Student Policies and Guidelines | Fort Worth School of Medicine

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Accommodations for Students with Disabilities Policy

The school of medicine complies with the Americans with Disabilities Act (ADA) and Section 504 of 1973 regarding students with disabilities. For more information, please refer to the Accommodations for Students with Disabilities Policy.

Assessment and Promotion Conflicts of Interest Policy

Individuals with a conflict of interest may not be involved in assessing or making promotion or disciplinary decisions for students. For more information, please refer to the Assessment & Promotion Conflicts of Interest Policy.

Attendance Policy

All school of medicine students are expected to attend all mandatory sessions and clinical experiences as outlined in the course syllabi. In specific situations, school of medicine students may request an absence from a required activity. For more information, please refer to the Attendance Policy.

View Absence/Tardy Form

Classroom Visitor Policy

The school of medicine prohibits visitors in the classroom unless arranged and approved by the course director. For more information, please refer to the Classroom Visitor Policy.

Clinical and Educational Work Hours Policy

The school of medicine ensures that students are given the appropriate amount of time away from clinical and educational responsibilities. For more information, please refer to the Clinical and Educational Work Hours Policy.

Clinical Responsibilities

All school of medicine students are expected to complete their required clinical encounters and skills. Students must use the curriculum management system to log the completion of required clinical encounters and skills, their level of participation, and document the use of alternative experiences.

Code of Conduct, Including Learning Environment: Reporting and Resolution of Concerns

It is the professional and moral responsibility of any member of the school to report any observed potential violations of school or university policies and/or codes of conduct. For more information, please refer to the Code of Conduct, Including Learning Environment: Reporting and Resolution of Concerns.

Communication Policy

Email is the preferred means of communication of the school of medicine. Each faculty member, staff member, and student is issued a TCU (tcu.edu) email address. This address is the only official means of communication from and with the school of medicine for communications, and to inform the school of medicine in a timely manner of any changes. For more information, please refer to the Communication Policy.

Competency Assessment Policy

Student progress toward meeting the Educational Program Objectives (EPO) will be assessed on a regular basis. Students must meet EPO-based competency expectations by the end of each phase of the curriculum to progress in the program. For more information, please refer to the Competency Assessment Policy.

Credit Hour Policy

The school of medicine will use the credit hour as a measure of progress toward the MD degree. The school converts the weeks of instruction to credit hours. For more information, please refer to the Credit Hour Policy.

Criminal Background Check Policy

The school of medicine adopts the Association of American Medical Colleges’ (AAMC) recommendation to ascertain the ability of students to eventually become licensed physicians in the future, enhance the safety and well-being of patients, and to ensure the public’s continuing trust in the medical profession through criminal background checks. For more information, please refer to the Criminal Background Check Policy.

Disability Insurance Policy

The school of medicine requires and provides all students with disability insurance coverage. For more information, please refer to the Disability Insurance Policy.

Diversity Definitions and Categories for Students, Faculty, and Staff Policy

The school of medicine values diversity, equity and inclusion as well as its essential role in achieving the educational, scholarship and service missions of the school. Therefore, the medical school is committed to both recruiting and retaining students, residents, faculty and staff who, through their diversity, enrich the learning environment and promote inclusive excellence. For more information, please refer to Diversity Definitions and Categories for Students, Faculty, and Staff Policy.

Diversity, Equity and Inclusion Guidelines

School of Medicine preparation, recruitment, retention, and promotion decisions and programs are aligned with our values and statement on diversity, equity, and inclusion. For more information, please refer to the Diversity, Equity and Inclusion Guidelines.

Drug Testing Policy

The school of medicine adopts the Association of American Medical Colleges’ (AAMC) recommendation to ascertain the ability of students to eventually become licensed physicians in the future, enhance the safety and well-being of patients, and to ensure the public’s continuing trust in the medical profession through substance abuse reviews and/or treatment. For more information, please refer to the Drug Testing Policy.

Educator-Learner Compact

The school of medicine values mutual respect, compassion, professionalism and integrity and is dedicated to creating a safe and collaborative environment for learning while training the next generation of physicians. Teachers and learners share responsibility for the education process and pledge to uphold these principles. For more information, please refer to the Educator-Learner Compact.

