Updated August 2026
The University at Buffalo School of Dental Medicine reserves the right to make changes in programs, policy and regulations as needed subsequent to the publication of this handbook.
The University at Buffalo (UB) School of Dental Medicine sponsors several Advanced Education programs. These include University and Graduate Medical Education (GME) clinical and certificate programs as well as Master’s (MS) and Doctoral (PhD) programs. The university-based certificate, MS, and PhD programs follow the policies of the School of Dental Medicine (SDM) and The Graduate School. The GME programs follow the policies of the SDM and those developed by the Graduate Medical Education Office. Many of the policies in this handbook supplement other existing policies.
School of Dental Medicine Advanced Education Programs (University based certificate, MS, and PhD):
School of Dental Medicine Advanced Education Program Administered Through the Graduate Medical Education (GME) Office:
The term “student” includes A- Any individual enrolled in the SUNY at Buffalo School of Dental Medicine Doctor of Dental Surgery (DDS) program; and B- Any individual enrolled in a SUNY at Buffalo School of Dental Medicine Advanced Education certificate program that is NOT supported by Graduate Medical Education (Endodontics, Oral and Maxillofacial Pathology, Orthodontics, Periodontics, Prosthodontics and Orofacial Pain); and C- Any individual enrolled in a SUNY at Buffalo School of Dental Medicine Master of Science (MS) program (Biomaterials, Oral Sciences, Orthodontics) or Doctor of Philosophy (PhD) program (Oral Biology).
The term “resident” includes A- any individual enrolled in a SUNY at Buffalo School of Dental Medicine Advanced Education program that is supported by Graduate Medical Education (Pediatric Dentistry); and B- any individual enrolled in a SUNY at Buffalo School of Dental Medicine Advanced Education program that is stipend-supported (Advanced Education in General Dentistry).
Because both “student” and “resident” refer to individuals in Advanced Education programs, the term “student/resident” is frequently used to refer to the group as a whole.
University and Dental School photo identification cards are issued to each new dental student and resident. All students/residents, faculty and staff are required to wear their UB SDM ID card at all times while in Squire Hall or the Biomedical Research Building (BRB). UB ID cards are required for admittance to University at Buffalo facilities and events and for access to the Clinic Management System. A replacement fee is charged for lost cards. Dental School ID card replacements may be obtained by visiting 1 Diefendorf or 1 Capen.
The SDM computer lab is located in the basement of Squire Hall (B-1G). The facility has Mac and IBM-compatible computers and a printer, and is designed to allow students to do clinical management as well as basic computing tasks as needed. The room is accessible by UBCard swipe card during all Squire Hall open hours. Contact the Office of Information Resources (716-829-2056) for more information.
A UBITName is a digital identity issued to a person affiliated with the University and provides access to University at Buffalo Information Technology (UBIT) services. The UBITName and password provide access to many vital online services, including MyUB and UB Learns.
Students/residents are assigned email accounts, connected to the UBITName, when they begin at the University. Email is one of UB's core internal and external communication methods. It is essential that students/residents establish and maintain their UB email; if another email system is preferred, students/residents must set a forwarding address so information about university announcement and official business are received in a timely manner. All information sent to the University email address is considered to reach the student/resident and they are responsible to read the information.
The use of cell phones is not allowed in dental classrooms, clinics or laboratories due to their disruptive nature. Students/residents found using cell phones in these settings may be subject to disciplinary proceedings.
Students should only park in student -designated lots. Students illegally displaying patient parking permits and parking in patient designated parking areas during regular patient hours may be ticketed, towed or lose clinic privileges or other sanctions. For additional information regarding policies, please call the University Office of Campus Parking and Transportation Services at 645-2516 or visit their website at www.ub-parking.buffalo.edu.
Students/residents planning to park on campus after midnight should visit UB’s Overnight parking web page for details on permitted lots and designated areas where overnight parking is permitted. Students/residents are advised to sign up for UB Alerts to receive parking details during inclement weather.
Students in clinical programs and involved in direct patient care are subject to health requirements required of all UB students and of health majors. These may be found on UB’s Immunization and Health Requirements web page. Masters and PhD only students who are not in the dental clinics and are not involved in direct patient care, are required to meet Student Health requirements for all non-health major UB students.
The deadline for all new, incoming students/residents to submit required health documentation is July 1 for AEGD, Endodontics, Orthodontics, Pediatric Dentistry, and Prosthodontics. The deadline for Biomaterials, Oral Pathology, Oral Biology, Oral Sciences, Periodontics, and Orofacial Pain students is August 1.
Continuing students in Endodontics, Oral and Maxillofacial Pathology, Orthodontics, Periodontics, Prosthodontics, and TMD and Orofacial Pain must complete the annual immunization review form for Student Health Services by August 1st each year. Details on the annual immunization review form can be found on the Annual Immunization Review Form web page.
Incoming AEGD residents must submit a health form to the School of Dental Medicine prior to starting their program. GME residents must provide any records or forms required by the Graduate Medical Education office. Requirements can be found on the GME Resident Occupational Health Policy web page.
Additionally, Basic Life Support (BLS) is required for clinical students/residents who are or will be involved in direct patient care. This must be completed before students/residents start their program and may not expire before program completion. It is the responsibility of the student/resident to be aware of their expiration date, take a course before their BLS expires, and upload a copy of their new/current BLS card to the SDM Post-Doc Compliance UBLearns course. Additional trainings are required before students/residents start their program. These requirements are outlined in Appendix C.
Any student/resident who fails to complete the health requirements and BLS training will not have clinic access until compliant. Students may also receive an account check-stop or hold, which prevents course registration. The check-stop or hold is removed once the student submits documentation that verifies compliance.
The Student Health Center is located at 4350 Maple Road in Buffalo and is open to all currently registered students. Student Health Services provides medical care to registered UB students. Examples of services include: annual physical exams, sexual health consultations, in-house lab, travel medicine, and more. For more information on services, making appointments, or after hours care, visit the Student Health Services web page.
The University offers free, voluntary and confidential services to currently registered students. Services include individual, group, couples, and crisis counseling as well as drug and alcohol counseling on both north and south campuses. For more information, visit UB’s Counseling Services web page.
The University at Buffalo School of Dental Medicine is committed to ensuring equal access to its programs and activities and adheres to the University at Buffalo's Notice of Non-discrimination. Visit https://www.buffalo.edu/equity.html to read the entire notice.
Title IX prohibits discrimination on the basis of sex in any educational program or activity that receives federal financial assistance. Everyone has a right to equal access under Title IX, regardless of sex, gender, sexual orientation, or gender identity. Visit UB’s Title IX web page for information on protections, regulations and how to report discrimination.
It is important to note that behavior in classroom/clinic may fall short of the legal standard for sexual harassment but still may be addressed as unprofessional and/or inappropriate. For additional information and directions on how to report adverse incidents, please visit the School of Dental Medicine Office of Equity, Diversity and Inclusion web page. Information and services can also be accessed via UB’s Equity, Diversity and Inclusion website.
UB is committed to ensuring a welcoming and safe environment for all members of the UB community inclusive of our LGBTQ students/residents. If you are experiencing behavior that is causing you to be uncomfortable in class/clinic or anywhere else on campus, please visit UB’s LGBTQ Information and Support web page for resources and information on how to report discrimination.
Students/residents who require classroom or testing accommodations due to a disability must contact the office of Accessibility Resources by phone at (716) 645-2608 or email at stu-accessibility@buffalo.edu. Please inform the Course Director and the Office of Advanced Education as soon as possible about your needs so that accommodations can be coordinated. Utilizing accommodations MUST NOT impact your ability to attend other courses. Students/residents must coordinate all individual exam accommodations with the course director.
UB Campus Police is the University's law enforcement agency to facilitate the reporting, prevention, and investigation of criminal activities and to provide for prompt response to other emergencies.
