2013-2014
Student Handbook
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TABLE OF CONTENTS
I.
About the School of Medicine ..............................................................................................................4
A. Mission, vision, our values and goals.................................................................................................4
B. OUWB Dean’s Administration ...........................................................................................................6
C. Diversity and Multicultural Affairs ....................................................................................................8
D.
OU Campus Map ................................................................................................................................8
E. Beaumont Health System Locations and Maps.................................................................................8
F.
OU Safety/ Emergency Information ..................................................................................................9
G.
Important Contacts ..........................................................................................................................11
II.
Graduation Competencies ..................................................................................................................12
A.
Patient Care ......................................................................................................................................12
B. Medical Knowledge ..........................................................................................................................12
C. Practice – Based Learning and Improvement ..................................................................................13
D. Interpersonal and Communication Skills .........................................................................................14
E. Professionalism ................................................................................................................................14
F.
Systems – Based Care .......................................................................................................................15
G. Interprofessional Collaboration.......................................................................................................15
H.
Personal and Professional Development ........................................................................................15
III. Policies .................................................................................................................................................16
A.
Professionalism ...............................................................................................................................16
1.
OUWB Professional Code of Conduct.......................................................................................16
2.
Beaumont Health Systems Code of Conduct, Confidentiality and Computer Systems Usage
Agreement ...........................................................................................................................................18
3.
Physicianship Forms ..................................................................................................................22
4.
Standards of Conduct for the Teacher-Learner Relationship ..................................................23
5.
Reporting Incidents of Inappropriate Behavior .......................................................................25
6.
Dress Code .................................................................................................................................27
7.
Academic Honesty.....................................................................................................................32
B. Student Performance and Promotion .............................................................................................36
1.
Satisfactory Academic Progress ................................................................................................36
2.
Sharing Information ..................................................................................................................38
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3.
Standards for Graduation .........................................................................................................38
4.
OUWB Student Performance Review Committee (SPRC)........................................................39
5.
Academic Probation ..................................................................................................................41
6.
Withdrawal ................................................................................................................................42
7.
Dismissal ....................................................................................................................................42
8.
Leave of Absence (LOA) ............................................................................................................44
9.
Standards and Procedures for Disciplinary Action ..................................................................46
C. Attendance and Class Participation .................................................................................................46
D. Grading ..............................................................................................................................................50
E. Examinations ....................................................................................................................................53
F.
OU Disabilities Accommodations ....................................................................................................59
G.
Assessing Students Experiencing Environmental Difficulties in the Laboratory Activities ...........60
H.
Discrimination ..................................................................................................................................60
I.
Course and Faculty Evaluation .........................................................................................................61
J.
Harassment .......................................................................................................................................61
K. Educational Records .........................................................................................................................63
L.
Tuition Refund ..................................................................................................................................64
M. Immunizations and Procedures ......................................................................................................65
N.
Technical Standards .........................................................................................................................66
O.
Drug Screening .................................................................................................................................68
P. Technology Use.................................................................................................................................69
IV.
Health and Safety ................................................................................................................................71
A.
Infectious and Environmental Hazards Exposure ...........................................................................71
B. Blood/Body Fluid Exposure ..............................................................................................................72
C. Occupational Injuries .......................................................................................................................73
D.
V.
Health and Wellness ........................................................................................................................74
1.
Health Services ..........................................................................................................................74
2.
Personal Counseling ..................................................................................................................75
3.
Insurance ...................................................................................................................................76
Student resources ................................................................................................................................76
A.
Recreation Center .........................................................................................................................76
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B. Academic Advising and Mentoring ..................................................................................................76
1.
Tutoring and Academic Workshops: ........................................................................................77
C. Career Advising .................................................................................................................................77
D.
Financing Your Education ................................................................................................................78
1.
Financial Planning Services .......................................................................................................78
2.
Financial Aid ..............................................................................................................................78
E. Student Life .......................................................................................................................................78
F.
1.
Housing ......................................................................................................................................78
2.
Parking .......................................................................................................................................79
3.
Transportation...........................................................................................................................80
4.
ID Cards......................................................................................................................................80
5.
Library ........................................................................................................................................80
6.
Lockers .......................................................................................................................................81
7.
Printing and Photocopying .......................................................................................................81
8.
Study Room Use ........................................................................................................................81
Student Involvement ........................................................................................................................81
1.
Student Organizations ..............................................................................................................81
2.
Medical Student Government ..................................................................................................81
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I.
ABOUT THE SCHOOL OF MEDICINE
Oakland University (OU) and Beaumont Health System (BHS) were founded at approximately the same
time, half a century ago, in close proximity to each other and in a region of greater Detroit. Today, OU is
one of 15 public universities in Michigan. OU has an enrollment exceeding 19,000 students and a
Carnegie classification of doctoral/research university-intensive. Meanwhile, Beaumont Health System
has flourished into a three-hospital regional healthcare provider. Beaumont Health System is now a
1,700-bed tertiary care, teaching, research and referral hospital system.
A.
MISSION, VISION, OUR VALUES AND GOALS
Mission
The Oakland University William Beaumont School of Medicine is a collaborative, diverse, inclusive and
technologically advanced learning community, dedicated to enabling students to become skillful, ethical
and compassionate physicians, inquisitive scientists, and dynamic and effective medical educators, who
are invested in the scholarship of discovery.
Vision
The Oakland University William Beaumont School of Medicine will be recognized by its students and
faculty members - and by their peers in the global medical community - as a premier educational
environment for individuals to become physicians and to study medicine throughout their lives, to
transform the practice of medicine through research, and to lead in promoting, maintaining and
restoring health to individuals and communities served by the school and its graduates.
Our Values
Our values will guide our actions and describe how we will behave and work together to achieve our
mission and vision.
Compassion: We are a “school that cares” by having a safe and secure environment that
treats everyone with respect, sensitivity, dignity, decency and empathy in all our
endeavors.
Partnership, Collaboration and Teamwork: We are dedicated to collegiality, collaboration,
teamwork and mutual respect as we work together enthusiastically within and across
organizational boundaries in pursuit of our mission.
Innovation: We pursue all avenues to energize and encourage creativity, while cultivating
and nurturing the school environment to foster the unique talents of our students, staff
and faculty.
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Professionalism: We value honesty, integrity and ethical conduct in dealing with our
students, patients, faculty, staff and the community we serve.
Quest for Excellence: We commit to doing the best for everyone who interacts with the
school by always striving to build upon and enhance what already has been achieved.
Goals
To achieve and sustain excellence in medical education, research and patient care
To lead the evolution of physician training toward a competency-based education,
embracing the dimensions of biomedical sciences, social and behavioral sciences,
diversity and the art and practice of medicine
To advance, support and recognize the medical educator, mindful of the role that
biomedical scientists and physicians play as communicators and teachers
To inspire all students and their teachers to ask significant questions that can be
addressed through careful investigation, thereby transforming the practice of medicine
To create a dynamic exchange of ideas between medical scholars and colleagues in other
disciplines, acknowledging the potential contributions of many fields to the improvement
of healthcare
To embrace internal and external partnerships that promote the development of novel
technologies to advance medicine
To affirm, emphasize and demonstrate that the patient is the focus of our activities
To serve our community through the faithful execution of our mission.
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B.
OUWB DEAN’S ADMINISTRATION
Robert Folberg, MD
Nelia Afonso, MD
Founding Dean and Chief Academic Officer,
Assistant Dean,
Beaumont Health System
Community Integration and Outreach
afonso@oakland.edu
Jeffrey Devries, MD, MPH
Vonda Douglas-Nikitin, MD
Associate Dean,
Assistant Dean,
Graduate Medical Education
Diversity and Multicultural Affairs
Jeffrey.Devries@beaumont.edu
vdouglas@beaumont.edu
David Felten, MD, PhD
Linda Gillum, PhD
Associate Dean,
Associate Dean,
Research
Academic and Faculty Affairs,
david.felten@beaumont.edu
gillum@oakland.edu
Christina Grabowski, MSA
Sandra LaBlance, PhD
Assistant Dean,
Assistant Dean,
School of Medicine Admissions
Student Affairs and Career Development
grabowsk@oakland.edu
lablance@oakland.edu
Robert McAuley, PhD
Lynda Misra, DO, FACP, MA Ed
Associate Dean,
Associate Dean,
Educational Information Technology
Undergraduate Clinical Education
mcauley@oakland.edu
Lynda.MisraDO@beaumont.edu
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Robert Noiva, PhD
Angela Nuzzarello, MD, MHPE
Associate Dean,
Associate Dean,
Educational Programs
Student Affairs
noiva@oakland.edu
nuzzarel@oakland.edu
Brooke Taylor, MPH, CCMEP
Cheryl Verbruggen, MSA
Vice Dean,
Assistant Dean,
Continuing Medical Education
Brooke.Taylor@beaumont.edu
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Business and Administration
verbrugg@oakland.edu
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C.
DIVERSITY AND MULTICULTURAL AFFAIRS
The Oakland University William Beaumont School of Medicine values diversity and inclusion in medical
education. In a society that relies on an informed, educated citizenry, no one should be denied the
opportunity to attain their fullest potential. Our community welcomes and honors all persons and
provides equal opportunity in receiving an excellent education. We are committed to ensuring that all
students of the school have the services and support they need in order to be successful inside and
outside of the classroom and hospital.
Mission
The Oakland University William Beaumont School of Medicine Office of Diversity and Multicultural
Affairs is committed to fostering an environment of intentional inclusion, which embraces and
celebrates the multiple dimensions of diversity. We aim to promote respectful, innovative exchanges
between students, staff and faculty, analytical reflection and compassionate, ethical decision-making as
means to demonstrate and develop cultural competency. We are devoted to recruiting, training,
promoting and retaining the best individuals to optimally deliver high quality medical care to an
increasingly diverse patient population as part of an increasingly diverse work force. Our institutional
culture facilitates and promotes the importance of a diverse medical community through pipeline
programs, student groups, educational programs, community outreach and mentoring with the goal of
addressing health care disparities both locally and nationally.
Purpose
To implement and integrate retention programs and student success initiatives on campus and in the
community
To create student, faculty and staff programming that highlights diversity and inclusion
To create opportunities and maintain a welcoming and inclusive environment for learning and
engagement
To serve as a support base and resource for students
To train and lead students on diversity-related topics and issues in regard to multiple facets of the
educational and career transition experience
D.
OU CAMPUS MAP
A full-color, interactive map can be located on OU website at www.oakland.edu/map. Additionally, the
site offers audio and video tours and a walking map.
E.
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Beaumont Health System has three main locations: Royal Oak, Troy and Grosse Pointe. Detailed
information about each location, including directions and maps, can be found at
http://www.beaumonthospitals.com/patients-visitors/locations.
F.
OU SAFETY/ EMERGENCY INFORMATION
OU prides itself in promoting safety across campus. The Oakland University Police Department (OUPD)
patrols the campus and there are a variety of safety measures in place to promote safe conditions for
students, faculty and staff.
Emergency Phones/ Blue Lights
Throughout the campus of OU emergency phones with bright blue lights on top of them are available to
use in an emergency. In the case of a threat or other emergency, locate the nearest blue light
emergency phone and OUPD will respond.
Text Message Alert System
OUPD received a grant to institute an emergency alert system on campus. Individuals who sign up for
this voluntary service, in the event of a large-scale campus emergency, will be notified via text message
immediately. Sign up for the alert system at www.police.oakland.edu.
Police Escorts
If an individual is not comfortable walking to their car alone, they can call and request a student cadet
escort to accompany them to their vehicle. To utilize the police escort service, call 248-370-3331.
Contact OUPD
There are a variety of ways to contact OUPD for assistance. Dial 911 any time there is an emergency
situation. Dialing 911 from a campus phone will connect the person calling to OUPD emergency services,
and dialing 911 from cell phones will connect to the local police emergency services. To expedite service
in the case of an on campus emergency, call 911 from a campus phone; if using a cell phone on campus,
call (248) 370-3333.
For all non-emergencies, call 248-370-3331 to reach OUPD or simply dial 3331 from a campus phone. An
email can be sent as well to OUPD at www.police@oakland.edu.
School Closings
To find out if campus has been closed, check the OU main page (www.oakland.edu) or call 248-3702000, or sign up for the Text Message Alert System noted above.
Inclement Weather
The School of Medicine conforms to the OU policy on emergency school closings and inclement weather.
Students, faculty and staff should pay particular attention to public announcements (radio and
television), which will attempt to clearly differentiate (when appropriate) between the School of
Medicine and other parts of the University. OU may close for a specified period of time in the event of
inclement weather. However, since faculty, staff and students may provide health care services, they
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may need to work in an inclement weather situation.
If ever the procedure to be followed cannot be communicated by a public announcement, the School of
Medicine will activate its own internal network. Note this rule of thumb:

If opening the University is delayed, first-year and second-year classes - both on-campus and offcampus - will be canceled until the announced opening time. At that point, the remaining
academic schedule for the day will be followed at the normally designated locations and times.

