Student Advising Guidance

The following Student Advising and Guidance Policies can also be found in the 2018-2019 Student Handbook published by Student Affairs.

Page 9 of Institutional Student Handbook-Student Affairs 2018-2019

School of record:  

Unless otherwise noted, the information contained in this handbook applies to all programs where EVMS is the school of record. EVMS is not the school of record for The Virginia Consortium Program in Clinical Psychology. For this program, the information in this handbook applies to student behavior and grade grievances associated with courses taken at EVMS, while program specific policies and procedures provide guidelines for broader issues of student evaluation, comprehensive examinations, and performance and probation procedures.

Page 13-14 of EVMS Institutional Student Handbook-Student Affairs 2018-2019

Disabilities

In order to progress and graduate, students must fulfill both the academic and technical standards of their program. The Technical Standards for each program can found on the EVMS website. If a student feels they have a disability that will hinder their ability to meet the academic or technical standards of their program, they may consider applying for accommodations. Disabilities are not defined by a list of specific medical conditions. A disability is functionally defined as a physical or mental health impairment that substantially limits one or more major life functions such as learning, working, sleeping, walking, seeing, hearing, speaking, or the like. A disability is generally a permanent condition, however there may be time when an impairment of less than one year may be a disability. It is the student’s responsibility to request an accommodation and accommodations will not be granted retroactively. Students who have, or believe they have, a disability for which they wish to request accommodations under the Americans with Disabilities Act or Section 504 of the Rehabilitation Act, must contact the EVMS Disability Officer (Morgan Russell, Lewis Hall 1180, 757-446-7261, RusselML@evms.edu). For more information about students and disability accommodations, please see the Student Disability Guide.

Discrimination

EVMS is committed to the achievement, through its programs, activities and facilities, of equality of opportunity in education, professional training, athletic programs and recreation, and career advancement of its students without regard to race, color, religion, sex, sexual orientation, national origin, age, disability or veteran status. In order to ensure that this policy is carried out, affirmative action will be taken to remedy the effect of any discriminatory act or practice for which EVMS is responsible. Every student at EVMS is free to seek answers to any questions and seek adjustment of any grievance arising out of alleged discrimination on the basis of race, color, religion, sex, national origin, age or handicap without being restrained or subjected to interference, coercion, or reprisal because of, or as a result of, having filed a grievance or having made an inquiry or allegation of discrimination. Faculty and administrative personnel are expected to see that allegations of discrimination receive prompt, impartial and sympathetic treatment and that the person or persons making the allegation(s) are not restrained or subjected to interference, coercion or reprisal because of, or as a result of, having made allegation(s) of discrimination.

Page 16 of EVMS Institutional Student Handbook-Student Affairs 2018-2019

Withdrawal policy for all students

Withdrawals may be of four types: 1. Voluntary Withdrawal, at the request of the student 2. Medical Withdrawal, on recommendation of a physician 3. Academic Withdrawal, by action of an academic review or progress committee 4. Administrative Withdrawal, by action of the Provost or a Dean acting in their behalf.

When a student withdraws, is asked to withdraw, or takes a leave of absence from EVMS, he or she must complete a Status Change Form available through the EVMS Registrar. The Registrar will sign and forward the request to all appropriate parties. For more information on the refund of any unearned tuition or fees, refer to the student withdrawal refund policy located in the Student Finances section below. Upon determination of student's withdrawal date, EVMS will calculate and refund any unearned tuition and fees within 30 days. Depending upon the withdrawal date, the student may be required to repay all or part of the financial assistance he/she received. For information about the financial impact of a withdrawal, please see the Student Finances Section of this handbook.

Page 22-23 of EVMS Institutional Student Handbook-Student Affairs 2018-2019

Student services

Student Affairs exists for the purpose of enhancing the quality of student life by creating an environment that will support student academic, physical, emotional, and social development, while challenging them to develop their abilities to the fullest. Committed to this idea, Student Affairs complements the instructional program by providing services that help students to enter and enjoy, excel, and exit from EVMS. Students are offered opportunities to develop their basic academic skills, to expand their interpersonal leadership and career related skills, and to obtain support services designed to help them cope with educational, personal, health, and social problems.

Find out more information about Student Affairs at https://myportal.evms.edu/education/student_affairs/

Student finances and general billing information

Tuition and fees are set by the Board of Visitors, which reserves the right to revise tuition and fees at any time for students currently enrolled as well as for new students.

