SDM Advanced Education Student/Resident Handbook

Updated February 2025

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.

I.           PREAMBLE

The University at Buffalo (UB) School of Dental Medicine sponsors several Advanced Education programs. These include university and hospital-based clinical and certificate programs as well as DDS, MS, and PhD programs. The university-based certificate, MS, and PhD programs follow the policies of the School of Dental Medicine and the Graduate School. The hospital-based programs follow the policies of the School and those developed by the Graduate Medical Education Office. Many of the policies in this handbook supplement other existing policies.

II.         DEFINITIONS

Student

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).

Resident

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, Oral and Maxillofacial Surgery); 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.

III.      GENERAL INFORMATION FOR ALL STUDENTS/RESIDENTS

SECTION 3.1  SCHOOL-SPECIFIC INFORMATION

Photo Identification Cards

University and Dental School photo identification cards are issued to each new dental student and resident. UB ID cards (UBCard) are required for admittance to University at Buffalo facilities and events and for access to the Clinic Management System. They may also be required when using Squire Hall or the Biomedical Research Building after business hours. A replacement fee is charged for lost cards. UBCard replacements may be obtained from the UBCard Office. Dental School ID card replacements may be obtained by contacting the Business Office at 716-829-3226. 

Computer Facility and Services

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.

UBITName and University E-Mail

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 UBlearns.

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.

Cellular Phones

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.

Student/Resident and Patient Parking

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.

Patients must display an official UB Dental parking permit on the dash to park legally in any of the clinic patient lots. Parking permits are given to a patient in advance by the student dentist/resident which is valid for the next scheduled appointment. Additionally patient parking permits are available at the front desk in the mail lobby of Squire.

Overnight Parking on Campus

Parking is not allowed in most campus lots between midnight and 6 am from November 15 and April 15 to allow for snow removal. Students/residents planning to park on campus after midnight may park anywhere in the Squire lot (except those areas designated for handicapped parking) until 2 am, except in the case of significant snowfall. All vehicles must be moved by midnight when snow is falling or park in the Abbott lot or in the row of Michael/Farber lot designated for overnight parking.

Postgraduate Health and Training Requirements

Postgraduate students/residents involved in direct patient care are subject to the same health assessment and training requirements as predoctoral students. The requirements include mandated Basic Life Support and other training to be completed before starting the program and periodically (in some cases annually) thereafter. These requirements are outlined in Appendix C.

Any new student/resident who fails to complete the health requirement will receive an account check-stop or hold preventing the student from registering for a class. The check-stop or hold is removed once the student submits documentation that verifies compliance.

Continuing students/residents are required to complete an Annual Immunization Review (AIR) with Student Health prior to the start of the academic year; the orientation website provides the deadline date. An annual PPD skin test or assessment for signs /symptoms of active TB is a required part of the AIR. Students who have not completed the annual immunization review prior to the deadline will have clinical privileges revoked until required health documentation is submitted and verified.

Printable Health Background and Annual Immunization Review forms and other health related information are available from the Student Services website: www.buffalo.edu/studentlife/who-we-are/departments/health.html

University Health Services

The Student Health Center is at 4350 Maple Road in Buffalo (716-829-3316) and is open to all currently registered students/residents. All students/residents pay a mandatory university comprehensive fee. Part of this fee covers all services at Student Health Center.  Students/residents are required to carry medical insurance that will cover the costs associated with laboratory fees, prescriptions, radiology services or referral to specialist in the community or emergency room visit. Medical appointments are available Monday through Friday.  Students/residents with non-emergent concerns after Student Health Center is closed may call the phone number for instructions and information on how to reach a nurse triage service for advice and options for medical care. 

In addition to primary care services, Student Health Services offers a variety of specialty care, including women’s health, infectious diseases, immunization and travel, eating disorders, and chiropractic. For more information, visit the Student Health Center web site.

Counseling Services

The University Counseling Center offers free, voluntary and confidential services to currently registered students/residents. Services include individual, group, couples, and crisis counseling as well as drug and alcohol counseling. The Counseling Center is located on both the north and south campuses and may be contacted at call 716-645-2720.

SECTION 3.2  UNIVERSITY RESOURCES AND POLICIES

Statement of Non-Discrimination

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. A portion is copied below:

The University at Buffalo is committed to ensuring equal employment, educational opportunity, and equal access to services, programs, and activities without regard to an individual's race, color, national origin, sex, religion, age, disability, gender, pregnancy, gender identity, gender expression, sexual orientation, predisposing genetic characteristics, marital status, familial status, veteran status, military status, domestic violence victim status, or criminal conviction status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely based upon a protected characteristic.

The University’s policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment.  These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.

Inquiries regarding the application of Title IX and other laws, regulations and policies prohibiting discrimination may be directed to Sharon Nolan-Weiss, Director of the Office of Equity, Diversity and Inclusion and Title IX/ ADA Coordinator, 406 Capen Hall, Buffalo, New York 14260; Tel. (716) 645-2266; email diversity@buffalo.edu.  Inquiries may also be directed to the United States Department of Education’s Office for Civil Rights, 32 Old Slip 26th Floor, New York, NY 10005-2500; Tel. (646) 428-3900; Email OCR.NewYork@ed.gov. 