Members of the academic community and visitors to the campus are encouraged to report crimes to the police dispatcher from any campus telephone at 645-2222 (emergency) or 645-2227 (non-emergency). Crimes and emergencies may also be reported by using a campus "blue light" telephone or a campus pay phone by dialing *2222, both of which immediately connect the caller with University Police's dispatch office. This office operates 24 hours a day, seven days a week and dispatches patrols to fire and medical emergency calls and to reports of criminal activity.
Campus Police Officers have full police status and the state authority to enforce and investigate violations of all laws and regulations. The Department is in daily contact with the City of Buffalo and Town of Amherst police departments, the Erie County Sheriff's Office and the New York State Police. The Department maintains 24-hour-a-day contact with area law enforcement agencies.
Campus police officers conduct a series of campus programs on topics related to sexual assault, self-defense, personal safety, and general crime prevention. To learn more, visit UB’s University Police website.
The University maintains an official site for emergency planning and procedures. During an emergency, updates are posted at http://emergency.buffalo.edu/.
All members of the University are strongly encouraged to sign up for UB Alert via the site above. By signing up for UB Alert, members of the UB community can expect to receive quick and accurate information during an urgent situation, including changes in essential services, whether it's an incident on campus, or severe weather that affects university operations. Alerts can be sent to your phone and/or email.
Smoking is prohibited on all university-managed property, both indoors and outdoors. This includes doorway areas, loading docks, fields, and UB owned and operated vehicles.
In conjunction with the Drug Free Schools and Communities Act Amendments of 1989, the University at Buffalo is committed to clear and concise policies on substance abuse and a strong program of counseling, treatment, rehabilitation, and reentry. Students/residents should be aware of the following information at http://www.buffalo.edu/studentlife/who-we-are/departments/conduct/drug-free-schools-and-community-act.html.
Any student interested in financial aid should visit UB’s Financial Aid website for information on eligibility, the financial aid process, and types of aid. Financial aid counselors are available to meet with students during main business hours.
The School of Dental Medicine requires all students to have health insurance coverage. A required annual attestation regarding this can be found in the SDM Mandatory Training UBLearns course (Module 4).
If you are not covered under the health insurance policy of your spouse, parent, domestic partner, etc. you must obtain health insurance coverage. The university has provided several resources to ensure that students have the necessary resources and information to make knowledgeable decisions about health insurance coverage. Please visit the Find an Insurance Plan page on the university website for steps and information.
Abbott Library, on south campus, is open seven days a week when school is in session. For more information on hours, other UB libraries, collections and workshop opportunities, visit the University Libraries web site.
The AADOCR is an organization of dental researchers, including faculty and students/residents at dental institutions throughout the United States. Its purpose is to promote dental research and allow transmission of research findings in a timely manner. For further information, contact the chair of the Buffalo chapter or visit the AADOCR website.
ADEA is an organization of dental and dental auxiliary faculty, students, residents, administrators and researchers. Its mission is to develop an inclusive, future-ready oral health workforce prepared to improve the health of all people and communities through leadership, education and collaboration. ADEA membership provides an opportunity for students and residents to become involved in a professional association and participate in policy-making decisions for dental education. For more information, visit the ADEA website .
The Graduate Student Association (GSA) is the representative body for graduate students at the State University of New York at Buffalo. Its two key purposes are to provide representation and services. GSA membership consists of all graduate students (i.e. students NOT enrolled in MD, DDS, JD, MBA, SPSA, or undergraduate degree programs) and is one of seven student governments at the University at Buffalo.
Academic work is a joint enterprise involving faculty and students. Both have a fundamental investment in the enterprise, and both must share responsibility for ensuring its integrity.
The University at Buffalo School of Dental Medicine is committed to the principle of diversity in all areas. In that spirit, admission to the School is open to all qualified individuals and complies with section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (1993).
The University at Buffalo School of Dental Medicine recognizes that awarding a Certificate of Advanced Study for a clinical dentistry program carries with it the full authority of the institution and communicates to those who might seek the services of the bearer that he or she is competent to practice. Dental Certificate of Advanced Study programs require students to acquire didactic knowledge and to learn skills and attitudes essential to the profession and agreed upon by the faculty as requisite for the practice of dentistry or a dental specialty. The student requires both cognitive and technical skills to successfully complete the curriculum.
Applicants must possess the skills and abilities that will allow them to successfully complete the course of study and receive the full benefit of their education. Certificate of Advanced Study programs include treatment of patients of the School, and the School has the responsibility of ensuring the safety and well-being of all. Treatment must be completed safely and within an acceptable amount of time. The student must therefore be able to meet the following technical standards with or without reasonable accommodation.
Standards
Admissions Integrity
Any falsification or omission of data may result in revocation of admission. Falsification of any documents submitted as part of the application process is considered a breach of the School of Dental Medicine Code of Ethics and will result in dismissal if discovered at some future date. The SDM Code of Ethics can be viewed on the Advanced Education Student/Resident Handbook web page.
The option to simultaneously enroll in a Master's or PhD program and a clinical advanced education program may be available to students interested in pursuing both. Candidates must apply separately to each program and must be accepted into each program. The application and admittance process for both programs is separate. Application fees and tuition deposits for both programs apply. Annual tuition covers both programs.
Once dual enrolled, directors for each program will collaborate to ensure appropriate time is allotted to each program. Courses may or may not be substituted to meet the requirements of either program. Substitution decisions are at the program director’s discretion.
Each program is conferred individually. It is not guaranteed that the completion date or semester for both programs will be the same. Requirements for each program must be met before conferral. Master’s and PhD degrees are conferred by The Graduate School and Certificate of Advanced Study programs are awarded by the School of Dental Medicine.
The student/resident has the right to high quality, supervised clinical practice, excellent educational experiences, and a safe, supportive environment.
The student/resident has the right to due process. Students/residents in university programs follow the written policies of UB’s Graduate School for due process in issues of academic integrity and resolving academic grievances. Complete policies are available on the Graduate School Policy Library web page. AEGD residents will follow the Advanced Education judicial council procedures.
Residents of GME programs (Pediatric Dentistry) follow due process procedures developed by the GME Office. These can be found on the Graduate Medical Education Policies web page.
All students/residents at the University at Buffalo are expected to abide by the Student Conduct Rules, University Standards & Administrative Regulations approved by the Council of the State University of New York at Buffalo. This document may be accessed from the Student Content webpage.
Students and residents have the responsibility to adhere to the policies and expectations of UB, the SDM, and their particular program(s). They are obligated to maintain high standards of moral and ethical behavior and to conduct themselves in a professional manner at all times.
Ethical and professional behavior is characterized by honesty, compassion, kindness, integrity, fairness and charity in all professional circumstances; respect for the rights, differences, and property of others; concern for the welfare of patients, competence in the delivery of care, inclusive of various perspectives, backgrounds and capabilities allowing for access to quality care and preservation of confidentiality in all situations where this is warranted.
The student/resident has a duty to respect the patient's rights to self-determination and confidentiality. The student/resident has a duty to refrain from harming the patient and a duty to promote the patient’s welfare.
All students/residents are also expected to conduct themselves in a conscientious manner in accordance with the ethical standards generally recognized within the academic community, as well as within the dental profession. Students/residents are obligated by the responsibility of service to the patient, to the profession and to their own personal standards of integrity to become qualified to administer conscientiously to the problems and needs of patients. With this responsibility in mind, students/residents are expected to::
Students/residents in university programs who violate these Conduct Rules shall be subject to disciplinary procedures as outlined in the Graduate School Policy on Academic Integrity. Complete policies are available on the Graduate School Policy Library web page. AEGD residents will follow the Advanced Education judicial council procedures.
Residents in GME programs who violate these Conduct Rules shall be subject to disciplinary procedures as outlined in the Graduate Medical Education (GME) Policies. These can be found on the Graduate Medical Education Policies web page.
