Academic Policies
Policies for Clerkship Medical Students
Our medical students are assumed to be of high moral character and expected to conduct themselves in a professional manner, maintain high ethical standards, and practice academic honesty in all of their educational endeavors. To maintain a learning environment where individuals are encouraged and expected to perform to high standards, certain behaviors are considered unprofessional and unacceptable. Professionalism is considered in determining satisfactory progress. Failure to meet these expectations is grounds for consideration of dismissal. Cheating, plagiarism, violation of exam conditions, complicity in dishonest behavior, or other falsification of academic work and evaluations are a serious breach of SSOM standards and academic policy.
Clinical Clerkship Evaluations
Clinical clerkship evaluations from assigned teachers are official, formal school documents. Their alteration or destruction will not only be considered a breach of professionalism, but a sign of academic dishonesty and subject to the sanctions defined within our academic policy manual.
Online Examinations
All online examinations carry an electronic footprint of the actions performed by the student. Instances of academic dishonesty are subject to the sanctions defined within our academic policy manual.
Academic dishonesty during an examination includes, but is not limited to:
I certify that I acknowledge my understanding and acceptance of the above and all consequences, and pledge to adhere to the highest standards of academic integrity.
General Responsibility as Clerkship Medical Students
Medical students assume a dual role in their clerkship. One is that of a student. As a medical student you are acquiring the skills, experience, and expertise to assume the level of clinical responsibility of a resident and, later, an attending. In the capacity of a student you are offered various educational opportunities (lectures, PCM-3, SPPAM, etc) that are allowed to take precedence to your usual clinical responsibilities. It is up to you to take advantage of these opportunities as you assume responsibility for your medical education.
The second role in the clerkship is as a member of the treatment team in the care of patients. In this capacity, you are a professional. As a professional you have an obligation to contribute toward the optimal functioning of the treatment team in the care of the patients. This requires continual communication with your service (typically your resident) so that your availability for clinical assignments is maximized. It also may require flexibility in your personal schedule according to what is happening on your service at the time.
Attendance Year 1 and Year 2Students are expected to attend all scheduled course sessions during Year 1 and Year 2, including laboratories, small group discussions, lectures, and so forth.
Attendance is mandatory in Patient Centered Medicine courses, clinical courses, and any other courses of course components where attendance is announced as required.
Absence
Any absence from non-required classes or activities of more than three consecutive working days requires prompt notification by the student to the Associate Dean for Student Affairs. This notification constitutes a request for an excused absence due to illness or other legitimate extenuating reason.
Examinations or other required academic activities may be made up only if the Associate Dean for Student Affairs or designate has received notice of the absence in advance and granted permission for the absence. Absence due to illness requires written documentation from the Student Health Service and/or the student’s physician.
Attendance Year 3 and Year 4Attendance is mandatory in Patient Centered Medicine courses, clinical clerkships, and any other courses or course components where attendance is announced as required. (Note “No Class Days” and “Absences” sections below.)
Absences
Any length of absence from any required activity or course/clerkship component may need to be made up at the discretion of the Course Director according to the form and/or format specified by the department (see additional information below).
Unexpected/Emergency Absences
During years three and four, any unexpected absence due to illness or other serious emergency requires prompt notification by the student to the Associate Dean for Student Affairs or designate and to the clerkship/elective director. This notification constitutes a request for an excused absence due to a legitimate extenuating reason. Student Affairs will alert the clerkship or elective department of the absence if the student is unable to do so.
Examinations or other required academic activities that are missed may be made up only if the Associate Dean for Student Affairs has granted permission for the absence. Illness requires written documentation from the Student Health Service and/or the student’s physician.