Payments

Tuition and fees are billed to student accounts approximately thirty (30) days prior to the start of each semester. Bills for new students are mailed to their official address on record and bills for returning students are placed in student campus mailboxes. Students may also view their current balance due on the “myEVMS” portal at https://myportal.evms.edu; this data is refreshed each Monday. Amounts billed during the calendar year are reported on form 1098-T by Financial Services in accordance with IRS guidelines. Questions about any 1098-T should be directed to Financial Services at 757-446-6067.

All tuition and fees must be paid by the first day of class.

Financial aid disbursed for eligible students will be automatically applied to student accounts. Students who will be paying their tuition and fees privately may mail their check to EVMS Accounts Receivable, P.O. Box 1980, Norfolk, VA 23501 or hand deliver a check to Waitzer Hall, 735 Fairfax Ave, 910C, Suite 967, Norfolk, VA, 23501.

EVMS offers a payment plan for students who are not otherwise eligible for financial aid. Payment plans are administered by Financial Services and must be established each term by no later than the tuition deadline. Payments not received by the first day of class or by the due date specified in the payment plan will be considered late and may be subject to a late fee. Late notices for past due balances will be sent to students via EVMS email, but it is the student’s responsibility to ensure that his/her account does not become delinquent.

Procedures to check accounts

Students can check account balances and ensure that all charges and loan proceeds are correct by several methods, as follows:

• myEVMS portal
  • Log in to https://myportal.evms.edu using the same Username and Password as used for Blackboard.
  • Select financial statement under the Applications header.
  • For problems logging onto https://myportal.evms.edu; contact the EVMS Academic Computer Center at 757-446-7400
  • For problems finding financial statements despite having successfully logged onto the portal or for questions about statements, contact the Student Billing Department (757-446-6063)
• Financial Services Department’s page on the EVMS public website at http://www.evms.edu/about_evms/administrative_offices/financial_services/ and select “Financial Services Frequently Asked Questions.”
• Student Billing Department (Waitzer Hall, Suite 967 or 757.446.6063)
• Associate Dean for Student Affairs

Financial Aid

Financial Aid guides graduate students to resources for financial assistance to attend EVMS. Students can access complete information regarding the financial aid process, and Financial Aid’s Code of Conduct at http://www.evms.edu/education/financial_aid/.

Page 27-28 of EVMS Institutional Student Handbook-Student Affairs 2018-2019

Student Health and well being

The Student Health Program at EVMS provides comprehensive care for acute and chronic health programs through a combination of campus services, providers, and health insurance. The Program has four components: primary health care, mental health services, occupational health services, and student health insurance. We also encourage students to make use of private fitness facilities within the area to engage in regular exercise.

Primary health care

The health fee paid by full-time students covers professional services rendered by EVMS Family and Community Medicine. Confidential services are provided at Ghent Family Medicine, located on the first floor of Hofheimer Hall on the EVMS campus. Care providers are healthcare professionals who do not have a role in any aspect of students’ academic training. Services and laboratory or other diagnostic tests that are covered by the fee are outlined in the Family and Community Medicine Student Health Brochure. Services not covered by EVMS primary healthcare will be billed to students’ individual hospitalization or major medical insurance plan. Students are advised to review their own policies carefully for details. Students may call the Student Health Line at 757.446.5111 to make an appointment. For more information, visit Student Wellness..

Mental Health Services

Counseling services are available to all full–time students through EVMS Student Mental Health Services offered by Psychiatry and Behavioral Sciences. Care providers are healthcare professionals who do not have a role in any aspect of students’ academic training. These services offer personal assessment, short–term individual counseling, crisis intervention, and referral for psychiatric services or long–term counseling. They are available to help students and their spouses free of charge. Contacts are completely confidential. For an appointment or more information, contact EVMS Psychiatry and Behavioral Sciences at or 757-446-5888.