The SDM encourages the timely resolution of all complaints regarding an Advanced Education program. Complaints may be directed to faculty, the Program Director, the Associate Dean for Advanced Education or the Dean.
Students/residents in CODA accredited programs also have the right to directly contact the Commission on Dental Accreditation to complain about programs accredited by CODA. According to CODA guidelines:
The Commission on Dental Accreditation will review complaints that relate to a program's compliance with the accreditation standards. The Commission is interested in the sustained quality and continued improvement of dental and dental- related education programs but does not intervene on behalf of individuals or act as a court of appeal for treatment received by patients or individuals in matters of admission, appointment, promotion or dismissal of faculty, staff or students.
A copy of the appropriate accreditation standards and/or the Commission's policy and procedure for submission of complaints may be obtained by contacting the Commission at 211 East Chicago Avenue, Chicago, IL 60611-2678 or by calling 1-800-621-8099 extension 4653.
Student/resident responsibilities include all aspects of performance: technical performance, written and oral examinations, management of patients, and professional conduct and demeanor. Grades, therefore, reflect more than the passing of examinations and the successful completion of laboratory and clinical requirements. Demonstrated incompatibility with health professional obligations, ethics, and legal responsibilities represent grounds for dismissal from the program. Students are expected to:
Registered students will be graded based on policies of The Graduate School. Course specific policies are outlined in course syllabi. Final semester grade reports are available in HUB which can be accessed via https://myub.buffalo.edu/. Because official mail is sent to the student permanent address, students must maintain current address information with the University. Addresses may be updated via HUB.
Instructions on the request procedure for transcripts may be found on the Advanced Education Transcripts and Verifications web page.
Comprehensive evaluation of all courses is administered at the end of each semester by the Office of Advanced Education. The purpose of this evaluation is to elicit feedback and constructive criticism for Course Directors in order to address course effectiveness. Students are expected to participate fully in this important process. Course Directors may also ask students to evaluate individual instructors at the end of the semester in order to address teaching performance.
Attendance at scheduled classes, laboratory sessions, clinical assignments (including rotations), and examinations is mandatory. Policies for each course are documented within the course syllabus. Every Course Director shall provide to students a course syllabus during the first week of class that specifies attendance policies and dates and times for classes, exams and all other required activities.
Students/residents may be excused from classes or clinic due to religious observances, illness documented by a physician or other appropriate health care professional, public emergencies, documented personal or family emergencies. Students/residents are required to notify their course directors of any excused absences in a timely manner and to promptly complete any alternative assignments.
If the absence includes clinic, students/residents must also notify their Program Director and the appropriate dental unit. Program directors may require documentation of such excused absences. Students/residents are also responsible for informing their assigned patients of appointment cancellations and re-appointments in a timely manner. Absences involving clinic or rotation assignments are always subject to patient care considerations. If the clinic or rotation director determines that an anticipated absence will negatively affect patient care, such absence may not be approved. Additionally, missed clinic time may need to be made up before program completion.
Refer to the SDM Policy Library for documents such as the Clinic Manual, Infection and Hazard Control Manual, Code of Ethics and information regarding clinic procedures, protocol and responsibilities. The SDM Policy Library can be found in the SDM Gateway.
A student/resident’s appearance contributes to both the establishment and maintenance of a positive dentist-patient relationship. Thus, appearance must be neat and clean and in accordance with public expectations of professional dress to constructively contribute to this relationship. Students/residents must also appear in clinic with clean hands, nails, hair, body and clothing. Hair, including facial hair, must not interfere with the safe use of instruments and equipment in clinic or laboratories. Body odors must be controlled, including avoidance of perfumes and aftershaves that could aggravate patient allergies or be considered noxious at close range. Violations of these codes may result in dismissal from the clinics. Repeated violations may result in a failing course grade.
Two distinct but related sets of guidelines have been developed to meet state and federal requirements and to create the professional atmosphere expected of all health care offices and institutions. These guidelines are for (1) clinical and non-clinical areas (laboratories, hallways, offices, etc.) while not involved in direct patient care and (2) clinical areas during direct patient care. For further information on clinic dress code and infection control procedures, refer to the SDM Clinic Manual and the Infection Control Manual. Both manuals can be found in the SDM Gateway.
Requests for leaves of absence must be made in writing to the Program Director. All requests must be supported by adequate written documentation describing the basis for such request. Program Directors can provide the Leave of Absence Form. Refer to Appendix D for the information requested on the Leave of Absence Form.
Leaves of absence are approved when an approval letter is signed by the student/resident, Program Director, and Associate Dean for Advanced Education. Approval letters will include leave start date, end or anticipated return date, and any potential impact the leave may have on the program length or the student/resident’s ability to meet program requirements. Students/residents may need to extend their time in the program to make up time missed during a leave or meet requirements needed for graduation. Program extension may have financial, licensure and/or financial aid implications. Students who receive financial aid are advised to check with UB’s Office of Financial Aid on any possible impacts.
Students/Residents in UB School of Dental Medicine Advanced Education programs who wish to withdraw from their program before completing all program requirements should first have a verbal conversation with their Program Director to discuss concerns and/or withdrawal. If a withdrawal is decided during an in-person meeting or verbal conversation with the Program Director, the student should email their program director stating intent to withdraw and the reason. A short, general reason must be included.
Following an official withdrawal request, the Program Director will place the written request in the student’s file and notify the Advanced Education Office. The Advanced Education Office will notify The Graduate School for all student programs. The Pediatric Dentistry Program Director will also notify the GME office. The AEGD Program Director will notify the Restorative Department Program Coordinator who will work with Human Resources to terminate employment.
The Program Director will determine which out-processing steps need to be taken and oversee the completion of these. Students/Residents who are withdrawing must attend to out-processing items and comply with all out-processing procedures.
Questions regarding this process should be directed to Program Directors or the Advanced Education office (sdmpg@buffalo.edu). Students should be aware of potential financial liabilities if choosing to withdraw after a semester starts. More information can be found on the Student Accounts Financial Liability Deadlines web page. For programs/courses that follow the Dental School calendar (vs standard Graduate), students should refer to the Professional liability deadlines.
The policy on distance education outlines the University at Buffalo School of Dental Medicine’s (UBSDM) approach to delivering online learning. It ensures compliance with regulatory and accreditation requirements established by the U.S. Department of Education (DoE), the Middle States Commission on Higher Education (MSCHE), and the Commission on Dental Accreditation (CODA). To view the policy, visit the SDM Policy and Procedure Library web page in SDM Gateway.
The School of Dental Medicine AI Policy for Theses, Dissertations, and Capstone Projects covers all theses, dissertations and capstone projects submitted as part of the requirements for graduation from all master’s and doctoral programs within the School of Dental Medicine. This coverage includes all proposals, drafts and final submissions. Permitted and prohibited uses, disclosure requirements and procedures for reviewing unapproved use of AI are included. The full policy can be found in Appendix E.
Advanced education trainees should be in regular contact with Program Directors regarding specific requirements. The information below is provided as a supplement to program information and guidelines.
Department Program Coordinators are responsible for course registration of Advanced Education students. It is the student's responsibility to ensure they do not have a hold on their HUB account or to clear any holds before registration for the next semester begins. Late fees may be charged if registration cannot be completed due to an account hold.
Students must maintain a cumulative grade point average of at least 3.0, a grade point average for the most recently completed semester of at least 3.0, and have no unresolved F grades in order to be in good academic standing. Students who are not in good standing will be placed on academic probation, and this will be so noted in the student’s academic file.
All decisions regarding academic status are made in accordance with The Graduate School’s policies. View the Graduate School Policy Library.