If the University is closed, first-year and second-year classes will be canceled. M1/M2 students
would not report to the hospital if the University is closed due to inclement weather. M3/M4
students are expected to make every effort to report to work during clerkship/elective months.
Notice of Annual Campus Safety & Security and Fire Safety Report Availability
OU’s Annual Campus Safety & Security and Fire Safety Report is available online at
http://www.police.oakland.edu/statement or you may request a paper copy from the OUPD, 10 Police
and Support Services Building; University Human Resources, 413 Wilson Hall; Academic Human
Resources, 517 Wilson Hall; and the Office of the Dean of Students, 144 Oakland Center.
This report is required by federal law and contains policy statements and crime statistics for OU.
The policy statements address OU’s policies, procedures and programs concerning safety and
security and include topics such as: crime prevention, fire safety, university police law
enforcement authority, crime reporting policies, disciplinary procedures and other matters of
importance related to security and safety on campus. The report also contains crime statistics
for the three previous calendar years for certain types of crimes that were reported to have
occurred on campus, in or on off-campus buildings or property owned or controlled by OU and
on public property within or immediately adjacent to the If ever the procedure to be followed
cannot be communicated by a public announcement, the OUWB School of Medicine will activate
its own internal network. Note this rule of thumb:
If opening the university is delayed, first-year and second-year classes - both on-campus and off- campus
- will be canceled until the announced opening time. At that point, the remaining academic schedule for
the day will be followed at the normally designated locations and times.
If the university is closed, first-year and second-year classes will be canceled. M1/M2 students would not
report to the hospital if the university is closed due to inclement weather. M3/M4 students are expected
to make every effort to report to work during clerkship/elective months.
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G.
IMPORTANT CONTACTS
Oakland University
Beaumont Health System
Office of the Dean
472 O'Dowd Hall
2200 N. Squirrel
Rochester, MI 48309
(248) 370-2452
School of Medicine Admissions
Email: medadmit@oakland.edu
(248) 370-2769
Beaumont Hospital, Royal Oak
3601 W. Thirteen Mile Road
Royal Oak, Michigan 48073
(248) 898-5000
School of Medicine Admissions
Email: medadmit@oakland.edu
(248) 370-2769
Beaumont Hospital, Troy
44201 Dequindre Road
Troy, Michigan 48085
(248) 964-5000
Beaumont Hospital, Grosse Point
468 Cadieux Road
Grosse Pointe, Michigan 48230
(313) 343-1000
Center for Medical Student
Services216 O'Dowd Hall
2200 N. Squirrel
Rochester, MI 48309
(248) 370-2767
Police / Fire / Medical Emergency
911 or 911@oakland.edu
School Closing Hotline University
248-370-2000
Non-Emergency
248-370-3331
Parking Tickets
248-370-2826
University Switchboard
248-370-2100
Oakland University Police
2200 North Squirrel Road
Rochester, Michigan 48309
Email: police@oakland.edu
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II.
GRADUATION COMPETENCIES
A.
PATIENT CARE
Provide patient-centered care that is compassionate, appropriate, and effective for the treatment of
health problems and the promotion of health
1.1
Perform all medical, diagnostic, and surgical procedures considered essential for the area of
practice
1.2
Gather essential and accurate information about patients and their conditions through historytaking, physical examination, and the use of laboratory data, imaging, and other tests
1.3
Organize and prioritize responsibilities to provide care that is safe, effective, and efficient
1.4
Interpret laboratory data, imaging studies, and other tests required for the area of practice
1.5
Make informed decisions about diagnostic and therapeutic interventions based on patient
information and preferences, up-to-date scientific evidence, and clinical judgment
1.6
Develop and carry out patient management plans
1.7
Counsel and educate patients and their families to empower them to participate in their care and
enable shared decision-making
1.8
Provide appropriate referral of patients including ensuring continuity of care throughout
transitions between providers or settings, and following up on patient progress and outcomes
1.9
Provide health care services to patients, families, and communities aimed at preventing health
problems or maintaining health
1.10
Provide appropriate role modeling
1.11
Perform supervisory responsibilities commensurate with one’s roles, abilities, and qualifications
B.
MEDICAL KNOWLEDGE
Demonstrate knowledge of established and evolving biomedical, clinical, epidemiological and socialbehavioral sciences, as well as the application of this knowledge to patient care
2.1
Demonstrate an investigatory and analytic approach to clinical situations
2.2
Apply established and emerging bio-physical scientific principles fundamental to health care for
patients and populations
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2.3
Apply established and emerging principles of clinical sciences to diagnostic and therapeutic
decision-making, clinical problem-solving and other aspects of evidence-based health care
2.4
Apply principles of epidemiological sciences to the identification of health problems, risk factors,
treatment strategies, resources, and disease prevention/health promotion efforts for patients and
populations
2.5
Apply principles of social-behavioral sciences to provision of patient care, including assessment
of the impact of psychosocial and cultural influences on health, disease, care seeking, care compliance,
and barriers to and attitudes toward care
2.6
Contribute to the creation, dissemination, application, and translation of new health care
knowledge and practices
C.
PRACTICE – BASED LEARNING AND IMPROVEMENT
Demonstrate the ability to investigate and evaluate one’s care of patients, to appraise and assimilate
scientific evidence, and to continuously improve patient care based on constant self-evaluation and lifelong learning
3.1
Identify strengths, deficiencies, and limits in one’s knowledge and expertise
3.2
Set learning and improvement goals
3.3
Identify and perform learning activities that address one’s gaps in knowledge, skills, and/or
attitudes
3.4
Systematically analyze practice using quality improvement methods, and implement changes
with the goal of practice improvement
3.5
Incorporate feedback into daily practice
3.6
Locate, appraise, and assimilate evidence from scientific studies related to patients’ health
problems
3.7
Use information technology to optimize learning
3.8
Participate in the education of patients, families, students, trainees, peers, and other health
professionals
3.9
Obtain and utilize information about individual patients, populations of patients, or communities
from which patients are drawn to improve care
3.10 Continually identify, analyze, and implement new knowledge, guidelines, standards,
technologies, products, or services that have been demonstrated to improve outcomes
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D.
INTERPERSONAL AND COMMUNICATION SKILLS
Demonstrate interpersonal and communication skills that result in the effective exchange of information
and collaboration with patients, their families, and health professionals
4.1
Communicate effectively with patients, families, and the public, as appropriate, across a broad
range of socioeconomic and cultural backgrounds
4.2
Communicate effectively with colleagues within one’s profession or specialty, other health
professionals, and health related agencies (see also 7.3)
4.3
Work effectively with others as a member or leader of a health care team or other professional
group (see also 7.4)
4.4
Act in a consultative role to other health professionals
4.5
Maintain comprehensive, timely, and legible medical records
4.6
Demonstrate sensitivity, honesty, and compassion in difficult conversations, including those
about death, end of life, adverse events, bad news, disclosure of errors, and other sensitive topics
4.7
Demonstrate insight and understanding about emotions and human responses to emotions that
allow one to develop and manage interpersonal interactions
E.
PROFESSIONALISM
Demonstrate a commitment to carrying out professional responsibilities and an adherence to ethical
principles
5.1
Demonstrate compassion, integrity, and respect for others
5.2
Demonstrate responsiveness to patient needs that supersedes self-interest
5.3
Demonstrate respect for patient privacy and autonomy
5.4
Demonstrate accountability to patients, society, and the profession
5.5
Demonstrate sensitivity and responsiveness to a diverse patient population, including but not
limited to diversity in gender, age, culture, race, religion, disabilities, and sexual orientation
5.6
Demonstrate a commitment to ethical principles pertaining to provision or withholding of care,
confidentiality, informed consent, and business practices, including compliance with relevant laws,
policies, and regulations
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F.
SYSTEMS – BASED CARE
Demonstrate an awareness of and responsiveness to the larger context and system of health care, as
well as the ability to call effectively on other resources in the system to provide optimal health care
6.1
Work effectively in various health care delivery settings and systems relevant to one’s clinical
specialty
6.2
Coordinate patient care within the health care system relevant to one’s clinical specialty
6.3
Incorporate considerations of cost awareness and risk-benefit analysis in patient and/or
population-based care
6.4
Advocate for quality patient care and optimal patient care systems
6.5
Participate in identifying system errors and implementing potential systems solutions
6.6
Perform administrative and practice management responsibilities commensurate with one’s role,
abilities, and qualifications
G.
INTERPROFESSIONAL COLLABORATION
Demonstrate the ability to engage in an interprofessional team in a manner that optimizes safe,
effective patient- and population-centered care
7.1
Work with other health professionals to establish and maintain a climate of mutual respect,
dignity, diversity, ethical integrity, and trust
7.2
Use the knowledge of one’s own role and the roles of other health professionals to appropriately
assess and address the health care needs of the patients and populations served
7.3
Communicate with other health professionals in a responsive and responsible manner that
supports the maintenance of health and the treatment of disease in individual patients and populations
7.4
Participate in different team roles to establish, develop, and continuously enhance
interprofessional teams to provide patient- and population-centered care that is safe, timely, efficient,
effective, and equitable
H.
PERSONAL AND PROFESSIONAL DEVELOPMENT
Demonstrate the qualities required to sustain lifelong personal and professional growth
8.1
Develop the ability to use self-awareness of knowledge, skills, and emotional limitations to
engage in appropriate help-seeking behaviors
8.2
Demonstrate healthy coping mechanisms to respond to stress
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8.3
Manage conflict between personal and professional responsibilities
8.4
Practice flexibility and maturity in adjusting to change with the capacity to alter one’s behavior
8.5
Demonstrate trustworthiness that makes colleagues feel secure when one is responsible for the
care of patients
8.6
Provide leadership skills that enhance team functioning, the learning environment, and/or the
health care delivery system
8.7
Demonstrate self-confidence that puts patients, families, and members of the health care team
at ease
8.8
Recognize that ambiguity is part of clinical health care and respond by utilizing appropriate
resources in dealing with uncertainty
III.
POLICIES
A.
PROFESSIONALISM
1.
School of Medicine
OUWB PROFESSIONAL C ODE OF CONDUCT
The School of Medicine community is committed to providing a learning environment that promotes
mutual respect among students and faculty. In order to do this, we believe that certain principles of
professionalism must be upheld. All students must abide by these professional tenets.
I will treat my colleagues, teachers, patients, patients’ families, and all members of the health care team
with respect, honesty, and compassion without regard to age, height, weight, disability, religion, creed,
national origin, ancestry, marital status, familial status, veterans status, race, gender, religion, ethnicity,
disability, social status, sex, gender identify, gender expression, sexual orientation, or political ideology.
I will present myself professionally to the School of Medicine community and the local community
through my language, dress, and deportment.
I will abide by the rules of confidentiality in all my interactions with patients and will always put the
patient’s interests before my own interests or financial gain.
Honesty will guide my interactions both inside and outside of the classroom. I will never give nor receive
impermissible assistance on exams or class work and will not claim someone else’s work as my own.
Information that I provide regarding my patients will be true, complete, and verifiable.
My motivation for learning will always be to provide the optimal care for my future patients.
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I will take responsibility for staying physically and psychologically healthy as necessary to complete my
studies and care for my patients and will seek assistance when needed.
I will abide by all the policies, procedures, rules, and regulations, ordinances and other requirements of
OU, Beaumont, and the School of Medicine.
I will create an atmosphere that allows my colleagues to learn and grow professionally.
I will recognize my limitations and will always strive to improve.
I agree to maintain this code, discourage its violation, and to report any infraction.
In addition, the duty to act in the best interest of the patient is the fundamental ethical principle of the
medical profession. This duty dictates certain standards of professional and ethical behavior for medical
students that include but are not limited to the areas of honesty, health, professional boundaries with
patients and criminal activity.
Dishonesty such as cheating on examinations or academic assignments, falsifying applications or data on
medical records, and other forms of dishonesty are wrong not only because such behavior violates
intrinsic academic integrity, but also because such behavior may negatively affect patients.
Specific unacceptable behavior and/or illnesses that impair performance include, but are not limited to,
active drug and/or alcohol abuse, severe psychiatric illnesses and, occasionally, physical illnesses. It is
not permissible for students to interact with patients while impaired by these conditions. It is the policy
of the School of Medicine to encourage recognition of unacceptable behavior and/or illness that leads to
impairment in medical students.
It is never appropriate to have a sexual relationship with a patient, including a consensual relationship. A
romantic relationship based on this information is always inappropriate.
Knowledge acquired during the doctor patient relationship should never be used for any purpose other
than therapeutic.
Criminal activities including but not limited to selling drugs, child abuse, possession of child pornography
and sexual activities resulting in legal designation as a registered sex offender will not be permitted.
There is an ethical imperative to report medical students and physicians in violation of these standards.
Reports about students will be made to the Associate Dean for Student Affairs. Reports about faculty or
other physicians should be directed first to clerkship supervisors, hospital administrators, the Associate
Dean for Academic and Faculty Affairs, and then, if necessary and appropriate to the Physician Health
Committee of the Michigan Medical Society.
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2.
BEAUMONT HEALTH SYSTEMS CODE OF C ONDUCT, C ONFIDENTIALITY AND COMPUTER
SYSTEMS USAGE AGREEMENT
SCOPE
All Beaumont Employees (hospital based, Ambulatory, Home Care, BRL, Research, etc.), Medical Staff
(employed and non-employed, including residents), BSC employees, independent contractors, vendors,
students, volunteers and any other person who is considered a member of Beaumont’s work force to
comply with legal regulations and Hospital policies regarding the code of conduct and confidentiality of
Beaumont Information. Beaumont Information includes, but is not limited to, protected health
information (PHI) such as patients’ personal and medical information and Beaumont’s proprietary
Information (clinical, research, business practices, including but not limited to strategic plans, business
objectives and transactions, financial performance or targets, integration initiatives, reimbursement, or
other trade activities, etc.), whether that information is verbal, written, printed, or electronic or
electronically stored. Additionally, this Agreement applies to all internet communications that may be
accessed by the public, including but not limited to social media, blogs, personal Web sites, e-mails, and
discussion forums.
OUR OBLIGATIONS
Beaumont is required by law to maintain the privacy of patients’ information. As designees of
Beaumont, you must fully comply with all applicable laws pertaining to the privacy and security of PHI.
PHI includes written documents, electronic information (ePHI), verbal information, video, photographic
or audio recording.
The Health Insurance Portability and Accountability Act (HIPAA) of 1996 defines Privacy and Security
Regulations related to PHI.
The Regulations define “protected health information” as individually identifiable health information
that is:
transmitted by electronic media;
maintained in electronic media; or
transmitted or maintained in any other form or medium.
CODE OF CONDUCT
All students must comply with Policy 265, Professional Code of Conduct and Guidelines, and refrain from
behavior including, but not limited to:
Behavior that is disruptive to maintaining a safe and healing environment or that is counter to
promoting teamwork.
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Negative or disparaging comments about the moral character or professional capabilities of an
employee or physician made to employees, physicians, patients, visitors or the public at large.
Negative or disparaging comments regarding religious, ethnic or racial background, disability or sexual
orientation made to employees, physicians, patients, visitors or the public at large.
CONFIDENTIALITY
As a student in the School of Medicine, I understand, acknowledge and agree that:
Beaumont Information is business information, which is not for the public domain. I have no right or
ownership interest in any confidential information referred to in this Agreement. Beaumont may at any
time revoke my access to confidential information.
Any access or disclosure of Beaumont information (PHI or proprietary), except for approved job-related
uses, is strictly prohibited.
I will retrieve or attempt to retrieve from Beaumont’s medical records or computer systems data for
only those individuals with whom I have a patient care relationship, or for approved educational,
administrative, or research purposes.
I will access or disclose the minimum necessary of Beaumont Information (PHI or proprietary) only as
required to perform my duties, and only to authorized persons who have a work-related need to know
such information.
Confidential information is not an appropriate topic in casual conversation. I will not discuss confidential
information in public places such as elevators or cafeterias, and will take care to avoid being
inadvertently overheard while communicating or dictating such information.
I will exercise appropriate safeguards and due care when copying files using portable devices, storing,
transporting, photocopying, printing, disposing of, or faxing confidential information related to my job
duties.
I will take precautions to avoid having computer display monitors, printers, fax machines, or paper
records in view of unauthorized onlookers or left unattended while such data or confidential
information is displayed or printed.
I will report any improper use, access, or disclosure of confidential information that I observe to my
manager/supervisor, Department Compliance Coordinator (DCC), Information Security Officer or Privacy
Officer, who will initiate the appropriate actions. If I am uncomfortable reporting to these individuals, I
will call the Compliance Line.
All use of video, audio, or a photographic recording is prohibited without written authorization of the
parties as defined on Form 4564 - Authorization Form for Disclosure of Patient Information. This
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includes, but is not limited to, the use of personal devices such as cameras, camera phones, PDA’s,
Smart Phones or Blackberry’s for recording on Beaumont premises.
COMPUTER SYSTEMS USAGE
Beaumont’s computer systems must be password-protected in accordance with the Corporate
Compliance Policy #314, Confidentiality and Disclosure of Protected Health Information. User logon ID’s
and passwords must not be written down or placed on the device.
I understand that all Beaumont computer systems will be accessed in accordance with Beaumont’s
Information Security Policy #358.
In accordance with Beaumont’s policy #108 - Copyright Policy, licensed material, including software, may
not be illegally duplicated. I understand that I may only use this device to duplicate data that does not
violate any licensing or copyright agreement or federal or State laws.
I am responsible for all data, information, and orders, which are entered into any Beaumont computer
system using my designated ID and password. I will not reveal, release, or make accessible any
Beaumont system User ID, badge, token, or password of mine to any other person.
I will not use the User ID, badge, token, or password belonging to anyone else in order to access any
Beaumont’s computer systems.
I understand that Beaumont maintains computer audit logs of user access to all Beaumont computer
systems, and regularly reviews audit logs, without warning, to detect inappropriate access.
Because text messaging systems are not fully secure, only minimal confidential or proprietary
information should be sent via this method. Use of social security numbers should NEVER be sent via cell
phone. For example: “Mr. Smith in room 3210 has chest pain” is acceptable.
As part of my employment, service, association, or privileges with Beaumont, I may have the need to
access various Beaumont computer systems, including OneChart-OneContact, E-mail and the Internet. I
understand use of this information infrastructure is a privilege, and inappropriate use may result in
denial of access to these systems.
I will not install or operate any non-licensed software on any Beaumont computers or make
unauthorized copies for use by myself or others of software licensed to Beaumont.
I will not make unauthorized electronic copies of confidential information. If I have received approval to
electronically copy confidential information, I will use only Hospital approved devices such as, removable
storage: portable disk drives, memory USB drives, CD’s or DVD’s with password encryption software.
Beaumont’s GroupWise E-mail is secure and encrypted only inside Beaumont. Forwarding Beaumont
GroupWise E-mail to an external Internet E-mail account is strictly prohibited. If confidential information
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needs to be sent over the Internet I will use Beaumont’s Secure File for secured external Internet
transmission.
All personal devices such as laptops, tablets, PDA’s or smart phones must first be examined and
approved by Beaumont’s Information Technology Services before connecting them to the private
Beaumont’s internal network. Use of personal electronic devices is subject to my manager’s approval
and must never interfere with your Hospital duties or patient care.
I understand that Beaumont may provide to me Internet access, Internet educational sites, and/or web
based applications. The use of computer based applications, including GroupWise E-mail and Internet
access, are intended for Beaumont job-related activities only.
I understand that Beaumont monitors and electronically logs all computer transactions and usage
including Internet activity, GroupWise email. These audits are regularly reviewed by the appropriate
Beaumont administrative representatives. Beaumont reserves the right to retrieve and read any data,
documents, or communications composed, sent, received, or stored in its computer systems. All such
information is considered to be part of the official records of Beaumont and, as such, may be subject to
disclosure legal agencies or third parties. Consequently, I will ensure that information I communicate in
any Beaumont system is accurate, appropriate, ethical, and lawful.
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GENERAL CONDITIONS
I understand that if I fail to comply with the terms of the requirements of this section, Beaumont may
institute disciplinary action, including termination of my employment, service, association, or privileges
with Beaumont, as well as pursue appropriate legal action under local, State or federal law.
In addition anyone who inappropriately accesses or discloses PHI is subject to disciplinary action, up to
and including:
■ Dismissal or loss of privileges at Beaumont an
■ Civil or criminal penalties and sanctions
I understand that my obligations regarding confidentiality under this Agreement will continue even after
termination of my employment, service, association, or privileges with Beaumont.
I understand that any relevant Beaumont policies, rules, or regulations remain applicable indefinitely, in
addition to the standards described above.
Exclusive Clinical Affiliate
Beaumont Health System is the exclusive clinical affiliate of the School of Medicine. If the Health System
determines that a medical student is to lose access to the electronic medical record due to a violation of
HIPAA Privacy and Security Rules, this will result in the student being dismissed from the School of
Medicine without recourse of appeal.
3.
PHYSICIANSHIP FORMS
One of the responsibilities of the School of Medicine is ensuring the professional education of all of its
students. In order to monitor the progress of students and their professional growth, faculty members
are able and encouraged to submit Physicianship Evaluation forms. These forms can be used to highlight
exemplary behavior and growth of a student or provide feedback as early as possible, for areas in which
the students need to improve.
While a student is enrolled in the School of Medicine, all faculty or senior staff (Assistant Deans and
Directors) who are either concerned about the professional development or unprofessional actions of a
medical student or who wish to acknowledge the exemplary professional behavior of a medical student,
will be offered the opportunity to complete a Physicianship Evaluation Form (PEF) either an exemplary
PEF or PEF. Junior staff, including residents, and course and clerkship coordinators who encounter
exemplary or unprofessional behavior should refer the issue to the appropriate course or clerkship
director or to an associate dean. This individual may choose to complete a PEF. The Associate Dean for
Student Affairs will read and monitor these forms.
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a)
Student Notification
The author of the PEF should meet with the student to discuss the behavior of concern and notify the
student that a PEF will be submitted to the Associate Dean for Student Affairs.
The Associate Dean for Student Affairs will notify and meet with the student to discuss the issue
addressed in the unfavorable PEF.
b)
Associate Dean for Student Affairs Action
May not take any further action after meeting with the student.
May refer the student to the Student Performance Review Committee (SPRC) based on the severity of
the issue, multiple issues, or the chronicity of the issue.
Will keep PEFs separate from Students’ files unless otherwise directed by the SPRC.
c)
SPRC Action
May review the form without taking action.
May require the student to successfully complete a remediation program designed and overseen by the
SPRC.
May direct the Associate Dean for Student Affairs to Place the PEF in the student’s file
If the issue is severe or chronic or if there are multiple issues the student may be subject to dismissal by
the SPRC.
4.
STANDARDS OF C ONDUCT FOR THE TEACHER-LEARNER RELATIONSHIP
The School of Medicine recognizes that the function teachers serve as role models for learners is
fundamental to the educational mission. Behaviors that fall short of these values undermine the
effectiveness of the teacher-learner relationship and threaten the integrity of the educational mission.
Foremost, the School of Medicine aims to prevent medical student mistreatment through education and
the continuing development of a sense of community.
The teacher-learner relationship confers rights and responsibilities on all parties to behave in ways that
represent the ideal teacher-learner relationship, which fosters respectful behavior, minimizes the
likelihood of student mistreatment or abuse, and optimizes the educational experience for students.
Responsibilities of teachers include without limitation:
 Be prepared and on time
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



