GSN STANDING COMITTEES
MEMORANDUM FOR GSN FACULTY, STAFF AND STUDENTS
SUBJECT: Student Promotions Committee
REFERENCES: GSN P & PS 94-05, Grading and Examination Policies
1. Definitions.
Student Promotions Committee (SPC). An advisory body to the Dean GSN whose purpose is to provide an objective review of a student's record and performance and make recommendations to the Dean as to the status of that student. Recommendations may include a return to full student status , probation, setback, or dismissal.
Program Director. As used in this P&PS means the chair of GSN departments of Nurse Anesthesia and Nurse Practitioner (including the Associate Director of the Department of Defense/Department of Veterans Affairs (D0D/VA) distance learning program).
Letter of Academic Jeopardy. A notice sent by a program director to a student who is not doing well in a course.
Remediation. A process or program designed to correct academic deficiencies.
Probation. A period of time and a designated status for students in academic jeopardy. This status can only be recommended by the SPC.
Setback. An opportunity to repeat a block of study resulting in postponment of graduation. This status can only be recommended by the SPC.
Disenrollment. An action initiated by the GSN
Withdrawal. An action initiated by the student.
Period of Remediation. The duration of the remediation program as described in the remediation plan developed by the program director, course director, or clinical supervisor. In the didactic phase, the period of remediation may not ordinarily roll into the following semester.
2. Purpose. This document establishes policy regarding the role and function of the Student Promotions Committee (SPC). It also establishes guidelines and procedures for remediation, probation, setback and disenrollment of students in the Graduate School of Nursing (GSN).
3. Applicability. This policy applies to all students enrolled in GSN programs and to GSN faculty except in specific instances where the policy cannot be applied to students enrolled in the distance learning programs.
4. Discussion. Elements critical to the success of this policy include early identification of students at risk, a personalized rehabilitative program with regular feedback, and accurate documentation of student progress. All persons involved in the academic and clinical training process must be committed to keeping the attrition rate to a minimum and to assisting students in overcoming weaknesses or deficiencies.
Once a student is identified at risk, courses of action include remediation, and/or referral to the SPC for probation, setback, or disenrollment from the program. The course director or clinical supervisor may institute a remedial program without convening the SPC. The purpose of the program is to design a plan of support with specific objectives that will enable the student to focus on areas of concern. Use of all resources including counseling services, study groups and individual tutoring is encouraged. Once referred, the SPC may recommend no action, probation, setback, or disenrollment from the program, although ordinarily a period of probation will precede disenrollment.
Students may be referred to the SPC at any time during their tenure at USUHS.
5. Guidelines.
a. Actions which can be taken prior to an SPC referral:
(1) Letters of Academic Jeopardy: If a student is not doing well in a course, the program director will send a letter of academic jeopardy to the student, at which time the program director may also refer the student to the SPC;
(2) Academic or clinical remediation. Any student who is identified as having difficulty with knowledge, skills, or ability in their academic or clinical training will receive assistance. A personalized program for remediation will be designed which will identify areas of concern and strategies to assist the student in meeting semester or course objectives (enclosure 1). Goals and objectives that must be met, criteria for evaluation, and timelines will be included in the remedial program. Additionally, consequences of failing to meet the objectives will be clearly described. Students may be referred to the SPC at any time during the remedial process. However, if remediation is not successful, SPC referral is automatic.
In the didactic phase, the remedial period may not ordinarily roll into the following semester. Students may not begin the next semester if they are in a remedial status or if they fail to meet established objectives.
While in clinical training, the remediation period may be started at any time and may roll into the next semester. If this occurs the student will not progress until the semester objectives have been successfully completed. While in a remedial status, students are not to complete rotations unless the assigned preceptor for the remediation period is assigned to the facility where the student is performing clinical.
Criteria for a remedial program.
a) A preceptor will be assigned to assist the student with the program of study. The preceptor is directly responsible to the program director or clinical supervisor.
b) A written plan for counseling and remediation will be established and implemented. After joint discussion, the student and faculty preceptor will sign the plan.
c) The student will be counseled at intervals by the preceptor. All counseling sessions will be documented.M
d) criteria for release from remedial status will be identified. The student must meet all criteria to be removed from remediation.
b. Following referral to the SPC, the following actions can be taken:
(1) Probation. A recommendation for probation will be made by the SPC to the Dean when a student enters a remediation program (if the program director elects to refer the student to the SPC), or fails to meet established objectives or performance standards. The length of probation will be established on an individual basis and will not exceed one semester. At the end of the probationary period the SPC will reconvene, with the same members when possible, to determine what further action will be taken. If the student has successfully met the established criteria, the probationary period will be discontinued and the student returned to regular status. If a student fails to meet the established criteria, the SPC has the option to recommend additional probationary time, setback, or disenrollment. Criteria for a probationary program are:
(a) A preceptor will be assigned to assist the student with the program of study. This preceptor can be a faculty member or a credentialed provider from the clinical training area. The preceptor is directly responsible to the program director or clinical supervisor.
