Academic Information

Attendance Policy

Ponce Health Sciences University does not require mandatory attendance to class sessions. Attendance is defined as participation in academic activities registered by the instructor. PHSU has determined the following as recognized academic activities:

• Assessments:
  • Exams
  • Standardized Testing (USMLE, United States Medical Licensing Examination, Step I & II), NBME (National Board of Medical Examiners), etc.
  • Comprehensive Exams (CPX, CQX)
  • Quizzes
• Essays
• Assignments
• Dissertations
• Standardized Patient Activities
• OSCEs (Objective Structured Clinical Examinations)
• Problem Based Learning Activities (PBL)
• Small Group Discussions (SGD)
• Presentations
• Rotations
• Practicums
• Laboratories
• Logging into the learning management system (LMS) such as Canvas and Moodle and completing tasks including commenting in forums or discussion panels, watching videos, and uploading assignments.
• The institution reserves the right to add any other activity to this list if necessary and to inform the students accordingly.

Credit Hours Policy

PHSU has revised the policy for the assignment of credit hours for existing and new academic programs and coursework in order to comply with the credit hour definition as required by the Higher Education Opportunity Act (HEOA) to those institutions that receive Title IV funds from the US Department of Education.

At PHSU students will gain one credit hour for each 15 hours of scheduled class or faculty instruction. Every hour of required activity is considered a contact hour, including lecture, small group discussion, and laboratory time.

Established and new courses should be reviewed by the corresponding curriculum committees for compliance and implementation of this policy.

The Office of the President will oversee the compliance of the credit hours policy described herein.

Student Classification/Status

Academic Classification

Each academic program specifies the criteria for full time, half time and less than half time classifications.

Student Status (Full-Time or Half-Time)

Graduate Students: A student with 6 or more credits per semester/trimester will be considered a full-time student. A student with 3 to 5 credits per semester/trimester will be considered a half-time student and a student with less 3 credits will be considered a less than half time student.

Change of Grade Policy

Once the professor reports the grade for a course to the Registrar’s Office, it is not subject to amendment without the written authorization of the faculty member and Program Director. The only reasons for a change of grade are the following:

1. Removal of incomplete grade. An “I” (Incomplete) grade will only be allowed under very special circumstances as determined by the professor. The student must remove the “I” (Incomplete) by the following semester or an administrative “F” will replace it.
2. A clerical error made by the Professor or Registrar.
3. When fraud or unethical conduct by the student has been proven in the obtainment of the grade.

A student who wishes to appeal a grade must do so within thirty (30) calendar days of its award. At the end of each semester/trimester, Students will receive a notification about the availability of grades in the My Campus Portal.

Course Numbering System

PHSU course numbers consist of a three-letter alpha prefix followed by a four-digit course number. The three-letter alpha prefix identifies the academic discipline. See Course Descriptions in each academic program.

Administration Annotation, Course Numbering and Grading System

For administrative purposes, the University has established the following annotation system:

The difference between “IP” and “E” is that when “IP” is recorded it implies that a new registration process occurs for the student to continue for the next academic period. When “E” is recorded the student continues activities of the course without involving a separate registration.

(Refer to Academic Programs’ section for the grading system)

The grading scale is subject to change each semester as determined by course faculty and the programmatic curriculum committees.

Withdrawal, Add, and Drop

Add/Drop

It is the student’s responsibility to verify in the academic calendar, add/drop periods for each semester/trimester. A fee is required for each class dropped or added, please refer to the tuition and fee schedule.

The student has the option to add/drop courses until the first week of classes at the beginning the semester/trimester. The add/drop form will be initiated by the student, and it is submitted to the Registrar’s Office within the deadline established

After the first day of semester/trimester, added courses must be paid in full at the time they are added. Students must add a course by the end of the first week of the semester/trimester.

Withdrawal

In order to withdraw from a course after registration the student must complete and submit the corresponding form to the Registrar’s Office. After the established deadline (approximately four weeks after the beginning of the semester/trimester) a “W” will be posted on the transcript. Withdrawals after the add/drop period will be counted as credits attempted.

Administrative Withdrawal for Failure to Re-Enroll
A student that is not enrolled after the second week of classes, at the beginning of the academic period and does not have a leave or approved permission to be absent will be considered for administrative withdrawal and the institution might initiate the corresponding action.

Withdrawal from School
A student that decides to withdraw from the School must submit a written request and reasons for withdrawing to the Associate Dean of Academic Affairs stating their reasons for the withdrawal. Once the Associate Dean has accepted the written request, the student shall proceed as follows:

1. The student must obtain a withdrawal form from the Registrar’s Office and fill out the required information about academic program and courses.
2. The student must obtain clearance for withdrawal from the following:
   1. Finance Office: Must state that the student has no outstanding debts to the School before any other step is taken.
   2. Financial Aid Office: Students, who have applied for or obtained any kind of financial aid or loan through the School, must attend an exit interview and obtain the signature of the Financial Aid department.
   3. Student Affairs or any other department prescribed on the Clearance form. Students must obtain the signature of the Dean.
   4. Registrar: After all signatures have been obtained, the Registrar will certify the student’s withdrawal and make the proper entry in their records.
   5. The student must settle all financial obligations with PHSU otherwise no official transcripts or certifications will be issued.
   6. Please refer to the academic calendar for last day to withdraw from classes.

Leaving the University

Students that comply with all graduation requirements will receive their corresponding degree on the date established in accordance with the Conferred/Awarded Degree Policy.

Students can also leave the university for the following reasons:

1. Withdrawal - student voluntarily withdraws from the school/university.
2. Administrative Withdrawal - The University processes an administrative withdrawal because a student did not enroll or did not have approved leave or permission to be absent.
3. Dismissal - student that did not comply with the academic performance requirements or professional behavior requirements, stated in the Satisfactory Academic Progress Policy and was therefore, dismissed from the University.

Any student leaving the University must comply with the return of Title IV funds, if applicable, as stated in the Tuition and Fees section of the catalog.