Pheonix Committee

 The Phoenix Committee is an assistance program for students and their family members who are having difficulty coping because of alcohol or other drug abuse, domestic abuse, family concerns, financial challenges, or various forms of stress or emotional/anxiety problems. The Phoenix Committee is comprised of students elected by their peers, as well as faculty appointed by the Provost. All encounters with any member of the committee are strictly confidential. The Phoenix Committee aims to do the following: a) Provide compassionate assistance to those in need b) Provide help in strictest confidence, fully protecting the rights of students to receive treatment c) Assure that recovering students are able to continue their education without stigma or penalty

Pages 32-33 of EVMS Institutional Handbook 2018-2019

Anti-harassment policy and definition

It is the policy of EVMS to provide an environment that is free from harassment. Harassment verbal, written or physical conduct directed against an individual because of his/her race, color, national origin, gender, religion, age, sex, sexual orientation, or disability. This includes sex discrimination and sexual misconduct in violation of Title IX (see also Title IX Policies). It is a violation of this harassment policy for any person (student, faculty, staff, resident, patient, or visitor) to engage in any form or harassment, intentional or unintentional, on the EVMS campus, at an off-campus EVMS owned location, or at an EVMS educational or social activity, whether on or off campus. Reporting and Investigation of Harassment Allegations Reports of harassment should be made, verbally or in writing, to: Associate Dean for Student Affairs Lewis Hall 700 W. Olney Rd., Room 1170 Norfolk, VA 23507 757-446-5244

Students may also utilize the EVMS Ethics and Compliance Hotline (800-461- 9330 or https://app.convercent.com/en-us/LandingPage/683edfd1-4bee-e611-80d9-000d3ab1117e) to make reports.

Page 46 of EVMS Institutional Handbook 2018-2019

ACADEMIC POLICIES AND PROCEDURES ACADEMIC DEVELOPMENT FOR MD AND HEALTH PROFESSIONS STUDENTS Academic Development provides services to help all EVMS students be academically successful. Services include individualized student assessment and coaching; peer tutoring; resources on effective learning strategies, study skills, test-taking skills, time management, stress management, etc.; workshops; information and referrals to other support resources; and USMLE Step prep programs. Student may initiate services with Academic Development at any time at their own choosing. They may also be encouraged to contact Academic Development by program faculty or administration. Academic Development counselors are located in Lewis Hall within Student Affairs.

PEER TUTORING PROGRAM FOR MD AND HEALTH PROFESSIONS STUDENTS EVMS provides peer tutoring for students for content review and/or study skills development. Tutoring costs are included in student fees. It is offered to students in some years of the MD program and in some health professions residential programs. Students are referred to the tutoring program by module directors, program directors, instructors, Academic Development staff, or the MD Student Review and Advisory Committee. The tutoring program is overseen by Academic Development.

EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook 2018 – 2019

The following Student Advising and Guidance Policies can also be found in the Pathologists' Assistant Program 2023-24.

Page 6-8 of EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook

This section specifies the general grading policies and procedures used by all of the health professions programs. In addition to the policies listed here, each program may have additional requirements communicated to students in writing at the initiation of their first semester. Grades at the end of each term are assigned according to the EVMS School of Health Professions grading scale.

GRADE POINT AVERAGE SCALE All SHP programs for which EVMS serves as the school of record will use the following grading scale for those courses in which grades affect the Grade Point Average (GPA).

Grade Points

A   = 4.00
A– = 3.67
B+ = 3.33
B   = 3.00
B– = 2.67
C+ = 2.33
C   = 2.00
C– = 1.67
D+ = 1.33
D  = 1.00
D– = 0.67
F   = 0.00

Grades not affecting GPA: AU = Audit I = Incomplete P = Pass W = Official Withdrawal WF = Unofficial Withdrawal

A grading structure that is consistent with program or departmental guidelines will be established for each class by the instructor. These requirements, along with the goals and requirements for each course, the nature of the course content, and the methods of evaluation, are communicated to students at the initiation of each course. Programs are responsible for sending grade reports to students at the end of each term.

Grading Scale:  Unless an exception is approved by the Dean, courses offered in the School of Health Professions will use the following grading scale.

Percentile Grade

100 – 94  A
93 – 90    A-
89 – 87    B+
86 – 84    B
83 – 80    B-
79 – 77    C+
76 – 74    C
73 – 70    C-
69 – 67    D+
66 – 64    D
63 – 60    D-
59 or less F

Page 8-9 of EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook

Progress Review Regular assessment of students and feedback to them is essential to effective teaching and learning. All possible effort should be extended to identify students whose performance is unsatisfactory and establish remedial intervention. Course instructors and program directors will regularly review the academic progress of their designated students and evaluate the overall progress of each student at the conclusion of each grading term and academic year. Each program will establish policies and procedures for completing assessments, communicating results to students, and documenting outcomes. Procedures for addressing performance deficiencies or circumstances that may prohibit students from successfully completing a program are outlined in subsequent pages in the Performance Deficiencies and Probation Procedures. Programs may have additional remediation policies and procedures and students should contact the appropriate program office or director for this information. Program Directors shall provide periodic reports to the Dean of the School of Health Professions that summarize student progress issues for their respective programs.