Provide learners with most current materials
Treat students fairly, respectfully, and without bias based upon a legally protected characteristic
Give students timely, constructive and accurate feedback
Avoid the embarrassment or humiliation of students
Responsibilities of learners include without limitation:
 Be courteous and respectful of teachers and fellow students and without bias based upon a
legally protected characteristic
 Treat fellow students as colleagues and respect the mutual learning environment
 Take responsibility for maximizing educational experiences by addressing conflicts and
discomforts which may impede learning
 Be an enthusiastic learner
 Be trustworthy and honest
 Know limitations and ask for help when needed
In the clinical setting:
 Seek knowledge about patient caseload illnesses
 Put patient welfare ahead of educational needs
 Treat all patients and members of the healthcare team respectfully and without bias based upon
a legally protected characteristic
 Be compassionate
 Respect patients' privacy
Teacher or learner behaviors which fall outside of these standards include, without limitation, abusive
conduct and conduct that represents poor judgment, unprofessional behavior or mistreatment. The
following are some examples of behaviors that fall outside of these standards.
 Unwanted physical contact or threats of the same
 Sexual or other forms of harassment
 Unlawful discrimination
 Requiring students to perform personal chores (e.g., running errands, babysitting, etc.)
 Disrespectful or unprofessional behavior, that may also disrupt the student's educational
experience, including without limitation:
o Repeated questioning of a student with the primary intent to humiliate or embarrass
o Grading based on factors other than performance or merit
o Coercing students to do something they find morally objectionable
o Public humiliation
Requiring menial, non-educational chores unrelated to the student’s educational program
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5.
REPORTING INCIDENTS OF INAPPROPRIATE BEHAVIOR
The purpose of this policy is to describe the formal process for reporting allegations of inappropriate
behavior involving students and faculty and to provide a mechanism and procedure to allow medical
students to report concerns without fear of retaliation.
Serious Allegations
If any situation arises that poses a threat to patient safety, the safety of other students, or behavior
disruptive to the learning environment, the Dean may suspend the student immediately.
Consultation
Concerns, problems, questions, and complaints may be discussed without fear of retaliation, with
anyone in a supervisory position within the School of Medicine including: the Associate Dean for Student
Affairs, the Assistant Dean for Student Affairs and Career Development, the Associate Dean for
Academic and Faculty Affairs, the Director of Faculty Affairs and Professional Development, clerkship
directors, or PRISM mentor. Often concerns can be resolved through consultation or an informal
resolution process. If the matter is not satisfactorily resolved through consultation or the informal
resolution process, then the person who made the allegation of inappropriate behavior may initiate a
formal complaint.
Complaint Regarding a Student
Students who believe that they have been affected by the inappropriate conduct of another medical
student, as defined in the Standards of Conduct for the Teacher-Learner Relationship, should
immediately notify either the Associate Dean for Student Affairs or Assistant Dean for Student Affairs
and Career Development, and must file a written report on-line within 30 business days of the alleged
action and/or the completion of any consultation process in order for the allegation to be investigated in
a timely manner. The School of Medicine reserves the right, in its sole discretion, to investigate and act
on complaints involving incidents that have occurred beyond the 30-day filing reporting period. Such
acceptance is not intended to, nor shall it, waive timeliness defenses the School of Medicine may
otherwise have available to it in any judicial or administrative proceedings.
The complainant should be prepared to provide the following:


Statement and description of the alleged event
Name(s) of person(s) involved
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



Date of event
Other facts considered to be relevant
Summary of steps student has already taken to resolve the problem
Signature of the complainant
The Associate Dean for Student Affairs or Assistant Dean for Student Affairs and Career Development
will gather information and may attempt to resolve the issue or forward the complaint to the SPRC for
review as provided in Section IV of this Handbook. A letter will also be sent to the complainant letting
him/her know the issue has been addressed.
Safety Issues
If any inappropriate behavior arises that poses a threat to the safety of patients, faculty, staff, students
or others, or disrupts the learning environment, the Dean may suspend the student immediately.
Complaint Regarding a Faculty Member, Resident, or Employee of either OU or Beaumont
Students with a complaint about a faculty member, resident, or employee of either OU or Beaumont
should notify the Associate Dean for Academic and Faculty Affairs at 248-370-3633, the Director of
Faculty Affairs and Professional Development at 248-370-2741, or OU’s Office of Inclusion and
Intercultural Initiatives at 248-370-3496 or visit the website (Office of Inclusion) immediately and must
file a written report online within 30 business days of the alleged action and/or the completion of any
consultation process in order for the allegation to be investigated in a timely manner. The School of
Medicine reserves the right, in its sole discretion, to investigate and act on complaints involving
incidents that have occurred beyond the 30-day filing reporting period. Such acceptance is not intended
to, nor shall it, waive timeliness defenses the School of Medicine may otherwise have available to it in
any judicial or administrative proceedings.
The complainant should be prepared to provide the following:
1.
2.
3.
4.
5.
6.
Statement and description of the alleged event
Name(s) of person(s) involved
Date of event
Other facts considered to be relevant
Summary of steps student has already taken to resolve the problem
Signature of the complainant
The Associate Dean for Academic and Faculty Affairs or the Director of Faculty Affairs and Professional
Development will then appoint an ad hoc committee which shall consist of a faculty representative, at
least one member of the School of Medicine’s administration, and a representative from OU’s Office of
Inclusion and Intercultural Initiatives. This committee will be appointed within five to seven business
days of receipt of the written complaint and will be charged with the responsibility for investigating the
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complaint. The committee will consider the facts of the complaint and will report findings to the
Associate Dean for Academic and Faculty Affairs.
The Associate Dean for Academic and Faculty Affairs will take any action he/she feels necessary after
considering the recommendation from the ad hoc committee. The decision of the Associate Dean for
Academic and Faculty Affairs is final and shall be communicated in writing to the
faculty/resident/employee within 30 business days. A letter will also be sent to the complainant letting
them know the issue has been addressed. The ad hoc committee shall then be discharged. All records of
the investigation and the resulting action will be maintained by the Office of Academic Affairs will be
treated with appropriate confidentiality.
Regarding an allegation against a faculty, resident or staff member: A student may request to delay the
forwarding of the complaint and resulting action or remedy until after the student is evaluated
academically.
6.
DRESS C ODE
The dress, grooming, and conduct of our students reflect upon the image of the entire School of
Medicine. The expectation is that all School of Medicine students are professional in their appearance.
It is the School of Medicine’s goal to convey an image and appearance of competence, approachability,
professionalism and respect. Therefore, it is necessary to maintain exceptionally high standards for
grooming, dress and personal conduct.
Dress Code Policy For Classroom Activities On The OU Campus
Dress code for the for classroom activities on the Oakland campus is informal. However, students are
expected to exercise professional discretion in their appearance and grooming. Clean casual dress is
allowed. An unkempt personal appearance is not acceptable.
Please adhere to the following guidelines when attending classes on the Oakland University Campus.
 You may wear walking (“Bermuda”)-type shorts but not ultra-short athletic (running) shorts or
unusually tight shorts (i.e., “Spandex”).
 For men, a polo shirt with a collar is preferred. A tee shirt is acceptable provided it is clean and
does not contain any offensive language or picture.
 For women, “tube tops,” “halter tops,” deep-set necklines, and very short, tight skirts should not
be worn to class. Shirts and blouses must extend to the waistband. Bare midriffs are not
acceptable. Please be conscious of the “fit” of your clothes when you are in different positions,
e.g., standing vs. leaning over.
 Baseball caps and sunglasses should not be worn in the classroom.
 Avoid extremes of hairstyles (e.g., “spiked hair,” multicolored or bizarre-colored), make-up, and
piercings.
 IN SHORT, BE MODEST AND PROFESSIONAL.
Dress Code Policy For Professional Settings (Beaumont Health Systems Campuses And Patient-Care
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Settings)
All School of Medicine students must maintain a professional appearance even when they are not seeing
patients. Recommended acceptable attire includes: collared shirts, ties, slacks, skirts, blouses, sweaters
and dresses and shoes intended for professional wear worn with socks or hosiery.
When students are working with patients, they are expected to wear a clean white coat and conform to
the dress requirements of the Beaumont Health System and the supervisory clinical department.
Beaumont Health Systems Dress Code:
GENERAL
The dress, grooming, and conduct of our employees reflect upon the image of the entire
Beaumont organization. The expectation of our customers is that all Beaumont staff are professional
and consistent in their appearance and conduct as well as with the provision of health care services. It is
Beaumont’s goal to convey an image and appearance of competence, approachability, professionalism
and respect to our patients, visitors, physicians, coworkers and community. Therefore, it is necessary to
maintain exceptionally high standards for grooming, dress and personal conduct.
EMPLOYEE EXPECTATION
Image/Professional
Conduct
Employees are expected to demonstrate professional image and conduct at all times
when interacting with patients, visitors, staff, physicians etc. Professional conduct includes but is not
limited to the following: greeting our customers with a smile, a caring attitude; use of customer’s name
and title; using language appropriate in the workplace; introducing yourself by name and function;
allowing patients to maintain dignity; respecting cultural and spiritual values; and responding to all
requests for information or service in a courteous and timely manner.
Overall Appearance Staff members must maintain excellent personal habits of cleanliness. Whether
staff members wear uniforms, business professional or business casual attire, they are obligated to
present a well groomed appearance. All clothing, whether uniform or career wear shall be appropriate
in size for the staff member’s frame and shall be clean, pressed and in good condition. Business casual
attire is to be approved by the Department Director on a case-by-case basis in advance.
FUNCTIONAL GUIDELINES This policy provides a framework for department managers to use in the
establishment of their departmental dress code. The following guidelines have been developed to
ensure a presentable Beaumont workforce. With the exception of scrub colors, department Directors
may use their discretion in determining exceptions to the overall policy that meet the functional needs
of their department.
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Identification Badge The identification badge shall be worn at all times, during working hours, at
organizational events, work related meetings and for in-service/education programs held on Beaumont
property. For ease
of identification for our patients, badges will be worn on upper torso of clothing with name and photo
side clearly visible. No
objects of any kind may be attached to the badge. Lanyards are allowed only if they hang no
lower than chest area. They may not include writing that is not Beaumont approved. Identification
Badge Policy No. 255).
Personal Hygiene
General appearance shall comply with the organization’s high standards for
cleanliness and good grooming. All clothing (including uniforms, if required) shall be clean, neat,
pressed and must meet the standards set by the Hospital/ department.
Makeup will be worn in moderation.
Perfume/Cologne Because of fragrance allergies/sensitivities among internal and external customers,
perfume, cologne and other scented products are strongly discouraged, especially in patient care
areas.
Tobacco Odor In response to Beaumont’s commitment to promoting a healthy lifestyle for our
patients, visitors and employees, employees must not report to work with the odor of tobacco smoke
on their person. Refer to Nicotine Free Environment Policy No. 256.
Jewelry Wearing of jewelry, pins, buttons, etc. must be in good taste and consistent with safety,
professional, work environment and public image that Beaumont is committed to. Buttons and pins
may not include writing that is not Beaumont approved.
Body Piercing Rings, hoops, studs or other jewelry worn in a non-traditional manner is not acceptable
for the professional work place. This includes nose rings/studs, gauged ear lobes or other body piercing
such as eyebrow, lip, tongue, etc. Simple/modest rings in the ears are acceptable (no more than 3
earrings per ear). Staff may wear other forms of modest jewelry (i.e. rings, bracelets), however, no more
than 2 rings or bracelets per hand. Medic alert necklaces and bracelets may be worn as necessary.
In patient care areas, no jewelry is allowed that will pose a safety or health risk to patients or
employees.
Tattoos Visible tattoos are not appropriate for the healthcare and/or professional work environment.
Tattoos shall be appropriately concealed by clothing.
Fingernails Nails must be clean and well groomed. In patient-care areas, nails must be no longer than ¼
inch beyond finger tip. Artificial nails are prohibited for infection control reasons for all patient care
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staff (including nutrition services), those employees who receive standard precautions annual training
and/or handle items to which patients are exposed. If nail polish is worn, it shall be in good repair. Nail
art and nail colors which are extreme (i.e. blue, green, black, etc.) are not appropriate for the health care
environment.
Regulatory requirements may be stricter in specific departments. Please see department policy for
additional requirements.
Hair
Hair must be clean and neat at all times. Extreme hairstyles or unnatural hair color (e.g. blue, green,
purple, etc.) are not appropriate within the professional work setting.
Employees who work in patient care areas, with food or with dangerous machinery must have their hair
pinned up off of shoulders or secured away from face, to promote safety for self and patients. Hairnets
may be required in some departments.
Facial Hair, including beards, side burns and mustaches shall be clean and neatly trimmed. In patient
care areas with dangerous machinery, beards will be of appropriate length to promote safety for self
and patients.
Hosiery/Socks To present a professional image, it is highly preferred that all employees wear hosiery or
socks at all times. Socks are to be worn with slacks only. Hosiery must always be worn with skirts and
dresses. Flesh colored, ivory, white, black, navy and gray are acceptable tones for opaque or sheer
hosiery.
Recognizing that it is socially acceptable in some environments to do other than indicated above,
executive leadership will determine if exceptions to hosiery guidelines are appropriate for their business
unit.
Undergarments Appropriate supportive undergarments are to be worn at all times. Such
undergarments must not be visible.
Clothing All employees not required to wear uniforms must present themselves in business attire
conservatively appropriate for the Hospital setting. Appropriateness of an employee’s apparel will be
determined by the department manager/director.
Business Professional Blouses/Shirts
Attire Appropriate attire includes shirts with collars, button front, pullover with finished neckline,
blouses, turtlenecks, sweaters, jackets, blazers and lab-coats.
Acceptable fabrics are: cotton, cotton blends, linen blends, silk, wool, rayon, chambray or blends of
these fibers with polyester.
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Acceptable patterns are: solids and age appropriate prints. Uniform prints are allowed in designated
pediatric areas only.
Unacceptable: T-shirts, sweatshirts, sports jerseys, halter/tank/midriff tops, low-cut, tube or sleeveless
tops, sundresses, spaghetti strap tops/dresses.
Slacks/skirts
Slacks trousers and skirts must be appropriate in size for the staff members frame and may not
hang below the waist. Skin and underwear shall not be visible in the waist area. Slack/trouser length
must not hang below tip of shoe heel and will not drag on the floor surface.
Business Professional
Attire
Capri and gaucho pants may be worn in business casual environment only and must be of approved
fabric.
Unacceptable: shorts, jeans, leggings, stirrup pants, double stitched pants, extreme dress/skirt lengths
and slits, military style fatigues, jogging suits.
Uniforms Employees are advised of uniform requirements by the department manager. Uniformed
employees, including employees wearing scrubs, must present a neat and professional appearance at all
times (See your department’s uniform/scrub guidelines for further details.)
Footwear Employees shall wear footwear which is clean, polished and in good repair. Footwear shall be
appropriate to the work duties and responsibilities performed, and meet safety needs of the work
environment.
Business Professional
Attire
Employees assigned to and working in patient-care areas shall follow the above mentioned guidelines
and more specifically, shall wear solid white leather or other leather and/or cleanable shoes (i.e. cross
training) without overt contrasting trim; shoelaces will be white.
Styles such as clogs, crocs and mules are acceptable in areas where scrubs and/or uniforms are worn –
with the exception of those with holes on top of shoe. For safety reasons, crocs and clogs may be
restricted in areas such as nutrition services, environmental services, transportation, etc. Employees
should refer to their department director for requirements in these areas.
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In business areas where no lifting, pushing or continuous standing is required, heels no greater than 2 ½
inches may be worn. To promote safe movement, walking shoes or flats are recommended. While
“sport” shoes may be safe and comfortable, they must also be professional looking and appropriate for
the rest of the attire.
Open-toe (with closed back) or closed-toe (with sling-back) shoes may be worn in a business office
setting only. Sandals are not appropriate for the professional work setting.
Head wear No personal hats or caps shall be worn by staff inside Beaumont buildings. Hats should be
removed as a courtesy when indoors.
Outerwear Layering/Outerwear must be solid in color with no logos or artwork other than Beaumont
logo. This includes sweaters, jackets, blazers and lab coats. This does not include sweatshirts or
hoodies. Only white and solid colored lab coats and scrub jackets– matching uniform colors – are
allowed.
Cultural/ Religious Attire
Cultural/Religious headwear such as, hijabs, yarmulkes, etc. and medical
related exceptions to this policy may be requested for specific individual circumstances by submitting a
written request to the Department Director for approval.
INQUIRIES
Questions pertaining to this policy should be directed to Human Resources.
**For more specific details related to Image/Appearance, see Beaumont Image/Appearance
Standards - available on HR website, or via department manager.
DETAILED PROCEDURES
7.
None.
ACADEMIC HONESTY
Academic honesty is vital to the success and integrity of our academic program. The School of Medicine
seeks to ensure academic honesty and personal integrity among its students and other members of the
School of Medicine. Academic honesty is defined as the performance of all academic endeavors without
cheating, lying, stealing, or receiving unfair assistance from any other person or using any source of
information not appropriately authorized or attributed.
All students benefit from a rigorous and appropriate academic honesty policy and code of honest
behavior. All members of the OUWB community are therefore responsible for creating and maintaining
an academic program that values and embraces honesty and integrity, and all must work together to
ensure the success of this policy and code of behavior. Consequently, it is essential that all members of
the OUWB community be responsible for knowing and understanding the policy on academic honesty.
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Reporting Incidents of Academic Dishonesty
Any member of the School of Medicine, including faculty, staff, or students, who has personal
knowledge of facts relating to an alleged violation of this policy, has a responsibility to report the alleged
violation to the Associate Dean for Student Affairs.
This policy provides the procedure for handling matters related to student academic dishonesty at the
School of Medicine. Instructors have a responsibility to report alleged violations to the Associate Dean
for Student Affairs as provided in this policy, and should do so within fifteen (15) business days of
discovering the possible violation. The School of Medicine reserves the right, in its sole discretion, to
investigate and act on complaints involving incidents that have occurred beyond the 15-day filing
reporting period. Such acceptance is not intended to, nor shall it, waive timeliness defenses the School
of Medicine may otherwise have available to it in any judicial or administrative proceedings.
Instructors shall have the responsibility to take reasonable steps to inform students of the academic
honesty rules that apply to particular academic work and the specific types of academic assistance that
are permissible in connection with that academic work. Additionally, each instructor shall take
reasonable steps to foster a climate of academic honesty. The failure of an instructor to meet these
responsibilities, however, shall not be a defense to an accusation of academic dishonesty against a
student.
Every student has an obligation to be informed concerning the terms of this policy. Lack of knowledge of
the provisions of this policy is not an acceptable response to an allegation of academic dishonesty.
Examples of Academic Dishonesty. Examples of academically dishonest behavior include, but are not
limited to, the following:
1. Plagiarism - Submission of the words, ideas, opinions or theories of another that are not
common knowledge, without appropriate attribution to that other person. Plagiarism includes,
but is not limited to, the following acts when performed without appropriate attribution:
a. Directly quoting all or part of another person's written or spoken words without
quotation marks, as appropriate to the discipline;
b. Paraphrasing all or part of another person's written or spoken words without notes or
documentation within the body of the work;
c. Presenting an idea, theory or formula originated by another person as the original work
of the person submitting that work;
d. Repeating information, such as hospital chart notes, statistics or demographics, which is
not common knowledge and which was originally compiled by another person; and
e. Purchasing (or receiving in any other manner) a term paper or other assignment that is
the work of another person and submitting that term paper or other assignment as the
student's own work.
2. Unauthorized assistance - Giving or receiving assistance, in connection with any examination or
other academic work that has not been authorized by an instructor. During examinations,
quizzes, lab work, and similar activity, students are to assume that any assistance (such as books,
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notes, calculators, and conversations with others) is unauthorized unless it has been specifically
authorized by an instructor. Examples of prohibited behavior include, but are not limited to, the
following when not authorized:
a. Copying, or allowing another to copy, answers to an examination;
b. Transmitting or receiving, during an examination, information that is within the scope of
the material to be covered by that examination (including transmission orally, in writing,
by sign, electronic signal, or other manner);
c. Giving or receiving answers to a quiz or examination scheduled for a later time;
d. Completing for another, or allowing another to complete for the student, all or part of an
assignment (such as a paper, exercise, homework assignment, presentation, report,
computer application, laboratory experiment, or computation);
e. Submitting a group assignment, or allowing that assignment to be submitted,
representing that the project is the work of all of the members of the group when less
than all of the group members assisted substantially in its preparation; and
f. Unauthorized use of a programmable calculator or other electronic device.
3. Lying/Tampering - Giving any false information in connection with the performance of any
academic or clinical work or in connection with any proceeding under this policy. This includes,
but is not limited to, the following:
a. Giving false reasons (in advance or after the fact) for failure to complete academic work.
This includes, for example and without limitation, giving false excuses to an instructor or
to any School of Medicine official for failure to attend an exam or to complete academic
work;
b. Falsifying the results of any laboratory or experimental work or fabricating any data or
information;
c. Altering any academic work after it has been submitted for academic credit and
requesting academic credit for the altered work, unless such alterations are part of an
assignment (such as a request of an instructor to revise the academic work);
d. Altering grade, lab, or attendance records. This includes, for example and without
limitation, the forgery of School of Medicine forms for registration in or withdrawal from
a course;
e. Damaging computer equipment (including removable media such as disks, CD’s, flash
drives, etc.) or laboratory equipment in order to alter or prevent the evaluation of
academic work, unauthorized use of another's computer password, disrupting the
content or accessibility of an Internet site, or impersonating another to obtain computer
resources;
f. Giving or encouraging false information or testimony in connection with academic work
or any proceeding under this policy;
g. Submitting for academic advancement an item of academic work that has been submitted
(even when submitted previously by that student) for credit in another course, unless
done pursuant to authorization from the instructor supervising the work or containing fair
attribution to the original work.
4. Theft - Stealing, taking or procuring in any other unauthorized manner (such as by physical
removal from a professor's office or unauthorized inspection of computerized material)
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information related to any academic work (such as exams, grade records, forms used in grading,
books, papers, computer equipment and data, and laboratory materials and data).
Any behavior that constitutes academic dishonesty is prohibited even if it is not specifically listed in the
above list of examples.
Procedures for Resolving Matters of Alleged Academic Dishonesty
If an incident of academic dishonesty is suspected, the instructor shall permit the student to complete
all required academic work and shall evaluate and grade all work except the assignment(s) involved in
the accusation of dishonesty. That instructor may, however, take any action reasonably necessary to
collect and preserve evidence of the alleged violation and to maintain or restore the integrity of exam or
laboratory conditions. Requests for a course withdrawal will not be approved unless it is determined
that no violation occurred.
When an instructor believes that an incident of academic dishonesty has occurred, the instructor should
contact the Associate Dean for Student Affairs. The Associate Dean for Student Affairs will notify the
student of the report and a meeting will be scheduled for a fair and focused discussion about what may
have occurred. The instructor(s) who reported the matter, the student(s) believed to have violated the
policy, and the Associate Dean (or his/her designee) are the only participants in this meeting. During this
meeting, the instructor and student may reach an agreement about the matter and, if dishonesty is
involved, may determine the appropriate consequence(s). If no resolution is agreed upon or if the
Associate Dean for Student Affairs (or his/her designee) determines that the allegations are serious, the
matter will be forwarded to the OUWB Student Performance Review Committee (SPRC) which will
determine the outcome of the allegation. Notice of submission of the matter to the SPRC will require the
delivery of a written notice from the Associate Dean for Student Affairs to the student and instructor.
The notice shall include a brief description of the alleged dishonesty, and identify the date, time and
place of the SPRC meeting. This notice shall be delivered by certified U.S. mail to the student. The notice
will be deemed delivered when mailed even if the student fails or refuses to sign the return receipt for
that notice.
Action on Determination of Innocence. If it is determined that no violation has occurred, the instructor
shall enter a final grade for that student determined without consideration of the alleged violation. That
grade shall be entered on or before the later of: (a) the date on which grades for that class are required
by OUWB policy to be submitted to the Director of Records and Registration; or (b) ten (10) business
days following delivery to that instructor of a notice of that student's final determination of innocence.
For this purpose, “final determination” means that agreement is reached.
Multiple Violations. If the Associate Dean for Student Affairs believes that a subsequent violation has
occurred or a student acknowledges a subsequent violation, the matter will be submitted for review by
the SPRC. Notice of submission of the matter to the SPRC will require the delivery of a written notice to
the student including a brief description of the alleged dishonesty. The notice shall state the date, time
and place of the SPRC meeting and be delivered by certified U.S. mail to the student. The notice will be
deemed delivered when mailed even if the student fails or refuses to sign the return receipt for that
notice.
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Consequence(s) for Academic Dishonesty Violations
A student found in violation by the SPRC, or who admits a violation as part of any meetings or
consultations with the Association Dean for Student Affairs, must receive either a “zero” or the lowest
possible grade on the academic work under the grading system for that course. In addition, one or more
of the following consequences may be assigned by the Associate Dean (or his/her designee) or the SPRC:
1.
2.
3.
4.
5.
Final course grade of “Fail”.
Placement of dishonesty in the student’s record.
Violation as determined by the Associate Dean for Student Affairs.
Suspension.
Dismissal.
If the Associate Dean for Student Affairs or the SPRC find that extraordinary circumstances warrant the
imposition of a consequence less than the minimums described above, they shall state in writing the
reasons for the extraordinary circumstances and why the assigned consequence is considered
appropriate.
B.
STUDENT PERFORMANCE AND PROMOTION
1.
SATISFACTORY ACADEMIC PROGRESS
The OUWB School of Medicine Student Performance Review Committee (SPRC) is charged with the
responsibility of reviewing the academic performance of all medical students. Students are reviewed by
the SPRC annually. On the basis of the annual review, the SPRC determines whether the student is to be
promoted, not promoted, dismissed, graduated, or graduated contingent upon completion of all
academic requirements. The academic progress of every medical student will also be monitored by the
Associate Dean for Students Affairs and Associate Dean for Medical Education monthly throughout the
academic year.
Time Frame for Completion
The normal time frame for completion of required course work for the M.D. degree at the
OUWB School of Medicine is four (4) academic years. The maximum number of years
allowed for matriculation at the OUWB is six (6) academic years.
Students must complete the M1 and M2 preclinical curriculum in no more than three (3)
academic years and sit for USMLE Step 1 within three (3) months of the completion of the
M2 year, unless a test date at later time is approved in advance, in writing, by the SPRC.
Even if a delay is granted, students must still obtain a passing score on USMLE Step 1
within twelve (12) months of the completion of M2 year.
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Students must complete the M3 and M4 clinical curriculum in no more than three (3)
years after receiving a passing score on USMLE Step 1. Students must also obtain a
passing score on USMLE Step 2-CK and Step 2-CS within thirty-six (36) months of receiving
a passing score on USMLE Step 1. Finally, students must complete all academic
requirements for the awarding of the M.D. Degree in no more than six (6) consecutive
academic years.
Satisfactory academic progress is based on satisfactorily completing all course and
clerkship requirements. All course grades of “Fail” must be remediated and/or repeated
prior to the student being promoted into the next year.
M1 and M2 curriculum years - Students in the M1 and M2 curriculum years who have
received final grades of “Honors” or “Pass” in all courses will be recommended for
promotion. Students with a grade of “Fail” in any course will not be allowed to enroll in
the next curricular year without successful remediation. When students receive a failing
grade in a course or clerkship and are permitted by the SPRC to remediate their failing
grades, they will be considered to be making satisfactory progress while undertaking the
approved remediation. Upon successful remediation of any failed courses, students may
be recommended by the SPRC for promotion. Students who fail to successfully complete
remediation of any failed courses will be referred to the SPRC for possible dismissal or
repeat of the entire year or other action.
M3 and M4 curriculum years - Students who have received final grades of “Honors” or
“Pass” in the Core Clinical Clerkships of Family Medicine, Internal Medicine, Obstetrics /
Gynecology, Pediatrics, Psychiatry, and Surgery, as well as a grade in all other enrolled
clerkship electives will be recommended for promotion from the M3 to M4 year. Students
who have failed a clinical clerkship may be referred to the SPRC or given an opportunity
to remediate. Students who have failed two clinical clerkships must appear before the
SPRC and may be recommended for dismissal or other action. All of the required Clinical
Core M3 Clerkships must be completed within two (2) years.
Financial Aid Eligibility - Students are not eligible to receive Federal Title IV financial aid for more
than five (5) academic years. No more than three (3) years of Title IV financial aid eligibility can
be granted to support completion of the first two (M1 and M2) academic years and passage of
the USMLE Step I examination. If a student requires three (3) years to complete the M1 and M2
curriculum and pass USMLE Step I, the latter two (2) curriculum years (M3 and M4) must be
completed in two (2) years. Students who are promoted to the M3 year by the end of their
second chronological year have no more than three (3) additional years of Title IV eligibility to
complete the M.D. Degree. A student may be granted an approved LOA. That period of leave
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time shall be excluded from the six (6) year matriculation determination and the six (6) years of
Title IV financial aid eligibility. Students attending beyond five years must seek
alternative funding options such as Private Educational Loans to pay for their final year.
Withdrawal - A student may withdraw or be requested to withdraw for academic, medical
or personal reasons. If this student is allowed to return, the student's remaining Title IV
financial aid eligibility will be based on the number of years the student received Title IV
financial aid prior to the withdrawal. The six (6) year maximum for financial aid eligibility
will apply, regardless of the time it takes the student to complete the program.
Leave of Absence - Students on an approved Leave of Absence (LOA) are not eligible for
financial aid or other enrollment benefits such as loan deferments. To view the complete
LOA policy, refer to the LOA policy below.
Reinstatement - The OUWB Financial Services Office will be notified if a student is placed
on an LOA. If a student loses financial aid eligibility because he or she is determined not
to be making satisfactory progress, that student may regain eligibility once the standards
for removal of an LOA or probation, as established by the SPRC standards, are met by the
student.
2.
SHARING INFORMATION
Students with persistent academic or behavioral deficiencies benefit from having
information shared with clerkship directors in subsequent clerkships. The purpose of this policy is
to support student development through closer supervision of patient care, additional academic
or behavioral assistance, and closer monitoring of the student's progress. Performance
evaluations and other pertinent information will be reviewed by the clerkship directors, the
clinical optimization specialist, school officials and others on a need to know basis. This
information will not be shared with any other faculty, residents, or students except as permitted
by law or by School of Medicine policies and procedures.



