Faculty Handbook: Educational Program Policies BS/MD Program

Educational Program Policies – BS/MD program
 
BS/MD curriculum – schematic: The overall structure of the BS and MD curriculum is shown in the diagram below:
 
 Amount of time allotted for scheduled student activities – M.D. Years 1 and 2 The amount of time that students spend in scheduled activities during years 1 and 2 of the M.D. curriculum will be limited to an average of no more than 22 hours per week.
 
Policy on student duty hours during clinical rotations. The following policy pertains to the amount of time medical students spend in required clinical and educational activities during clinical rotations, including clerkships and electives. The policies have been established in line with ACGME guidelines for work hours of interns and residents, the Saint Barnabas Hospital Graduate Medical Education Policy regarding working hours regulations to promote patient safety and medical student well-being.
 
 
Policy for Clinical Rotation Duty Hours:
1) Duty hours are limited to 80 hours per week averaged over the length of the rotation. This includes all clinical care, in-house call activities, and departmental and medical school sponsored core educational sessions including rounds, lectures, and seminars. Duty hours do not include time spent at home reading or studying.
2) No duty shift (such as a call day) may exceed 24 hours, plus 3 hour sign out.
3) Students are required to have one 24 hour period off in seven days, averaged over the length of the rotation.
4) Students may not have more than 12 consecutive hours on duty in the Emergency Department.
 
Compliance:
Clerkship directors, elective course directors, and the Assistant Dean for Clinical Science curriculum will monitor this policy for compliance. Students will be advised to report violations to this policy by one of several ways. The student may directly report the violation to the clerkship/elective course director. Students may also directly report the violation to the Assistant Dean for Clinical Science curriculum. At the end of each clerkship and elective course, students will be asked about course compliance with the student duty hours policy on the course evaluation form. The responses to the course evaluation form will be anonymous, and they will be reviewed by the Assistant Dean for Clinical Science Curriculum and the clerkship director. Additionally, students may anonymously report duty hour violations at any time through an on-line reporting system that will be reviewed by the Assistant Dean for Clinical Science Curriculum.
 
If the duty hour violation is reported directly to the clerkship or course director, the course or clerkship director must investigate the report and attempt to resolve the situation. If the situation is not resolved, the student must report the violation to the Assistant Dean for Clinical Science Curriculum. The Assistant Dean will address these and any other reports of duty hour violations that were directly reported to him/her by meeting with the specific clerkship or course director. The clerkship director will be required to submit a final report to the Assistant Dean for Clinical Science Curriculum and the Deputy Dean to summarize how the compliance issue was resolved.
 
Scheduling of exams
Final examinations for any given course or block will usually be given on the last scheduled day of class. When required as part of a given course, standardized exams (e.g. NBME Subject Examinations) will be administered no less than 5 business days after completion of the final course or clerkship examination. If the standardized exam is the final course or clerkship exam, it will be given on the last scheduled day of that course or clerkship. Any exceptions to this policy for any given course must be approved by the curriculum committee. During years 1 and 2 of the M.D. curriculum, there can only be one examination in any given day.
Students who anticipate being absent from an examination because of religious observance must notify the course or clerkship director as early as possible in the course, and no later than two weeks in advance of the absence (or 4 weeks in the event of a NBME subject examination). In the event a student is unable to complete an examination or assessment due to a religious observance, with the required notice, the student will be permitted the opportunity to make up the examination or assessment.
 
Missed exam policy
Policies governing procedures to follow in case of missed exams or absence from required course activities are contained in the CUNY School of Medicine Student Absence Policy (see Appendix 4, CUNY School of Medicine Student Absence Policy). The Office of Student Affairs is charged with determining whether an absence constitutes an Approved, Discretionary, or Unapproved absence. Under no circumstances is a student obligated to disclose to a faculty member (including the course director) the reason for the absence. Conversely, faculty may not request such disclosure from a student.
 
 Timing of Release of course grades
The following policies govern the timing for submission of course and clerkship grades for all Sophie Davis School of Biomedical Education courses and clerkships:
1. Each course director is charged with ensuring regular, timely, and universal completion of student evaluations.
2. Grades must be submitted within one week of the end of a non-clinical course.
3. For medical school clinical courses, all grades are expected to be completed and available to students within four weeks of the completion of a section or clinical rotation.
4. Course and clerkship directors or their coordinators will be responsible for providing the Office of Academic Affairs with the grades for their individual courses and clerkships within the required timeframes.
5. Course and clerkship directors will be responsible for contacting delinquent faculty members to assure their timely completion of evaluations.
6. The curriculum committee will regularly review composite and individual course and clerkship grade submission data as part of the review of each course and clerkship.
 