Leave of Absence

The purpose of this policy is to establish the definition, policy and process for students requesting a Leave of Absence at Ponce Health Sciences University.

This policy applies to all students at PSHU. Authority to review and approve a leave of absence is held with the Registrar, Financial Aid Manager, Associate Dean of Academic Affairs, and Dean of Enrollment Management and Student Success.

Leave of Absence is defined as an authorized temporary interruption of a student’s program of studies due to documented extenuating personal circumstances or medical reasons.

A student must request a leave of absence (LOA) from the Registrar’s office at least 30 days prior to the LOA commencement date, unless medical or other circumstances require immediate authorization (e.g., automobile accident). A personal or medical leave may be authorized when a student is experiencing compelling personal and/or medical circumstances that are temporarily affecting his/her academic progress. A student requesting an LOA for medical circumstances must submit a physician’s note certifying the medical problem or reason. The total time of leave cannot exceed 180 days within a 12-month period. A student who fails to return after an authorized LOA will be academically withdrawn and a R2T4 calculation will be performed. For student loan borrowers an exit counseling instructional letter will be sent to the student.

Transfer of Credits

Transferability of credits to other institutions: PHSU cannot guarantee that its credits will transfer to another institution. Students are advised to check with the receiving school before assuming any or all credits will be transferable.

PHSU has established the following institutional policy to guide the transfer of credits into PHSU for the courses that students have taken at other academic institutions.

The maximum number of total credits that may be recognized shall not be more than 30% percent of the total number of credits in the curriculum, in order to complete the graduation requirements. Please refer to the academic program section of the catalog for program specific guidelines.

A formal/written request for the transfer of credits must be completed at the Admission’s Office or with the Associate Dean of Academic Affairs. Requests for transfer of credits must be made no later than the second week of classes of the first trimester/semester for entering students at PHSU.

It is the responsibility of the student to provide the official catalog and transcript from the institution in which the courses were taken. Only original transcripts are accepted and must be sent directly from the University of Origin to the Registrar’s Office at PHSU. Only graduate courses from institutions accredited by a regionally accreditation agency (MSCHE or equivalent) are eligible for transfer of credits.

An ad hoc transfer of credits committee consisting of representatives from Student Affairs, Academic Affairs, a faculty member, and the director of the program in which the student is enrolled will evaluate the requests and make the final decision based on institutional and programmatic transfer of credit policies and procedures.

Cross Registrations

Upon the approval of the Associate Dean of Academic Affairs, students enrolled in a Program may take courses from another graduate Program at PHSU in Missouri. The courses taken from the other programs must not be offered in their degree program.

A maximum number of credit hours for cross registration is determined by the Associate Dean based on the maximum free elective courses in the Program’s curriculum.

The student must be a regular student in his/her Program and in satisfactory academic progress to be able to benefit from cross registration. If the student is a new entrance student completing prerequisites, a regular admission with conditions student status is allowed.

The process to be followed is:

• Student must submit a written request to his/her faculty advisor stating his/her intention with evidence of his/her status as a regular student with satisfactory academic progress. New entrance students will only submit a written request to his/her faculty advisor.
• The faculty advisor will consult with the faculty advisor from the other program to receive authorization.
• The primary faculty advisor will submit a written request to the Associate Dean of Academic Affairs for approval or disapproval. If it is approved, copy of the approval will be sent to the Registrar’s and Financial Aid Office. For new entrance students, the Admissions Office will also receive a copy.

The Associate Dean will inform the student of the decision.

Audit Policy

Application for admission as an auditing student at Ponce Health Sciences University must be received by the Office of Admissions prior to the beginning of the term of enrollment for which the applicant is requesting admission. The non-refundable application processing fee as published in the tuition and fees schedule must accompany the application, which is valid for one academic year. Should the student not enroll within one year of admission, the fee is forfeited.

In order to process an application, the following minimum documents are required: application and resume. Students with incomplete records will be administratively withdrawn. Authorization from the Associate Dean of Academic Affairs is required to register. No more than a total of three audited courses are allowed.

Audit Students will pay 100 percent of tuition per course for personal and professional growth; no fees will apply. iPads will not be provided to auditing students. Auditing students are not required to take examinations. They will receive no credit, and no grade will be given. Auditing students are not eligible for financial aid.

This policy applies to Ponce Health Sciences University students or other students, and it is effective immediately.

All inquiries and application for admission should be addressed to the Admissions Office, Ponce Health Sciences University, 2351 Market Street, St. Louis, MO 63103, phone: 314-499-6806.

Non-Degree Extended Education Policy

PSHU Admissions Office supports Non-Degree Students (NDS) who are not enrolled in a degree or certificate program through PHSU-ST. LOUIS but would like to take a class. This includes:

• Alumni
• Visiting students and professionals
• Internship, thesis/dissertation, field work, or practicums are not included.
• Application for extended education admission must be received by the Admissions Office prior to the beginning of the term of enrollment for which the applicant is requesting to take a course.
• A non-refundable fee must accompany the application (fee applicable as published in tuitions and fees)

In to process an application, the following minimum documents are required:

• Application, Curriculum Vitae (resume), official transcript from previous institutions, Certificate of No Penal Record, and letter of recommendation from the Director of faculty of his/her former program.
• Approval from Admission’s Office and authorization from Vice President of Academic Affairs is required to register.
• Clinical courses require authorization from the Program Director or department chair.

A non-degree seeking student will not earn a certificate or degree from PHSU-ST. LOUIS, but can take courses for a grade, earn credits and receive an official academic record.

NDS students may enroll in graduate-level courses. It is advisable that the applicant contact the department(s) offering courses of interest to ensure that their courses are available to non-degree seeking students.

Extended Education Application will pay the corresponding cost per credit for personal and professional growth. In addition, a library fee must be paid. The institution reserves the right to increase the tuition or other fees as deemed necessary. Tuition and fees must be paid on or before registration. All fees and charges are payable in US currency.

All inquiries and application for admission should be addressed to the: Admission Office, Ponce Health Sciences University, 2351 Market Street, St. Louis, MO 63103, phone: 314-499-6806.