Sexual Discrimination and Harassment

Title IX prohibits discrimination on the basis of sex in any educational program or activity that receives federal financial assistance.  Both men and women have a right to equal access under Title IX. Title IX’s protections include

• Equal opportunities for admission, recruitment course participation, scholarships and other forms of financial aid, and athletic offerings
• Prohibitions against sexual harassment, gender-based harassment and other forms of discrimination based on sex.
• Assistance and redress for victims of stalking, sexual assault and sexual violence.
  

The University’s Title IX coordinator is the Director of the Office of Equity, Diversity and Inclusion, 406 Capen Hall (716-645-2266).

It is unlawful and against UB policy to harass anyone because of that person’s sex. UB acts promptly to remedy sexual harassment and prevent its recurrence. Sexual harassment is unwelcome behavior of a sexual nature that is severe, pervasive or persistent enough to create a hostile or intimidating work environment. It can include physical touching, verbal comments, non-verbal conduct such as leering or emails, or a combination of these things. Examples of sexual harassment may include, but not limited to:

• Seeking sexual favors or relationships in return for the promise of a favorable grade or academic opportunity
• Conditioning an employment-related actions such as hiring, promotion, salary increase or performance appraisal on a sexual favor or relationship
• Intentional and undesired physical contact, sexually explicit language or writing, lewd pictures or notes and other forms of sexually offensive conduct by individuals in position of authority, co-workers or student peers, that unreasonably interferes with the ability of a person to perform his or her employment or academic responsibilities.

Bias-Related Incidents

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 or to make a complaint or receive a copy of the University policy and procedures to be followed for sexual harassment complaints, please contact the School of Dental Medicine Office of Equity, Diversity and Inclusion 325N Squire Hall (716- 829-2984) or the UB Office of Equity, Diversity and Inclusion, 406 Capen Hall (716-645-2266).

The University makes a clear distinction between bias-related incidents prompted by intolerant behaviors and illegal discrimination based on issues of sex, race, ethnicity, national origin, religion, disability, sexual preference, sexual orientation, marital status, and veteran status. Matters of discrimination are handled by the Office of Equity, Diversity & Inclusion. If you have been the victim of a bias-related incident, or you know of an incident that has occurred, you are encouraged to discuss with a professional staff member in the Office of Advanced Education, and to review the reporting guidelines at https://www.buffalo.edu/studentlife/who-we-are/departments/conduct/reporting-bias-related-confrontations-and-incidents.html.

Support for LGBTQ Students/Residents

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 contact the School of Dental Medicine Office of Equity, Diversity and Inclusion 325N Squire Hall (716-829-2984) or the UB Office of Equity, Diversity and Inclusion, 406 Capen Hall (716-645-2266).

Accessibility Resources

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. Testing accommodations are given for written exams only. 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.

Campus Safety

University at Buffalo Campus Police is the University's law enforcement agency, with an office on the north campus (Bissell Hall) and a sub-station on the south campus (Allen Hall) 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 arrange for a group presentation, call Campus Police directly.

UB Alerts and University Emergencies

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.

Smoke-Free Policy

UB is proud to have a smoke-free environment on all campuses and supports efforts to quit smoking as part of the UBreathe Free Inhale Life initiative. UB supports an environment where its students, employees, and visitors are not exposed to secondhand smoke. Therefore, smoking is prohibited on all university-managed property, both indoors and outdoors, and in all vehicles owned and operated by the University. Doorway areas and loading docks are considered part of the building. The policy applies to all faculty, staff, students, residents, and visitors. For information on smoking cessation programs, please contact Wellness Education Services at 645-2837 or visit their website at http://www.buffalo.edu/studentlife/who-we-are/departments/wellness.html.

Drug Free Schools and Communities Act

In conjunction with the Drug Free Schools and Communities Act Amendments of 1989, the University at Buffalo and the Student Health System are 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

Financial Aid

For assistance in financing your education, US citizens and eligible non-citizens should apply for federal financial aid by filling out a FAFSA (Free Application for Federal Student Aid) online at:  http://www.fafsa.ed.gov/. The FAFSA application is required for any student wishing to apply for federal aid, including all federal loans. Students interested in applying for Federal Direct Stafford loans must file at www.fafsa.ed.gov every year in attendance. The FAFSA collects the student’s household financial information to determine eligibility for all federal financial aid programs. The FAFSA is available on-line each year. More detailed information may be found on the Student Accounts website: http://studentaccounts.buffalo.edu/ or by calling (716) 645-8232 to make an appointment with a Financial Aid Advisor.

Health Insurance Coverage

In alignment with other health sciences schools at UB, the School of Dental Medicine requires all full-time students/residents to have health insurance coverage. 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.

Libraries

Abbott Library, on south campus, is open seven days a week when school is in session. In addition to a main reading room, the library has private study carrels and small group study rooms.  For more information, call 716-829-3900. Lockwood Library (716-645-2815) and the Law Library (716-645-6765) are both located on the north campus and are open daily. For more information on hours, collections and workshop opportunities, visit the University Libraries web site at https://library.buffalo.edu/.

Professional Organizations

American Association for Dental, Oral and Craniofacial Research (AADOCR)

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 at https://www.aadocr.org/.

American Dental Education Association (ADEA)

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 web site at https://www.adea.org.

UB Graduate Student Association (GSA)

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.

III.      ACADEMICS

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.

SECTION 4.1 GENERAL GUIDELINES FOR ALL STUDENTS/RESIDENTS

Student/Resident Conduct Rules

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.