Grade Appeals Students may appeal or seek remediation of a grade based on the policies and procedures established by the applicable program. Students who desire an appeal or seek remediation of a grade should first address the issue directly with the appropriate course instructor and follow all program specific policies and procedures. If the issue is not satisfactorily resolved with the course instructor, the student may appeal the decision to the Program Director based on program procedures. If the issue is still not resolved, the student may appeal to the Dean of the School of Health Professions.

Additional information regarding policies and procedures not listed in this Handbook, including elective, pass/fail, and audit course options and procedures for evaluating, dropping a course, and reporting of grades vary for each program and will be communicated to students at the initiation of their first semester and other times as deemed necessary.

Satisfactory Academic Progress All students in the EVMS School of Health Professions are expected to attain a term Grade Point Average of at least 3.0 to be considered in good academic standing and a cumulative GPA of at least 3.0 to graduate. Students who do not meet these criteria are subject to formal warnings, probation and/or dismissal. Students who receive a warning or are placed on probation must demonstrate sufficient academic progress in the following term, as determined by the program director and faculty, to remain in the program. Students on probation who fail to demonstrate academic progress in the following term will be subject to dismissal. The Program Director should consider the extent to which a student is performing at a level necessary to attain the knowledge, skills, and competencies required to succeed in the program, including ability to meet the cumulative GPA and other graduation requirements. All programs must review the academic progress of their students on a regular basis and at such intervals deemed appropriate but not less than once at the end of each grading term.

Page 11-12 of EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook

ACADEMIC AND NON-ACADEMIC DEFICIENCIES Procedures for addressing academic and non-academic deficiencies that may impede student progress or prohibit students from successfully completing a program are defined below, including student appeals to ensure appropriate due process. These procedures apply to programs in which EVMS is the school of record.

Deficiencies:  Which may result in probation or dismissal/termination of a student, include both academic and non-academic areas. The Dean of the School of Health Professions or designee may intervene to address academic and non-academic deficiencies and may impose such remedies as are determined to be in the best interests of EVMS.

a) Academic Deficiencies include but are not limited to an inadequate knowledge base; a lack of information gathering ability, problem solving difficulties, poor clinical and technical skills; or errors in judgment.

b) Non-Academic Deficiencies include but are not limited to any action or behavior that is considered unacceptable to the training program faculty; poor professional relationships; moral and ethical values unacceptable to the profession; failure to comply with the standards of student behavior including the Code of Student Conduct set forth herein, the rules, regulations and bylaws of EVMS and/or affiliated practicum sites or the laws which govern the healing arts in the Commonwealth of Virginia; and/or a lack of abilities and talents that are necessary for the performance of expected duties for that health profession.

Each academic program has its own criteria for determining when and how to intervene on matters of academic and non-academic deficiencies. Some may require a written or verbal notification and/or warning from an instructor, advisor, or Program Director to convey concern about student performance and/or to inform the student of the risk of probation unless performance improves. In all programs, a student placed on probation will be informed in writing and his/her performance will be monitored. The written notification must specify if termination in the educational program is a potential outcome of the probationary status. Interventions typically follow the progressive hierarchy of warning, probation, and dismissal.

Probationary status will be defined by the program's faculty, and the terms of probation must be signed by the Program Director and the student. While on probation, the student will be provided close faculty supervision and may or may not be given credit for the time period during which the probationary status is in effect. If the probationary period is not creditable toward the required time for the educational program, an extension of training time (within timeliness for the degree) may be considered at the discretion of the program director.

If a student’s conduct compromises acceptable standards of patient care or jeopardizes the welfare of patients under his/her care, the Program Director has the option of immediately suspending the student from clinical duties until such time as an appropriate investigation of the allegations can occur. The Dean of the School of Health Professions, the Associate Dean of the School of Health Professions, the Associate Dean for Student Affairs, and the Registrar must all be notified when a student is placed on probation.