The ND seeking students will not be eligible for financial aid. They must comply with the institutional norms and regulations. Each Program will provide a list of courses available for the ND extended education candidates.

Independent Study Courses

Independent study courses are designed to give flexibility to academic programming and to allow students to complete academic requirements under special conditions in addition to special course offerings. These special conditions include but are not limited to:

1. Availability of the professor.
2. The student requires the course to comply with his/her program sequence or for graduation, and the course is not being offered or the session is closed.
3. Inability to attend classes due to health reasons or other extenuating circumstances as approved by the Associate Dean and Director.

Special Restrictions that Apply
Any student will, with the recommendation of their academic advisor, and the professor and Program Director’s approval, enroll in independent studies for a maximum of nine (9) credit hours of the total credit hours required for graduation. Students must have completed 18 credits before requesting independent studies.

The following guidelines govern all independent study courses:

1. Only theoretical courses will be taken as independent studies.
2. No clinical, research or courses requiring a lab can be taken as independent study.
3. An independent study course will not exceed one academic semester/trimester. The student will not, in a given semester/trimester, take more than two independent study courses.
4. Courses being offered during the same session will not be taken as independent studies unless authorized by the Program Director.
5. During the session in which the student is enrolled in an independent studies course, the student must be registered in the institution as a regular student.
6. Under no circumstances will independent studies be authorized to students who have previously obtained a grade of “C” or lower in the same course.
7. The registration fees for independent study are the same as for regular courses.
8. An independent study course complies with the following required course regulations:
   1. The grade for the course is due at the end of the regular session.
   2. Registration for the course is during the regular registration period.
   3. The student is required to take a written examination and/or additional requirements as approved by the professor.
   4. The independent study course is based on the official syllabus.
9. The procedure for registering for an independent study course is:
   1. The student must receive a clearance from the Registrar and the Program Director.
   2. The student must obtain signed permission from the professor who will teach the course.
   3. The permission form is then administratively forwarded to the Program Director who finally approves all independent study.
   4. A student/professor agreement form must be filled out and signed at the Registrar’s Office.
   5. A session registration form must be completed with the Registrar.

Student Promotions Policy

The mechanism accepted by the Ponce Health Sciences University for the promotion, suspension, or dismissal of a student is described below. For practical purposes, the process will be divided according to the level of decision: Academic Department, Promotions Committee, corresponding Dean or Director, and Vice President of Academic Affairs or Delegate.

Department Level

Every department will establish a mechanism of student evaluation following the institutional policies. It is the responsibility of the Program Director to assess the academic, behavioral (attitudinal) and ethical performance of students. Pertinent information, evaluations, and observations about students must be documented each semester.

A program representative, typically the Department Director, must take immediate action upon a marginal or failing performance by notifying the student with a letter of Academic Concern. The student should be allowed to provide an explanation as to the reasons for poor performance. Students in need of special help must be referred immediately to the Office of Student Success, who will try to identify the prevailing problem, provide help, or refer the student to whomever is needed for help.

Efforts will be made by each program or department to report regular examination grades within four (4) working days after the examinations. This is extremely important in order for the Promotion Committee to do its work on time.

Promotions Committee Level

A standing committee will evaluate student performance as they progress through each academic year and is empowered to act in case of poor academic progress or unacceptable behavior or attitudes.

The committee will analyze the information received from the programs or departments, and at its discretion will obtain the students’ version of the situation.

After each evaluation, the members of the Committee will determine the action they understand is the most suitable for each specific case. To do so they will follow the “Guidelines for Student Promotion” and the Satisfactory Academic Progress (SAP) policy of each academic program.

Program Level

The chair of the Promotions Committee will refer its decision to the corresponding dean or his/her delegate. The corresponding dean or delegate will notify the student about the action of the committee and remind him/her about the right to appeal.

Students notified that they are to repeat course(s), the whole year, or to be dismissed, have the right to appeal to the Dean of the School within five working days after receiving the notification.

Guidelines for Student Promotion

The faculty of Ponce Health Sciences University have the responsibility to ensure that students perform in a manner consistent with the appropriate standards of scholarship and professional behavior. Students who do not meet these standards will be dismissed from PHSU, but they will be evaluated fairly and consistently. Decisions affecting student status are delegated by the Vice President of Academic Affairs to the Student Promotions Committee (SPC).

Students not performing satisfactorily will:

1. Be notified in writing by the appropriate course instructor of their substandard performance and will be asked to schedule a meeting to develop a plan to improve their academic performance.
2. Receive communications from the Promotions Committee in the form of:
   Academic Probation or Dismissal - This will be sent as a result of earning a final grade of “F”in one or more courses. A student receiving a final grade of “F” in a single course must be re-examined in that course before promotion. The letter will indicate that promotion to the next academic year can only occur after remediation of the deficiency. Remediation will be through a mechanism acceptable to the department and will be given only once, prior to the start of the next academic year. This shall take precedence over any other summer plans a student will have made. A student receiving two or more final “F’s” will be considered for either repetition of the courses failed, the entire year, or dismissal.

The Promotions Committee shall also consider reports relating to attitude, integrity and ethical conduct. On the basis of such reports, the committee will issue a letter of concern or a letter of warning; determine that the student be placed on non-academic probation; or recommend to the Dean of the School that the case be investigated and considered for possible disciplinary action, which will include dismissal.

The same process will be followed in accordance with due process in cases of unacceptable attitudes or behavior. Program faculty will document the facts and the dean or program director will refer them to the Promotions Committee. If the decision is to dismiss the student, the student has the right to the appeal process.

Appeal Process

Students may be dismissed from the program for academic or professional issues. Students notified that they are to be dismissed have the right to appeal the case within five working days after receiving the notification. The first appeal is to the Promotions Committee. If that appeal does not resolve the concerns, the student can then appeal to the Dean of the School.