Resident standing (Pediatric Dentistry, and AEGD) is determined by periodic evaluations by the Program Director with input from faculty. Unfavorable evaluations may result in remediation of clinical deficiencies. Failure to successfully remediate may result in non-promotion, non-renewal, or academic dismissal. The full policy for Pediatric Dentistry residents can be found on the GME Academic Action Policy webpage.
The programs listed below follow due process procedures specified in the Advanced Education Judicial Council Policies and Procedures (APPENDIX F).
Pediatric Dentistry Certificate follows due process procedures developed by the Office of Graduate Medical Education. These can be found on the Graduate Medical Education Policies web page.
During orientation, students/residents in the School of Dental Medicine signify in writing that they have read the Code of Ethics and that they agree to abide by the School Honor System, as well as the Student Conduct Rules, University Standards and Administrative Regulations, during his or her affiliation with the school. Advanced Education Students signify their acceptance and agreement in writing during orientation.
The School’s Honor System is based on four fundamental ethical principles: Veracity, Justice, Beneficence, and Autonomy. From these universal principles of ethical behavior flow the standards and ideals which serve to guide the professional conduct of members of the School of Dental Medicine.
The principle of Veracity requires the professional to observe truthfulness and personal integrity in all interactions. Whether verbal or nonverbal, communication forms the basis of all human relationships. When communication is eroded by dishonesty and deceit, this basis is destroyed and meaningful relationships become impossible.
The principle of Justice requires that the professional treat others in a fair and impartial manner and give what is due or owed or what can be legitimately claimed. Absence of bias and discrimination against others is assumed under this principle.
The principle of Beneficence requires that the professional help others to further their important and legitimate interests by providing a needed service. The prevention or removal of possible harm to others also falls within this principle. Beneficence includes the concept of upholding and protecting the credibility and reputation of the profession, thereby upholding the public's trust.
The principle of Autonomy requires that the professional have a general respect for human dignity and the uniqueness of others. Persons are to be respected as unconditionally worthy individuals who have a right to self-determination as long as the resulting actions do no harm to others. Assumed under this principle is the concept of respect for and tolerance of individual differences and individuals' rights to privacy and to make their own choices.
Each student/resident entering advanced education training programs at the School of Dental Medicine is expected to have established the highest concepts of honor and personal integrity, and to maintain these concepts throughout his or her professional career. All student/resident activities in the dental school are conducted under the school honor system in recognition of these expectations.
Professional ethics are the responsibility of each individual operating within the profession. The Honor System is based on self-regulation inherent in the profession of dentistry. The Honor System assumes that all individuals have the personal integrity to be honest and professional, and that this integrity compels them to discourage any unprofessional behavior they may observe in others.
All students/residents are expected to conduct themselves in a manner that upholds the principle and spirit of the honor system. Violations of the honor system will expose the student to disciplinary action. In certain circumstances, a student/resident may be suspended temporarily. Temporary suspension means that a student/resident may be deemed to be a CLEAR AND PRESENT DANGER to the University Community, patients and/or him- or herself and may be suspended immediately, pending a timely hearing on the charges. The following are some specific, but not exhaustive, examples of expected student/resident conduct.
Students/residents shall not:
Students/residents shall:
Students/residents shall not:
Professionalism is defined as the conduct, aims, or qualities that characterize or mark a profession or a professional person. Professionalism presupposes accountability for one's actions. Unprofessional conduct includes, but is not limited to:
I, upon entering an advanced dental education program, accept and honor the concept of unquestionable ethical and moral practice of my art, both in my own activities and those of my professional colleagues. I will not defame myself nor the profession through academic cheating or allowing such misconduct by my professional peers. Misconduct may include violation of school and departmental regulations and procedures, which will reflect on the profession of my peers. Such misconduct includes indirect violation through devious activities to circumvent academic/professional regulations or procedures.
By entering my advanced education training program(s) at the School of Dental Medicine, I acknowledge the ethical expectations of the profession, and accept the concept of the School’s Code of Ethics and Honor System and to abide by its principles.
According to the World Health Organization, “health workers are at an increased risk of exposure to some communicable diseases because of their contact with patients or infective material in their working environment. There is also a risk that infected health workers could contribute to nosocomial transmission of disease to vulnerable patients at higher risk for severe illness, complications and death. Protection of health workers through vaccination is therefore an important part of infection prevention and control (IPC) programs in health-care settings, as well as a cornerstone of occupational health and safety (OHS) programs.” (Implementation guide for vaccination of health workers. Geneva: World Health Organization; 2022, Licence: CC BY-NC-SA 3.0 IGO.)
Students/residents are therefore required to provide proof of certain vaccinations as outlined below, and strongly encouraged to receive vaccination when the regulation requires vaccination or signed declination.
Students/residents in clinical programs and involved in direct patient care are subject to health requirements required of all UB students and of health majors. These may be found on UB’s Immunization and Health Requirements web page. Masters and PhD only students who are not in the dental clinics and are not involved in direct patient care, are required to meet Student Health requirements for all non-health major UB students.
The deadline for all new, incoming students/residents to submit required health documentation is July 1 for AEGD, Endodontics, Orthodontics, Pediatric Dentistry, and Prosthodontics. The deadline for Biomaterials, Oral Pathology, Oral Biology, Oral Sciences, Periodontics, and Orofacial Pain is August 1.
Continuing students in Endodontics, Oral and Maxillofacial Pathology, Orthodontics, Periodontics, Prosthodontics, and TMD and Orofacial Pain must complete the annual immunization review form for Student Health Services by August 1st each year. Details on the annual immunization review form can be found on the Annual Immunization Review Form web page.
Incoming AEGD residents must submit a health form to the School of Dental Medicine prior to starting their program. GME residents must provide any records or forms required by the Graduate Medical Education office. Requirements can be found on the GME Resident Occupational Health Policy web page.
This training is completed during orientation and off-cycle as needed. Students/residents must submit a copy of their BLS card to the UBLearns Post-Doc Compliance course.
Students/residents without BLS certification, or who have not received a medical exception, are denied patient care privileges. ACLS and PALS are not a substitute for BLS certification. It is the responsibility of the student/resident to be aware of when their BLS expires, take a course before their expiration date, and upload a copy of their new/current BLS cards to the UBLearns Post-Doc Compliance course.
Health certification of GME residents will be monitored by the Office of Graduate Medical Education. Salaried AEGD residents will utilize the SDM’s Health Background and Annual Health Assessment forms.
If you need to request a Leave of Absence, download and complete the form. Forms should be submitted to your program director.
Students who receive financial aid are advised to check with UB’s Office of Financial Aid on any possible impacts.
This policy covers all theses, dissertations and capstone projects submitted as part of the requirements for graduation from all master’s and doctoral programs within the School of Dental Medicine. This coverage includes all proposals, drafts and final submissions.
Students may use AI tools to support early-stage research and idea development. Acceptable uses include brainstorming possible topics or research questions, locating and summarizing background information, translating texts, and generating preliminary outlines to help organize ideas.
AI tools may also be used for basic editorial assistance. This includes improving grammar, correcting spelling, and refining sentence structure to enhance clarity. However, students remain responsible for reviewing and verifying any AI-generated content.
To protect the privacy, integrity, and security of students’ ideas and academic work, only university-approved AI tools may be used for these purposes. Use of non-approved platforms or misuse of AI tools beyond these guidelines will be considered a violation of academic integrity policies.
Substantive generative AI assistance is not permitted. Text generated from AI (excluding that from basic editorial assistance, see above), machine learning, or similar algorithmic tools cannot be used in theses, dissertations, or capstone projects. Accompanying figures, images, or graphics cannot be the products of such tools. Generation, refinement, correction, editing, or formatting of images, diagrams, or other figures for illustrative purposes using AI is not permitted. Presenting AI-generated content as though it is original research from non-AI sources is prohibited.