3.
STANDARDS FOR GRADUATION
Candidates must have satisfactorily completed all required courses and clinical clerkships
or their equivalent as determined by the SPRC within six years of admission to the School
of Medicine. Exceptions to this rule will be made only with the consent of the SPRC.
All students must pass Step 1, Steps 2CK and 2CS before graduation.
Violations of any policies, procedures, rules, regulations ordinances and other
requirements of OU, Beaumont and the School of Medicine, including without limitation
policies regarding professional or ethical behavior, may result in disciplinary action up to
and including denial of graduation.
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4.
OUWB Student Performance Review Committee (SPRC)
The OUWB Student Performance Review Committee (SPRC) is a standing committee of the faculty and
has as its duty to consider, among other things, students with academic difficulties, students who have
allegedly violated any policies, procedures, rules, regulations ordinances and other requirements of OU,
Beaumont and the School of Medicine, leaves of absence, as well as those students where suitability for
the practice of medicine needs to be evaluated. The SPRC, which reports to the Associate Dean for
Medical Education, consists of ten (10) faculty members from basic science and clinical departments,
appointed by the Dean. The Associate Deans for Student Affairs, Academic and Faculty Affairs,
Undergraduate Clinical Education and Medical Education serve as non-voting ex-officio members of the
SPRC.
The SPRC meets monthly. In considering each case, it will take into consideration prior academic
performance, recommendations by the departments in which the academic deficiency exist, extenuating
circumstances, and other factors cited by the students. Decisions of the SPRC may include a plan for
remediation, appropriate disciplinary action, or possible dismissal from the program. All SPRC decisions
shall require no less than a majority vote of the SPRC members who hear the relevant matter. The SPRC
will inform the Dean, in writing, of all SPRC decisions with regard to students. Dismissal decisions are
transmitted to the Dean.
When the SPRC is considering an adverse action regarding a medical student, the following will apply:

Before the SPRC meeting, the SPRC will provide the student a written explanation of the issues that
are under consideration. It is recommended that the student meet with the Associate Dean for
Student Affairs prior to the SPRC. The student is notified of the time and place of the SPRC meeting
and is invited to appear before the SPRC and/or to submit a written statement to the SPRC. The
Associate Dean for Student Affairs will review the process with the student and assist the student in
preparing for the SPRC meeting. As stated above, the Associate Dean for Student Affairs is a nonvoting member of the SPRC and acts as the student advocate in all SPRC proceedings.

If the student chooses to appear before the SPRC, the student may be accompanied a faculty or
student advocate, who may make a brief presentation on behalf of the student to rebut evidence or
provide additional information. The advocate must be affiliated with the School of Medicine and
cannot be a member of the SPRC.

Legal counsel may not attend the SPRC meeting.
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
Under no circumstances should a student who is scheduled to appear before the SPRC contact
members of that SPRC to discuss their appearance.

The student and accompanying advocate must leave the room during SPRC deliberations.

Within ten (10) business days after the SPRC meeting, the student will receive written notification of
the decision.
The student is allowed to inspect all of the material in his or her file related to academic
performance and evaluation, and may read that portion of the minutes of the SPRC responsible for
the decision which pertains to him/her, subject to the restrictions and requirements of the Family
Educational Rights and Privacy Act and related regulations as they are amended from time-to-time.