Due Process

The corresponding dean or delegate evaluates the appeal and the student’s academic record. Rejection of the appeal by the dean or delegate is final. If the case does not merit dismissal, the dean or delegate can overturn the decision. If the dean has reasonable doubt about the student’s capacity or academic record, he/she can appoint a three-member Ad Hoc committee to re-evaluate all evidence.

The Ad Hoc committee will notify the student in writing of the date and time when the case will be heard. Following the student presentation, the committee has forty-eight (48) hours to submit their recommendations to the dean. The dean will consider the Ad Hoc committee recommendations and make the final decision within forty-eight (48) hours.

All decisions, favorable or unfavorable, will be reported to the student in writing. All decisions by the dean are final.

Academic Integrity

Ponce Health Sciences University subscribes to the principle of Academic Integrity or Academic Honesty: Any type of academic dishonesty by students or faculty is unacceptable behavior at Ponce Health Sciences University. Two specific forms of academic dishonesty are cheating and plagiarism. The following sections describe Ponce Health Sciences University’s official policy in relation to these two forms of academic dishonesty.

Cheating

Cheating is defined by the Merriam-Webster Dictionary as: to get something by dishonesty or deception. Cheating suggests using trickery that escapes observation. In an academic setting cheating usually refers to obtaining or sharing information using deception during examinations or other academic assignments.

Ponce Health Sciences University will enforce compliance with academic integrity and professional behavior. Any student that cheats on any examination may be subject to disciplinary action, including dismissal from the institution. Department faculty, chairpersons, and program directors must ensure that appropriate supervision is available for all examinations. Faculty members have the primary responsibility of ensuring the security and supervision of their examination.

Any type of communication among students during examination is strictly prohibited. All pagers and cellular phones must be turned off and must remain off throughout the examination. It is prohibited to use any unauthorized electronic devices.

Ponce Health Sciences University recognizes that it may be difficult in some cases to prove with certainty whether a certain behavior is sufficient evidence of cheating. The following behaviors during an examination could be considered evidence of cheating:

• Looking at another person’s examination.
• Talking to another student during an examination.
• Consulting notes or materials, including use of electronic devices, not specifically authorized by the instructor during an examination.
• Employing a surrogate to take an examination.
• Falsifying a signature or misrepresenting someone on attendance sheets for a class, examination, or any compulsory didactic activity.
• Stealing a test or any other material.
• Engaging in any act that a reasonable person would conclude, when informed of the evidence, to be a dishonest means of obtaining information.

Any student exhibiting behavior consistent with cheating during an examination will be reported to the Associate Dean of Academic Affairs. This person will evaluate the evidence and if found sufficient, will inform the Dean of Enrollment Management and Student Success. They will investigate the incident and if cheating is proven, the student will be referred to the Student Promotions Committee or the Associate Dean of Academic Affairs with a recommendation for dismissal from Ponce Health Sciences University.

Plagiarism

Plagiarism is defined by the Random House Webster Dictionary (1997) as: the unauthorized use of the language and thoughts of another author and the representation of them as one’s own. Ponce Health Sciences University considers such behavior as unacceptable from any person in the academic community. Behaviors that are considered examples of plagiarism include:

• Appropriating ideas by another author as the presenter’s original ideas.
• Copying word by word the work of another person without due citation.
• Downloading information from the internet and presenting it as original work.
• Presenting work as the result of the presenter’s independent effort without acknowledging the contribution of co-authors or collaborators.
• Taking a report or work done by another person (or purchasing it from internet or other sources) and presenting it as his/her own.
• Any other action in which people are led to believe that what is presented is an original work when it is not.

Informal Procedure of Intervention with Alleged Plagiarism
Ponce Health Sciences University recognizes that in some occasions, people unknowingly engage in conducts which could be defined as plagiarism. The Institution encourages an informal approach to resolving concerns about plagiarism. In the case that a faculty member observes conduct of alleged plagiarism in a student or other faculty member, an informal discussion about the problem may resolve and clarify the issue. This will be the first step and will be initiated by the person observing the conduct. Every attempt should be made to respect the rights of the alleged violator.

Formal Procedure of Intervention with Alleged Plagiarism
A formal procedure occurs when a faculty member and a student or member of the academic community who allegedly engaged in plagiarism are unable to reach agreement on the alleged violation and resolution, or when the faculty member believes that the alleged violation is so serious as to warrant a formal proceeding.

If a member of the academic community decides to make a formal allegation of plagiarism by a student or other member of the academic community, she or he will make a written report to the Associate Dean of Academic Affairs. This person will evaluate the evidence and if found sufficient, will inform the Dean of Enrollment Management and Student Success. They will investigate the incident and if plagiarism is proven, the guilty person will be subject to disciplinary action which will depend on the seriousness of the violation and the particular situation in which the event occurred.

Possible actions include one or more of the following:

1. A note or letter placed in the individual’s record.
2. Requirement to complete an alternative assignment or examination.
3. Repetition of a course.
4. A failing grade for an assignment.
5. A failing grade for a course.
6. Dismissal from Ponce Health Sciences University.
7. Any other disciplinary action exposed in the Offenses and Sanctions PHSU Policy.

Self-plagiarism is another undesirable practice in the academic environment. In self-plagiarism a person presents as new a piece of work that has already been presented for other purposes. In the sciences, self-plagiarism generally refers to the practice of submitting an article or presentation with the same data to more than one journal or scientific forum. The new article or presentation may differ only slightly from the original by changes to the title, format or order of the authors.

Ponce Health Sciences University encourages an informal approach as described previously to resolve concerns about self-plagiarism.

Any student or member of the PHSU academic community who has been subjected to a disciplinary action because of cheating or plagiarism has the right to appeal the decision. This appeal will be done according to the regular Due Process Policy of Ponce Health Sciences University.

Honor Code

In the pursuit for academic, personal, and professional excellence, every student follows an Honor Code which delineates PHSU-ST. LOUIS’s standards of conduct and the student’s commitment to such principles.