Using AI to write all or a portion of a thesis, dissertation or capstone project constitutes cheating and/or plagiarism. Plagiarism includes, but is not limited to, a) the use, by paraphrase or direct quotation, of the published or unpublished work of another person without full and clear acknowledgment, or b) the unacknowledged use of materials prepared by another person or acquired from an entity engaging in the selling academic materials.
Any use of generative AI in research and academic writing must be discussed with and approved by the student’s mentor and advisory committee prior to its use, in accordance with the permitted uses described in this policy.
Any use of AI in theses, dissertations, or capstone projects shall be disclosed to and approved by the relevant committee members, as well as the program director, as applicable and shall adhere to the permitted uses described in this policy.
Required disclosure must clearly describe how AI tools were used, including the specific ways AI supported the research and/or writing processes. This disclosure will be included as part of the official thesis, dissertation or capstone requirements.
Students must disclose the use of AI tools; however, disclosure is distinct from citation or acknowledgement. AI tools must not be cited, credited, or acknowledged as authors or contributors. Students are also responsible for reviewing and complying with applicable journal requirements regarding AI use and disclosure.
Failure to adhere to these policies will result in disciplinary action as outlined in the SDM Advanced Education Judicial Policies and Procedures.
This policy will be reviewed and revised on an annual basis, or more frequently if needed, by the Graduate Directors of the SDM master’s and PhD programs.
Academic integrity is a fundamental University value. Through the honest completion of academic work, students and residents sustain the integrity of the University while facilitating the University’s imperative for the transmission of knowledge. Throughout this document, students and residents in Advanced Education programs that are not administered through the University at Buffalo Office of Graduate Medical Education will be referred to as “students.”
Misconduct can take the form of, but is not limited to, violations of an academic or clinical nature, Code of Conduct, honor code, and/or university rules and regulations. Students are required to follow all School of Dental Medicine and University Conduct Rules and Regulations. This includes all School of Dental Medicine and University at Buffalo-sponsored events.
Off-campus violations may be referred to the UB Office of Student Conduct by the Associate Dean for Advanced Education for guidance. After review, the UB Office of Student Conduct will either address the matter directly or refer the matter back to the School of Dental Medicine to follow School of Dental Medicine Advanced Education Policies and Procedures.
The judicial powers of the School of Dental Medicine Advanced Education programs are vested in the Advanced Education Judicial Council. As such, the Judicial Council shall have jurisdiction over Student Conduct Rules promulgated by the University Administration and over Honor System violations. All procedures shall be conducted in a fair and expeditious manner but shall not be subject to the rules governing formal legal proceedings.
This set of procedures is designed to provide a well-defined, yet appropriately flexible structure that recognizes and reflects the issues unique to dental education, as well as academic areas common to all faculty-student, administrator-student, staff-student, and student-student relationships. When an instance of suspected or alleged student misconduct rises to a level requiring Consultative Resolution or Formal Proceedings, it shall be resolved according to the procedures set forth herein, unless subject to another legal or University process, such as the Discrimination and Harassment Policy.
A meeting directly between the student and the complainant is the desired method of resolving many questions involving academic dishonesty or unprofessional conduct that arise within a classroom, laboratory, or clinical course. All parties are encouraged to discuss the situation to see if the matter can be resolved without the need to refer to Consultative Resolution. If there is a potential conflict, any party can petition the Associate Dean for Advanced Education for guidance.
Meetings between the student and complainant, Consultative Resolutions, and Judicial Hearings will all be held in person unless a conflict between both parties or other compelling factors warrant the need to conduct any of these procedures in an online format (i.e. Zoom).
Advanced Education Programs Administered by School of Dental Medicine:
Advanced Education Program Administered Through the Graduate Medical Education (GME) Office
The Judicial Council is comprised of (six) faculty members and (three) student judicial representatives. The faculty participants consist of the Faculty Chair, three faculty members, and two faculty alternates. The Faculty Chair is the same person who serves as Faculty Chair for the DDS Judicial Council. The three faculty members and two alternates are from ten Advanced Education programs administered by the School of Dental Medicine. They are recommended by their Department Chairs and approved by the SDM Executive Council. Faculty representatives serve for a period of three years and may be renewed for two additional three-year terms. Faculty alternates are appointed to serve in place of faculty representatives who are unavailable to serve.
The three student judicial representatives serving on a particular case are assembled from a pool of students that includes one judicial council representative from each of the ten Advanced Education programs administered by the School of Dental Medicine. Each program selects a representative with the same process. First, students interested in becoming the Judicial Council representative are asked to volunteer. If more than one student within a program volunteers, the remaining students in the program will select the representative by blind ballot. Second, to constitute a panel of student representatives, all representatives, with the exception of the student representative from the same program as the accused student will be asked to serve simultaneously via the students’ UB e-mail and the first three to respond will serve. The Student Judicial Representatives serve for one year, beginning at the start of the academic year. The Faculty Chair will lead the Judicial Council. If there is a conflict of interest with either the complainant or the accused student, involved members of the Judicial Council will recuse themselves from consideration of related cases.
All complaints must begin with Consultative Resolution. In rare instances for complaints involving a violation of professional conduct only, where it can be demonstrated that it will best serve the interests of all parties, direct petition to Formal Proceedings may be pursued in discussion with the Associate Dean for Advanced Education. Complaints involving a violation of Academic Integrity for didactic and clinical courses may not petition to bypass Consultative Resolution.
If a violation is witnessed by faculty, staff, or another student, they must bring the matter to either the course director or Associate Dean for Advanced Education within ten (10) academic days of discovery of the incident. If the faculty, staff member, or student is unsure who to bring the matter to, they should consult the Associate Dean for Advanced Education for guidance.
In cases of clinic-related offenses, the accused student loses patient care privileges while their patient records are audited for appropriateness of patient care and/or skill level. These will be assessed by the Program Director of the involved program within ten (10) academic days of discovery of the incident. The accused student will be informed by UB email that their clinic privileges will be suspended pending the results of a chart audit. If clinic privileges are to be restored, the accused student will be notified via UB e-mail.
The Administrative Representative serves as the Consultative Resolution facilitator. Please see below:
The Associate Dean for Student Affairs will serve as the accused student’s advisor in all didactic and clinical matters by guiding students through School of Dental Medicine and University policies and procedures. In cases where there are multiple accused students, the Associate Dean for Student Affairs will provide support and assistance to all students involved.
The Associate Dean for Advanced Education shall serve in the role as Faculty Advisor in all didactic and clinical matters by guiding faculty through School of Dental Medicine and University policies and procedures.
The Program Director, course director, participating faculty, staff, or student who witnessed, or has verifiable information regarding a violation, may serve as the complainant during Consultative Resolution. Alternatively, a participating faculty, student, or staff member can notify the Program Director about the violation. The Program Director will assess the alleged violation and decide to proceed to a Consultative Resolution. If the Program Director decides to proceed with a Consultative Resolution, they will serve as the complainant.
During Consultative Resolution, neither the complainant nor the accused student shall be represented or accompanied by any other individual other than those outlined in the above chart.
The Administrative Representative shall notify the accused student within ten (10) academic days of discovery of the alleged incident via UB e-mail. Such notification shall include a request to meet with the accused student, the administrative representative, and the accused student’s advisor to discuss the allegation(s).
Accused students must reply to the Administrative Representative’s e-mail and be available to meet within ten (10) academic days of the notification. If the accused student fails to meet with the Administrative Representative within the ten (10) academic days, the Formal Process will commence in their absence.
The Consultative Resolution decision must be made within ten (10) academic days of the Consultative Resolution meeting.
Notification of the Consultative Resolution meeting, the Consultative Resolution meeting itself, and the Consultative Resolution decision notification to the accused student must all occur within twenty (20) academic days of discovery of the alleged incident.
All Consultative Resolution participants are obligated to maintain the confidentiality of the proceedings and of all materials and testimony presented.