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:

• conduct all academic work within the letter and spirit of the School of Dental Medicine Student/Resident Honor System (Appendix A) and Code of Ethics (Appendix B);
• attend all scheduled classes, laboratory sessions, clinical assignments (including rotations) and examinations;
• respect the dignity of each faculty and staff member individually and all faculty and staff collectively in classrooms, laboratories, clinics, and other academic settings.
• conduct themselves in a professional manner when treating patients, such conduct to include making conscientious arrangements of appointments for diagnosis and treatment; obtaining appropriate informed consent, using forms provided by the School of Dental Medicine; obtaining appropriate consultations with faculty; and completing all patient treatment in a timely manner.
• comply with all laws and regulations applicable to the care of patients both federal and state, e.g., Health Insurance Portability and Accountability Act and Infection Control Guidelines

Complaints about the Program

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.

Commission on Dental Accreditation Complaint Procedures

Students/residents 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 Rights and Responsibilities

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 have the responsibility to adhere to the SDM Student/Resident Honor System and Code of Ethics (see Appendices A and B). 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.

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. A summary of these policies, and related procedural flow diagrams, may be found in Appendices D and E (academic integrity) and Appendices F and H (academic grievance). The complete policies are available in the policy library of the Graduate School at https://www.buffalo.edu/grad/succeed/current-students/policy-library.html.

Residents of the hospital-based programs (Oral & Maxillofacial Surgery, Pediatric Dentistry) follow due process procedures developed by the GME Office (see Appendix H).

Evaluation and Grading

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:

• comply with faculty policies designed to reduce the possibility of cheating on examinations, such as rendering unauthorized materials or aids inaccessible and protecting one's own examination paper from view to others;
• maintain the confidentiality of examinations by divulging no information concerning an examination, directly or indirectly, to another student who has yet to take the exam;
•  report any instance in which reasonable grounds exist to believe that a student has given or received unauthorized aid in graded work. Such report should be made to the Course Director.
• cooperate with the appropriate Judicial Council in the investigation of and hearing procedures for any incident of alleged violation, such consideration to include the giving of testimony when called upon.

H/S/U, Incomplete, and Failing Grades

H/S/U

Some required courses are graded H-Honors, S-Satisfactory, or U-Unsatisfactory. An H or an S grade indicates credit and U indicates no credit. These grades do not carry quality points (i.e., they are not included in calculation of GPA). The H grade is given for outstanding academic performance. The S grade is given only in cases in which the student's letter grade would have been equivalent to a C or better. The U grade indicates failure without academic penalty, and will not be computed in the grade point average. These grades are generally used as a mechanism for providing feedback on course progress. However, in some instances they indicate a failure to meet course requirements, and may therefore be grounds for probationary status. All U grades must be remediated successfully prior to the start of the next academic year, except in those cases in which an entire course is to be repeated.

US

The US grade indicates the resolution of an Unsatisfactory (U) grade by some mechanism other than repeating the course. The US grade carries credit hours but no quality points, and remains on the student's transcript.

Incomplete

Incomplete (I) grades indicate that a student/resident has not been able to complete all the assigned projects and/or examinations in a course due to illness or other unforeseeable and compelling circumstance. The I is a temporary grade indicating that failure to complete course requirements was not a consequence of student/resident neglect, lack of effort, or substandard performance. Course Directors must notify students/residents in writing at the time that course grades are submitted, indicating the work that must be completed and the time frame within which it must be completed in order to resolve the I grade. Course requirements are expected to be completed promptly and a grade assigned. All I grades default automatically to a Failure 12 months following the end of the semester in which the I grade is assigned.

Failure

Failure (F) grades are given when a student/resident has not completed course requirements and the criteria for Incomplete have not been met. All F grades must be remediated successfully prior to the start of the next academic year, except in those cases in which an entire course is to be repeated, or in cases of F grades with citation of academic dishonesty (see below). All F grades without citation MUST be remediated prior to graduation.

FP

The FP grade indicates the resolution of a Failure (F) grade by some mechanism other than repeating the course. The FP grade carries credit hours but no quality points, and remains on the student/resident's transcript.

FX

The FX grade indicates Failure for reason of non-attendance of a course. The FX grade can only be remediated by repeating the course in its entirety.

F with citation of academic dishonesty

The grade of F with citation of academic dishonesty shall remain on a student/resident’s record. Students/residents who receive such a grade shall be allowed to graduate, pending completion of any additional sanctions that accompany this grade.

In cases in which students/residents receive an F with citation of academic dishonesty in addition to failing to meet minimum academic requirements for passing the course, they must fulfill these requirements in order to be recommended for graduation.

Grade Reports

Final semester grade reports are available through the HUB website: https://myub.buffalo.edu/. Interim grades may be available from Course Directors. Because official mail is sent to the student/resident's permanent address, students/residents must maintain current address information with the University; addresses may be updated via HUB.  Students can check their final course grades through the HUB website.

Transcripts

Transcripts are available to enrolled students/residents free of charge. Instructions on the request procedure may be found at: https://www.buffalo.edu/registrar/transcripts-and-records.html

Course Evaluation

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 and Absence

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.

Clinical Responsibilities

Refer to the Clinic Manual for detailed information regarding clinic procedures, protocol and responsibilities.

Student/Resident Dress Code and Personal Hygiene

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.

Leaves of Absence

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. Refer to Appendix I for the Leave of Absence Form.

SECTION 4.2  ADVANCED EDUCATION POLICIES

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.