Non-Emergent Absences
Attendance is mandatory and petitions for approved absences for non-emergent reasons are reviewed and a decision is made to approve the request or not. A student must have a serious reason for an excused absence in years three and four (e.g. wedding of a sibling, research presentation, etc). Should a student have a serious reason for wishing to take a day or two off, a written petition must be submitted at least one month prior to the start of the clerkship or elective in which the absence would occur. The petition detailing the nature of the conflict should be sent to all of the following individuals: 1) clerkship or elective director, 2) the clerkship staff coordinator (if it is during a required clerkship/subinternship) and 3) the associate dean for student affairs or designate. Any available supporting documentation should be attached (such as a copy of a jury summons, invitation to present a poster, etc). A petition for permission to be absent is a request and requires review and is not automatically approved simply by submission. By notifying the relevant school offices at least one month in advance, the student's clerkship specialty service and call schedule can be considered or adjusted to minimize the affect of any days off. The student will be notified if permission has been granted. Non-emergency absences not requested at least a month in advance of the start of the clinical course cannot be accommodated.
No Class Days
Students should refer to the official academic calendar for the dates that these holidays are scheduled at Stritch for a particular year. Students are excused from courses, clerkships, and electives, except as noted below, on the following days. Weekends following or preceding a "No Class" holiday are not usually excused or free days for clinical students except as noted in the No Class Day entries or Exceptions section below.
*If a clinical student is on call the day prior, he/she is excused by 10:00 pm. ** Clinical students will not be on call on the prior Wednesday.
Exceptions
Clinical students could be on duty or on call on the Saturday and Sunday that precedes or follows no class days listed above except as follow:
Special notes:
St. Luke's Day is celebrated in October on a date announced in the official academic calendar. Class schedules on this day may be modified to permit special events that mark this Loyola tradition.
On holidays designated by the Veterans Administration Hospital (Columbus Day, US Presidents Day, Veterans Day, Martin Luther King Day), students must attend with their assigned service.
Students who need additional interpretation of this policy are encouraged to contact the Office of Student Affairs.
Leaves of AbsenceAll leave of absence (LOA) requests must be submitted in writing to the Associate Dean for Student Affairs and normally approved in advance of the proposed starting date. Leaves of absence typically may not exceed one calendar year in length unless noted otherwise below. Detailed information on the various LOA categories is below.
Students are expected to graduate after four consecutive academic years of enrollment except when a student is:
All LOA requests must be submitted in writing to the Associate Dean for Student Affairs and normally approved in advance of the proposed starting date. Usually, a student must be in good academic standing, have no outstanding U or F or INC grades on their transcript, and have satisfied all pertinent graduation requirements before the request is granted. The Associate Dean for Student Affairs considers LOA requests for other purposes on a case-by-case basis. Leaves of absence normally may not exceed one calendar year in length unless noted otherwise below.
The Academic Policy Manual and graduation requirements in effect for the reinstated student’s new class will apply to the student for the balance of their enrollment at Stritch.
Students may be required to vacate their assigned locker, mailbox, and learning cluster cabinet, as well as make disability insurance premium payments directly to the vendor. Depending on the timing of the LOA, students may not be eligible for the university’s insurance plan during the leave.
Leave of absence requests for illness must be submitted in writing to the Associate Dean for Student Affairs together with a letter from a physician that:
The Associate Dean for Student Affairs may require additional supporting documentation depending on the circumstances.
Upon written request, leaves of absence for health-related reasons may be approved for periods up to one year. The Student Progress Committee may extend a leave of absence in unusual circumstances upon written request of the student.
The student should submit in writing a formal petition to resume medical training at least four months in advance of the anticipated date of return. In all cases of approved leaves of absence for health-related reasons, the student is not permitted to return to class unless the physician also has certified in writing to the Associate Dean for Student Affairs that the student is capable of resuming a full course load.
A written request for a leave of absence for periods up to one year may be approved for the following activities:
Approval will be given only if the value of the proposed program is considered unique and sufficient to outweigh the disadvantages of interruption of the regular medical curriculum. The Associate Dean for Student Affairs in consultation with the Student Progress Committee, if necessary, makes decisions for these kinds of leave upon receipt of a written proposal submitted by the student. The decision in these cases also is influenced by logistical constraints associated with translocation of students from one class to the succeeding one.