The complainant and the accused student are permitted to take written notes during the Consultative Resolution. However, the Consultative Resolution will not be recorded in any manner. In cases where Consultative Resolution needs to be held online (i.e., via Zoom), the Administrative Representative will remind all parties that recording of any kind (i.e. smartphones) is strictly prohibited.
During the Consultative Resolution, the complainant shall inform the accused student of the specific SDM, Program or University violation(s) and provide supporting documentation as to the alleged violation. Both the complainant and accused student may obtain written documentation from other faculty and/or students who were involved in the alleged violation. However, neither the complainant nor the accused student shall be allowed to bring witnesses during the Consultative Resolution. Questions may be asked by the Accused Student, Administrative Representative, Faculty Advisor, or Student Advisor.
The accused student shall be given the opportunity to explain any suspected or alleged misconduct, including any extenuating or mitigating circumstances, to present evidence of innocence, and to provide any information relevant to the investigation. Questions may be asked by the Accused Student, Complainant, Administrative Representative, Faculty Advisor, or Student Advisor.
If the accused student fails to attend the Consultative Resolution meeting, the Administrative Representative has the authority to reach a decision and to impose a sanction (if appropriate) without the student present.
At the conclusion of the Consultative Resolution Meeting, the Accused Student and Complainant will be asked to leave. The Administrative Representative, Faculty Advisor, and the Student Advisor will discuss the complaint. Only the Administrative Representative can render a decision that leads to one of the outcomes described below. If the violation is of a didactic nature and the Administrative Representative is the Complainant, the Associate Director of Clinical Affairs will render the decision. If the violation is clinical in nature and the Administrative Representative is the Complainant, the Associate Director of Academic Affairs will render the decision.
After the Consultative Resolution concludes, if the Administrative Representative finds the accused student not responsible of misconduct, no sanctions shall be imposed. The accused student is notified of this decision (refer to Notification of Decision) and procedures end. No record of this proceeding shall be added to the accused student’s confidential file.
If the Administrative Representative finds the accused student responsible of misconduct, they have the authority to impose one or more of the following sanctions:
At the conclusion of the Consultative Resolution for course related or non-course related offenses, if the complainant and/or administrative representative believes that a Formal Proceeding is warranted based on the evidence provided, or new information is learned, and wants to recommend sanctions requiring referral to the Judicial Council, they must file a written complaint with the Faculty Chair of the Judicial Council within ten (10) academic days of notification of the Consultative Resolution decision. Refer to Section II, Formal Proceedings.
The Consultative Resolution decision must be made and communicated to the student within ten (10) academic days of the Consultative Resolution meeting. The Administrative Representative is responsible for generating the Consultative Resolution decision letter containing the decision, sanction(s), and appeal guidelines for the student’s right to appeal. By UB email, the administrative representative shall invite the student and their advisor to a meeting to provide the student with a written copy of the decision, including any sanction(s) imposed and the student’s right to appeal the decision.
The Administrative Representative will meet with the student and their advisor in person to provide the decision letter. The student must countersign receipt of the paper copy in person. If the student refuses to obtain the paper copy of their Consultative Resolution decision and/or refuses to countersign receipt of the letter in person, it will be the default understanding that they have received the decision and is bound to comply with the information outlined in the letter.
The Administrative Representative will also email a copy of the letter to the student’s UB e-mail. A copy of the decision letter will be provided to the complainant, the Associate Dean for Advanced Education, the Advanced Education Manager, and the Advanced Education Program Director involved. This will serve as formal notification if the student fails to attend the meeting referenced above.
In all cases of academic dishonesty, the administrative representative must complete the Academic Dishonesty Report Form: https://cm.maxient.com/reportingform.php?SUNYBuffalo&layout_id=20. The Academic Dishonesty Report form must be submitted to the UB Office of Academic Integrity within ten (10) academic days of the Consultative Review decision notification meeting with the student and their advocate.
In decisions of Dismissal of the Case or Not Responsible, neither the decision letter nor other materials pertinent to the review shall be maintained in any official file.
After receiving the Consultative Resolution decision letter, the student has two options:
For all Consultative Resolution decisions involving sanctions, except for referral to the Judicial Council for Formal Proceeding, the student shall have the right to appeal the decision through a formal proceeding by the Judicial Council.
The appeal shall be submitted in writing to the Faculty Chair of the Judicial Council, with a copy to the Associate Dean for Advanced Education and Advanced Education Manager, no later than ten (10) academic days after the Administrative Representative has provided the student with their Consultative Resolution decision letter. A copy of the appeal shall become part of the student's confidential file.
In cases of didactic related offenses, the student shall be assigned a grade of Incomplete (“I”) pending resolution. Students should still attend didactic courses pending resolution of the appeal.
In cases of clinic-related offenses, the student loses patient care privileges while his or her patient records are audited for appropriateness of patient care and/or skill level. These will be assessed by the Program Director within ten (10) academic days of receiving the appeal letter.
Following successful review of the patient records audit and/or skill assessment, clinic privileges may be restored by the Associate Dean for Advanced Education during the appeal. If clinic privileges are to be restored, the student must be notified via UB e-mail within ten (10) academic days of the Associate Dean for Advanced Education receiving the appeal letter.
In no circumstances shall the outcome of a student-initiated appeal result in a more severe sanction than that imposed following the Consultative Resolution process. Students shall not be allowed to graduate and may not be promoted pending resolution of the appeal.
Formal proceedings shall be used when either:
Formal proceedings shall be conducted in a fair and expeditious manner but shall not be subject to the rules governing a legal proceeding.
The Faculty Chair serves as the facilitator throughout the formal proceeding. The Faculty Chair’s responsibilities include, but are not limited to:
The Faculty Chair must:
In a situation where the Faculty Chair is involved in the case, or needs to absolve themselves, another faculty Judicial Council member shall serve as the Faculty Chair throughout the process. The remaining faculty Judicial Council members shall choose a new Faculty Chair within the group.
If there is a conflict of interest with either the complainant or the student, Judicial Council members will recuse themselves from the case.
The Administrative Representative must provide the Faculty Chair with the Consultative Resolution decision to move forward with formal proceedings within ten (10) academic days of providing their letter to the student. When submitting their Consultative Resolution decision, the Administrative Representative should include any evidence/documentation from the complainant for Judicial Council’s consideration. From this point forward, the Administrative Representative is not involved in formal proceedings, unless they are serving as the complainant.
In cases of students filing for an appeal of a Consultative Resolution decision, the appeal shall be submitted in writing to the Faculty Chair of the Judicial Council, with a copy to the Associate Dean for Advanced Education and Advanced Education Manager no later than ten (10) academic days after the Administrative Representative has provided the student with their Consultative Resolution decision letter. Such appeal must include:
A copy of the appeal shall become part of the student's confidential file.
The entire Judicial Council shall hold a preliminary meeting within ten (10) academic days of receipt of the Administrative Representative’s Consultative Decision, or student appeal of the Consultative Resolution decision. The purpose of this meeting is to consider whether a Judicial Council Hearing will be held.
The Judicial Council will take a blind vote with ballots. There must be a quorum (51% or greater) of Judicial Council members in attendance for a vote to take place. The Faculty Chair will preside over the vote. The majority vote will determine the decision. The Faculty Chair will vote only in the case of a tie.
There are two possible preliminary meeting outcomes:
Outcome A: Judicial Council Hearing will not be held.
If the Judicial Council does not deem it necessary to further consider the circumstances of the case because the preponderance of the evidence is clear, procedures end. If the student was appealing the Consultative Resolution decision, the Consultative Resolution decision is upheld. The student cannot appeal the preliminary meeting’s decision unless there is a clear violation of due process. In cases involving academic dishonesty, the student can appeal to the Office of Academic Integrity. In all other cases, the student can appeal to the Graduate School. Please refer to the appeals process below.