Preamble

In their pursuit for academic, personal, and professional excellence, students of Ponce Health Sciences University have adopted this Honor Code. The principles of this Honor Code are intended to aid students in maintaining a high level of ethical conduct in concordance with the educational philosophy of our institution. These are standards to enable students to determine the propriety of their conduct in relation to peers, members of the faculty, administration, and patients.

Principles

• Students have the responsibility to uphold and maintain the highest degree of personal and professional integrity.
• Students are encouraged to seek appropriate counsel if deemed necessary.
• Ethical growth should be coincident with academic growth among the student body.
• To evidence the need to combine personal honor with communal responsibility the following precepts are specifically, but not exclusively, expected to guide the conduct of each member of the Ponce Health Science University student body:
  • Each student must work independently and honestly on all examinations.
  • Plagiarism is considered a major ethical offense.
  • Each student will be trustful and dutiful in carrying out clinical and academic responsibilities.
• The success of the Honor Code depends on the personal integrity, mutual trust, and cooperation of all members of the Ponce Health Sciences University community: students, faculty and administration.

Reporting

A student or faculty member who observes or suspects a violation of the Honor Code shall submit a written report of the incident to the Dean of Enrollment Management & Student Success or Associate Dean for Academic Affairs. That representative will deliver the report of the incident to the Campus Director who will authorize an investigation. The Campus Director will appoint two investigators from Ponce Health Sciences University who will notify the accused student of the alleged violation, his/her rights, and the date of the Promotion Committee hearing. All suspected violations would be heard at the Promotion Committee.

Due Process

A student charged with violating this code is guaranteed the following safeguards:

• The student must be informed in writing of any charges at least 48 hours before the case is heard by the Promotion Committee.
• The student has the option of being excused from any tests, assignments, or examinations for a period of no longer than two days before or after the meeting of the Promotion Committee.
• The student has the right to be represented by counsel of his/her choosing at the Promotion Committee hearing.
• The student has the right to present witnesses at the Promotion Committee hearing.
• The student has the right to confront the accusers and to cross-examine any witnesses at the Promotion Committee.
• The student has the right to examine any evidence prior to the Promotion Committee hearing.
• All records of prior social or academic infractions having no direct bearing on the present charges shall be excluded from evidence.
• The student has the right, in the event of a not guilty verdict, to request that this finding be made public.

Sanctions

The following actions will be taken against a student who is found guilty of a violation of the Honor Code:

1. Reprimands such as: warning letter, verbal, or written admonition, place a letter with findings of violation in the formal academic record.
2. Probation: Any probation rendered by Promotion Committee shall be entered into the student’s academic record, but shall be removed upon the defendant’s graduation.
3. Failure of Course: The Promotion Committee will recommend to the Vice President of Academic Affairs of Ponce Health Sciences University and subject to his/her final authority, that a student be given a failing mark in a course connected to the Honor Code violation.
4. Suspension: The student will be suspended for a minimum of one academic semester/trimester, and this will be entered permanently in the School academic record. The conditions for reintegration shall be stated in the order of suspension and must at least require the repetition of the academic semester in which the violations(s) occurred.
5. Expulsion: Permanent dismissal from Ponce Health Sciences University.

A combination of the above penalties deemed appropriate by majority vote of the Promotion Committee based on the severity of the infraction, past academic and other performance of the student, the student’s attitude, and the student’s potential for future performance.

Appealing (Due Process)

The Campus Director will evaluate the appeal and the investigation report. Rejection of the appeal by the Campus Director is final. However, the Campus Director may overturn the decision. If the Campus Director has a reasonable doubt, about the student’s allegation or the investigation, he/she can appoint an Ad Hoc Committee, comprised of members of the faculty, student body and administration to reevaluate all evidence.

The Ad Hoc committee will notify the student in writing of the date and time when the case will be heard. The Ad Hoc committee has the discretion to re-interview the persons involved if necessary. The committee has seven (7) working days to submit its report to the Campus Director. The Campus Director will receive the Ad Hoc committee recommendations and make the final decision within forty-eight (48) hours.

All decisions, favorable or unfavorable, will be reported to the student in writing. All decisions made by the Campus Director will be final.

Reasonable Accommodation

Ponce Health Sciences University (PHSU-ST. LOUIS) is an institution of higher education that is committed to the well-being of the students in all aspects of their life. Our purpose is to provide services to students in accordance with the “Americans with Disabilities Act of 1990” which includes changes made by the ADA Amendments Act of 2008, which became effective on January 1, 2009. Also, in compliance with the Section 504 of the Rehabilitation Act 1973.

The Reasonable Accommodation Institutional Policy is a guideline to provide services based on these laws. All applicants accepted to PHSU-ST. LOUIS must be able to meet the technical standards (see recommendation for standard review) described in the PHSU-ST. LOUIS Admissions Policy. PHSU-ST. LOUIS is not required to modify its admissions requirements for applicants with disabilities if the prospective students are unable to meet them.

Accepted candidates that need special accommodations are responsible for contacting the Office of Academic Affairs; it is the student’s responsibility to make their condition known to PHSU-ST. LOUIS designated officials and to seek out assistance. The impairment must be one that substantially limits a major life activity. If you have, a psychological disability or medical condition that you believe requires modification to the standards conditions, apply for accommodations.

Purpose

To ensure equal opportunities with disabilities in both academic and clinical settings, providing services and support for maximizing their capabilities.

Definitions

Disability: “Physical or mental impairment that substantially limits one or more major life activities, a record of such an impairment, or perceived as having such an impairment.” (ADA, 2008).

Major Life Activities: “include, but are not limited to, caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, and working.” (ADA, 2008).

Reasonable Accommodation: “Modifications or adjustments to the tasks, environment or to the way things are usually done that enable individuals with disabilities to have an equal opportunity to participate in an academic program or a job.” (U.S. Department of Education, 2007).

Qualified Individual with a Disability: “A person with disability who satisfies the requisite skill, experience, education, and other job-related requirement of the desired or held employment position and who, with or without reasonable accommodation, can perform the essential functions of the position that such individual holds or desires.” (ADA, 2008).