Students accepted into the MD/MS or MD/PhD dual degree program who are not simultaneously enrolled in Stritch School of Medicine courses may request in writing successive one-year leaves of absence. Upon the recommendation of the MD/PhD Steering Committee, successive one-year leaves of absences are granted in order that the student may complete required Graduate School courses and requirements.
The MD/PhD Steering Committee notifies the student if they are not satisfactorily progressing toward completion of the graduate degree. In this case, the Associate Dean for Student Affairs in consultation with the Student Progress Committee, if needed, determines whether the leave of absence granted by the Stritch School of Medicine should by continued or revoked. If the leave is revoked, the student is expected to resume medical training toward the MD degree or voluntarily withdraw from the Stritch School of Medicine.
Prolonged absences in excess of normal discretionary time and regularly scheduled holidays and vacations for reasons other than those stated above are not normally approved. Specifically, requests for the following reasons are not approved:
Written requests for leaves of absences for reasons not covered in this Academic Policy Manual are considered on a case-by-case basis by the Associate Dean for Student Affairs and reviewed by the Student Progress Committee.
Professional BehaviorExpectations for Medical Students
Stritch School of Medicine students are expected to grow in the knowledge, skills, and attitudes expected of individuals who are training to become physicians. Our mission requires respecting all individuals, creating and maintaining a positive learning environment, and consciously adhering to model standards of behavior and interaction that are consistent with our institution’s Catholic and Jesuit heritage.
Our students are assumed to be of high moral character and expected to conduct themselves in a professional manner, maintain high ethical standards, and practice academic honesty in all of their educational endeavors. These actions are echoed in our competencies - six areas of performance and behavior that students must successfully meet in order to be eligible for promotion and graduation. Competencies are assessed in all courses and are components of the evaluation process. To maintain a learning environment where individuals are encouraged and expected to perform to high standards, certain behaviors are considered unprofessional and unacceptable. For example:
The following statements are expectations for all students at the Stritch School of Medicine. Professionalism is considered in determining satisfactory academic progress and failure to meet these expectations is grounds for consideration of dismissal. These guidelines are not exhaustive, but represent the kind of conduct and professional behavior that is mandatory in the educational and clinical environment.
Academic Honesty
All allegations of academic dishonesty must be documented and submitted to the Associate Dean for Student Affairs within a reasonable period of time after the alleged incident. The Associate Dean for Student Affairs will:
In the event of a hearing, the Senior Associate Dean or designate will:
The decision and recommendations of the ad hoc committee will be presented to the Dean.
The student(s) will be promptly notified in writing by the Dean or designate of the outcome of the hearing and the Dean’s decision. The student(s) will have the right of an appeal to the Student Appeal Board. A student who is dissatisfied with the action of the Student Appeal Board may submit a petition for a single appeal to Loyola University Chicago through the Vice President for the Health Sciences. All decisions of the Dean and the Vice President for the Health Sciences will be documented in the student's official academic file. In the event allegations are dismissed, no actions will be recorded in a student's official academic file.
Student Mistreatment and Harassment Procedures
Loyola University Chicago is committed to maintaining an environment that respects the dignity of all individuals. Accordingly, the Stritch School of Medicine does not tolerate mistreatment by or of its students, faculty, and staff. These procedures encourage medical students who believe they were mistreated to bring the conduct to the attention of appropriate individuals within the school. Mistreatment comes in many forms, including sexual and verbal abuse, discrimination, and harassment (sexual and otherwise). All complaints are taken seriously and attempts are made to respect confidentiality, although this may not be fully feasible given the need to conduct a thorough investigation and take corrective action.
Medical students are reluctant to discuss mistreatment for fear of reprisal; yet they often desire that alleged mistreatment incidents undergo proper investigation. To address student concerns, the Stritch School of Medicine provides informal channels through which students may discuss their concerns and receive counseling, as well as formal reporting mechanisms through which complaints are investigated and appropriate remedies applied.