(b) Under the direction of the program director or clinical supervisor, a written plan of corrective action will be established and implemented. After discussing the plan with the student, the student will sign the plan. If a remediation program has been initiated, it will be included in the probation plan.
(c) The student will be counseled at intervals by the preceptor according to the plan. All counseling sessions will be documented.
(d) Criteria for release from the probationary status will be identified. The student must meet all criteria to be removed from probation.
(2) Setback. Students who have not met academic standards or clinical objectives or who have been in a probationary status, but failed to meet established criteria may be recommended for setback. Additionally, students who miss a significant portion of the program due to illness or other problems will be recommended for setback. Setback shall encompass, at the minimum, one full semester. Consideration for additional time will be determined on an individual basis. Students who are set back must meet all program requirements prior to graduation. The sponsoring Service must concur with the setback. Students enrolled in the DoD/VA distance learning program are not eligible for this option.
(3) Disenrollment. Students who have demonstrated continued poor academic or clinical performance will be considered for disenrollment. A student should be considered for disenrollment only after reasonable attempts have been made to correct identified weaknesses or deficiencies during a period of academic or clinical probation. The DoD/VA distance learning students can be disenrolled at the discretion of the sponsoring VA Medical Center.
Students who commit serious acts of professional or personal misconduct will be recommended for disenrollment. The following are grounds for disenrollment:
(a) Ethical misconduct.
(b) Personal or professional misconduct.
6. Role and function of the program director in this process:
a. Issue letters of academic jeopardy
b. Institute academic or clinical remediation
c. Refer to SPC
7. Role and Function of the SPC. When a case is referred to a SPC the reasons shall be fully documented in the student's record. Information submitted to the SPC shall include all evaluations, examinations, papers, performance appraisals, counseling notes, letters of academic jeopardy, remedial work assignments, and outcomes.
The role of the SPC is primarily procedural and not educational. In evaluating the package, the Committee should determine that an identifiable problem exists, the nature of the problem, that there is sufficient documentation supporting existence of the problem, and that reasonable efforts have been made to assist the student in correcting the problem.
The following questions are to be used as a guideline for evaluating this process.
a. Does the student have an identifiable problem?
b. Is the problem documented in the student's academic grades, daily clinical evaluations, counseling sheets, or minutes from appropriate committee meetings?
c. Does documentation exist that shows the student was notified of his/her deficiency?
d. Was a specific plan for remediation identified and implemented?
e. Was the student given enough time to correct the deficiency?
f. Have reasonable attempts been made to assist the student in correcting his/her deficiency?
8. Procedures for referring a student to the SPC. Referral to the SPC will be accomplished in the following manner:
a. In the didactic phase or when students are performing clinical in the local Washington, DC metropolitan area.
(1) The program director will refer the student to the Chair, SPC (enclosure 2)
(2) The program director will notify the student of the referral to the SPC at least 72 hours prior to convening the SPC using the Student Referral Form (enclosure 3) and obtain the student's signature.
b. Clinical training at a distant site (NA students only).
(1) The clinical supervisor will submit a request (enclosure 2) to the hospital Commander to convene the SPC, via the program director.
(2) The clinical supervisor will initiate the Student Referral Form (enclosure 3), notify the student at least 72 hours prior to convening the SPC and obtain the student's signature. A copy will be forwarded to the program director.
(3) The program director will evaluate the case and make appropriate recommendations in writing to the clinical supervisor.
c. The following procedures apply to both the didactic and clinical training phase.
(1) Using enclosure 3, the student must be notified of the following at least 72 hours prior to the convening of the SPC. Documentation relevant to the committee proceedings will be given to student.
(a) That an SPC will be convened.
(b) The time, date, and place of the SPC.
(c) The names of any invited representatives.
(d) The membership of the SPC.
(e) That he/she may challenge any member of the SPC upon presenting evidence that the member may not render a fair and impartial opinion.