The Associate Dean for Medical Education will notify the Dean if any situation arises that poses a
threat to patient safety, the safety of others, or behavior disruptive to the learning environment. In
those cases, the Dean may suspend the student immediately. Such a decision shall be communicated
in writing by registered letter or in person.
The SPRC may impose any disciplinary action that it deems to be appropriate up to and including
dismissal. Disciplinary action may include, among other things, a reprimand or LOA as described below:
Reprimand
In some cases in which a first offense has been judged to merit a minor penalty/sanction, the student
will be allowed to repeat the exercise or complete an alternative assignment, as determined jointly by
the instructor-of-record and the SPRC. A letter of reprimand from the SPRC will be written to the
student. A copy of the letter will be placed in the student’s academic folder. Responsibility for evaluation
of the student’s work in the course remains with the instructor-of-record. The following will normally
accompany a reprimand: 1) record entry in the student’s internal academic folder; and/or 2) if the
student later requests an institutional letter of support, it may be provided but will refer to the incident.
In exceptional cases, the SPRC may vote to remove the letter of reprimand from a student’s folder after
a specified time pending good behavior.
Leave of Absence (LOA)
A serious offense may result in a student’s involuntary LOA from the School of Medicine for a period of
time to be determined by the SPRC. The following will normally accompany an involuntary LOA: 1)
permanent record entry in the student’s internal academic folder; and/or 2) withholding of an
institutional letter of support or discussion of the offense in the letter (If the offense occurs after such a
letter has already been written, the letter may be withdrawn or supplemented, with appropriate
explanation).
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Review of the Decision
A student has the right to request that the Dean of the School of Medicine review the decision of the
SPRC. That request must be made in writing to the Dean within ten (10) business days of the notification
of the SPRC decision and must indicate the basis for the review.
There are two grounds on which a decision of the SPRC may be reviewed and/or overturned:
1. Substantial new evidence, which was not available at the SPRC hearing and/or;
2. Procedural error that significantly affected the outcome of the case.
New evidence cannot be considered if a student refused to attend a hearing. Neither the severity of the
sanctions imposed nor an alleged error in academic judgment or evaluation is grounds for review of an
SPRC decision.
The Dean will arrange for an ad hoc committee to review the student’s written appeal. The ad
hoc committee will be comprised of faculty members and or senior administrators (assistant,
associate, or vice dean).
The review will begin no later than ten (10) business days after the date the
written request for review was submitted.
The ad hoc committee will make a recommendation to the Dean. A final decision will be rendered by the
Dean and communicated to the student in writing within five (5) business days following the completion
of the review by the ad hoc committee. The Dean can choose whether or not to meet with the student.
The decision by the Dean is final.
Disclosure of SPRC Findings and Actions
The School of Medicine will not conceal from residency program directors, or others to whom the
student requests evaluations or recommendations be sent, any SPRC findings and/or actions.
5.
ACADEMIC PROBATION
A student with significant academic deficiencies as determined by the SPRC shall be considered on
academic probation. Academic probation is, as the name implies, a probationary status that still allows a
student to enroll and attend classes, but requires that a student take steps towards remediating
academic deficiencies and improving academic performance. Students placed on academic probation
are informed that there is serious concern about their academic performance and that they may be
subject to discipline and/or other requirements up to and including dismissal should their unsatisfactory
academic performance continue. Students shall be notified in writing by the SPRC why they have been
placed on probation and the requirements for removal from probationary status. Students on probation
may not register for, or receive credit towards the M.D. for courses (including clerkship) at other
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institutions. Students on probation may also have conditions placed upon their probation by the SPRC
including mandatory tutoring and limitations on participation in school-sponsored activities.
Criterion for placement on probation
1. Failure of two (2) or more courses within a semester.
2. Failure of a single required clerkship.
3. Failure to pass the United States Medical Licensing Examination (USMLE), Step 1 within one (1)
year of completion of M2 coursework.
4. Any medical student deemed by the SPRC to demonstrate deficiencies that the SPRC, in the sole
and exclusive exercise of its discretion, determines to be significant.
Removal from probation
A student shall remain on academic probation until all academic deficiencies have been made up and
any other requirements established by the SPRC have been met. Requirements for removal from
academic probation during the pre-clinical years shall include, but not be limited to, the successful
remediation of all failed coursework plus one (1) additional semester with no additional course failures
or incompletes. During the clinical years, removal from academic probation shall include, but not limited
to, the successful remediation of the failed clerkship plus successful completion of all additional
clerkship rotations for the remaining semester.
6.
WITHDRAWAL
Withdrawal is a voluntary termination of enrollment by a medical student without the intention to
return. Prior to withdrawal, students must meet with the Associate Dean for Student Affairs to discuss
the request for withdrawal and must fill out the petition for withdrawal form. The student must submit a
short statement outlining the reason why withdrawal is necessary at that time. Any student wishing to
return following withdrawal must reapply to the School of Medicine as a new applicant.
7.
DISMISSAL
Dismissal is the permanent administrative termination of a student’s enrollment in the School of
Medicine. If a student fails to maintain the expected acceptable ethical, professional, technical,
academic, or clinical standards, and/or fails to comply with any of the policies, procedures, rules,
regulations ordinances and other requirements of OU, Beaumont and the School of Medicine, the SPRC
may dismiss the student from the School of Medicine. Examples of conduct that will result in a referral
of a student to the SPRC for a recommendation of dismissal include, without limitation, the following:
1. Unsatisfactory Academic Performance - Failure to meet the School of Medicine Standards of
Academic Progress as described in this Handbook. Failure to meet these standards includes, without
limitation, the following:
a. Outstanding failures in the M1 or M2 year courses. An outstanding failure is a failure which
remains after a student has not successfully completed a course’s remediation opportunities by
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the end of the academic year;
b. A second failure in a required clerkship;
c. A failure in a second clerkship, even though one may have previously been remediated; and
d. Removal from a clinical placement/clerkship at Beaumont.
2. Inadequate Academic Progress - The SPRC may make the determination that it is impossible for the
student to complete the requirements for the M.D. degree within six consecutive years as specified
in this Handbook.
3. Repeated USMLE Step 1 or 2 Failure - Students who do not pass the United States Medical Licensure
Examination (USMLE Step 1, 2CK or 2CS) examinations after three (3) attempts.
4. Unprofessional Behavior - Failure to maintain the professional standards of the School of Medicine,
as described in this Handbook. Any behavior or pattern of behavior that indicates insufficient
aptitude, emotional stability, or moral character to successfully practice medicine may be reviewed
by the SPRC.
At any time, the SPRC can review the overall academic performance and professional behavior of a
student and recommend appropriate action, up to and including dismissal.
A student who has been dismissed may not be considered for readmission to School of Medicine.
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8.
LEAVE OF ABSENCE (LOA)
Voluntary LOA
Definition: A voluntary LOA is a student initiated temporary suspension of studies granted to an eligible
student at the discretion of the School of Medicine. AN LOA may be granted by the SPRC for up to one
(1) year and by the Associate Dean of Student Affairs for less than four (4) weeks. The school cannot
guarantee that students who take a leave will be able to graduate on time.
Reasons for a Leave: An LOA may be requested for the following reasons:




Health
Personal or family crisis
Research/Fellowship
Failure of a USMLE examination
The SPRC may request supporting documentation before approving the request.
Involuntary LOA
The SPRC may mandate an LOA in situations where it is felt that the student is not able to satisfactorily
complete the curriculum because of academic, professional or other relevant concerns. When a student
is placed on an involuntary LOA, the SPRC will specify the length of leave, not to exceed one year.
Students will be reinstated upon demonstrating to the satisfaction of the SPRC that they can make
satisfactory academic progress.
A student at risk of being placed on an involuntary LOA due to unsatisfactory academic progress will be
invited to appear before the SPRC in accordance with the SPRC policies and procedures as outlined in
the SPRC section of this handbook.
If any situation arises that poses a threat to patient safety, the safety of other students, or behavior
disruptive to the learning environment, the Dean, or an Associate Dean, may place a student on an
immediate involuntary LOA and have the student removed from the campus or affiliated clinical facilities
pending final decision of the involuntary leave by the SPRC. A decision to place a student on an
immediate involuntary leave shall be communicated in writing by registered letter or in person.
A student placed on an immediate involuntary LOA is not entitled to appear before the SPRC and will be
notified in writing of the SPRC’s decision regarding the leave.
A student placed on an involuntary non-emergency LOA by the SPRC may appeal the decision to the
Dean of the School of Medicine for review in accordance with the student appeal policies and
procedures as described in the SPRC section of the handbook.
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Policies and Conditions Concerning an LOA









Students must apply for an LOA in writing using the appropriate LOA form. This form is available
from the Associate Dean for Student Affairs.
A student who is considering a voluntary LOA should confer with the Associate or Assistant Dean
for Student Affairs.
An LOA is not a form of registration. Tuition will not be charged for semesters for which an LOA is
approved provided that the request is received prior to the start of the semester. Financial
obligations, such as repayment of loans may come due. It is strongly recommended that students
considering a voluntary LOA meet with the Associate Director for Financial Services.
The SPRC will determine whether a voluntary leave will be granted, whether eligibility for
readmission will be subject to reevaluation by the SPRC, and whether there will be any
conditions for return.
The student’s transcript will show a permanent “I” for all courses that were not completed or
from which the student did not withdraw, at the time of the leave, unless otherwise specified by
the SPRC.
Since an LOA is not a registration, a student on leave many not use OU or Beaumont Hospital
facilities, including libraries, housing, the recreation center, health services, the student center,
the medical student lounge(s), nor receive financial aid.
All leaves of absence will be documented in the Medical Student Performance Evaluation.
Students who go on a leave must return their OU and Beaumont Health System ID cards along
with their OUWB issued laptop computers and iClickers to the Associate or Assistant Dean for
Student Affairs.
With the exception of leaves based on a call to active military duty, or unless specifically
exempted by the SPRC, time spent on LOA will count towards the requirement that students
complete the M.D. degree within six consecutive years.
Returning from an LOA:
At least 60 calendar days before the desired return date, a student on a leave must make application, in
writing, to the SPRC for reinstatement or to extend the LOA. Reinstatement is not guaranteed. A request
to extend an LOA is subject to the same review and approval process as the original leave. If an
extension is not granted, the student is expected to return on the date specified in the original SPRC
notification. Students who are not granted an extension will be dismissed from the School of Medicine if
they do not return on the scheduled date.
Please understand that the SPRC reserves the right to deny any petition to return to school or other
request to resume medical studies if the committee determines, for any reason, a student cannot meet
the academic rigors and technical standards of the school. If the SPRC determines a student is not fit or
not prepared to return to the school and resume medical studies for any reason, including, without
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limitation, an inability and/or failure to satisfy any competencies, standards, or curriculum
requirements, the student may be dismissed from the school.
A student on a health-related voluntary leave may be required to provide “A Statement of Readiness to
Return” signed by the health professional who cared for the student during the leave, before being
allowed to reenroll.
Students on a leave during the M1-M2 years cannot return until the beginning of an academic year.
Returning students will not receive any partial credit for incomplete courses.
Students on an LOA during the M3-M4 years may return during the academic year at the start of a
clinical rotation.
9.
STANDARDS AND PROCEDURES FOR DISCIPLINARY ACTION
Medical students are expected to adhere to the school’s Professional Code of Conduct.
In case of a violation, the SPRC is authorized to enact the disciplinary action it judges to be appropriate:
Reprimand