The following procedures are consistent with existing Loyola University Chicago and Loyola University Medical Center policies on mistreatment and sexual harassment and seek to provide:
Non-Sexual Mistreatment and Harassment
Informal Procedure
Students are encouraged to find support by informally discussing their concerns with a variety of resources, including Office of Campus Ministry chaplains, Pastoral Care chaplains, personal counseling services, or medical center Employee Assistance Program (EAP) counselors. Students can voice their concerns and utilize this as a time to reflect and determine the appropriate next step. In some instances, students may choose to resolve the problem informally without the aid of medical school administration.
Consultation and counseling with chaplains and EAP staff can remain confidential at the student’s request.
Formal Procedure
Students also may choose to initiate formal procedures through the Associate Dean for Student Affairs. Confidentiality cannot be guaranteed due to the need to investigate; however, every caution will be taken to maintain the student’s privacy.
The Associate Dean for Student Affairs will investigate formal complaints to determine severity, scope, and appropriate further action. Any actions determined to involve serious misconduct by any member of the faculty, administration, staff, student body, or agent of the Stritch School of Medicine or Loyola University Medical Center will be referred to the Dean for further action.
Stritch is governed by the medical center’s Sexual Harassment policy and committed to learning, teaching, and working environments in which there is zero tolerance for sexual harassment.
All allegations of sexual harassment must be formally investigated; therefore, informal procedures are not available. Students may seek confidential consultation through the Employee Assistance Program (EAP) to explore options for addressing their concerns. This consultation does not require a formal investigation to be initiated.
Loyola administrators, faculty, and officials should bring a student’s complaint of sexual harassment to the attention of the Associate Dean for Student Affairs, as the designated school investigator.
Sexual harassment can be a potentially traumatic and devastating event. A student who has been involved in such a situation may need a confidential and secure environment in which to process the incident. The student should consider making an appointment with an appropriate healthcare professional, such as their primary care physician, or obtaining a referral from that physician to a counselor. Such personal services are covered under the norms of the doctor-patient relationship and are not subject to the requirements of this policy.
Every complaint of sexual harassment will be taken seriously and no one reporting a complaint, including third parties, will suffer retaliation or reprisal.
Formal Procedure
Students are encouraged to notify the Associate Dean for Student Affairs to formally report an instance of sexual harassment. All complaints involving any suggestion of sexual harassment will be investigated. Confidentiality cannot be guaranteed due to the need to investigate; however, every caution will be taken to maintain the student’s privacy.
The Associate Dean for Student Affairs is responsible for contacting the appropriate officials upon receiving a formal complaint and for reporting the results of the investigation and actions taken to the student. If a student experiences any attempt at retribution, the Dean is notified and direct contact is made with the respondent and respondent’s supervisor.
Remedies
Depending on the results of an informal or formal investigation, appropriate remedies for complaints of sexual harassment may include, but are not limited to:
Dress Code, Appearance, and Scrub Attire
Medical students are expected to be in compliance with the following appearance and uniforms standards of the Stritch School of Medicine, which are in accord with the uniform policy of the Loyola University Medical Center and Hospital. Students who are assigned to clinical sites other than LUMC are responsible for learning and following the policies and procedures of the site in regard to scrub attire.
Preclinical
During the preclinical years, medical students are expected to dress appropriately on campus. Shirt and shoes are required in educational, administrative and clinical buildings and on the property that is adjacent to them. Gym clothes, beach wear, cropped tops or sunbathing sorts of tops and shorts, except inside the Fitness Center, are not suitable inside or outside campus buildings at the Medical Center. Scrub wear is not permitted to be worn in preclinical course laboratories such as anatomy.
Clinical Settings
Green and blue scrub attire must be restricted to the designated areas specified by medical center policy:
Loyola University Chicago, Stritch School of Medicine, and Loyola University Medical Center have approved and published policies and procedures that failure to follow could result in a change in the student’s academic status, withholding of grades, denial of course registration, being asked to leave an instructional or clinical area, removal from campus, or withdrawal of the normal rights and privileges of a student.
Some important non-academic policies are not included or described in detail in this manual. Relevant policies are listed below and include a link, if available, to the primary document or departmental website.