Assistive Technology: All types of equipment and support services technology that can enable equitable access that includes equipment created, adapted or modified to be used by a student with qualified impediment to maintain, improve, or increase their capabilities functional.

Reasonable Accommodation Procedure

Students with disabilities who wish to request reasonable accommodation must comply with the following:

Reasonable Accommodation Application for the First Time

• Complete Reasonable Accommodation Request Form and Certification of Disability form, which is available from the Associate Dean of Academic Affairs and the Dean of Enrollment Management and Student Success. **Students must submit the application and supporting documentation on or before the deadlines established: Fall term is August 31 and during the Spring term is January 31. For MSMS Online students: Fall term is September 30, Spring term is January 31 and the Summer term is May 30.**
• With the application, the student must include any medical, psychological or other relevant evidence that reflects the student’s disability and the current functional limitations. Documentation must be recent, shall not be more than six months prior to the date, or the request for accommodation and/or the date received by the Office of Academic Affairs. (Please, refer below to each condition individually for specific documentation requirements.)
• Evaluations performed by family members or friends are not acceptable.
• The healthcare provider should make recommendations suitable to a professional health science program setting.
• Include evidence of prior reasonable accommodations, if any.
• Must coordinate an interview with the Rehabilitation Counselor to evaluate the student’s needs.
• It is the responsibility of the student with a disability to request the accommodation with enough time in advance for the Reasonable Accommodation Committee to evaluate their request and submit the recommendations. The Committee will be evaluated within five (5) working days of receiving the request once the case is already accepted (admitted) into the program. The effective date of the accommodation will usually take one to four weeks if all the required information is provided, but this may vary according to the period necessary to evaluate and implement the accommodation.
• Once the Reasonable Accommodation Committee submits their recommendations, the Office of the Vice President of Academic Affairs will notify the student, the Associate Dean, School of Medicine (St. Louis) or Director of Clinical Psychology, and the professors about the accommodations recommended no more than 5 working days after receiving said recommendation.
• For learning disabilities, attention deficit disorder, chronic illness, physical or sensory disabilities the accommodations will be valid for two years.
• For psychological disabilities, the accommodations will be valid for one year.
• A written notification with the approved accommodations and the effectiveness period will be sent to the student.

Guidelines for physical, visual, and other disabilities provided by organizations like the National Board of Medical Examiners, the Association of American Medical Colleges (AAMC) for the American Medical College Admission Test (MCAT), the Educational Testing Services (ETS), and other professional organizations will be revised during the determination.

The evaluation for reasonable accommodation is made once the student is admitted (accepted) into the academic program.

Renewal of Reasonable Accommodation

• At the beginning of each academic year, those students with an active reasonable accommodation must complete the Reasonable Accommodation Request Form again with the intention of renewing their approved accommodations, as well as requesting any modification, no later than August 31 (first semester) or January 31 (second semester). For MSMS Online students, no later than September 30 (fall trimester), January 31 (spring trimester), and May 30 (summer trimester). Students with accommodations with a 2-year effective period must complete the document near the end of the effective period. Students with active accommodations must also present evidence of participation in at least 2 contact hours of workshops, orientations, seminars, or webinars of topics related to their accommodation (betterment activities).
• The Reasonable Accommodation Committee reserves the right to request new evidence in cases if it is deemed necessary. In case of requested new documentation, the student can ask their healthcare provider for updated clinical reports. The professional may supplement the original report with a letter describing any changes since the previous report.
• The student must wait for the Committee to extend the accommodation.
• The student must coordinate a follow-up appointment with the Rehabilitation Counselor.

**The Reasonable Accommodation Committee will not be able to proceed with a recommendation until all required documents have been received.

PHSU-ST. LOUIS requires that the documentation come from a healthcare provider that has experience and expertise in the area related to the student’s disability.

Learning Disabilities and Attention Deficit Disorder

• Reports for Learning Disabilities and Attention Deficit Disorder should reflect the current functional limitations of the student and include the results of a battery of psychoeducational tests (psychoeducational or neuropsychological evaluation) designed to identify these impairments.
• In addition, a clinical summary must be provided. The summary must include recommendations of specific accommodations and assistive devices needed, and how they will reduce the impact of functional limitations.

Chronic Health, Physical, or Sensory Disabilities

• Reports for Chronic Health, Physical, or Sensory Disabilities should reflect the current impact of the diagnosed condition and should indicate the prognosis of the condition.
• The report must describe any current treatment plan and include any coexisting conditions or suspected.
• In addition, a clinical summary of assessment procedures used to make the diagnosis, history of disability, evaluation results, observations, and recommended accommodations.

Psychological Disabilities

• Reports for Psychological/Psychiatric Disabilities should include current functional limitations and how they interfere in the educational environment, as well as, the severity, symptoms, and prognosis.
• In addition, clinical summary of assessment procedures that were used to make the diagnosis, history of disability, evaluation results, observations, and recommended accommodations.
• Documentation should state medications or other treatments that can affect the student functioning.

Temporary Disabilities

PHSU-ST. LOUIS recognizes that individuals with temporary disabilities that are a result of injuries, surgery, or short-term medical illness may need access to services and resources similar to those with permanent disabilities. An expedited process is determined for these specific cases.

Students with temporary disability conditions that need assistance or modification in the academic setting must provide documentation from the healthcare provider to verify the nature of the condition, expected duration and describing the accommodation deemed necessary. If the anticipated recovery date is later postponed due to a change in the student’s recovery prognosis, an updated note from the provider should be requested and kept on file. This evidence must be presented to the Academic Affairs Office.

The student can talk with the professors about any accommodation necessary for the duration of the impairment. If the student needs other modifications, such as accessible parking, they can contact the Rehabilitation Counselor for the required process. Temporary services are determined on a case-by-case basis. The effective date for an accommodation will take one week or less if all the required information is provided, but this may vary according to the period necessary to evaluate and implement the accommodation.

Pregnancy

If medical complications from pregnancy arise, the student might become eligible for services under ADA law and can request accommodations under temporary disability.