Identification and Remediation of Deficiencies Faculty and other professional staff will promptly notify the Program Director of areas of concern regarding a student’s academic progress, professional behavior and development. Upon notification of a potential problem, the Program Director or designee will investigate the report and develop a remediation plan if warranted. The Program Director or designee will meet with the student to discuss areas of concern, including development of a remediation plan with clear goals and objectives, a specific time frame for completing the plan, and potential outcomes. The plan will be signed by the Program Director and the student. Follow up meetings will occur with the student, key program faculty, and the Program Director. Program faculty and Program Directors should use their reasonable judgment in documenting academic and non-academic student issues including remediation plans, progress reports, and supervision meetings. Written documentation is required if a student receives a warning, is placed on probation, or is dismissed from the program.

ACADEMIC AND NON-ACADEMIC GRIEVANCE AND APPEAL PROCEDURES

Students in the School of Health Professions have the right to due process involving grievances and appeals:

The student should discuss the grievance with his or her Program Director. If the grievance is not resolved, a student may file a written appeal to the Dean of the School of Health Professions within seven days of the student’s notification of the Program Director’s decision. Upon receipt of the appeal, the Dean will notify the Registrar accordingly. The Dean or a designee will review all pertinent material and meet with the student. The Dean may convene a Grievance/Appeals Committee composed of Program Directors, faculty, students, and/or chairs of departments not directly involved in the grievance. All testimony, evidence, and witnesses relevant to the appeal shall be made available to this committee. The student has the right to appear before the committee, present testimony and such witnesses or evidence as is deemed relevant by the committee. The student shall not have the right to be represented by counsel at these committee meetings. The Committee will submit its recommendations to the Dean after the review is completed.

The Dean will notify the student within ten days of his/her decision. The decision may include reinstatement, retention, probation, termination, suspension, special academic assignments, or other interventions deemed appropriate to the situation. The judgment of the Dean concerning the grievance shall be final and binding on all parties with the exception of recommending the termination of a student’s participation in an academic program.

In the case of termination from an academic program, the student may file a written appeal to the EVMS President/Provost within five days of the student’s notification from the Dean of the School of Health Professions. The President/Provost will review all pertinent material and notify the student within ten days of receipt of the appeal of his/her decision. The decision of the President/Provost is final.

Page 13 of EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook

STUDENT DISABILITY SERVICES STATEMENT

EVMS is dedicated to providing reasonable accommodations to qualified students with a documented disability. The student must self-identify with the Office of Student Disability Services as having a disability to begin the accommodation process. It is in the best interest of the student to begin the accommodation process as soon as you are aware that you may need them, as accommodations are not retroactive. All students must be able to fulfill the academic and technical standards of their academic program with or without reasonable accommodations; however accommodations are made available to aid in fulfilling those standards, not to waive them. If you have, or believe you have, a disability for which you wish to request accommodations under the Americans with Disabilities Act or Section 504 of the Rehabilitation Act, you must contact the EVMS Disability Officer (Morgan Russell, Lewis Hall, 1180, 446-7261, russelml@evms.edu). For more information about students and disability accommodations, please see the Student Disability Guide.

Page 36-38 of EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook

EXAMINATION RESCHEDULES ANTICIPATED RE-SCHEDULE: Any request to take an exam at a time other than the regularly scheduled date and time should be submitted in writing at least 2 weeks prior to the scheduled exam date. There must be documented extenuating circumstances that prevent the student from taking an exam on the scheduled date and justification for requesting a re-scheduling of the exam. The student must contact the Program Director and Course Director in writing.

• There are no exams that are scheduled “early” to accommodate personal schedules.
• The student MUST be prepared to take the exam on the day they return to classes.
• This is a confidential process.
• No exams will be returned to students for review of entries or content discussed until all rescheduled exams have been completed. However, obtained grades can be released.

UNANTICIPATED RESCHEDULE: Requests to take an exam late due to an unanticipated absence (acute illness, injury, or immediate family emergency) on the date of the exam must be initiated by the student and submitted in writing to the Program Director and Course Director as soon as feasible.

• The Program Director and Course Director will determine scheduling (time & location) of the make-up exam.
• The student MUST be prepared to take the exam on the day she/he returns to classes.
• This is a confidential process between the student, Program Director, and Course Director.
• An unanticipated emergency that affects the teaching faculty could result in an unanticipated exam or quiz rescheduling.

