health permits him/her to resume his/her academic program. 22.8.3 Upon the written recommendation of the physician(s), and/or health care providers, the Dean of Student Affairs, in consultation with the Vice President/Dean for Academic Affairs or his/her designee, and the PA program Director may extend this leave for up to one additional twelve (12) month period. 22.8.4 If the student's health does not permit the resumption of studies at the end of the second full year, matriculation will be terminated. Application for readmission may be made at a later time (see Section 24 – Re-admission). 22.8.5 If the student is accepted for re-admission, the Vice President/Dean for Academic Affairs or his/her designee and the PA program Director will determine _______________________________________________________________________ Physician Assistant Program – Academic Policy 36

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