Course Grades

Most courses are graded using a letter grade system according to Graduate School Guidelines (www.grad.buffalo.edu). These include: A, A-, B+, B, B-, C+, C, D, and F, which carry quality points of 4.0, 3.67, 3.33, 3.0, 2.67, 2.33, 2.0, 1.0 and 0 respectively. Grade point average (GPA) is calculated by dividing the total number of quality points by the total number of credit hours.

Good Standing and Academic Probation

A student/resident 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.

Student Progress and Promotions Policies and Procedures

See Appendix J for detailed information regarding student/resident progress and promotions policies and procedures.

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 grievances. Appendices C and D outline the Academic Integrity policies and process, and Appendices E and F outline the Grievance policies and process.

Faculty and student representatives from each department at SDM are identified each fall to ensure a suitable pool for decanal and Graduate School hearing committees.

Residents of the hospital-based programs (GPR, Oral & Maxillofacial Surgery, and Pediatric Dentistry) follow due process procedures developed by the GME Office (Appendix I).

APPENDIX A: SDM Student/Resident Honor System

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.

Examples of Academic Dishonesty

Academic dishonesty includes, but is not limited to, the following:

(a) Previously submitted work. Submitting academically required material that has been previously submitted -- in whole or in substantial part -- in another course, without prior and expressed consent of the instructor.

(b) Plagiarism. Copying or receiving material from any source and submitting that material as one’s own, without acknowledging and citing the particular debts to the source (quotations, paraphrases, basic ideas), or in any other manner representing the work of another as one’s own.

(c) Cheating. Soliciting and/or receiving information from, or providing information to, another person or any other unauthorized source (including electronic sources such as cellular phones and PDAs), with the intent to deceive while completing an examination or individual assignment.

(d) Falsification of academic materials. Fabricating laboratory materials, notes, reports, or any forms of computer data; forging an instructor’s name or initials; resubmitting an examination or assignment for reevaluation which has been altered without the instructor’s authorization; or submitting a report, paper, materials, computer data, or examination (or any considerable part thereof) prepared by any person other than the individual responsible for the assignment.

(e) Misrepresentation of documents. Forgery, alteration, or misuse of any University or official document, record, or instrument of identification.

(f) Confidential academic materials. Procurement, distribution or acceptance of examinations or laboratory results without prior and expressed consent of the instructor.

(g) Selling academic assignments. No person shall sell or offer for sale to any person enrolled at the University at Buffalo any academic assignment, or any inappropriate assistance in the preparation, research, or writing of any assignment, which the seller knows, or has reason to believe, is intended for submission in fulfillment of any course or academic program requirement.

(h) Purchasing academic assignments.  No person shall purchase an academic assignment intended for submission in fulfillment of any course or academic program requirement.

Ethical Responsibilities

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.

Examinations

• Students/residents shall not:
• give nor receive aid during an examination.
• be late for any examination.
• talk or cause disruption of the quiet atmosphere of the examination.
• use course notes or crib notes during an examination unless so authorized by faculty.
• steal examinations.
• take an examination for another student/resident.
• violate any rules governing the administration of the examination as put forth by the course director (e.g., time, procedures, and seating).

Preclinical Procedures

• Students/residents shall not:
• use commercial laboratory facilities (per course directives).
• falsify the completion of lab accomplishments.
• steal, destroy or distort another student's work.
• submit projects completed partly or in whole by other persons (e.g., professional students, graduate students, or lab technicians).

Clinical Responsibilities

• Students/residents shall not:
• perform any patient treatment without direct supervision.
•  falsify records or signatures.
• steal clinic instruments, materials, or equipment.
• use work or material provided by a commercial laboratory except when approved by specific work authorizations.

Students/residents shall:

• always treat patients in a fashion consistent with the established priority of needs.
• adhere to clinical guidelines for procedures as outlined by the clinical course director or department.

General Facility Rules

Students/residents shall not:

• intentionally destroy or vandalize university property.
• violate facility hours.
• breach facility security (e.g., propping doors open).

Professionalism

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:

• violation of the Student Conduct Rules, University Standards and Administrative Regulations
• all forms of conduct which fail to meet the standards of the dental profession, including repeated failure to meet assigned obligations
• use of abusive or intimidating language or behavior
• sexual harassment
• discrimination based on such factors as sex, religion, national origin, age, disability, marital status, veteran status or sexual orientation
• disruption of class or any other school activity
• plagiarism of material for written papers, reports or other assignments.
• other misconduct, misrepresentation, or failure in personal actions or in meeting obligations which raise serious, unresolved doubts about the integrity of the student in meeting the overall obligations of a professional dental career.

APPENDIX B: SDM Student/Resident Code of Ethics

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.

Student/Resident Signature: 

Student/Resident Printed Name: 

Student/Resident Program:

Date: 

APPENDIX C: Postgraduate Training and Health Assessment Requirements

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. 

HEALTH REQUIREMENTS:

Annual Health Certification:

All incoming UB students/residents must provide an official record of the following, in English, to the Office of Advanced Education:

• Measles, mumps and rubella (MMR) vaccination
• Meningitis waiver or vaccination within 10 years
• Tetanus/Diphtheria/Pertussis booster within 10 years; at least one adult dose must have contained pertussis
• Hepatitis B complete series OR must begin the series prior to starting the program and complete the series by the end of the program’s first year
• Varicella series OR positive blood titer OR medical provider documented history of the disease
• Influenza vaccination or signed declination form (by November 1st of every year they are enrolled)
• Tuberculosis screening annually

All students/residents must sign the self-attestation statement electronically in their patient portal annually.