GRADES FOR RESCHEDULED EXAMINATIONS:

Rescheduled exams will be recorded as outlined below for written exams (or, pass/non-pass for competency assessments):

• EXCUSED: Students who miss an exam because of illness, injury, or family emergency must provide a reasonable form of proof to the Course Director and/or Program Director to be allowed to take the exam at 100%.
• UNEXCUSED: By default, the maximum recorded score for re-scheduled exams is 85% of the total points allocated for that exam.
• Students, who miss an exam for reasons other than illness, injury, or family emergencies, must explain their situation to the Program Director, who may (in extraordinary circumstances) convene a faculty meeting to render a decision as to whether the student should be granted the ability to take the make-up exam at 100% of possible points or be granted the default maximum recorded score of 85% of the total points for the re-scheduled exam.

Rescheduled exams with excused absences may contain 10 to 20% new questions at the discretion of the Course Director. Rescheduled exams for unexcused absences can have 100% new questions at the discretion of the Course Director.

LATE CLASS ASSIGNMENTS: The maximum recorded score for assignments received after the original due date is 85% of the total points allocated for that assignment in any course, unless the Course Director or Program Director has granted an extension. Submission of late assignments as a tactic to gain study time for exams is discouraged and enforced by implementation of the following policy:

A pattern of late assignments (second offense or greater frequency) in the same course will result in additional decrements in the allocated total points awarded for the graded assignment with the following breakdown:

• 1st unexcused late assignment 85% total points maximum
• 2nd unexcused late assignment 80% total points maximum
• 3rd unexcused late assignment 75% total points maximum
• 4th unexcused late assignment 70% total points maximum
• 5th or greater number of unexcused late assignment no points awarded

EXAMINATION REVIEW POLICY For some courses in the PathA Program (Currently, Anatomic Foundations and Pathophysiology) review sessions for formative examinations are an integral component of the course. These review requirements and scheduling are subject to change at the discretion of the Course Director and may necessitate changes on short notice. These tend to be courses that are shared with other programs at EVMS. The review sessions will be scheduled by the Course Director within one week of the examination date, allowing the course director to evaluate exam results and performance of individual test items prior to the conducting of the review. Only in extenuating circumstances, as deemed by the Course Director(s), will an examination review be given outside of the scheduled examination review time. Review sessions will not occur for summative (final) exams.

The goal of the review session is for each student to review the questions again and determine how their personal thought process may have led to a correct or incorrect answer choice. Faculty may also use the exam review as a time to revisit key concepts.

Review sessions will be conducted as follows:

• All books, food, writing implements, paper, backpacks, phones and any recording capable devices will be left in the hallway. No recording capable devices may enter the classroom.
• For a scheduled review at any point during the academic day, each individual student will be responsible for moving all personal belongings out of the room, even if you will not personally be attending the review. Drinks may be allowed at the discretion of the Course Director.
• Each student will check into the exam review by obtaining their personal answer sheet from a faculty member and will not be allowed to leave the exam review at any point prior to the completion of the review. Check out will be by returning the personal answer sheet to a faculty member. All answer sheets should be accounted for at the end of the review.
• The only access to paper you will have is your individual test answer sheet and no marks may be made on the sheet.
• The review will serve as an opportunity to initially view the questions and answers in order to gauge your thought process regarding how you answered each question. Additional concept discussion by a faculty member, to aid the understanding of a particular subject, may occur. New material will not be introduced during exam review sessions.
• Inquiry regarding a test item or a request for additional discussion must follow the following algorithm:
  • Step 1. Consult your notes.
  • Step 2. Consult your book and/or assigned readings.
  • Step 3. If a lack of clarity or questions remains, wait a minimum of 24 hours from the conclusion of the exam review, then email the Course Director(s) to schedule an in person discussion regarding any questions or concerns regarding the material. Emails must be sent no later than 5 business days following the 24 hour period after the exam review. Except in rare circumstances, this process should occur in the timeframe of 1-7 days following the review session.
  • Inquiry and discussion outcome will be at the discretion of the Course Director.
• Professional behavior is expected at all times during the review session, email communication, and during any post review discussions. Any deviation from this standard may result in dismissal of the student from the review/meeting and a written letter of counseling in the student record.
• Attendance at the scheduled review session
  • Is highly recommended for students attaining a score less than or equal to 80%.
  • Those scoring less than 70% MUST attend the examination review sessions AND participate in the Learning Improvement Process (LIP) described in the Student Handbook. Failure to attend the expected review sessions will be viewed as insufficient student engagement in the educational process and may result in a professionalism discussion and may be considered in deliberations by the academic progress committee, should this be necessary.