Electives Policy

Students are required to complete at least 28 weeks of electives. Students may take electives of their choosing for credit provided they meet school of medicine requirements. For more information, please refer to the Electives Policy.

Expectations Regarding Professionalism Statement of Foundational Principles

School of medicine students are students of Texas Christian University (“TCU”), and are governed by all generally applicable rules, regulations, and policies of TCU, including those policies that set forth expectations regarding student conduct and academic integrity in the Code of Student Conduct. Because the School of Medicine is a cooperative effort and collaboration between TCU and the University of North Texas Health Science Center (“UNTHSC”), many UNTHSC rules, regulations, and policies may also apply to School of Medicine students. Violations to rules, regulations and policies will be addressed as codified and the appropriate governing body will determine whether the student is responsible for any sanctions and/or remedies. For more information, please refer to Expectations Regarding Professionalism Statement of Foundational Principles.

Grade Appeal Policy

Students have the right to appeal final course grades if they can demonstrate that the grade assigned is not an accurate reflection of their work.For more information, please refer to the Grade Appeal Policy.

Grade Reporting Policy

Course and clerkship directors award a final grade for each student at the conclusion of each course or clerkship. The final grade is based on the successful completion of individual components as outlined in the course or clerkship syllabus. For more information, please refer to the Grade Reporting Policy.

Grading Policy

Graduation Policy

The school of medicine has required standards for the graduation of medical students. All students who have successfully completed the requirements for the MD degree will be recommended for graduation by the Student Progression and Promotion Committee. For more information, please refer to the Graduation Policy.

Guidelines for Healthy Professional Relationships

The school of medicine has provided guidance for contact and communication practices between medical students and preceptors for the Longitudinal Integrated Clerkship curriculum. For more information, please refer to the Guidelines for Healthy Professional Relationships.

Health Insurance Policy

The school of medicine requires all students to carry health insurance. For more information, please refer to the Health Insurance Policy.

Immunization and Credentialing Policy

The school of medicine requires proof of immunity or inoculation to certain diseases for the safety of patients and others. This proof is required at admission and through graduation. For more information, please refer to the Immunization and Credentialing Policy.

Incomplete Coursework Policy

An Incomplete, or “I” grade, may be awarded when a student has not completed all of the academic requirements at the conclusion of an academic course of study (course, clerkship, elective). The “I” grade is temporary grade designation, and will be replaced with a final grade. For more information, please refer to the Incomplete Coursework Policy.

Interactions with Industry and TCU and UNTHSC School of Medicine Policy

Interactions with industry occur in a variety of contexts, including marketing of new pharmaceutical products, medical devices, and hospital and research equipment and supplies on-site, on-site training of newly purchased devices, the development of new devices, educational support of medical students and trainees, and continuing medical education, among others. Faculty and trainees also participate in interactions with industry off campus and in scholarly publications in a variety of circumstances including consulting activities of various sorts. Many aspects of these interactions are very positive and important for promoting the educational, clinical and research missions of the TCU and UNTHSC School of Medicine and for translating knowledge and expertise from the faculty to society. However, these interactions must be ethical and cannot create conflicts of interest (COI) that could endanger patient safety, data integrity, the integrity of the school of medicine’s education and training programs, or the reputation of either the faculty member or the institution. For more information, please refer to the Interactions with Industry and TCU and UNTHSC School of Medicine Policy.

Laptop and Technology Requirements

For information on laptops, please refer to Laptop and Technology Requirements.

Learning Environment and Student Mistreatment Policy

The school of medicine ensures that students, faculty and staff consistently demonstrate professional behaviors in order to create a safe and effective learning environment with a zero-tolerance for any form of mistreatment within the school, and notably against students. For more information, please refer to the Learning Environment and Student Mistreatment Policy.

Leave of Absence and Withdrawal Policy

Medical students are expected to proceed through the medical school curriculum in a continuous, uninterrupted fashion. In the event of extenuating circumstances, students may request a leave of absence or withdraw from the school of medicine. For more information, please refer to the Leave of Absence and Withdrawal Policy.