TRAINING REQUIREMENTS (minimum):

Online, annually prior to fall semester via SDM intranet training site

• HIPAA Privacy and Security and HITECH training
• Compliance
• Infection Control

In-Person, typically during orientation

Annually

• Sexual Harassment Prevention

Upon Matriculation

• NYS Required Child Abuse Recognition and Reporting Training
• AxiUm Training (SDM’s Clinic Information Management System)
• Narcan Training
• NYS Required Jurisprudence and Ethics Course
• Medical Emergencies

Basic Life Support (BLS)

This training is completed during orientation and off-cycle as needed. Students/residents must submit a copy of their BLS card to the Office of Advanced Education. 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.

Hospital-Based Program Certification

Health certification of hospital-based residents will be monitored by the Office of Graduate Medical Education via the Medical School. Salaried AEGD residents will utilize the SDM’s Health Background and Annual Health Assessment forms; all others will utilize Student Health Services.

APPENDIX D: Summary of Graduate School Policy on Academic Integrity

Academic integrity is a fundamental university value. Through the honest completion of academic work, students sustain the integrity of the university while facilitating the university's imperative for the transmission of knowledge and culture based upon the generation of new and innovative ideas. Students are held to a high level of accountability and are expected to uphold our standards of honesty in order to sustain a fair learning environment.

TIMELINE

Instructors must notify students within 10 academic days[1] of discovery of the suspected dishonesty. Students must meet with instructors within 10 academic days of notification, or the instructor will make a decision in their absence. Instructors must notify students and the Office of Academic Integrity of the charge and sanction within 10 academic days of the consultative resolution meeting.

POLICIES

Instructors have the responsibility to charge and sanction students who are in violation of these standards. Visit the Consultative Resolution procedure webpage. All cases must be filed, regardless of severity, with the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course. Instructors have the authority to execute one or more of the sanctions below. If the violation is not the student's first offense, the chosen sanction may be revised by the Office of Academic Integrity.

• Warning. Written notice to the student that they have violated a university academic integrity standard.
• Revision of work. Requirement that the student replace or revise the work in which dishonesty occurred.
• Reduction in assignment grade. Student's grade is decreased with respect to the particular assignment.
• Reduction in course grade. Student's final grade in the course is decreased.
• Failure in the course. A grade of "F" is applied.
• Remediation. Requirement that the student complete an educational remediation assignment through the Office of Academic Integrity. If the student passes the remediation assignment, the instructor may alter the original sanction.
• Other. Faculty may determine another appropriate assignment or penalty (e.g., an additional assignment, inability to drop lowest grade), except for any OAI or university sanction described below.

Recommendations for more serious sanctions may be made to the Office of Academic Integrity for review. Possible sanctions requiring Office of Academic Integrity approval include:

• Failure in course, remediation required, temporary notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with notation of academic dishonesty. Upon successful completion of UB's remediation assignment, the notation is removed. Failure to successfully complete the OAI assignment will result in the notation remaining permanently on the student's transcript.
• Failure in the course with permanent notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with a permanent notation that the grade of "F" was assigned for reason of academic dishonesty.
• Dismissal from the degree program. The academic integrity violation results in ineligibility for continuation in the student's degree program.
• Dismissal from the degree program with notation of academic dishonesty. The academic integrity violation results in ineligibility for continuation in the student's degree program, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.
• Dismissal from the department. The academic integrity violation results in ineligibility for continuation in any degree program within the department.
• Dismissal from the department with notation of academic dishonesty. The academic integrity violation results in ineligibility to continue in any degree program within the department, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.

Possible sanctions requiring both Office of Academic Integrity and Office of the President (or designee) approval include:

• Suspension from the university. The student is suspended for a defined time period with stated conditions and a permanent notation on the transcript that suspension is due to reason of academic dishonesty.
• Expulsion from the university. The student is expelled with permanent notation on the transcript that expulsion is due to reason of academic dishonesty.

Infractions not associated with a course in which the student is enrolled will be assigned appropriate penalties and may be additionally referred to Student Conduct for judicial procedures. Visit the Student Conduct webpage for more information.

Students have the right to appeal the instructor's findings to the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course. Visit the how to appeal webpage or Office of Academic Integrity website to learn more.

Upon request and with the student's permission, academic integrity violations and sanctions may be reported by the OAI to an authorized body (e.g., a graduate school application or employment application).

PROCEDURES

Consultative Resolution

All questions of academic dishonesty will be resolved through consultation between the student and instructor (defined as the instructor of record, a staff member, or their appropriate designee). Additionally, either the instructor or the student may consult with the Office of Academic Integrity (OAI) for guidance and assistance.

Within 10 academic days of the consultative resolution meeting, the instructor shall: 

• Notify the student via UB email of a decision, any sanction(s) imposed, and the student's right to appeal. This letter should also be copied to OAI, the department chair, and the School/College dean's office. It is the instructor's responsibility to report the sanction, regardless of severity, to the OAI. 
• File an Academic Dishonesty Report Form to OAI.

Right to Appeal

The student may appeal the instructor's findings to the OAI by completing the Academic Dishonesty Appeal Form within 10 academic days after the instructor has notified the student of their decision. Students may appeal the charge and/or the sanction.

In cases where the academic integrity penalty affects graduation, transfer status, or eligibility, the student may request an expedited review of their appeal.

OAI Review

In cases where the student seeks to appeal an instructor's charge or sanction, the student and instructor may each provide evidence supporting their position, any relevant documentation, and the names of the potential witnesses to the OAI. The OAI will review all case materials.