Page 49-50 of EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook

Services and Resources Academic Development provides resources and services for students to promote academic success and to balance the demands of academics, research, clinical activities, personal life commitments, and service to their community through:

• Academic counseling
• Academic Counseling helps learners in the EVMS Community acquire more effective and efficient academic skills.
• Peer tutoring

Content-specific peer tutoring is coordinated through Academic Development with authorization by the course director.

Location and Hours

Academic Development is centrally located in Lewis Hall on the downtown Medical Campus in Student Affairs

700 W Olney Road, Norfolk, VA 23507

Academic Development services are available by appointment Monday through Friday during normal business hours. Resources can be accessed on the EVMS intranet 24/7.

Workshops

Workshops are held throughout the year and each one focuses on specific skills and strategies to maximize student success.

• Students who are experiencing difficulties in their courses or who are experiencing life events that impact their progress or performance in the program may schedule an appointment with the Course Director or the Program Director, whenever the need arises.

Students must be aware of the importance of self-monitoring their GPA in order to ensure they will meet academic progress and/or graduation requirements.

Page 52-55 of EVMS School of Health Professions Pathologists’ Assistant Program Student Handbook

CHALLENGING A GRADE

Erroneous Grade Recorded: If a student receives an incorrect final course grade, he/she should immediately contact the Academic Director to verify the error. Errors will be changed by a “Change of Grade” form completed by the course instructor and the Program Director. A “Change of Grade” form will be submitted to the Registrar for proper notification and correction of the grade on the student’s record.

Inappropriate Grade Reported: If a student feels that they have been unfairly graded in any course in the didactic or clinical portions of the program, they must initially report their concerns to the course director(s) in writing. In the case of the clinical year, that would be the Educational Coordinator or Clinical Liaison Coordinator. If this does not resolve the issue for the student, the grade result may be appealed to the Program Director in writing within 7 days of receiving the initial grade report. The Program Director will investigate the grade report and any concerns expressed by the student and make a decision about whether the grade should be changed. If desired, the student may appeal the Program Director’s decision about a grade to the Dean of the School of Health Professions, also in writing and within 7 days of the report of a decision by the Program Director. The Dean’s decision will be final.

SATISFACTORY ACADEMIC PROGRESS Standards of acceptable performance for courses are communicated to students in writing via the syllabus and orally reviewed at the introduction of the course.

A student must achieve and maintain the required 3.00 semester Grade Point Average (GPA) to remain in good academic standing and graduate from the PathA Program. As always, GPAs will be rounded to 2 decimal places.

• The policy of 3.00 or better in a graduate professional program has been adopted to better ensure student’s preparation for future sequential course work.
• Additionally, any course grade of D, F, or NP will indicate unsatisfactory academic progress. In most instances, a student will not progress in the program after earning one of these grades.

Required student Academic Progress Monitoring and Consult Sessions with Program Director: A progress analysis is conducted with the student to provide guidance on academic performance and mid-semester progress monitoring. Term grade and cumulative GPA analysis are conducted along with speculative projections to provide the student with concrete measure metrics of required and expected performances. Student self-assessment and reflection of projected performance is requested and compared to actual outcome performance. Speculative projections of GPA scenarios are discussed and an impact analysis conducted regarding academic probation, requirements for remediation, and eligibility of students to progress to the second year clinical clerkships. Problematic areas are identified and the student is counseled to seek specific guidance from Course Directors or other resources that could assist the student. When required, a plan-of-action is implemented to foster student success during the didactical coursework year. The frequency of the consult is individualized and conducted on a case-by-case basis and upon student request. At minimum, each student is consulted near mid-term of semester and re-evaluated at completion of the semester. Speculative projections of required minimal performance for the upcoming semester are drawn based on cumulative GPA.