Narrative and Formative Assessment Policy

Formative feedback and narrative feedback are essential for providing students opportunities to identify strengths and specific areas for improvement in order to enhance their learning and performance. The school of medicine incorporates formative and narrative assessment in each required course and clerkship whenever instruction permits these types of assessment. For more information, please refer to the Narrative and Formative Assessment Policy.

Needlestick, Bodily Fluid, and Environmental Hazard Exposure Policy

The school of medicine requires annual training for students on the risks, prevention, and treatment of bodily fluid exposures, training on hazardous materials and material safety as well as training in required follow up for exposures. Students are expected to follow the school of medicine exposure and treatment protocols. Faculty and residents are expected to be familiar with the policy to be able to appropriately guide students in the case of a needlestick or exposure. For more information, please refer to the Needlestick, Bodily Fluid, and Environmental Hazard Exposure Policy.

Network and Computer Usage

The school of medicine complies with TCU Policies regarding network and computer usage. For more information, see TCU Network & Computer Usage Policy.

Obligation for Payment

TCU has a monthly billing cycle. Payment of a minimum 20% of total basic charges (tuition, fees, and student health insurance, less approved financial aid) is required by the 1st day of the month that classes begin. The remaining net basic charges must be paid in full by the 1st of the following month to avoid TCU’s payment plan and the associated fee. View TCU Payment Options.

Professional Liability Insurance Policy

The school of medicine requires and provides all students with professional liability insurance coverage for their curricular graduation requirements. For more information, please refer to the Professional Liability Insurance Policy.

Professionalism Improvement Plan

Purpose:  This plan serves to support learners to meet the professionalism standards outlined by the SOM course syllabi, policies, and guidelines across all phases within the SOM curriculum.

Early professionalism concerns include but are not limited to: 

· Recurrent  tardiness or absenteeism 

· Late or incomplete  assignments 

· Habitual rescheduling of clinical sessions 

· Recurrent unprofessional comments or dialogue noted in curricular settings 

· Recurrent instances of missed deadlines (e.g., assignments, duty log entry, credentialing)

· Recurrent clinical/hospital policy breaches

Upon identification of these behaviors and others identified within SOM policies, faculty, staff, and fellow students are encouraged to use SOM processes and resources to address the specific scenario. All witnessed instances of unprofessional behavior should be addressed in a timely fashion, most effectively in the moment, by providing direct feedback to the student.  All behaviors of concern in addition to recurrent and/or egregious unprofessional behaviors should be reported to the Assistant Dean of Student Affairs. These behaviors may be addressed in multiple ways, including, but not limited to individual coaching, development of a Professionalism Improvement Plan (PrIP), or direct referral to the Student Progress and Promotion Committee (SPPC).   

Progression, Dismissal and Appeal Policy

The school of medicine requires students to meet academic and behavioral standards in order to progress through and graduate from the medical education program. Students who fail to meet the expectations for progress may be dismissed from the program. Students have the right to appeal a dismissal decision. For more information, please refer to the Progression, Dismissal and Appeal Policy.

Remediation Policy

In certain circumstances, students may be permitted to complete an approved remediation plan in order to obtain a passing grade in a course or clerkship. For more information, please refer to the Remediation Policy.

Required Clinical Experiences Policy

All school of medicine students are expected to complete and document their required clinical encounters and skills. Students must use the curriculum management system to input the completion of required clinical encounters and skills, their level of participation, and whether or not it was completed using an alternative experience. For more information, please refer to the Required Clinical Experiences Policy.

Satisfactory Academic Progress for Federal Financial Aid Policy

All students must maintain satisfactory academic progress (SAP) requirements to receive federal financial aid. For more information, please refer to the Satisfactory Academic Progress for Federal Financial Aid Policy.

Security, Safety and Emergency Preparedness Policy

Education on security, safety, and emergency preparedness protocols for Texas Christian University (TCU) and University of North Texas Health Science Center (UNTHSC) School of Medicine will be provided to school of medicine students, faculty and staff. For more information, please refer to the Security, Safety and Emergency Preparedness Policy.