(f) That he/she may be represented before the committee by anyone other than a committee member. This may include an attorney of the individual's choice, secured at the individual's expense. The use of any federal government employee is predicated upon availability of such personnel.
(g) Advised that he/she may present evidence (documentary, witness, or testimonial) relevant to the proposed action.
9. Selection of committee members.
a. In the didactic phase, for any student performing clinical in the Washington metropolitan area, and for nurse practitioner students performing clinical outside of the Washington, DC metropolitan area, the Dean of the GSN will appoint SPC committee members who have not been involved with the student. It is recommended that the committee be composed of a minimum of eight members (including a non-voting student). Uniformed members of the committee are to be of equal rank or senior to the student referred to the committee. Members are:
(1) Associate Dean, GSN. Ex Officio, Chair
(2) Commandant, GSN. Ex Officio, Vice Chair, Recorder
(3) General Counsel, Ex Officio, non-voting
(4) Four faculty members, one from each department and one from the VA/DoD distance learning program.
(5) GSN Student. non-voting (2nd or 3rd year only; from a clinical program other that the program of the referred student); (the referred student can request that the student member not attend the proceedings).
b. At distant clinical training sites (for NA students only) the clinical supervisor will submit a request to convene the SPC to the hospital commander through the program director. The hospital commander will appoint the committee members according to the hospital Graduate Medical Education policy but always with one nurse anesthetist not on faculty as a committee member.
10. Conduct of an SPC.
a. The meeting is administrative in nature, therefore, the formal rules of evidence do not apply and all relevant information may be considered. All SPC actions will be by vote of a majority of members present, with the exception of disenrollment which requires a two-thirds of members present vote.
b. The Chair of the Committee will designate a recorder in the absence of the Commandant.
c. The program director or clinical supervisor will present the student's record and pertinent information to the committee.
d. The student will be interviewed by the committee and allowed to present any documentary, witness, or testimonial evidence relative to the proposed action.
e. After all information pertinent to the case has been presented, the SPC will hold closed deliberations for discussion and voting.
f. The recommendation of the committee members must be a majority opinion as defined in 10a. above. However, in the event there is disagreement among committee members, a dissenting opinion may be prepared and submitted with the committee report. Upon completion of committee deliberations, the Chair shall inform the student of the committee's recommendations. The Chair shall advise the student that the committee's action is a recommendation only, and that the student may appeal the recommendation in writing within two working days after receipt of the committee's written findings, conclusions, and recommendations. The Chair will prepare the SPC report form (enclosure 4) outlining the findings and recommendations of the committee. The notification of the appeal process (enclosure 5) is to be completed by the student and included with the SPC report form. A signature page (enclosure 6) is also to be prepared for the Dean and included with the SPC report form.
g. The SPC is an advisory body to the Dean. The Dean may concur with the Committee's recommendations or request other action be taken. Once the Dean has signed the SPC report, it will be forwarded to the program director for action.
11. Voluntary Request for Withdrawal. A request for voluntary withdrawal (enclosure 7) from a GSN academic program submitted by a student shall be evaluated by the clinical supervisor and/or program director. This action may be submitted at any time during the course of study and does not require action by the SPC. The student must coordinate with the sponsoring service prior to submission of such a request. The student shall be counseled concerning his or her decision. Upon acceptance of the request by the program director, the letter will be forwarded to the Dean for approval.
Upon notification of approved voluntary withdrawal, the Commandant will contact the student's military service and make the student available for reassignment.
12. Interim suspension.
a. The Dean is empowered to summarily suspend and reassign from academic duties any student without prior appearance or review before the SPC if there is cause to believe suspension is necessary to protect the interests of USUHS.
b. When an interim suspension is imposed, the student may request an expedited meeting of the SPC. All SPC policies and procedures as stated above will apply.
13. Graduation. The SPC also reviews, with the program director, all students presented for graduation to certify that the students have completed all requirements for graduation. Committee minutes will be sent to the Dean attesting to such or stating why a student is not recommended for graduation.
Enclosures:
(1) Institution of Remedial Program
(2) Request for Convening the Student Promotions Committee
(3) Student Promotions Committee Student Referral Form
(4) Student Promotions Committee Report Form
(5) Student Notification of the Appeals Process
(6) Signature Page
(7) Student Request for Voluntary Withdrawal
Contacts
Uniformed Services University of the Health Sciences
4301 Jones Bridge Road
Bethesda, MD 20814