Remediation

• Didactic Year of Program
  • Learning Improvement Process (LIP): When a student earns a score of less than 70 on an examination, the student will be required to complete the Learning Improvement Process.
  • The purpose of the LIP is to attempt to ensure that students who perform poorly on an exam is able to address or correct any apparent deficiency in knowledge or comprehension of the material so that this deficiency does not carry forward to other exams or future coursework. The Learning Improvement Process is not a process that changes a score on the completed exam.
  • LIP will encompass specific concepts related to course content, lecture materials and objectives in which the student’s knowledge was deficient. The method or procedure for mastering the material will be left to the discretion of the Course Director/Instructor.
  • Once the student receives their exam grade, it is the student’s responsibility to seek out the Course Director to initiate the LIP session(s). If the student does not engage in the LIP, this is considered a professionalism infraction and will be placed in the student’s file.
• This process may take one of several forms:
  • Instructor and student may review exam questions to determine areas of misunderstanding and/or how to approach test questions,
  • A group or individual oral presentation that demonstrates competence in the areas tested, OR
  • Some combination of the above
• The method(s) employed in the LIP will be selected based on the needs of the student and are at the discretion of the Course Director.
• TIMING: Except in unusual circumstances, this process must be started and completed within five (5) school days after the grades of the test or assignment have been posted.
• END OF 3rd SEMESTER: In the event a student has to participate in the Learning Improvement Process at the end of the third semester in the didactic year, he/she may not start their clinical rotations until the Course Director/Instructor determines that the student has sufficient grasp of the tested material.
• APPEALS: Any student who does not agree with the assessment of the Course Director/Instructor during the Learning Improvement Process may appeal directly to the Program Director.
• COMPLIANCE: Failure to comply with the Learning Improvement Process requirement may be grounds for disciplinary action, up to and including, dismissal from the program. Non- compliance with the Learning Improvement Process may be documented by the Course Director and sent to the student’s academic record for consideration by the PathA Student Progress Committee.

PathA Student Progress Committee

The PathA student progress committee is comprised of: the PathA Program’s full-time faculty designated as Course Director(s), the Program Director, Educational Coordinator, Clinical Liaison Coordinator, Assistant Medical Director and Medical Director. A majority of members is required to form a quorum and a simple majority vote is required to reach a judgment. Minority views are expressed as well. This committee will convene when requested by program leadership to determine an appropriate plan for students who earn a D, F, or NP (Non-Pass) in any course or when they meet criteria for potential dismissal for cumulative GPA or recurring probation status. The committee may also convene when dismissal is being considered for any non-academic reasons.

• Student progress is discussed at each faculty meeting to alert faculty and academic advisors to student academic or non-academic (behavioral) issues.
• At the end of each semester, if necessary, the Student Progress Committee will meet to discuss academic progress issues for individual students.
• The Program Director, or a designee, will present relevant information contained in the student’s academic and advisor records for the committee to consider.
• When dismissal is being considered, a secret ballot will be employed for committee members to indicate their vote for the options being considered.

Academic and non-academic probation

• Any student who fails to achieve the required 3.00 semester GPA will automatically be placed on academic “term probation”.
  • Once a student is placed on academic term probation, they must achieve a 3.00 or better GPA in the following didactic semester or they will be at risk of academic dismissal from the program.
  • Two consecutive semesters with a semester GPA of less than 3.00 (without measurable improvement) may result in academic dismissal from the program.
  • Any course grade of D, F, or NP, may result in academic dismissal from the program. When there are extenuating circumstances leading to the failure, the student may be invited to repeat the course in the following academic year, at the discretion of the Student Progress Committee.

The Student Progress Committee can review and recommend one of the following options to the Program Director:

• Dismissal from the program
• If there are extenuating circumstances, the committee can recommend a remediation plan tailored to the student’s individual weaknesses and, if successful in remediation, will be allowed to continue in a probationary status.
  • Students on probation or at risk for probation must meet for scheduled consults with the Course Director to discuss academic progress, study habits, and test-taking skills.
  • Students who have been found to be in violation of the Academic Integrity Standards or Honor Code during the didactic portion of the program may be academically dismissed from the program, depending on the results of the Honor Council process and any imposed penalties.
• Non-Academic probation may be imposed by the PathA Student Progress Committee or the Dean of the School of Health Professions after review of relevant non-academic issues relating to a student.
  • A student placed on Non-Academic Probation during the course of the program, will remain on probation for the remainder of the program.