In some cases in which a first offense has been judged to merit a minor penalty/sanction, the
student will be allowed to repeat the exercise or complete an alternative assignment, as
determined jointly by the instructor-of-record and the SPRC.
A letter of reprimand from the SPRC will be written to the student.
A copy of the letter will be placed in the student’s academic folder.
Responsibility for evaluation of the student’s work in the course remains with the instructor-ofrecord.
If the student later requests an institutional letter of support, it may be provided but will refer to
the incident.
In exceptional cases, the committee may vote to remove the letter of reprimand from a student’s
folder after a specified time pending good behavior.
C.
ATTENDANCE AND CLASS PARTICIPATION
The School of Medicine requires every student pursuing the degree of Doctor of Medicine to be
responsible for meeting the school's expectations regarding attendance in all aspects of the curriculum.
When the school confers the M.D. degree, the faculty is attesting not only that the student has achieved
a level of competency as measured by performance on tests, but the student has shown a commitment
to professional responsibility and has also participated in the entire educational experience that is
defined by the curriculum. Attendance and participation are necessary components of our interactive
curriculum and therefore are considered professional responsibilities. Students are obligated to
complete all assigned course work and to attend class on a punctual and regular basis. Absences,
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whether excused or unexcused, do not absolve the student of these responsibilities. Students are
expected to contribute to the learning process by being an integral part of the team-approach, sharing
expertise and problem solving. Attendance and participation are expected in all educational activities,
and are required for all assessment activities, laboratory sessions, sessions with patients, small group
and team-based learning sessions, as well as other sessions as specified by the course and clerkship
directors. Course and clerkship directors must identify any specific attendance requirements in the
course or clerkship syllabus. Course and clerkship directors have the prerogative to exact a grade penalty
for excessive absences.
Accountability, reliability and class participation will be among the non-cognitive attributes assessed in
the student evaluations for each course and clerkship. Consequently, attendance will be a significant
component of the non-cognitive evaluation for each student. Excessive tardiness will also be considered
as part of a student’s non-cognitive performance evaluation. Students should be notified if their
attendance falls below expectations with enough time to make behavioral changes before any
summative evaluation is completed.
Unsatisfactory class attendance may be considered adequate reason for an instructor to file a
Physicianship Evaluation Form (PEF) for that student. Again, students should receive feedback prior to
any written PEF evaluation being issued, as the importance of the policy is to encourage change in
behavior rather than punitive. Professionalism issues, including significant recurring attendance issues
and/or excessive tardiness, may be reflected in the Medical School Performance Evaluation (MSPE).
Electronic devices should be used judiciously and for academic purposes only during educational
experiences, including lectures. When patients are part of a learning experience, students are required
to dress professionally and arrive early or on time. Students must refrain from eating, drinking, using
laptops, cell phones or other electronic devices when patients are present.
Excused Absences
In some cases absence from class is both unavoidable and justified. Examples of circumstances where an
excused absence may be granted include:
An acute medical illness. Documentation may be requested from a treating physician (cannot be a
relative) for absences longer than 2 consecutive days.
An authorized presentation of scholarly work at an academic conference (limitations to the number of
days missed will be reviewed at the discretion of the course or clerkship director).
Serving in an official capacity as a representative of the School of Medicine.
An anticipated significant family ceremony that requires the student’s attendance.
A family crisis that requires the student’s presence.
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An anticipated religious ceremony or observation.
Inclement weather.
Unforeseen extenuating circumstances beyond the student’s control
Unanticipated Absences
Absences or tardiness for any scheduled academic assignment during the M1 and M2 years
(examination, mandatory class, Medical Humanities and Clinical Bioethics, PRISM, or Art and Practice of
Medicine class or clinical assignment) due to a personal illness, or an unanticipated crisis are to be
immediately reported to Student Affairs. Every effort should be made to leave notification of an absence
or tardiness by calling the OUWB School of Medicine Student Affairs at 248-370-2767 and leaving a
message with the Associate Dean for Student Affairs or Assistant Dean for Student Services that includes
a phone number where they can be contacted. Verification of receipt of the student’s message and the
granting or denial of the student’s request for an excused absence will be communicated to the student
as soon as possible (before the end of the next business day).
If an excused absence is granted due to a medical illness prior to an examination the student will be
given forty-eight (48) hours (during regular days of school operations) from the original time of the
scheduled examination to take the test or make up the assigned work. If for medical reasons the student
cannot take the test or make up the work within the above mentioned 48 hour timeframe, then a
written physician’s note must be submitted to the Office of Student Affairs in order reschedule the
examination/work.
Anticipated Absences
Requests for all anticipated absences, including religious holidays or observances, must be submitted in
writing to the Associate Dean for Student Affairs at least thirty (30) days prior to the event if an excused
absence is to be authorized. Verification of receipt of the student’s message and the granting or denial
of the student’s request for an excused absence will be communicated within one week of the student’s
request. It is the responsibility of the student to arrange for the completion of any missed academic
assignments in an appropriate mutually agreed upon timeframe by contacting the course coordinators
as soon as notification that an excused absence has been granted. The request may not be granted
without at least one (1) week notice.
Unexcused Absences
Any student who is absent from an academic assignment and has not been granted an excused absence
from the Office of Student Affairs will be classified as an unexcused absence and the student will receive
a ZERO for any scheduled academic activity that is missed.
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The course directors or course coordinators should not be asked for an excused absence. The Office of
Student Affairs will notify course coordinators of the excused absence, who will then notify appropriate
course directors. Course directors are not able to grant excused absences or override decisions made by
the Office of Student Affairs.
Absences During Year-3 Clerkships
Clerkships provide both education and supervised experiences in a variety of medical specialties.
Students must attend all scheduled activities during each clerkship.
Absences from a scheduled clerkship activity due to personal illness or a family crisis will be handled
individually by the clerkship director or his/her designee. Students are responsible for notifying the
clerkship director and the student coordinator’s office at Beaumont Health System immediately of the
student’s reason for absence. If the absence exceeds two days, the student must speak directly to the
clerkship director (or designee) to arrange to make up the lost time. If the absence is due to illness and
exceeds two (2) days, the student may be asked to submit a statement from their physician.
Absences for any other reason (e.g., a conference or to attend a family function) will be considered
unexcused, unless written approval is received from the clerkship director at least thirty (30) days prior
to the event. In any case, the student must make up all time lost. An unexcused absence will be reflected
unfavorably on the student’s written record and may adversely affect the student’s clerkship grade.
Until the time missed is made up, the student’s grade will be recorded as an Incomplete.
Absences During Year-4 Clerkships and Electives
Absences from scheduled elective rotations occur occasionally. For planned absences, inform the
clerkship/elective director and the student coordinator or their designee at least 30 days in advance or
at the time of unanticipated absences. If the absence is health-related and exceeds two days, the
student should obtain a written statement from their physician.
Students are permitted to take three days during a 4 week elective or clerkship for the purpose of
attending residency interviews. Proof of interviews must be submitted to the clerkship/elective director
and Associate Dean for Undergraduate Clinical Education.
Permission to take more than three days must be obtained in advance from the clerkship/elective
director and approved by the Associate Dean for Undergraduate Clinical Education. Additional days (a
maximum of six days in total for the rotation) must be made up during a student’s unscheduled time.
For example, if a student misses 6 days of a clerkship/elective rotation, three of the days will have to be
made up during a student’s unscheduled work time.
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Students will be discouraged from taking time off during a clerkship or elective that is less than 4 weeks.
If a student feels the need to take time, he/she must obtain prior permission from the clerkship/elective
director and Associate Dean for Undergraduate Clinical Education in advance of making plans.
Religious Observance
School of Medicine is committed to supporting faculty, staff, and students in observing religious holidays
of significance to them. We do not observe all religious holidays, however it is the University’s policy
that every reasonable effort will be made to help students avoid academic consequences when their
religious obligations conflict with academic requirements. Absence from classes or examinations due to
religious observance does not exempt students from the responsibility of completing the work. Students
who find that their classes or examinations involve conflicts with their religious observances are
expected to notify their instructors well in advance so that alternative arrangements as suitable as
possible may be worked out. It is the obligation of the student to provide to faculty with two (2) weeks’
notice of the dates of religious holidays in which they will be absent. Students who are absent on days of
examinations or class assignments shall be offered an opportunity to make up the work, without
penalty, unless it can be demonstrated that a make-up opportunity would interfere unreasonably with
the delivery of the course. Should disagreement arise of any aspect of this policy, the parties involved
should contact the Associate Dean for Medical Education.
It is the responsibility of the student to make arrangements in advance of any absence by contacting the
Associate Dean for Student Affairs during Years 1 and 2 and the clerkship director during Years 3 and 4.
D.
GRADING
Students will be assessed using standards that are course and clerkship-specific as identified in each
course and clerkship syllabus. Assessment of student learning is based on an Honors/Pass/Fail grading
system. Students will be assessed on their performance as the ability to meet stated competencies and
not by comparison of performance to their classmates. Students must receive a passing grade in each
course and clerkship in order to receive the M.D. degree. Therefore, any grade of “Fail” for a course or
clerkship must be successfully remediated prior to graduation.
Honors, Pass, and Fail Grades
Criteria for assigning Honors, Pass and Fail grades are established by the faculty responsible for
individual courses and clerkships and will be clearly stated in the course syllabi. Nevertheless, criteria for
assigning Honors, Pass and Fail grades follow parameters recommended by the OUWB School of
Medicine Curriculum Committee and may include (but are not be limited to) performance on quizzes,
examinations, small group and team-based learning activities, laboratory reports, laboratory practical
examinations, OSCE-type clinical skills examinations, papers, reflective writing assignments, attendance
at required sessions, as well as faculty and peer evaluation.
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Students who have received a failing grade for a course or clerkship may be allowed an opportunity to
remediate the failure by means of a retest of a failed examination or remediation of the entire course. If
a student is offered an opportunity for a retest of a failed examination, the retest of the failed
examination must occur within three weeks of the end of the semester and requires the student to pass
a content-similar examination. Preparation for the retest is the responsibility of the student, but should
be undertaken in consultation with the course co-directors. Successful remediation of a failing grade on
any course through a pass on a retest will result in a grade of “Pass” being recorded. Failure of the retest
will result in the grade of “Fail” remaining on the student’s record. A grade of “Honors” can never be
awarded to a student for any course or clerkship completed through the remediation process.
If the student does not successfully remediate a failure by retest within the three week time period at
the end of a semester, the student may be offered the opportunity to remediate the failure prior to July
1 of the same academic year.
The decision to allow a student to remediate a failure will be the responsibility of the SPRC and will be
based upon the academic standing of that student. Academic performance in other courses and
clerkships, failure of other courses and clerkships, and lapses in professionalism standards may all be
used in determining whether a student is given the opportunity to remediate a failure prior to the next
academic year. Since remediation at this later date will most often represent the second opportunity a
student has had to remediate a deficiency, it is essential that a formalized study plan with a tutor and/or
formal course be formulated by the student and the course director. This study plan may require daily
interaction between the student and a faculty member, mandated study periods, as well as assigned
formative assessment activities or worksheets
Guidelines for remediation have been prepared with the understanding that extenuating circumstances
such as external situations or illness may affect performance on a particular test. However, repeated
failures on tests and/or very low test scores strongly suggest that a student is not studying effectively, is
not prepared to handle the workload in School of Medicine, or is experiencing other situations that
adversely affect their performance. The faculty of the OUWB School of Medicine are committed to
identifying these underperforming students as early as possible in order to initiate an appropriate
remediation plan, provide help with studying, counseling, or any other necessary interventions, or for
consideration of dismissal from School of Medicine. Progress towards successful remediation of
identified deficiencies and continued academic progress will be an important goal for these students and
will be carefully monitored by the Associate Dean for Student Affairs, the Associate Dean for Medical
Education and the OUWB Student Performance Review Committee. Students who consistently
underachieve academically as evidenced by multiple failures and/or unsuccessful remediation are at risk
for dismissal from the program by the OUWB School of Medicine Student Performance Review
Committee (SPRC).
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Clinical clerkships will be graded on an Honors /Pass/Fail system. Student performance in the third and
fourth year clinical clerkships is based on a combination of faculty members’ qualitative impression of a
student’s clinical knowledge, skills, and attitudes and quantitative measures such written and/or oral
tests (such as NBME subject examinations) and objective structured clinical examinations (OSCEs).
Students must successfully complete all required M3 clerkships before promotion to M4.
Incomplete
A grade of “Incomplete” is given when extenuating circumstances beyond the student’s control have
prevented him/her from completing the work by the official ending dates of the course or taking a retest. To obtain a grade of “Incomplete”, a student must arrange with the course director, before the end
of the course, how and when the coursework will be completed. The Associate Dean for Medical
Education must validate extenuating circumstances before the course director may grant a grade of
incomplete. All grades of incomplete must be completed prior to the end of the academic year or the
“Incomplete” will be replaced with the grade of “Fail”.
Good Academic Standing
Good academic standing is the designation given when a student has either received "Pass" or "Honors"
in all coursework. Any unremediated "Fail" or an "Incomplete" on a student record in any academic year
will disqualify a student from being in good academic standing. Good academic standing is required for
most internship, research, school-sponsored travel and class leadership opportunities.
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Academic Concerns
An academic concern must be submitted to the Course Director no later than sixty (60) calendar days
after the student became aware of the situation. The School of Medicine reserves the right, in its sole
discretion, to investigate and act on complaints involving incidents that have occurred beyond the 60day filing reporting period. Such acceptance is not intended to, nor shall it waive timeliness defenses
the School of Medicine may otherwise have available to it in any judicial or administrative proceedings.
The concern must be submitted via written request listing the specific concern and the reason(s) for the
concern and the relief requested. Students must then arrange a mutually convenient time with the
Course Director to review the concern. If the Course Director makes a decision that is unfavorable to the
student, the student has the right to appeal this decision to the Associate Dean for Medical Education.
The appeal to the Associate Dean must be submitted within fourteen (14) business days. The Associate
Dean will decide whether corrective action will be taken and notify the student within twenty-one (21)
business days. The Associate Dean’s decision is final.
E.
EXAMINATIONS
Most courses and clerkships require one or more assessment exercises (papers, quizzes, OSCE
examinations, etc.). At the beginning of each course or clerkships, the director will describe the manner
in which students will be assessed and will distribute a schedule of major examination dates and times.
The following guidelines apply during every written or practical examination:
Proctors will be present during every examination. Students are also expected to police themselves and
report any inappropriate behavior during the examination.
All personal items, including books, newspapers, jackets, hats, book bags are to be removed from desk
tops during examinations.
Cell phones, laptops or other electronic devices may not be brought into the testing room.
Brief breaks are allowed during examinations, however, time is not extended.
No examination question will be changed, interpreted or deleted during an exam. Students will not be
allowed to ask questions of proctors or faculty once the exam has begun. If the student feels a question
is written incorrectly, is ambiguous, or has other flaws, he/she can make a note of the concern on the
cover of the examination. All concerns will be reviewed by the course director.
The beginning and ending times for the exam will be strictly enforced. Should a student arrive late for an
exam, the student will not receive additional time to complete the exam.
In the event of a mandatory building evacuation during an exam, all students must place both exam and
answer sheet face down and exit the building immediately. Upon return, the course director will
announce the revised ending time.
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Special accommodations may be provided for students with documented disabilities. Please refer to the
OUWB Disabilities Accommodations Policy.
Absence from an examination
Students are expected to be present at all examinations and are asked to reschedule personal events to
avoid being absent from an examination.
In the event that an emergency situation interferes with a student’s ability to take an examination, the
student must contact the Associate Dean for Student Affairs immediately. The Associate Dean for
Student Affairs, with input from the course director will consider the situation and decide on an
appropriate course of action regarding postponement of the examination.
In a nonemergency situation, the student must petition the Associate Dean for Student Affairs at least
three weeks prior to the examination. The Associate Dean for Student Affairs will confer with the course
director and the Associate Dean for Medical Education and consider the reason for the proposed
rescheduling, any history of prior requests, and the feasibility of rescheduling. Rescheduled
examinations will usually precede the regular examination.
Any unexcused absence from an examination will result in failure of the examination.
Retest
See the grading policy above.
Remediation
See the grading policy above.
Failure of USMLE Examinations
In order to be licensed to practice medicine in the United States, all physicians must pass the United
States Medical Licensing Exam (USMLE), Step 1, Step 2 Clinical Knowledge (CK), Step 2 Clinical Skills (CS)
and Step 3. Graduation from OUWB School of Medicine requires students to receive passing scores for
Step 1, Step 2 CK and Step 2 CS. All OUWB School of Medicine students must sit for the USMLE Step I
exam before beginning any third year clerkships, ideally prior to Art and Practice of Medicine 5. All
OUWB School of Medicine students should sit for the USMLE Step 2 CK exam before September 30 of
the M4 year in order to be prepared for the NRMP match process. In order to graduate with their M4
class, students must receive a passing score on the Step 2 CK and Step 2 CS by February 15 of their M4
year.
USMLE Step 1
First Attempt
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Students notified of a first time USMLE Step 1 failure after beginning an M3 year clerkship, will be
allowed to complete the clerkship in progress.
Students may, in consultation with the Associate Dean for Medical Education, Associate Dean for
Undergraduate Clinical Education or the Associate or Assistant Dean for Student Affairs, elect to
withdraw from the clerkship in which they are enrolled at the time of notification of failure.
Students who withdraw from a clerkship due to a Step 1 failure will be required to repeat the entire
clerkship.
Students will not be allowed to begin another M3 year clerkship until they have retaken the USMLE Step
1 exam.
The Associate or Assistant Dean for Student Affairs and the Associate Dean for Undergraduate Clinical
Education will coordinate necessary scheduling changes.
Students notified of a first time USMLE Step 1 failure prior to beginning an M3 year clerkship, will not be
allowed to participate in clerkships until after they have retaken the USMLE Step 1 exam.
In order to ensure the necessary guidance and access to resources, students will be enrolled in the
Directed Independent Studies in Medicine (DISM) course while preparing for a second attempt at the
Step 1 exam.
Students must take the second attempt at the Step 1 exam by November 30th of the current academic
year.
Second Attempt
Students who fail a second attempt will be immediately withdrawn from their current clerkship and will
not be permitted to participate in any additional clerkships until they obtain a passing score on the
USMLE Step 1. Students who withdraw from a clerkship due to a USMLE Step 1 failure will be required to
repeat the entire clerkship.
In order to ensure the necessary guidance and access to resources, students will be enrolled in the DISM
course while preparing for a third attempt.
Passing the DISM course is contingent upon passing the Step 1 exam. Students failing to achieve a
passing score on the second attempt of the USMLE Step 1 exam will receive a grade of “No Progress” in
the DISM course.
The remediation of a DISM “No Progress” grade will be re-enrollment in the course.
Students achieving a passing score on the second attempt of the USMLE Step 1 will receive a grade of
“satisfactory progress” in the DISM course.
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Third Attempt
The School of Medicine limits students to three (3) attempts at the USMLE Step 1 exam.
Students who do not pass the Step 1 examination after three attempts will receive a grade of “no
progress” in the DISM course and be referred to the SPRC for dismissal.
Students achieving a passing score on the third attempt of the USMLE Step I will receive a grade of
“satisfactory progress” in the most recent instance of the DISM course.
USMLE Step 2
First Attempt
Students who do not achieve a passing score on either component of the USMLE Step 2 exam will be
allowed to complete the clerkship in progress.
Students will not be allowed to begin another clinical experience until they have retaken the failed
component of the USMLE Step II exam.
The Associate or Assistant Dean for Student Affairs and the Associate Dean for Undergraduate Clinical
Education will coordinate necessary scheduling changes.
Passing the DISM course is contingent on passing the previously failed USMLE Step 2 component(s).
Second Attempt
Students failing to achieve a passing score on a second attempt on a component of the USMLE Step 2
exam will be required to withdraw from in progress clerkships and enroll in the DISM course for 4 weeks.
Students failing to achieve a passing score on the second attempt on a USMLE Step 2 component(s) will
receive a grade of “No Progress” in the DISM Course.
The remediation of a DISM “No Progress” grade will be re-enrollment in the course.
Students achieving a passing score on the second attempt of a USMLE Step 2 will receive a grade of
“satisfactory progress” in the DISM course.
Third Attempt
The School of Medicine limits students to three (3) attempts at each component of USMLE Step 2 exam.
Students who do not pass a Step 2 examination component after three attempts will receive a grade of
“no progress” in the DISM course and be referred to the SPRC for dismissal in accordance with the
OUWB Student Grading and Promotions Policy.
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Students achieving a passing score on the third attempt of a USMLE Step II component will receive a