The Faculty Chair will notify the student of this decision via the student’s UB e-mail and by written notice delivered in person, with a copy to the complainant, Associate Dean for Advanced Education, and the Advanced Education Manager within ten (10) academic days of the preliminary meeting. If the student fails to pick up the paper copy of their decision letter in person, it will be the default understanding that he or she has received the decision and is bound to comply with the information outlined in the letter. A copy of the preliminary meeting decision letter and other materials pertinent to the review shall be forwarded to the Associate Dean for Advanced Education and Advanced Education Manager, to be placed in the student’s confidential file.
Any consultative resolution findings are not reportable on future verification requests.
Outcome B: Judicial Council hearing will be held.
The Judicial Council Hearing shall be conducted in a confidential, fair and expeditious manner, but shall not be subject to the rules governing a legal proceeding. The technical and formal rules of evidence applicable in a court of law are not controlling, and the Judicial Council may hear all relevant and reliable evidence that will contribute to an informed result.
Once a formal Hearing is initiated, all participants shall have the obligation to maintain the confidentiality of the proceedings and of all materials and testimony presented in Hearing proceedings. All Judicial Council members sign an Oath of Confidentiality prior to serving on the council. Copies of the signed oath are maintained by the Faculty Chair of the Judicial Council.
In cases of clinic-related offenses, the student loses patient care privileges while his or her patient records are audited for appropriateness of patient care and/or skill level. These will be assessed by the Program Director of the Student’s program within ten (10) academic days of discovery of the incident.
Following successful review of the patient records audit and/or skill assessment, clinic privileges may be restored by the Associate Dean for Advanced Education during the appeal. If clinic privileges are to be restored, the student must be notified via UB e-mail within ten (10) academic days of the Associate Dean of Clinical Affairs receiving the appeal letter.
The Faculty Chair shall convene a formal Hearing within ten (10) academic days of the Judicial Council Preliminary Meeting. The Faculty Chair of the Judicial Council shall inform the complainant and the student at least ten (10) academic days in advance of the Hearing date. The notification shall include the charges against the student and shall advise him or her to refer to the Student Honor System and Judicial Council Policies and Procedures sections of the Advanced Education Student/Resident Handbook.
Such notification will be sent to the student’s UB e-mail, and by written notice delivered in person, with a copy countersigned by the student. If the student fails to countersign, it will be the default understanding that he or she has received the notification and is bound to comply with the information enclosed. A copy of the letter shall be provided to the Associate Dean for Advanced Education and Advanced Education Manager.
Either the complainant or the student may ask the Judicial Council to allow witnesses. A list of all witnesses must be provided to the Faculty Chair of the Judicial Council by the student and/or complainant at least seven (7) academic days prior to the scheduled Hearing.
The Faculty Chair must provide the student and/or complainant with the complete list of witnesses to be called during the proceedings at least four (4) academic days prior to the scheduled Hearing. The Faculty Chair shall notify all witnesses via UB email to appear at the Judicial Council Hearing.
Changes to the witness list can occur at any time up to two (2) academic days prior to the Judicial Council Hearing. A final witness list will be provided to the student and/or complainant by 12:00pm of the academic day prior to the Judicial Council Hearing.
The Faculty Chair shall preside over the Judicial Council Hearing. Prior to the Hearing, it is recommended that the complainant and student each consult with the Faculty Chair of the Judicial Council regarding Judicial Council Hearing procedures. Under unusual circumstances, if either the complainant or student is considered to pose a physical threat to the other or to the Judicial Council, the Faculty Chair may request that they participate virtually.
Evidence may be submitted to the Faculty Chair up to 12:00pm of the academic day prior to the Judicial Council Hearing. All submitted evidence will be provided to both the student and complainant via UB e-mail by 5:00pm the academic day prior to the Judicial Hearing.
Prior to the Hearing, the Associate Dean for Advanced Education will provide the Faculty Chair a sealed envelope with any information regarding prior violations and/or disciplinary letters. The Faculty Chair is responsible for bringing the student’s confidential file to the Judicial Council Hearing.
The envelope shall only be opened in the case where the student has been found Responsible, and sanctions will be levied. This envelope shall not be opened at any time prior to the end of deliberations. If the student has no prior violations, the sealed envelope will indicate “no prior violations.“
A complete record of the Hearing shall be recorded electronically. The recording will be coordinated by the SDM Office of Informational Technology. The recording will be given to the Associate Dean for Advanced Education and Advanced Education Manager to be placed in a confidential file.
The student may have access to the recording by contacting the Associate Dean for Advanced Education and the Advanced Education Manager. The student will be allowed to listen to the recording in the Office of Advanced Education (315 Squire). However, the student will not be given a copy of the recording. No smart devices (i.e. phones, watches, tablets, etc.) or any other type of recording device will be allowed during the listening session. Any of these devices will be considered a violation of the School’s Honor code and may be subject to additional sanctions.
Both the complainant and student shall have the right to have one advisor present. The advisors cannot be the Associate Dean of Student Affairs or the Associate Dean for Advanced Education. The advisor may not speak on behalf of or advocate for a complainant or student, or otherwise directly address members of the Judicial Council. If the advisor is attorney, the Judicial Council may request that a member of the Office of General Counsel also attend the hearing.
The Judicial Council shall consist of four faculty members (the Faculty Chair and three faculty), and the three Advanced Education Student Judicial Council Representatives chosen from the pool described above.
In cases where there are multiple students charged with the same violation, and the students did not act collectively, each student will receive an independent Judicial Council Hearing unless all students involved would like to be heard together. This request must be made in writing to the Judicial Council Faculty Chair.
In cases where multiple students have been charged with the same violation, and acted collectively, there will be one Judicial Council Hearing for all those involved.
The Judicial Council Faculty Chair shall make an opening statement of introduction. The parties involved shall be introduced, the charges presented, and the student asked for a plea. The student(s) shall plead either Responsible, no contest, or not Responsible, as defined below:
At the end of the Hearing, all members will be reminded about the confidential nature of the Hearing.
The Judicial Council considers all evidence presented during the Consultative Resolution meeting and at the Judicial Council Hearing. In rare cases that were moved directly to Formal Proceedings, only evidence presented at the Judicial Council Hearing will be considered. Discussion of a student’s prior record of misconduct and contents of a student's confidential file shall not be admissible as evidence to determine whether the student is responsible for breaching the Student Honor System or the University Student Conduct Rules in the current case.
The Judicial Council shall only consider the evidence presented at the Consultative Resolution and Judicial Council Hearing in determining responsibility. A simple majority vote by secret ballot shall be used to decide one of the following:
Voting members are not allowed to abstain. The Faculty Chair shall tally the votes. In the event of a tie, there will be a revote where the Faculty Chair will participate as a voting member.
There are only two Hearing Panel outcomes:
If a Responsible decision is determined, all future verification requests will reflect this sanction, unless the decision is reversed upon appeal. The student will be informed of this consequence via the notification of the outcome to the student or students involved. This will be communicated via UB email.
In cases where there are multiple students for the same violation, and the students did not act collectively, sanctions will be levied independently.
In cases where there are multiple students for the same violations, and the students acted collectively, the recommended sanctions shall be assessed against each according to the degree of individual participation. The findings of the Judicial Council, mitigating circumstances, and the student’s prior record are all elements that will be considered when making sanction recommendations. The student’s confidential file shall remain sealed until Hearing Panel sanction deliberation.
When recommending sanctions, contents of the student’s confidential file will be used if the student is found Responsible (refer to Section III, Confidential File). This content can be used to determine the severity of the sanctions.