The OAI reviews all appeals for the standard of preponderance of evidence. If the OAI finds that preponderance falls with the instructor, the OAI will notify the student and the instructor via UB email addresses within 10 academic days of appeal, that the charge and/or sanction(s) are upheld. Student appeal procedures ahead.

If the OAI finds cause to further consider the circumstances of the case, the OAI will notify the student and instructor via UB email addresses within 10 academic days of appeal that an Adjudication Committee will be assembled.

Adjudication Committee Review

The OAI will assemble an Adjudication Committee. All relevant materials are shared with the instructor, the student, and the hearing committee at least 72 hours prior to the start of the hearing. Hearings shall take place on academic days unless all principals agree otherwise.

The hearing shall be conducted in a 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 applicable, and the committee may review all relevant and reliable information that will contribute to an informed final decision. When considering the charge, the committee shall only examine information relevant to the current alleged misconduct. Information regarding a student's prior academic misconduct cannot aid in determining whether the student is responsible for violating academic integrity in the current case. However, such history may be introduced during the sanctioning phase of the case under review. 

At the hearing, both principals present their positions, and all involved have the opportunity to raise questions. At the conclusion of the hearing, the committee will meet privately to deliberate the case. All hearings and committee meetings shall be confidential.

The committee will provide the student and instructor (and in cases of suspension or expulsion, the department chair and the school/college dean), with the hearing outcome within 10 academic days of the final meeting of the committee.

The decision made by the Adjudication Committee may take one of three forms:

• Findings overturned, no sanctions. When there is no preponderance of evidence that academic dishonesty occurred, no sanctions will be imposed. The student is thus exonerated, and any documentation related to the case within the OAI will be expunged.
• Findings sustained, sanctions sustained. When there is preponderance of evidence that academic dishonesty occurred, sanctions are upheld as previously enacted or recommended.
• Findings sustained, sanctions revised. When there is preponderance of evidence that academic dishonesty occurred, but a different sanction from the one originally enacted by the instructor is deemed more appropriate, sanctions may be revised. This finding may involve an alternative sanction that is either more or less severe from the one originally enacted.

The decision of the committee is final, and no further appeal is available.

[1] Academic days are defined as weekdays when classes are in session, not including the summer or winter sessions.

APPENDIX E: Academic Integrity SDM Flowchart

APPENDIX F: Summary of Graduate School Policy on Academic Grievance

The Graduate School Policy on Academic Grievance procedures provide a sequence of steps for the orderly and expeditious resolution of grievances initiated by graduate students. While recognizing and affirming the established principle that academic judgments and determinations are to be reached solely by academic professionals, it is the Graduate School's intention to secure, to the maximum extent feasible, equitable treatment of every party to a dispute. To that end, those who oversee the grievance process are charged to pay heed not only to issues of procedural integrity, but also to considerations of substantive fairness.

Definition. An academic grievance shall include, but not be restricted to, a complaint by a graduate student:

1. that they have been subjected to a violation, misinterpretation or inequitable application of any of the regulations of the university, the Graduate School, a college or school or department or program; or
2. that they have been treated unfairly or inequitably by reason of any act or condition that is contrary to established policy or practice governing or affecting graduate students at the University at Buffalo.

Time Limit. A grievance must be filed within one calendar year from the date of the alleged offense. The department chair (or program director where there is no chair oversight), college or school dean or the dean of the Graduate School may extend this time limit upon demonstration of good cause.

ACADEMIC GRIEVANCE CONSULTATIVE RESOLUTION

Virtually all disputes originate in the department (or program where there is no chair oversight) and should, if feasible, be resolved through consultation between the disputants. The parties should meet and exert a good faith effort to resolve the dispute amicably.

ACADEMIC GRIEVANCE FORMAL RESOLUTION

I. Departmental or Program Level Review

The student/resident who believes that the grievance is severe or has been unable to obtain an acceptable consultative resolution should submit in writing to the department chair (or program director where there is no chair oversight) a description of their complaint, including any evidentiary or supporting materials and a request for a hearing. (If the department chair or program director is a party against whom the grievance is brought, either as a teaching faculty member or as chair or director, or where the department chair or program director can demonstrate that it will best serve the interests of the parties, direct petition to the school or college level may be pursued. A Decanal Grievance Committee will be convened in all cases where direct petition to the school or college level occurs).

II. School or College Level Appeal

If either the student/resident or the teaching faculty member against whom the grievance is lodged wishes to appeal the departmental or program ruling, a written statement of the appeal, including any additional evidentiary or supporting materials, shall be filed with the college or school dean within 10 academic days of receipt of the department chairs (or program director’s where there is no chair oversight) statement of Decision.

III. Graduate School Level Appeal

On rare occasions, when all established procedures within a college or school have been exhausted, it may be appropriate for the dean of the Graduate School to consider a final university appeal. In general, the dean of the Graduate School will consider only those appeals that document 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. In general, the Dean of the Graduate School will not consider appeals that merely challenge the appropriateness of a judgment reached following a full and fair review of a matter by the department or program and the Dean of the college or school.

APPENDIX G: Academic Grievance SDM Flowchart

APPENDIX H: GME Academic Action and Misconduct Due Process Policy

In accordance with University at Buffalo Graduate Medical Education’s (UB GME’s) responsibilities as a sponsoring institution of medical residency training programs, and in compliance with ACGME Institutional Requirements, the Academic Action and Misconduct Due Process Policy (Policy) describes the process available to residents/fellows for grieving/requesting a review of actions (Actions) taken under the UB GME Academic Action Policy or the UB GME Misconduct Policy. 