Types of Accommodations

Accommodations provided must allow a student to get an opportunity to benefit from the education program equal to that of nondisabled students. Accommodations that are not considered reasonable because they impose extraordinary difficulty or burden on the institution or require fundamental changes of academic standards or coursework may be declined. The professor is not obliged to offer reasonable modifications until he/she receives the written recommendations from the Office of Academic Affairs.

PHSU-ST. LOUIS Reasonable Accommodations include but are not limited to the following:

1. Didactic (classroom), exams, and labs setting

• Additional time for exams
• Breaks during class/exams
• Reduced distraction environment
• Enlarged print
• Priority seating
• Special seating
• Alternative format test
• Assistive technology (recording device, iPad, personal laptop, calculator, etc.)

2. Clinical setting

• Scheduling vacation (time-off for disability-related appointments, absences)

3. Clinical skills exams

• Additional time for patient encounters (depends on the purpose of the assessment and the barriers experienced)
• Additional time for case or patient notes (depends on the purpose of the assessment and the barriers experienced)
• Reduced distraction environment

4. Physical accessibility

• Elevator
• Accessible parking
• Ramps

Licensing, Certification and Board Exams

These exams are a critical part of a professional’s advancement and require additional steps for student with disabilities requesting accommodations. The student must visit the official exam webpage for the guidelines and requirements for each individual exam. If you need help, you can schedule an appointment with the Rehabilitation Counselor of PHSU-ST. LOUIS. Being a Reasonable Accommodation participant at PHSU-ST. LOUIS does not guarantee approval of accommodations in external entities coordinating licensing, certifications, or Board Exams.

Rights and Responsibilities

1. Student
   1. Rights
      1. An equal opportunity to access the courses, programs, services, and activities at the university
      2. Request reasonable accommodations, academic adjustments, or services
      3. Confidentiality of information regarding disabilities, except as disclosures are required or permitted by law.
   2. Responsibilities
      1. Self-Identification as student with disability
      2. Submit required documentation
      3. Request accommodation
      4. Meet the technical standards of the program; and the academics and institutional requirements
      5. Contact the Rehabilitation Counselor if the modifications are not being implemented
      6. Follow procedures for requesting and maintaining accommodations
      7. If changes occur in the condition or functional status, the student will be responsible for bringing properly updated Certification of Disability and recommendations by the specialist for the academic scenario.
2. University
   1. Rights
      1. Request and receive current documentation about disability
      2. Suggesting appropriate accommodation upon documentation submitted
      3. Deny any accommodation that fundamentally alters a course, program, or activity
   2. Responsibilities
      1. Keep a student record and guarantee the law provided confidentially to its documents and information
      2. Determine accommodations
      3. Assist with the implementation of the reasonable accommodation
      4. Assist student when implementations are not properly implemented
      5. Follow-up with students with disabilities

Confidentiality

The ADA and Section 504 prohibits the unlawful disclosure and use of information concerning and individual’s disability. The student disability records will be kept separate from the student’s academic records.

Grievance and Reclamations

If the student disagrees with the recommended accommodations, he/she may appeal the decision in writing to the Reasonable Accommodation Committee within 5 working days. If the reasonable accommodation committee reaffirms an adverse decision, the student may appeal to the Vice President of Academic Affairs on or before five (5) working days.

The Vice President of Academic Affairs may appoint an Ad-Hoc Committee of three members to review the case. The Ad-Hoc committee will provide a recommendation in a 48-hour time frame after its appointment. The Vice President of Academic Affairs may accept or deny the recommendations. Decisions by the Vice President of Academic Affairs are final.

Disclosures

The Reasonable Accommodation Policy and other institutional policies can be found in the PHSU-ST. LOUIS Catalog. The PHSU-ST. LOUIS community can access these documents from the PHSU-ST. LOUIS website.,

Information and Community Support Services

PHSU encourages all students with disabilities, regardless of accommodation factors, to obtain information, support and counseling, both on and off campus. Information, support and advice are available at both the St. Louis location and the main campus in Ponce. for anyone in the PHSU-ST. LOUIS community.

Military Students

Military Leave

The purpose of this policy is to establish the definition, policy and process for students requesting a Military Leave at Ponce Health Sciences University.

This policy applies to all students at PSHU. The Dean of Enrollment Management and Student Success, Registrar, Financial Aid Manager and the Associate Dean of Academic Affairs have the authority to review and approve a military leave.

Military Leave is defined as an authorized temporary interruption of a student’s program of studies due to a call into active military service.

Ponce Health Sciences University (PHSU) supports its students who are members of a military reserve unit or the National Guard and are called into active military service by the United States. To assist them as well as protect and safeguard their status as PHSU students, the University has adopted the following guidelines:

• A student in good standing should immediately file a written request for a Military Leave with the Associate Dean of Academic Affairs with a copy of the military orders. All documentation must be delivered to the Office of the Registrar.
• A Military Leave will be granted for the term of service stipulated in the military orders. Any request to extend the Military Leave, should service require more than the period stipulated in the original orders, will be processed once official documentation from the student’s branch of service is received by the Registrar and a written extension request is submitted by the student. To facilitate the return process, the Associate Dean’s Office will notify the Registrar, so the student’s record will be flagged as Military Leave.
• The student will receive a full refund of tuition and fees paid to PHSU if the request for a Military Leave is filed prior to the last day to drop classes.
• The student will have a choice of three options if the request for a Military Leave is received after the last day to drop classes:

1. A full refund of tuition and fees, no credit awarded for work completed during the semester.
2. An Incomplete grade in all courses with the right to complete all coursework at a future date without further payment of tuition or fees and a designation that the incomplete was incurred due to active military service. A student returning from Military Leave will have one Academic Year to complete their incomplete coursework once he/she is re-enrolled.
3. A grade in each course, if the professor of each class believes sufficient work has been completed.
4. Options B & C may be combined should circumstances warrant.