grade of “satisfactory progress” in the most recent instance of the DISM course.
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F.
OU DISABILITIES ACCOMMODATIONS
OU adheres to Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of
1990 (ADA) in prohibiting discrimination against any qualified person with a disability. Students with
specific questions regarding policies governing students with disabilities may contact the OU Office of
Disabilities Support Services (DSS) by phone at (248) 370-3266, located at 103A North Foundation Hall.
Students who warrant accommodations based upon the functional effects of a physical or learning
disability should adhere to the following procedure. Please read each step of the procedure thoroughly.
Student meets with a representative of the DSS, provides documentation of a disability, and requests
accommodations.
A definitive diagnosis of a disability must be identified in the documentation. Details regarding the
required documentation for each disability can be found at the DSS website:
http://www.oakland.edu/dss/.
Note: if a student does not have documentation and requires testing, the testing process could take a
minimum of six to eight weeks to complete.
For entering students, it is best to arrange accommodations prior to orientation. Students who do not
meet with DSS before classes begin should meet with DSS, with their documentation, at least one month
prior to the date when accommodations will be instituted. It is the student's responsibility to register
with DSS and request accommodations!
DSS staff will review the student's supporting documentation to determine sufficiency and eligibility for
accommodations. If additional testing is required, temporary accommodations may be granted while
documentation is completed.
DSS staff will complete and sign the Faculty Notification Letter. The student will be asked to sign the
letter indicating agreement with suggested accommodations and understanding of his or her
responsibility.
Prior to the start of each academic year, students must obtain a new, updated Faculty Notification Letter
from DSS and give a copy of this letter to the OUWB Director of Academic Success.
The Faculty Notification Letter will not be part of the academic record of the student and will be shared
only on a need-to-know basis.
Two copies of the notification letter will be given to the student: one for the student and one for the
student to give to the OUWB Director of Academic Success. (The DSS Office will retain a copy of all
records and meeting notes).
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The student is to schedule an appointment with the OUWB Director of Academic Success to submit a
copy of the Faculty Notification Letter and discuss how accommodations will be facilitated. Failure to
meet this requirement will release the OUWB School of Medicine and DSS from the responsibility of
providing accommodations.
The OUWB Director of Academic Success will review the letter, determine appropriateness of all
requests based on School of Medicine requirements, and discuss concerns with the student and/or call
DSS when appropriate.
The OUWB Director of Academic Success, in collaboration with the M1, M2 and M3/M4 Curriculum
Coordinators, will coordinate the provision of accommodations.
A special situation arises with the NBME subject or comprehensive examinations. Since these
examinations need to be ordered well in advance of the test date, students who are requesting to take
an NBME examination under special accommodations should complete the Alternative Testing Sign-up
Sheet at least FOUR WEEKS prior to the date the exam is to be administered.
G.
ASSESSING STUDENTS EXPERIENCING ENVIRONMENTAL DIFFICULTIES IN THE
LABORATORY ACTIVITIES
Students experiencing environmental difficulties in laboratory activities (i.e. allergies) will be referred to
the School of Medicine Office of Student Affairs for initial triage. Students will follow the necessary steps
to obtain disability services (refer to the School of Medicine Disabilities Accommodations policy).
H.
DISCRIMINATION
Students and employees are protected against discrimination in all aspects of education and
employment. Illegal discriminatory conduct occurs where individuals are treated differently on the basis
of race, sex, gender identity, gender expression, sexual orientation, age, height, weight, disability, color,
religion, creed, national origin or ancestry, marital status, familial status, veteran status, or any other
characteristic protected by federal or state law.
Discriminatory conduct detracts from the educational and work climate of the campus and will not be
tolerated. Any student who believes she/he has been discriminated against is encouraged to contact the
Associate Dean for Student Affairs by phone at 248-370-2909 or email nuzzarel@oakland.edu, Dean of
Students Office, or the Office of Inclusion and Intercultural Initiatives at OU.
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I.
COURSE AND FACULTY EVALUATION
In order to encourage meaningful program evaluation and improvement and to meet accreditation
requirements, medical students must submit course and faculty evaluations for all courses completed in
the M1 and M2 years. Email reminders for online evaluation will be sent to students when evaluations
are available for completion. All students are required to complete a course evaluation for each course
completed. Students are also required to complete at least 70% of faculty evaluations for faculty in M1
and M2 courses. However, students should never feel obligated to provide an evaluation of a faculty
member for a course session that they did not attend or cannot remember. In that case, students are
encouraged to select the option on the evaluation form indicating they did not attend or cannot
remember the session. Evaluations so marked will be counted towards the 70% completion rate
requirement for faculty evaluations.
Completion of faculty and course evaluations is a requirement for course completion. Failure to
complete all course evaluations and 70% of faculty evaluations in any individual course will result in a
grade of “Incomplete” for that course. If the “Incomplete” grade is not remediated within two weeks
following course completion, the grade will revert to a grade of “Fail” and the course must be repeated.
The goal of this policy is to require student responsibility to provide valid and honest feedback in a
professional and timely manner. Completion of faculty and course evaluations are considered to be an
essential component of a student’s professional growth. Failure to complete these evaluations in a
timely manner indicate a lack of professional responsibility and will be reflected in the student’s
noncognitive evaluation.
J.
HARASSMENT
Harassment based on a person's race, sex, gender identity, gender expression, sexual orientation, age,
height, weight, disability, color, religion, creed, national origin or ancestry, marital status, familial status,
or veteran status is generally prohibited by law and, therefore, is a form of prohibited discrimination.
Sexual harassment also includes conduct of a sexual nature that has the purpose or effect of
unreasonably interfering with an individual's work, academic performance, or use of OU services, or
which creates an intimidating, hostile, or offensive working, educational or service environment.
Examples of sexual harassment include, but are not limited to, sexual assault and unwelcome: sexual
propositions, sexually graphic comments about a person's body, touching, patting, pinching, leering,
persistent sexual jokes or comments, and displays of sexually graphic pictures.
To learn more about sexual harassment and prevention visit the Office of Inclusion and Intercultural
Initiatives (https://www.oakland.edu/Default.aspx?id=59&sid=66&CWFriendlyUrl=true). Any form of
discriminatory harassment is against the law and University policy. Any student who believes she/he has
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been harassed by a University employee is encouraged to contact the Associate Dean for Student Affairs
by phone at 248-370-2909 or email nuzzarel@oakland.edu, Dean of Students Office, or the Office of
Inclusion and Intercultural Initiatives at OU. The Director of the Office of Inclusion and Intercultural
Initiatives also serves as OU’s Title IX Coordinator.
OU policies 710 and 711 address Administrative Guidelines Prohibiting Discrimination and Guidelines for
Handling Discrimination Complaints (Complaint Process).
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K.
EDUCATIONAL RECORDS
OU’s Administrative Policy and Procedure No. 470 (Release of Student Educational Records http://www.oakland.edu/policies/470/), as it is amended from time-to-time, applies to School of
Medicine student records except as follows:
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School of Medicine faculty and staff who need assistance with Policy No. 470 should contact
OUWB’s Director of Records and Registration at 248-370-2067;
School of Medicine students who wish to opt-out of directory information should submit a
completed request for Nondisclosure Form of Directory Information for to the Office of the
Director of Records and Registration. This form is also available from the Director or Records and
Registration and may be submitted at any time during the academic year. The student may
rescind the request at any time by submitting a new Request for Nondisclosure of Directory
Information Form to the Office of the Director of Records and Registration;
A School of Medicine student may request inspection of his or her Education Record by
submitting a written, dated request to the School of Medicine Director of Records and
Registration. Examples of offices that maintain Examples of School of Medicine Education
Records include grades, scores, narrative evaluations that were collected as part of a course,
registration, attendance, disciplinary actions that were handled internally by the School of
Medicine, and admissions records. When an inspection request is received, the School of
Medicine Director of Records and Registration will make the Education Record available to the
student within forty-five (45) calendar days. Upon reasonable request, the School of Medicine
Director of Records and Registration will provide an explanation and interpretation of the
Education Record;
A School of Medicine student who believes that information in his or her Education Record is
inaccurate, misleading or violates his or her privacy rights may request the Education Record be
amended by submitting a written, dated and signed request to the School of Medicine Director
of Records and Registration. The School of Medicine Director of Records and Registration will
initiate an investigation and make a written recommendation to the Associate Dean for Medical
Education within thirty (30) calendar days. The Associate Dean will make a decision and notify
the student within fourteen (14) calendar days. If the Associate Dean for Medical Education does
not agree with the request, the student will be offered the opportunity to have a hearing on the
matter, which the Student may accept by submitting a written request to the Associate Dean for
Medical Education within thirty (30) calendar days. The student will be given reasonable notice of
the date, time and place of the hearing. The Associate Dean for Medical Education will designate
an individual outside of his reporting line as the Hearing Officer. The Hearing Officer will conduct
the hearing. The student will have the opportunity to present relevant evidence and may be
assisted or represented at the hearing by an individual(s) of the student’s choosing, at the
student’s expense, including an attorney. The student will be notified of the hearing officer’s
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decision within a reasonable period after the hearing. The decision will be in writing, based solely
on the evidence presented at the hearing, and include a summary of the evidence and basis for
the decision. If the decision in favor of the student, the Education Record will be amended. If the
decision is not in favor of the student, the hearing officer will inform the student of his or her
right to place a statement in the Education Record commenting on the contested information or
stating why s/he disagrees with the hearing officer’s decision. The statement will be maintained
in the Education Record for as long as the contested information is maintained and disclosed
whenever the contested information is disclosed; and
There are certain OU student records that are maintained by OU offices outside of the School of
Medicine. Examples of these records are OU transcripts and financial services (financial aid and
student employment records). The Associate Dean for Student Affairs is available to assist
Students in identifying the appropriate office(s) to which their request should be made.
L.
TUITION REFUND
Students desiring to withdraw from the School of Medicine must give notice in writing (Leave of Absence
Form) to the OUWB Associate Dean for Student Affairs.. The effective date of the withdrawal will be the
date the Associate Dean receives the completed paperwork from the student.
Students will be billed for tuition and program fees on a semester basis. Students who officially
withdraw from the School of Medicine are entitled to a refund of tuition and program fees according to
the following schedule:
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100% refund within the first 2 weeks of the semester
50% refund before the end of the 7th week of the semester
0% refund at the end of the first 7 weeks of the semester
The School of Medicine will follow all Federal guidelines regarding refunds of financial aid in the event
that a student withdraws or is dismissed. The School of Medicine financial aid staff will provide students
with details of their earned and unearned federal Title IV financial aid. Students are provided with
instructions related to repaying the funds to OU or to the federal government. Students are strongly
encouraged to contact the School of Medicine financial aid staff prior to withdrawing from classes to
obtain information on the financial effects of withdrawing.
Students experiencing serious personal illness or receiving an involuntary order to active military duty
will have an option to request an exception to the refund policy by filing a request and providing
documentation to the Associate Dean for Student Affairs at the School of Medicine before classes end
for the affected term. Federal regulations governing the return of federal Title IV financial aid funds will
be followed in all cases.
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Students who are required to repeat a year of school must pay full tuition for the repeated year.
M.
IMMUNIZATIONS AND PROCEDURES
The School of Medicine follows the Center for Disease Control and Prevention Guidelines for Health Care
Providers. All students matriculating at the OUWB School of Medicine are required to submit the
immunization form to OU’s Graham Health Center for it to be reviewed and approve the student’s
immunization status of the following:
 Adult diphtheria/tetanus (Tdap). Boosters MUST be Tdap. This vaccine must have been
administered within the last ten years.
 MMR (measles, mumps, rubella). MMR (measles, mumps, rubella). Evidence of immunity by
serological titers of antibodies to these three viruses must be documented. In the event of any
negative titer, two doses of MMR at least twenty-eight (28) calendar days apart is required.
 Hepatitis B vaccine. If the entire series is not administered before matriculation, the
immunizations must be completed within six months of matriculation, and a titer proving
immunity (or a second series of vaccine + repeat titer) must be in place. At least two doses of
vaccine must be completed before patient contact.
 PPD intradermal skin test. A one-step PPD is required of all students except those who have a
positive reading. PPD-negative students must renew annually with a one-step PPD. Students with
positive results must make an appointment at Graham Health Center for chest x-ray (if not yet
obtained) and completion of tuberculosis symptom screening questionnaire is required annually.
All students must update their PPD status annually or complete the tuberculosis symptom
screening questionnaire.
 Varicella titer. Evidence of immunity by serological titers must be documented. In the event of a
negative titer two doses of varicella vaccine at least twenty-eight (28) calendar days apart is
required.
 Childhood immunization record documenting completion of:
o Primary DPT series
o Polio series
 Influenza vaccination is required by Beaumont and will be administered by Beaumont Health at
no cost to the students.
 Follow-up counseling and testing at the hospital site or with the Primary Care Provider may be
required.
Students without documentation of appropriate immunizations will not be permitted to proceed to
patient contact situations, such as preceptorships or Introduction to Clinical Medicine. This policy is
enforced to prevent outbreaks of vaccine-preventable communicable diseases among the students and
to prevent or reduce the risk of transmission of vaccine preventable and other communicable diseases
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between student and patients and other persons at OU or Beaumont and other clinics and hospitals
associated with School of Medicine.
Follow-up counseling and testing at the hospital site or with the Primary Care Provider may be required.
N.
TECHNICAL STANDARDS
Candidates for the MD degree must perform all essential functions in each of the categories that follow
in order to achieve, the levels of physical, cognitive, and emotional abilities necessary to successfully
complete the full curriculum and meet the institutional learning objectives of the School of Medicine.
Observation:
All candidates are expected to use vision, hearing, and sensation to observe
Instructional demonstrations, and
Patients at a distance and close at hand.
Communication:
All candidates are expected to
Communicate effectively both orally and in writing,
Comprehend written communications,
Assess non-verbal communications (such as mood, activity, and changes in posture) that are
fundamental components of the patient interview and physical examination, and
Demonstrate communication skills that are essential for the formation of effective professional
relationships with teachers and colleagues, and therapeutic relationships with patients.
Motor Coordination:
All candidates are expected to use motor and sensory functions to
Perform components of the physical examination such as palpation, auscultation, and percussion,
Perform routine invasive procedures including the use of universal precautions to avoid posing risks to
patients or themselves,
Perform basic laboratory tests and evaluate routine diagnostic tools such as EKGs and imaging studies,
Respond and perform with precise, quick, and appropriate actions in emergency situations, and
Participate effectively in physically taxing duties over long hours, and
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Complete timed demonstrations of skills.
Cognitive:
All candidates must demonstrate cognitive functions and effective learning techniques that indicate the
ability to meet the School of Medicine institutional learning objectives. Candidates must be able to
Measure, calculate, and analyze data,
Synthesize information and apply reasoning to reach conclusions based on evidence,
Comprehend three-dimensional relationships and understand the spatial relationships of structures,
Draw inferences from the logical sequential relationships of events,
Understand the legal and ethical aspects of the practice of medicine,
Be fully alert and attentive at all times in clinical settings, and
Solve problems effectively.
Professional:
All candidates are expected to demonstrate the attributes that would satisfy the School of Medicine
institutional learning objective of professionalism. Compassion, integrity, interpersonal skills, interest,
and motivation are personal attributes that are considered in the admissions process and throughout
School of Medicine.
All candidates are expected to
Demonstrate sound judgment and emotional stability,
Demonstrate the perseverance, diligence and consistency required to complete successfully the rigorous
curriculum of the School of Medicine,
Function effectively under stress,
Display flexibility and adaptability to changing and uncertain environments,
Demonstrate evidence of the personal attributes of honesty, altruism, empathy, and concern for others,
Contribute to the learning environment and receive and act upon constructive feedback from faculty
members and peers.
Individuals with questions or who need reasonable accommodations to successfully meet the technical
standards are encouraged to contact the Associate Dean for Student Affairs.
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O.
DRUG SCREENING
Faculty and students working in patient areas may be subjected to drug testing if there is reasonable
suspicion of drug use or reasonable suspicion that the individual is impaired. Positive results will be
referred to the SPRC and may result in dismissal from the School of Medicine.
The following conditions are signs of possible alcohol or drug use (not all-inclusive):
Abnormally dilated or constricted pupils
Slowed reaction rate
Glazed stare, redness of eyes
Dulled mental process
Excessive, unexplained absences
Flushed face
Change of speech (i.e. faster or slower)
Difficulty walking
Constant sniffing
Slurred speech
Increased absences
Smell of alcohol
Constant fatigue or hyperactivity
Redness under nose
Sudden weight loss
Needle marks
Change in personality (i.e. paranoia)
Increased appetite for sweets
Forgetfulness
Performance faltering
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Poor concentration
Borrowing money from co-workers or seeking an advance or any other unusual display of need for
money
P.
TECHNOLOGY USE
RATIONALE: OU provides computing, networking, and information resources to its students in support
of OU’s mission of teaching, research, and public service. OU requires that all members of the OU
community use OU’s Computing and Network Resources in a responsible and ethical manner. As such,
students’ computer usage is governed by OU’s broad Information Technology Policies (see University
Administrative Policy #890; Use of University Information Technology Resources at
http://www2.oakland.edu/audit/Policy890.doc).
In addition to OU’s Computing and Network Resources, the School of Medicine also provides students
with computers and software compatible with electronic courseware and computer technology used
only by the School of Medicine. Therefore, this Medical Student Computer Policy sets forth those
specific requirements that are in addition to Administrative Policy #890 and that govern the use and
management of computers assigned to students.
SCOPE AND APPLICABILITY: All students.
DEFINITIONS:
“Computing and Network Resources” means OU’s entire computing, network and all OU information
technology resources and includes all data and information in electronic format or any hardware or
software that makes the processing, transmission, storage or use of such information possible. Some
examples are access identity accounts and login processes; communications devices; computers;
terminals; peripherals; data; databases; digital images; digitized information; electronic mail; messaging;
networks; network electronics and access points; servers; software; storage devices; web sites, blogs
and public information services; and workstations.
“Medical Student Computer(s)” means OU owned computing devices such as laptop computers assigned
to individual students.
“Protected Health Information” means health information that: (a) is created or received by a health
care provider, health plan, employer or health care clearinghouse; (b) relates to an individual’s past,
present or future physical or mental health or condition, provision of health care to an individual; or
payment for the provision of health care to an individual; and (c) identifies the individual, or with respect
to which there is a reasonable basis to believe that the information can be used to identify the
individual; that is maintained or transmitted in any form or medium.
POLICY:
Generally: Students shall use Computing and Network Resources and Medical Student Computers
primarily for activities relating to instruction, research, and curriculum related community service
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activities, and only secondarily for limited personal use. Students must also comply with the respective
informational technology policies of the School of Medicine’s clinical affiliates when participating in
clinical assignments. In all cases, students must respect the rights of other users and the integrity of the
systems.
Students shall not use or attempt to use Computing and Network Resources or Medical Student
Computers without authorization or to display, print, store, or transmit electronic information by text,
image, video, or sound that:
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interferes with the academic progress of an OU student;
accesses or uses another person’s password, account, files,
or e-mail without the owner's permission;
allows unauthorized use by other persons;
could be offensive or harassing to a reasonable person;
violates another person’s reasonable expectation of privacy;
is Protected Health Information;
misappropriates intellectual property owned by others such
as copyrighted materials;
violates an OU code of conduct;
interferes with OU operations;
alters, reconfigures or masks a Computing and Network Resource;
circumvents a security system or security mechanism;
hacks into another network or another person’s computer;
loads a computer virus, Trojan horse or worm;
violates OU’s Technology or other policies;
violates a license or other contractual obligation;
is in support of a political campaign;
is for profit or non-profit business or other commercial purposes; or
is illegal under any Federal or State law or OU ordinance.
Medical Student Computers: It is integral for the School of Medicine’s effective delivery of computerassisted education that all students use uniformly compatible computers and software with the distance
learning, electronic courseware and other computer-related technology used by the School of Medicine.
Therefore, all students must obtain a Medical Student Computer directly and exclusively from the School
of Medicine, and use that Medical Student Computer throughout the medical student’s enrollment in
the School of Medicine for all School of Medicine academic and clinical work.
Medical Student Computers contain an encrypted-password protected file store that must be used for
all data files, and only software approved by OU can be installed on the Medical Student Computer.
Students are solely responsible for their Medical Student Computer and the data located on their
Medical Student Computer. Students must use their best efforts to ensure that their Medical Student
Computer and the data located thereon is not damaged, stolen, lost or otherwise harmed. Students are
solely responsible for backing-up their data. Upon request, students may also back-up their data on OU
servers. If a Medical Student Computer is stolen, lost, damaged or otherwise harmed, the medical