The Hearing Panel has the authority to recommend one or more of the following sanctions:
In cases involving an appeal of the Consultative Resolution decision, the following options may be considered:
In decisions where the Judicial Council recommends Dismissal of the Case, Not Responsible, or Findings Overturned, the Faculty Judicial Council Co-Chair shall notify the student and complainant of this decision in writing to their UB e-mail, with a copy to the Dean, Associate Dean for Advanced Education and Advanced Education Manager, within ten (10) academic days of the Hearing. Neither the decision letter nor other materials pertinent to the review shall be maintained in any official file.
In decisions where the Hearing Panel finds the student Responsible and is recommending sanctions:
The Faculty Chair must meet with the School of Dental Medicine Dean to provide written notification of the Hearing Panel’s findings and the recommended sanction(s). This meeting must occur within ten (10) academic days of the Judicial Council Hearing based on the Dean’s availability.
The SDM Dean shall consider the Hearing Panel’s findings and recommendations. Then, the SDM Dean shall render a final decision by composing a letter that includes:
Notification of the SDM Dean’s decision, with information regarding the student’s right to appeal that decision, must be given to the student within ten (10) academic days of the SDM Dean’s receipt of the Hearing Panel’s findings and recommendations. For all cases involving academic dishonesty, the Office of Academic Integrity will receive a copy of the letter. For all other cases, the Dean of the Graduate School will receive a copy of the letter.
The SDM Dean will schedule a meeting via UB email with the student(s) to notify them of the decision in person. The student must countersign a copy of the letter. If the student refuses to countersign or does not attend the scheduled meeting, it will be the default understanding that they have received the decision and are bound to comply with the information enclosed. A copy of the SDM Dean’s decision letter will be sent to the student’s UB e-mail. In all cases, except when the complainant is another student, a copy of the decision letter will be provided to the complainant. The Associate Dean for Advanced Education and Advanced Education Manager will receive a copy of all decision letters. These will be placed in the student’s confidential file.
Failure in the Course with Citation of Academic Dishonesty. To be indicated by an “F” on the transcript with the notation that the grade was assigned for reason of academic dishonesty. Only the University at Buffalo Office of Academic Integrity may impose this sanction.
If the School of Dental Medicine Dean chooses to impose this sanction, they must complete the Academic Dishonesty Report Form: https://cm.maxient.com/reportingform.php?SUNYBuffalo&layout_id=20. The School of Dental Medicine Dean has ten (10) academic days of receiving the Judicial Council recommendations to submit the Academic Dishonesty Report, receive notification from the Office of Academic Integrity that the sanction has been approved, and meet with the student to present the decision letter.
Suspension from the University. The student is suspended for a defined time with stated conditions which will include a permanent notation on the transcript. For academic integrity violations where suspension is recommended, the School of Dental Medicine Dean must request the sanction by contacting the Office of Academic Integrity. In turn, the Office of Academic Integrity will coordinate with the UB Office of the President to obtain approval. The School of Dental Medicine Dean has ten (10) academic days from receiving the Judicial Council recommendations to submit the sanction request to the Office of Academic Integrity, receive notification that the sanction has been approved, and meet with the student to present the decision letter.
For all other violations where suspension is recommended, the School of Dental Medicine Dean must request the sanction by contacting the Dean of the Graduate School. In turn, the Office of the Graduate School will coordinate with the UB Office of the President to obtain approval. The School of Dental Medicine Dean has ten (10) academic days of receiving the Judicial Council recommendations to submit the sanction request to the Graduate School, receive notification that the sanction has been approved, and meet with the student to present the decision letter.
Expulsion from the University. The term “expulsion” means permanently removing from a student all privileges offered by association with the University. For academic integrity violations where expulsion is recommended, the School of Dental Medicine Dean must request the sanction by contacting the Office of Academic Integrity. In turn, the Office of Academic Integrity will coordinate with the UB Office of the President to obtain approval. The School of Dental Medicine Dean has ten (10) academic days of receiving the Judicial Council recommendations to submit the sanction request to the Office of Academic Integrity, receive notification that the sanction has been approved, and meet with the student to present the decision letter.
For all other violations where expulsion is recommended, the School of Dental Medicine Dean must request the sanction by contacting the Dean of the Graduate School. In turn, the Office of the Graduate School will coordinate with the UB Office of the President to obtain approval. The School of Dental Medicine Dean has ten (10) academic days of receiving the Judicial Council recommendations to submit the sanction request to the Graduate School, receive notification that the sanction has been approved, and meet with the student to present the decision letter.
Students cannot appeal University level sanctions.
In cases involving sanctions imposed at the School of Dental Medicine level, the student may appeal the Dean’s decision, but only based on claims of limitations on, or violations of, applicable due process in prior proceedings or which establish sound cause to believe that prior proceedings have resulted in a decision contrary to law, the Polices of the SUNY Board of Trustees, or policies of the University at Buffalo. Such appeal request must describe the specific due process violation(s) claimed and must be submitted in writing.
In cases of didactic related offenses, the student shall be assigned a grade of Incomplete (“I”) pending resolution. Students may still attend didactic and pre-clinic courses pending resolution of the appeal.
In cases of clinic-related offenses, the student loses patient care privileges while his or her patient records are audited for appropriateness of patient care and/or skill level. These will be assessed by the Program Director within ten (10) academic days of receiving the appeal letter.
Following successful review of the patient records audit and/or skill assessment, clinic privileges may be restored by the Associate Dean for Advanced Education during the appeal. If clinic privileges are to be restored, the student must be notified via UB e-mail within ten (10) academic days of the Associate Dean for Advanced Education receiving the appeal letter.
Appeals involving academic integrity violations should be submitted to the University at Buffalo Director of the Office of Academic Integrity no later than ten (10) academic days after the Dean of the School of Dental Medicine has notified the student of their decision.
Appeals in all other cases should be submitted to the Dean of the Graduate School no later than ten (10) academic days after the Dean of the School of Dental Medicine has notified the student of their decision.
Upon review of relevant materials, if the University at Buffalo Dean of the Graduate School or the University at Buffalo Director of the Office of Academic Integrity does not find that the statement of appeal provides reasonable grounds to appeal based on violation of due process, nor raises doubt concerning the adequacy of prior review, the Dean of the Graduate School or Director of the Office of Academic Integrity shall notify the student of their decision via UB email address, and shall copy the complainant, the Faculty Chair of the Judicial Council, the Associate Dean for Advanced Education, and the Dean of the School of Dental Medicine within ten (10) academic days of receipt of the student’s request for appeal.
Alternatively, if the Dean of the Graduate School or the Director of the Office of Academic Integrity deems it necessary to further consider the circumstances of the case, they shall begin to assemble a committee within ten (10) academic days of receipt of the appeal. The appeal will be conducted in accordance with the Academic Grievance Policy, Section III: Graduate School Level Appeal, located in the Graduate School Policy Library (https://www.buffalo.edu/grad/succeed/current-students/policy-library.html). The Committee review process is conducted during academic days in accordance with the UB Academic Calendar posted at: https://registrar.buffalo.edu/calendars/.
If a student is found Responsible, a copy of the Administrative Representative’s decision letter, along with any written comments made by the student, shall be kept in a confidential file maintained by the School of Dental Medicine Office of Advanced Education until such time as the student graduates or has not been enrolled at the University for a period of at least four (4) years. The student shall have access to the contents of this file upon written request for a period of at least four (4) years.
If a student is found Responsible, a record of the Preliminary Meeting and the Judicial Council Hearing shall be kept in a confidential file maintained by the School of Dental Medicine Office of Advanced Education indefinitely. The records should consist of the following materials:
Copies of any written contents from the Formal Proceedings file shall be afforded to the student upon written request. The student must make a request in writing to the School of Dental Medicine Office of Advanced Education. The student will not be provided a copy of any Formal Proceeding audio or video recording. However, the student will be provided the opportunity to listen to the audio or video recording of the Formal Proceedings by coming to the SDM Office of Advanced Education. The student may not bring any electronic devices (phones, tablets, smartwatches, etc.) while listening to the Formal Proceeding recording.