Student benefits (disability insurance, etc.) will be terminated on the date of withdrawal. For a refund of a pro-rata portion of any premium paid for disability insurance coverage, the student is required to provide a written request for a refund to the insurance carrier as provided in the certificate of coverage. Please contact the Dean of Enrollment Management and Student Success for information.

All applicable financial aid awards will be refunded to the appropriate agencies, and repayments of federal student loans will be calculated in accordance with federal guidelines.

Students on Military Leave will be required to return university property, such as university computer equipment, library books, laboratory equipment, etc. in order to receive a refund or re- enroll.

Re-Enrollment From Military Leave

A student returning from Military Leave shall be guaranteed a place in a class at the beginning of the semester in which they seek to re-enroll.

If a student elected to take an incomplete in a course, upon re-enrollment the student should follow PHSU policies and regulations regarding the processing of incomplete coursework as applicable to their course of study. The Office of Enrollment Management and Student Success and the Office of the Registrar will give the student a proper orientation. If the course is no longer offered, or if the faculty member is no longer with the Institution, the returning student will receive a full tuition credit for a replacement course and the possibility of co-validation of coursework with current PHSU offerings will be considered.

A policy cannot address every circumstance that may arise when students are called to active duty. A student should consult with the Dean of Enrollment Management and Student Success and the Office of the Registrar. Appeals of a decision may be made to the Associate Dean of Academic Affairs.

Grievance Policy

Any student has the right to submit to the Dean of Enrollment Management and Student Success a written report of a concern or complaint of any violation of PHSU policies, including PHSU nondiscrimination policies, and/or professional ethics without any retribution or consequences.

Violation to PHSU regulations will not be tolerated. Verbal, psychological, or physical abuse such as speaking insultingly, engaging in schemes to undermine the self-esteem of the person; or any discriminatory practices or adverse activity will not be tolerated.

Procedure

Any member of the academic community is expected to report any incident of abuse or violation of PHSU policies. The incident should be reported to the Dean of Enrollment Management and Student Success or designee.

The Dean of Enrollment Management and Student Success or designee will gather all pertinent information on reported cases. Early communication and intervention will lead to the resolution of the incident.

If the incident is resolved, no further action will be taken. A description of the incident must be in writing. The report of a resolved incident will contain the description of the action plan followed. A follow up on the incident will be made within six or eight weeks to ensure that there has been no retribution.

If the incident is not resolved, the Dean of Enrollment Management and Student Success will appoint three members to an Investigation Committee to re-evaluate the case. All parties involved will be informed of the composition of the committee and will have the opportunity to present any disagreement on the membership of the committee and the reasons for the challenge. If necessary; the School’s legal counsel will be notified of the case and will be kept informed of the progress of the investigation. The Investigation Committee will review the information and make a recommendation to the Dean of Enrollment Management and Student Success for further action. The Dean of Enrollment Management and Student Success will inform the student of the decision. The whole process should be addressed within three months.

After receiving the notification by the Dean of Enrollment Management and Student Success, the student has the right to appeal the decision in writing to the Campus Director within seven working days.

The appeal or due process presented below must be followed.

Appealing (Due Process)

The Campus Director will evaluate the appeal and the investigation report. Rejection of the appeal by the Campus Director is final. However, the Campus Director may overturn the decision. If the Campus Director has a reasonable doubt, about the student’s allegation or the investigation, he/she can appoint an Ad Hoc Committee, comprised of members of the faculty, student body and administration to reevaluate all evidence.

The Ad Hoc committee will notify the student in writing of the date and time when the case will be heard. The Ad Hoc committee has the discretion to re-interview the persons involved if necessary. The committee has seven (7) working days to submit its report to the Campus Director. The Campus Director will receive the Ad Hoc committee recommendations and make the final decision within forty-eight (48) hours.

All decisions, favorable or unfavorable, will be reported to the student in writing. All decisions made by the Campus Director will be final.

Immunization Policy

This policy establishes guidelines for the immunization requirements by program, based on the recommended CDC guidelines.

Ponce Health Sciences University (PHSU) adheres to the CDC norms on adult and health care worker’s immunization.

Immunization requirements may vary according to the student program and based on the recommendations of the Centers of Disease Control (CDC). International students must present the evidence of immunization expedited in their country of origin to the State Health Department to obtain an immunization registry document. In addition, students must present evidence of Covid-19 Vaccinations.

Medical Students are required to have the following immunizations:

1. Tdap booster
2. MMR (2 doses)
3. Hepatitis B (3 doses)
4. Varicella (2 doses)
5. Polio (if under 21 years old)
6. Covid-19 (3 doses)
7. Flu Shot (annual dose)

Students in other programs should comply with the requirements of their practicums, internships, etc.

Exemptions for Vaccination

The Missouri Department of Health and Senior services under ruling 19 CSR 20-28.010 allows exemptions to the immunization requirements due to religious or health reasons, including catastrophic diseases and pregnancy. In these cases, the student must complete an Immunization Exemption Form that must be certified by a physician and/or attorney, depending on the reasons for exemptions.

No exemptions will be allowed in the Medical, these students must comply with the CDC regulations for health professionals.

Sanctions

Students applying for admissions must adhere to the immunization policy. Not complying with the immunization requirements may be cause for revoking an acceptance to a PHSU program.

All students who are not in compliance with the immunization’s requirements may be barred from participation in clinical activities at the discretion of each program Dean. Students with missing vaccination documents have the following options:

1. Present titers of antibodies for the required vaccines. A student with negative titers is recommended to undergo immunizations.
2. Students who decide not to undergo immunization due to religion, pregnancy or health reasons must present a notarized document certifying the above reasons for declining immunization. Students enrolling in healthcare programs must submit to the immunizations requirements and will not be able to continue in the program unless they present the required evidence. PHSU will not be responsible for the denial of access to clinical centers, internships, practices and other activities regulated by third parties, especially if compliance with immunization requirements is part of the policies of said institution. The student is responsible for complying with all PHSU institutional policies and all the policies of the clinical and practicum sites.

Students in non-compliance will be submitted to the sanctions describe in this policy and may be submitted to additional sanctions as described in the Student Handbook.