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student to whom the Medical Student Computer was assigned will be financially responsible for its
replacement and/or repair.
The School of Medicine manages all software installations, reinstallations and repairs to Medical Student
Computers. Students must take all Medical Student Computers to the School of Medicine’s Helpdesk for
installations and/or repairs and not to vendor facilities, repair entities, or attempt to make software
installations or repairs themselves.
Students must return their assigned Medical Student Computer to the School of Medicine immediately
upon demand by OU and within three (3) business days of their: (a) withdrawal or dismissal from OU; (b)
failure to pay tuition or fees when due; (c) commencing a leave of absence of more than two weeks
duration.
PROCEDURES: Students should direct all questions they have regarding what is, and what is not,
appropriate and acceptable use of Computing and Network Resources and Medical Student Computers
to the Associate Dean for Educational Information Technology and/or the Director of Research Training.
Students must report suspected violations of this Medical Student Computer Policy to the Associate
Dean for Educational Information Technology. All violations will be referred to the appropriate OU and
School of Medicine official or law enforcement agency.
A violation of OU’s Use of University Information Technology Resources Policy or this Medical Student
Computer Policy may result in: losing privilege of using Computing and Network Resources and Medical
Student Computers; sanctions imposed by other OU and School of Medicine policies including the
Student Code of Professional Behavior; and/or prosecution under applicable law.
RELATED POLICIES AND FORMS:
University Administrative Policy #890; Use of University Information Technology Resources at
http://www2.oakland.edu/audit/Policy890.doc.
IV.
HEALTH AND SAFETY
A.
INFECTIOUS AND ENVIRONMENTAL HAZARDS EXPOSURE
Every student is taught prevention methods consistent with The Occupational Safety and Health
Administration (OSHA) and MIOSHA (Michigan) Standards for Healthcare Workers. These protocols are
integrated into coursework and workshops throughout the four years of medical education. The focus of
prevention training is on universal precautions.
Training addresses:
Hand-washing hygiene.
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Required procedures when student has draining lesions or weeping dermatitis.
Design and use of safe needle or needle-less systems.
Personal protective equipment where exposure is possible.
Conditions requiring use of gloves.
Conditions requiring use of fluid-resistant, disposable clothing.
Conditions requiring use of disposable masks, eye and face protection.
Procedures for post-exposure care and treatment.
B.
BLOOD/BODY FLUID EXPOSURE
Universal blood and body fluid precautions lessen the risk of exposure to such fluids, and the following
precautions must be used routinely. However, students are in many situations during clinical clerkships
where breaks in skin (“sharps” injuries) or mucosal contact may expose them to possibly infectious
blood or body fluids. In all such situations students must take immediate action with no delays according
to the following steps.
Decontaminate (wash with disinfectant) the exposed or contaminated site immediately.
Wash needle sticks and cuts with soap and water
Flush splashes to the nose, mouth, or skin with water
Irrigate eyes with clean water, saline, or sterile irrigants
IMMEDIATELY go to the Emergency Department at Beaumont Health System immediately.
Have the injury inspected and an incident report filled out by a supervisor (e.g., resident or head nurse).
Make a note of the patient’s name, hospital number, attending physician and location.
Notify the attending physician of the patient.
Have blood drawn for baseline serologic studies (HBsAg, HBsAb, Anti -Hep C and with consent, HIV Ab)
at the affiliated hospital. Reports of tests should be sent to the Graham Health Clinic Director and/or the
student’s primary care physician for appropriate medical recording.
If indicated, the student will be offered appropriate initial testing and post-exposure prophylaxis.
If an exposure occurs in a private clinical office, the student should seek immediate post-exposure
treatment at the closest hospital emergency room. If indicated, the student will be offered appropriate
initial testing and post-exposure prophylaxis.
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Financial expenses for evaluation, risk assessment and chemoprophylaxis should be submitted to the
student’s insurance carrier. Expenses that are not reimbursed will be covered by the School of Medicine
and should be discussed with the Associate Dean for Student Affairs.
Protocol for Accidental Exposure to Blood or Body Fluid
If accidental exposure to blood or body fluids does occur, the immediate steps are:
Decontaminate
Immediately go to the Emergency Room
Report the incident as per the reporting instructions (usually the attending physician/head nurse) at the
site in which you are working and to attending physician of the patient.
The next immediate steps:
Complete an exposure report.
Conduct baseline blood tests for HbsAg and anti-HbsAb, HCV Ab, and HIV Ab at the hospital site.
Determine existing source patient serology and/or risk assessment.
Where indicated, anti-retroviral post-exposure prophylaxis and Hepatitis B immune globulin should be
administered as soon as possible.
Send report details to the medical student's Primary Care Provider.
C.
OCCUPATIONAL INJURIES
Students may be injured in the course of clinical duties. All injuries in hospitals must be documented
with an incident report available at each nursing station. If the injuries are significant, students should
seek medical attention from Employee/Personnel Health or the Emergency Room. In the event that the
medical student’s insurance company does not provide reimbursement for treatment and follow-up the
student should consult the Associate Dean for Student Affairs.
Students who contract a serious or infectious disease must immediately seek appropriate medical care.
The Associate Dean for Student Affairs may work with appropriate specialists to determine if the School
of Medicine curriculum should be appropriately modified. If warranted, the Associate Dean for Student
Affairs may also grant an LOA.
Students who are positive for HIV or active carriers for Hepatitis B must discuss their status with their
Primary Care Physician (PCP). Students may have limitations placed on their ability to perform medically
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invasive procedures. The limitations will be determined after an individualized assessment by their PCP.
In the case of chronic active hepatitis B, students will also be counseled about the risks of exposure to
hepatotoxic materials. It is the student's responsibility to inform attending medical staff at each hospital
or institution about their positive status.
The School of Medicine will attempt to help students infected with HBV or HIV to complete their MD
requirements subject to considerations that it feels are appropriate to each individual case.
The School of Medicine will coordinate services with Oakland’s Office of Disability Support Services
(located in North Foundation Hall, Room 121) which helps ensure all qualified students with disabilities
have equal access to education opportunities. The staff will work with the Assistant Dean for Student
Services to provide and coordinate reasonable accommodations and will serve as a resource for
students with disabilities.
D.
HEALTH AND WELLNESS
1.
HEALTH SERVICES
The Graham Health Center (GHC) is an outpatient clinic geared to the needs of OU and OUWB students.
Nurse practitioners and physician assistants provide care with consultation from two physicians (not
affiliated with OUWB). For prompt service, appointments are highly recommended.
The center provides a complete range of primary health care for the prevention and treatment of illness
and injury with a focus on health promotion. The Graham Health Center provides diagnosis and
treatment of acute illnesses, minor injuries, chronic disease care, annual physical exams, woman’s
health services, smoking cessation, HIV/STD screening, cholesterol screening, immunizations, allergy
management, on site medications and a full range of lab testing. Over the counter products are for sale
without an appointment. Visit the website for further details at www.oakland.edu/ghc.
The Graham Health Center is conveniently located on the northwest corner of the campus. For hours of
operation and to schedule an appointment, visit their website at www.oakland.edu/ghc. In order to
provide privacy, the GHC is not located in the same building as other medical student resources.
The Graham Health Center accepts most insurances and bills insurance companies directly. Students
who purchase health insurance through OUWB are covered for the cost of office visits, laboratory
testing and diagnostic tests at the Health Center. As the first point of service, deductibles and co-pays
are waived for services although a small co-payment applies to medications. Except as permitted or
required by law, no health records will be shared with OUWB without the written consent of the
student.
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Crittenton Hospital (located less than two miles from campus at 1101 W. University Drive), is prepared
to treat OUWB students for emergency care at night and on weekends and holidays at Crittenton
Hospital’s emergency room or Urgent Care Center, which is located adjacent to Crittenton Hospital
Emergency Room. Phone is (248) 652-5000. Crittenton Hospital is not a teaching site of the School of
Medicine.
2.
PERSONAL COUNSELING
Students’ personal well-being is important to us. Any student can meet individually with the Associate
Dean for Student Affairs, Assistant Dean for Student Services, or the student’s PRISM Faculty Mentor to
discuss personal matters and for a referral to counseling.
Personal counseling is available at OU’s Graham Counseling Center (www.oakland.edu/gcc). Licensed
psychologists who have no role in the evaluation of students provide services to students and see clients
in the Counseling Center to ensure confidentiality for students utilizing the services. The counseling
center is within walking distance of the medical school, separated from academic and administrative
buildings. The counseling center shares a building with the Graham Health Center; the private entrance
and waiting room service both the health center patients and the counseling center clients. For hours of
operation and to schedule an appointment, visit the website at www.oakland.edu/gcc. Strict rules of
confidentiality are upheld. All counseling records will be kept separate from academic records.
OU’s consulting psychiatrist will be available to students on a weekly basis at the counseling center. In
addition, the Graham Counseling Center provides assessment, evaluation and follow-up for psychotropic
medications (Monday through Friday from 8:00 a.m. to 5:00 p.m. and additional weekend hours by
appointment).
The first six sessions of counseling are free to OU registered students. The counseling center utilizes a
short-term therapy model, typically 15 or fewer sessions. If a student is found to be in need of longer
term treatment, the student may be referred to community mental health professionals who do not
have a role in the academic evaluation or promotion of students. The counseling center provides
individual and couples counseling in addition to psychodiagnostic testing for ADHD and learning
disabilities.
For after-hours psychiatric emergencies, students will be directed to Crittenton Hospital in Rochester, MI
for appropriate care. Providers at Crittenton Hospital are not affiliated with the School of Medicine.
Crittenton’s emergency services can be reached at 248-652-5000.
In addition to the aforementioned services, students can also access the 24 hour Common Ground Crisis
Hotline at 1.800.231.1127 for free and confidential counseling, information and referrals.
http://www.commongroundhelps.org/
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V.
3.
INSURANCE
Health Insurance
OUWB provides students with Priority Health HMO insurance plan. Students can purchase a
"buy-up" plan for an additional cost. Insurance coverage can be purchased for a spouse and
dependents at an additional cost. Dental insurance is available for students to purchase. Those
students opting out are required to complete the proof of insurance form. For more information
on the student health insurance go to:
http://www.oakland.edu/medicine/studenthealthinsurance.
Long Term Disability Insurance
Long Term Disability Insurance for OUWB students is provided through Guardian. This insurance
is free of charge to all OUWB students.
STUDENT RESOURCES
A.
RECREATION CENTER
All OUWB students are members of the Recreation Center on the Campus of OU. The Recreation Center
offers state of the art fitness equipment, an indoor track, an Olympic size pool with a spa, group fitness
classes, intermural and club sports and locker rooms. Please visit www.oakland.edu/campusrec for more
information. Please note: the Recreation Center is typically shut down the last week of August.
B.
ACADEMIC ADVISING AND MENTORING
To ensure that every student reaches his/her peak academic performance, the School of Medicine offers
an advising system that is made up of three separate but overlapping components: (1) Mentoring Teams
led by Physician Faculty Mentors in the PRISM course, (2) faculty members and course directors, and (3)
academic assistance offered by the Assistant Dean for Student Affairs and Career Development.
Mentoring Teams / PRISM Program:
The School of Medicine recognizes that the path to becoming a physician is enhanced through guidance
and mentoring. The PRISM program (Promoting Reflection and Individual growth through Support and
Mentoring) provides students with a multi-layered system of support that begins the first day of medical
school and continues to graduation with both formal and informal mentoring.
PRISM Program Components:
 Reflection - each month students are given prompts for a reflective essay.
 Readings - students choose an article to read each month.
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Faculty Mentoring groups - students meet in mentoring groups for one hour each month and meet
individually with their mentor once each semester.
Resident Mentoring program - this optional program matches each student with a resident mentor.
Students meet one on one with their resident mentor in addition to group activities for all resident
mentors and students.
Big Sib program - this optional program matches each M1 student with an M2 student for informal
support and mentoring.
Career Development - PRISM Faculty mentors will provide feedback to students on their CVs and
personal statements.
Specialty Brown-bag lunches - students can choose to attend informal lunches highlighting
physicians from diverse specialties.
In the first year, students are required to attend formal monthly meetings with their mentoring team
and faculty mentor. Attendance at these monthly gatherings is essential to forging strong relationships
between the faculty mentor and the other members of the PRISM team. These sessions contribute to
building rapport among students who are in the best position to support each other.
Faculty Members and Course Directors:
Students may contact faculty members and course directors for assistance through the on-line
enterprise learning environment (currently Moodle), and may request personal meetings during office
hours or as arranged by mutual availability. Students are strongly encouraged to seek assistance from
faculty members and course directors.
1.
TUTORING AND ACADEMIC WORKSHOPS:
The demanding and difficult coursework of the M1 and M2 years requires that each student identify and
use methods and strategies to achieve academic goals while maintaining a work-life balance.
Tutoring is available to students at no charge. Students interested in being tutored are able to sign-up
online or contact the Assistant Dean for Student Services.
The Assistant Dean for Student Services conducts workshops on effective time management, test-taking
skills, note-taking skills and other practical strategies. Students may set up individual meetings with the
Assistant Dean for Student Services as needed. The Assistant Dean for Student Services can be reached
by phone at 248-370-2766 to set up a meeting or by email at khmalley@oakland.edu.
C.
CAREER ADVISING
Career Advising starts the first week of medical school with an introduction to the Careers in Medicine
(CiM)
program
sponsored
by
the
Association
of
American
Medical
Colleges
(https://www.aamc.org/students/medstudents/cim/). During the M1 and M2 years, informal specialty
brown-bag lunches highlight specialists from various fields giving students an opportunity to learn and
ask questions. Specialty interest groups are also available for students to join. Sessions in the M3 year
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cover important topics such as choosing a specialty, writing a personal statement and a CV, and planning
the M4 year. M4 students are taught how to navigate the residency match.
The Career Corner is located in the Medical Student Lounge and provides various resources for students.
D.
FINANCING YOUR EDUCATION
1.
FINANCIAL PLANNING SERVICES
The Associate Director for Financial Services is the first point of contact for students at OUWB for any
questions regarding financial aid or debt management. Located in the Center for Medical Student
Services, the Associate Director is available in person, by telephone at 248-370-2769, on the Web at
www.oakland.edu/medicine/financialservices, and through email at cardamon@oakland.edu.
The Associate Director will:
 educate students about options for financial aid packages
 assist students with filing for financial aid
 provide medical school cost projections that will include tuition, living expenses, books and
supplies, transportation expenses and personal/miscellaneous expenses for the entire program.
 research and identify financial resources to maximize assistance to students. Scholarships,
grants, loans and work programs will be identified from federal, state, institutional and external
sources.
 offer workshops on debt management, credit card management, financial planning, and financial
literacy
 provide one-on-one financial counseling services
 provide annual individualized statements of debt
2.
FINANCIAL AID
To apply for financial aid of any sort, students are required to fill out the Free Application for Federal
Student Aid (FAFSA) at http://www.fafsa.ed.gov/. Students must fill out the FAFSA each year that
financial aid being requested. To learn all of the steps to apply for financial aid for a first time or when
submitting a financial aid renewal application, visit Financial Services.
Additionally, the Association of American Medical Colleges (AAMC) has created a very helpful document
to walk you through the FAFSA/ financial aid process at AAMC Services First.
If you are having difficulty understanding the terminology associated with applying for or receiving
financial aid, you can visit www.oakland.edu/medicine/financialservices for a glossary of key terms.
E.
STUDENT LIFE
1.
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OUWB students have the option to live on campus in the Matthews Court Townhomes or off-campus in
an apartment or home of their choosing.
The Matthews Court Townhomes are 900 square feet with two bedrooms, one bathroom, a full kitchen
and spacious living area. Students who wish to live on campus in the Matthews Court Townhomes will
reserve their place and pay their rent through the OU Housing Department. For more information on OU
Housing visit OU Housing or call 248-370-3325 to speak to Rebecca Wickham. There are 20 spaces
reserved in the Matthews Court Townhomes for OUWB students.
There are many areas students can live off campus that are in short commuting distances to both OU
and Royal Oak Beaumont. Students can opt to rent apartments in Rochester, Rochester Hills,
Birmingham, Troy, Bloomfield Hills or Royal Oak. Students can find one, two or three bedroom
apartments in the area that are typically below national rental prices.
You can access comprehensive housing information regarding apartment rentals and locations in close
proximity to OU or Royal Oak Beaumont through the student affairs website at
www.oakland.edu/medicine/studentaffairs then click on Living In The Community. Please note the
School of Medicine has no involvement with the apartment/ rental options listed.
2.
PARKING
All parking on the campus of OU is free to students, faculty, staff and visitors. Because of this, parking
can be very congested – particularly during fall and winter semesters. Students are encouraged to arrive
for their classes early so they can locate a spot and have ample time for walking. Refer to the campus
map at www.oakland.edu/map for all available parking.
The Royal Oak Beaumont campus also offers free parking to its medical staff and visitors. Free parking
can be found in both the south parking lot and west parking deck.
The Troy Beaumont campus offers free parking to its medical staff and visitors as well in the visitor
parking deck and the Sterling Heights Campus parking lot.
Detailed information about each location, including directions and maps, can be found at
http://www.beaumonthospitals.com/patients-visitors/locations.
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3.
TRANSPORTATION
Most students, faculty and staff choose to have their own personal vehicle as public transportation is
very limited. If using a personal vehicle is not an option, students are encouraged to work with their
peers in the OUWB to carpool.
Public transportation is provided through the SMART bus system. Information on routes and times can
be found at http://www.smartbus.org/Smart/Ride+SMART/. Please note that the SMART bus system is
very limited in terms of both routes and times.
4.
ID CARDS
All students are required to obtain an OU ID Card as well as a Beaumont ID Card.
You will obtain an OU ID Card during orientation at the ID Card Office in the Oakland Center. The ID
badge will provide access to the Student Lounge, Recreation Center, printing and copying services.
Additionally, if students chose a campus meal plan they will use their ID badge to purchase meals at
Vandenberg Cafeteria or in the Pioneer Food Court. Students can also add cash to the ID badge for use
at any food, retail or printing location.
Students will receive notice via email from the CMSS that the Beaumont ID Card office is ready to
receive medical students for id card photo and production. Beaumont ID Cards must be worn at all times
when at Beaumont.
5.
LIBRARY
The Medical Library provides the OUWB learning community with the spaces, resources, services and
instruction that enable students to achieve the information mastery necessary for excellence in patient
care, teaching and research.
The Medical Library is housed within Kresge Library on the campus of OU. Within the library is the
Medical Library Study Room, which can accommodate up to 50 students. The space is designed so that
students can work collaboratively or independently. Students can access wireless internet, white boards
and print copies of their textbooks for all of their study needs. In addition, a number of individual study
rooms have been set aside for the School of Medicine. Students have badge access to these rooms.
Kresge Library also boasts a newly renovated Learning Commons equipped with all of the latest
technological updates. The Kresge Café is available for students to purchase food and beverages without
walking back to the Oakland Center or leaving campus. Kresge Library is open extended hours (24 hours
Sunday – Thursday, 7:30am-2:00am Friday and Saturday.
The Medical Library’s collection is primarily electronic and includes thousands of online journals, books,
and databases. For access, visit the Medical Library website at library.oakland.edu/medical.
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6.
LOCKERS
Medical student lockers are available for students. All students are able to reserve locker space. The
Center for Medical Student Services will allocate space and provide combinations locks for each locker.
No personal locks can be used for the locker. Lockers and combinations for the locks will be given to
each student at orientation. For any questions regarding lockers, contact the Center for Medical Student
Services Office Assistant by phone at 248-370-2767, or stop in the office at 216 O’Dowd Hall.
7.
PRINTING AND PHOTOCOPYING
Printing and photocopying is available throughout campus. The cost of printing and photocopying is
currently $.10 per page. Students can choose to add money to their OU ID Cards to access
printing/photocopying privileges in the Oakland Center, Student Technology Center, Kresge Library and
a variety of other locations on campus. Money can be added to OU ID Cards at machines in the Oakland
Center and Kresge Library or at the ID Card Office in the Oakland Center.
Students will receive 1000 prints from School of Medicine and 25 from OU that will be available on their
ID Cards. The 1000 prints from the School of Medicine can be used at the School of Medicine GoPrint
printers (one in O’Dowd Hall Student Lounge, one in Kresge Library Medical Student study room). The 25
prints from OU can be redeemed on any on-campus station with a student ID Card.
8.
STUDY ROOM USE
There are study rooms available for students to reserve in O’Dowd Hall. Study rooms can be accessed
with the student’s OU ID Cards. Only OUWB students have access to the School of Medicine study
spaces. To ensure fair use of the study rooms, the following guidelines have been set:




Rooms are available on a first-come first-served basis.
Rooms may only be used for class, formal tutoring, group meeting, or club meeting.
Rooms must be left clean: garbage tossed, chairs pushed in, whiteboard cleaned.
Rooms left unoccupied with items unattended will be considered open for use.
F.
STUDENT INVOLVEMENT
1.
STUDENT ORGANIZATIONS
Student organizations are a great means for personal and professional growth in the medical field.
OUWB student organizations may include professional organizations (AMA, AMSA, AMWA and SNMA),
specialty interest groups, and social organizations. For information on starting or joining a student
organization, visit the student affairs website at www.oakland.edu/medicine/studentaffairs.
2.
MEDICAL STUDENT GOVERNMENT
The Oakland University William Beaumont Medical Student Government (MSG) is the governing body for
students in the School of Medicine. MSG is the forum that allows students to express their ideas,
opinions and concerns about their education and take an active role in shaping the future of medical
education at OUWB. MSG is headed by a President, Vice President, Treasurer and Secretary as elected
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by their classmates. There will also be representatives from each class (M1 through M4) and committee
appointees.
To find out more about getting involved with MSG, visit their website at
www.oakland.edu/medicine/studentaffairs or contact the Coordinator for Student Activities.
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