Early student performance feedback
All courses of four weeks or longer must include formal feedback early enough to allow sufficient time for remediation. This feedback will typically be provided no later than half-way through the course, and will be based on formal graded assessments as well as, where appropriate, individualized narrative feedback.
Similarly, all clerkships of four weeks or longer must include formal feedback early enough to allow sufficient time for remediation. Students will receive formal feedback as part of a required mid-cycle evaluation for all clinical experiences of four weeks or more.
 
Policies and Practices to ensure the confidentiality of sensitive health, psychological and/or psychiatric information:
 
1. Psychological and psychiatric counselors who provide counseling services to Medical Students will not be faculty members, and will have no responsibility for teaching or involvement in the academic assessment, evaluation or promotion of students.
2. The psychological/psychiatric counselors keep all individual patient information confidential, and the Counseling Office adheres to the APA General Guidelines for Providers of Psychological Services and HIPAA regulations. In addition, student records are kept by the counselor, and are not a part of the student’s academic record.
3. Students with other health sensitive medical needs will be referred to medical professionals who have no administrative or teaching roles at the medical school. The City College student health service will not have contact with SDSBE faculty regarding students, nor will be involved in teaching/assessing SDSBE students. In the event that a student seeks treatment at the St. Barnabas Health Center, the School will assure that the treating doctor or resident will have no responsibility for the assessment or grading of the student.
4. Faculty who provide healthcare services to students will not be involved in the supervision, academic evaluation, or promotion decisions of students receiving such services. If a student finds him/herself in a situation where they are supervised and/or will be evaluated by a faculty member who is also providing healthcare services to them, they may request immediate reassignment. Such requests should be made to the Course or Clerkship Director. Similarly, if a faculty member finds that he/she has been assigned a student, who is also their patient, to supervise and/or evaluate, he/she must request that the student be assigned to another faculty member.
 
 Policies on Teaching and Evaluation by Members of The Medical School Administration
In recognition of the conflicts of interest that can occur when students learn from and are assessed by members of the Medical School administration (who, in their role, may have access to sensitive health, psychiatric, or psychological information about individual students), the following policies are in place to ensure the confidentiality of such sensitive information. Such members of the medical school administration include, but are not limited to, the Dean of the Medical School, the Deputy Dean for Medical Education, the Associate Dean for Student Affairs, the Executive Director of Admissions, Wellness and Counseling, the Director and staff of the Counseling Office and the Chair of the Student Academic Progress Committee.
These members of the Medical School Administration are:
a. Allowed to teach students in the context of large group sessions such as lectures or large group discussions that involve the entire class
b. Allowed to teach students in electives/selective experiences
c. Not allowed to supervise students during any clinical rotations
d. Not allowed to teach students in any small group sessions or activities that are graded
e. Not allowed to participate in the assessment or evaluation of student performance
f. Not allowed to serve as voting members on the Promotions Committee
g. Not allowed to share or discuss health, psychiatric, or psychological information about individual students with members of the Promotions Committee.
 
All other members of the medical school administration are:
a. Allowed to teach and evaluate students in the context of large group sessions such as lectures or large group discussions that involve the entire class
b. Allowed to teach and evaluate students in electives/selective experiences
c. Allowed to teach and evaluate students in small group sessions or activities
 
Policy on timing of submission and posting of lecture materials:
1. Course Directors will post all materials, including lecture slides, on Blackboard or LCMS+ 5 days in advance of the lectures.
2. For new (first-time taught) courses, faculty will provide lecture materials, including a draft version of the lecture slides, to the Course Director 8 weeks in advance of the lecture to review for consistency and redundancy across sessions. PBLs will be developed separately.
3. For continuing courses, faculty will provide lecture materials, including lecture slides, to the Course Director 2 weeks in advance of the lecture for review/comment. At the discretion of the Course Director and the needs of specific course, this timeframe might be shortened. PBLs will be developed separately