General Statements

1. This Policy permits residents/fellows to grieve/request a review (Review) of the following Actions taken at any time during the residents’/fellows’ training:

1. All parties to a Review are expected to demonstrate appropriate, responsible and professional conduct during the Review proceedings.
2. Review proceedings are academic proceedings. Attorneys may advise a party to a Review but may not be present during any meetings or hearings conducted under this Policy.
3. Review proceedings may not be recorded.
4. The Designated Institutional Official (DIO) for GME, or their designee, has discretionary authority to extend any timeframe outlined in this Policy.
5. Written statements issued under this Policy will be maintained in the resident’s/fellow’s GME file.

Grievance/Request for Review

Upon written notification of an Action, residents/fellows may request a Review of the Action in accordance with the process outlined below.

Requesting a Physician Review:

General Requirement. A resident/fellow may request a physician review (Physician Review) of an Action by emailing the DIO and the Program Director no later than fourteen (14) calendar days after the Program Director provides the resident/fellow with written notification of the Action.  

Content Requirement.  The request for a Physician Review must reference the challenged Action and summarize the resident’s/fellow’s reason(s) for requesting the Physician Review. The resident/fellow may not submit any information that would violate federal or state patient privacy protection laws. 

Appointment of Physician Reviewer.  The DIO or designee will appoint a Program Director or faculty member from a UB residency or fellowship training program who has not previously supervised the resident/fellow to serve as the Physician Reviewer. The DIO or designee will make this appointment within fourteen (14) calendar days of receiving the resident’s/fellow’s request for a Physician Review. 

Physician Review Process:

Role of the Physician Reviewer. The Physician Reviewer is charged with determining whether there was a reasonable basis for the Action taken by the Program Director.

In making this determination, the Physician Reviewer will:

• Examine the resident’s/fellow’s request for a Physician Review
• Meet individually with the resident/fellow
• Meet individually with the resident’s/fellow’s Program Director
• Determine, in their sole discretion, whether to conduct a joint meeting with the resident/fellow and program Director
• Request documentation, as necessary, from the resident/fellow and/or the Program Director; and
•  Consult with others, as appropriate, to obtain any additional information that would aid the Physician Reviewer in rendering a determination.

Determination. After conducting meetings, reviewing any requested documentation and consulting with others, the Physician Reviewer will prepare a written statement of their findings and the basis for such findings. This written statement will be presented to the DIO for review and approval no later than fourteen (14) calendar days after the Physician Reviewer’s appointment. Within three (3) business days of receipt of the final written statement, the DIO or designee will provide copies of the final written statement to the resident/fellow and the Program Director.

Requesting a Panel Review:

General Requirement. If either party disagrees with the findings of the Physician Reviewer, the party may request a panel review (Panel Review) by emailing the DIO and the Program Director no later than ten (10) calendar days after distribution of the Physician Reviewer’s written statement to the parties by the DIO or designee. The requesting party must copy the other party on this email. 

Content Requirement. A request for a Panel Review must include a concise statement of the facts upon which the Review is being sought. The requesting party may not submit any information that would violate federal or state patient privacy protection laws. 

Timeline.  A request for a Panel Review must be received by the Senior  

Waiver of Review. If neither party timely requests a Panel Review, the determination of the Physician Reviewer constitutes a final and binding decision.

Appointment of Panel.  The DIO or designee will appoint a panel (Panel) consisting of three (3) members: a Program Director from another UB residency or fellowship training program, a faculty member who has not previously supervised the resident/fellow, and a resident/fellow who has not previously worked with either party. Either the Program Director or the faculty member will be appointed by the DIO or designee to chair the Panel. The DIO or designee will appoint the Panel and select a chair within fourteen (14) calendar days of receiving the request for a Panel Review. 

Panel Review Process:

Role of the Panel. The Panel is charged with determining whether there was a reasonable basis for the Action taken by the Program Director. In making its determination, the Panel will:

• Examine the request for a Panel Review
• Review the Physician Reviewer’s written statement
• Meet jointly with the resident/fellow and Program Director to hear statements and pose questions
• Meet individually with the resident/fellow and/or Program Director to pose additional questions or seek clarification, if necessary
• Request documentation, as necessary, from the resident/fellow and/or the Program Director
• Consult with others, as appropriate, to obtain any additional information that would aid the Panel in rendering a determination; and
• Meet privately to render at determination

Supportive Attendees: Each party may bring one person (Supportive Attendee) with them to any meeting with the Panel. Supportive Attendees are prohibited from speaking on behalf of, or advocating for, a party, unless requested by the Panel. Supportive Attendees may not be attorneys. 

Determination.  After conducting meetings and reviewing any requested documentation, the chair of the Panel will prepare a written statement of the Panel’s findings and the basis for such findings. This written statement will be presented to the DIO or designee for review and approval no later than twenty-one (21) calendar days after the Panel’s appointment. Within three (3) business days of receipt of the final written statement from the chair of the Panel, the DIO or designee will provide copies of the final written statement to the resident/fellow and the Program Director.

Panel decisions are determined by a majority of members of the Panel.

The determination of the Panel constitutes a final and binding decision. 