Social Media Policy

The school of medicine has established guidelines to both protect members of the school of medicine and best represent the school in all forms of social media. Guidelines for functioning in an electronic world are the same as the values, ethics and confidentiality policies that are expected of school of medicine faculty, staff and students in any other form of communication. All members of the school of medicine (including students, staff and faculty) must be aware of how their digital interactions represent the organization. For more information, please refer to the Social Media Policy.

SPT Internal Research/Travel Funding Policy

The TCU and UNTHSC School of Medicine has a defined amount of funding dedicated to each student for the purpose of advancing their Scholarly Pursuit and Thesis (SPT) research project and increasing the ability for students to present their research findings, including possible travel. This internal funding is limited to a total of $1,500 for each student over their four-year enrollment at the School of Medicine. For more information, please refer to the SPT Internal Research/Travel Funding Policy.

Student Dress Code

Student attire should be appropriate to the setting and demonstrate respect for other learners, patients, and other persons. When on campus, students must wear TCU and UNTHSC ID badges above the waist visibly, at all times. In addition, other identification may be required by clinical sites. For more information, please refer to the Student Dress Code.

Student Feedback

Students are expected to evaluate all courses and clerkships and the individual faculty, residents and others who teach and supervise them at the school of medicine. Students are expected to complete all assigned evaluations by the Office of Assessment and Evaluation about themselves, faculty, residents, sites, and overall course or clerkship performance.

Student Records Policy

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law that states (a) that a written institutional policy must be established and (b) that a statement of adopted procedures covering the privacy rights of medical students be made available. The law provides that the institution will maintain the confidentiality of medical student education records. Texas Christian University (TCU) accords all the rights under the law to students who are declared independent. For more information, please refer to the Student Records Policy and FERPA.

Supervision of Medical Students Policy

The school of medicine shall ensure that medical students caring for patients are appropriately supervised at all times in order to ensure patient and student safety, that the level of responsibility delegated to the student is appropriate to his or her level of training, and that supervised activities are within the scope of practice of the supervising health professional during the entirety of a student’s undergraduate medical education training. For more information, please refer to the Supervision of Medical Students Policy.

TCU Student Code of Conduct

TCU Student Code of Conduct: Students are required to adhere to the expectations of both TCU and UNTHSC as well as the school of medicine professional standards. For more information, please refer to the TCU Code of Conduct.

Technical Standards Policy

The M.D. degree is a broad undifferentiated degree attesting to general knowledge in medicine and the basic skills required for the practice of medicine. Essential abilities and characteristics required for completion of the M.D. degree consist of certain sufficient physical and cognitive abilities, and the mental and emotional stability to assure that students, at admission, promotion, and graduation, are able to complete the entire course of study and participate fully in all aspects of medical training, with or without reasonable accommodation. For more information, please refer to the Technical Standards Policy.

Time Limit for Degree Completion

The University requirements for graduation specified in the TCU and UNTHSC School of Medicine Student Handbook in effect at the time the student first enrolls at TCU as a degree seeking student will be those required for graduation for a period of time not to exceed six years. A year is defined as the 12-month period following the date of initial enrollment.

Title IX

TCU is committed to providing a positive learning and working environment free from discrimination. In support of this commitment, TCU prohibits discrimination and harassment on the basis of age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, and any other basis protected by law.

Discrimination and harassment are incompatible with TCU’s mission to educate individuals to think and act as ethical leaders and responsible citizens in the global community, and can threaten the educational experience, careers and well-being of members of the TCU community, including employees, students, and visitors. View Title IX.

Tuition Refund and Supplemental Refund Insurance Policy

All students are considered to be enrolled full-time. If a student withdraws prior to the end of the payment period, they are subject to the refund policy. For more information, please refer to the Tuition Refund and Supplemental Refund Insurance Policy.

United States Medical Licensing Examination (USMLE) Policy

All students are required to take and pass USMLE Step 1, Step 2 CK and Step 2 CS in order to graduate from the school of medicine. For more information, please refer to the United States Medical Licensing Examination (USMLE) Policy.

View our School of Medicine response to USMLE Step 1 Exam Change.