Applicable Requirements

ACGME Institutional Requirements Effective 7/1/2022:

• The Sponsoring Institution must have a policy that provides residents/fellows with due process relating to the following actions regardless of when the action is taken during the appointment period: suspension, non-renewal, non-promotion; or dismissal. (Core) (IV.D.1.b))
• Grievances: The Sponsoring Institution must have a policy that outlines the procedures for submitting and processing resident/fellow grievances at the program and institutional level and that minimizes conflicts of interest. (Core) (IV.E.)

The entire ACGME Institutional Requirements document can be viewed here. Download pdf

Established:  2014
Reviewed by GMEC: 10/14; 1/17; 5/17; 6/18; 6/22

Appendix I: Leaves of Absence

Resident Name: 

Program Name: 

Program Director Name: 

Leave Details

Start of Leave Date (include month/day/year): 

Estimated End of Leave Date, if known (include month/day/year): 

Length of Leave, if known (in weeks/months): 

Return Date (to be filled out when the resident returns): 

Additional Comments (if any): 

Signatures

By signing this form:

• The Resident acknowledges that their leave may impact their anticipated graduation date.
• The Program Director understands that they may need to submit a request to CODA for a temporary enrollment increase to accommodate this leave.

Resident Signature:                     

Date: 

Program Director Signature:

Date: 

APPENDIX J:  Advanced Education Student/Resident Progress and Promotions Policies and Procedures

ACADEMIC PROGRESS AND PROMOTION

Each Advanced Education Program has a Committee consisting of the Program Director and faculty (Committee) that reviews the academic performance of all residents in the program regarding student progression through the program, students in current or potential academic difficulty, and students who have shown outstanding achievement.

 POSSIBLE RECOMMENDATIONS

Recommendations may include, but are not limited to:

• program completion;
• recognition of outstanding achievement;
• progression without restriction;
• progression with restrictions, e.g., placement on probation or repetition/remediation of a course;
• removal from probation;
• repetition of all or part of a year;
• dismissal.

GUIDELINES USED IN FORMULATION OF RECOMMENDATIONS

The following guidelines are used in formulating recommendations.

Program Completion

The Committee shall recommend for program completion any student who has completed all prescribed courses and clinical requirements satisfactorily.  For program completion purposes, only the repeated year grades will be included in calculating cumulative GPA for students who have repeated a year.

No student shall be recommended for graduation if his or her cumulative GPA is below 3.0 or if he or she has outstanding F, U or I grades.

Recognition of outstanding achievement

The Program Director may send a congratulatory letter to any student showing outstanding academic achievement in a given semester, in recognition of this achievement.

Progression without restriction

Students who have completed all coursework satisfactorily and have attained both a cumulative GPA and a GPA for the most recently completed semester of 3.0 or higher will proceed to the next term or year without restriction.

Progression with restrictions

Academic Review/Probation:

Any student who receives a grade of "U", "F", or "D" in any required course falls below the minimum academic requirements of 3.0 and who indicates a lack of ability as determined by the Committee, will receive an immediate review by his or her program faculty. Upon completion of the academic review, the Committee may place the student on academic probation. Such notice will be made in writing by the Program Director or designee prior to the end of the Add/Drop period of the next semester and will indicate the terms of the probation and its removal.

Repetition of all or part of a year

A student may be required to repeat all or part of a year for reasons including, but not limited to, any of the following:

• one or more course failures or unsatisfactory grades (F or U) in any one academic year;
• multiple D grades in preclinical and/or clinical courses;
• a GPA below 3.0 for both semesters of an academic year.

The curriculum for students repeating a year or part of a year will be determined by the Program Director in consultation with the appropriate Course Directors and the Associate Dean for Advanced Education. Individual course waivers may be granted only by the Program Director and only for courses in which a grade of B or higher was obtained. Grades for both years will appear on the transcript, but only the repeating year grades will be included in GPA calculations for progress and promotion and program completion recommendations. However, all grades will be included in determination of class rank.

Any student placed on probation or requiring remediation shall be so advised by a letter from the Program Director. The letter shall describe the terms of the probation and/or direct the student to the appropriate person(s) for remediation. A copy of this letter shall be placed in the student's Academic File.

Dismissal

A student may be dismissed for academic reasons including, but not limited to, any of the following:

• two or more course failures or unsatisfactory grades (F or U) in any one semester;
• one F or U grade and multiple D grades in any one semester;
• failing a course being remediated;
• three consecutive semesters on academic probation;
• a semester GPA below 3.0 if the student is repeating the semester;
• failure to meet criteria specified in a previous letter from the Dean regarding academic deficiencies.

Students not meeting the written terms of their academic probation may be academically dismissed from the University by their program. Such dismissals shall be done in a timely fashion but no later than three weeks after the completion of the semester final examinations. The Graduate School will be notified in writing of all such academic dismissals.

Students dismissed for academic reasons from a program will have a notation placed on their transcripts indicating that they were academically dismissed and the date of the dismissal.

LETTERS OF ACADEMIC WARNING

The Program Director shall send a letter of academic warning to any student with unresolved Incomplete (I) grades or with multiple C grades or less in a given semester. This letter is informational only, and is not placed in the student’s Academic File. The intent of the letter is to ensure that the student is aware that an academic problem exists.

GUIDELINES AND PROCEDURES FOR ACADEMC APPEALS

A student who wishes to appeal a decision must submit a letter of intent within ten (10) school days of receipt of the official notification. Refer to the Graduate School’s Academic Grievance Policies and Procedures for further information specific information regarding appeal procedures related to academic dismissal.