Harassment Policy
Tuition Policy
Student Records
Educational Records Maintained
Student Access to Files
Transcripts
Criminal Background Checks
OSHA, HIPAA, TB Testing
Severe Weather Policy
Building Evacuation Policy
Smoke-Free Campus
Resources for Rules, Regulations, & Policies
Harassment Policy
The Case Western Reserve School of Medicine is a community of intellectual and personal growth, and, as such, we expect that members will treat one another with respect and professionalism. It is expected that an educator will strive to foster a learning environment that aims to educate, never with the intention of humiliation or creating feelings of inferiority. Meanwhile, it is expected that students will strive to invest appropriate energy and intellect toward their own education. While we recognize that the vast majority of community members' actions are benevolent and well-intentioned, there may be times when a community member feels that he or she has been harassed and wants to appropriately address the action.
If a student feels they have been harassed or mistreated, they may discuss this with their society dean, or, because the deans are a group practice, the student may choose to speak to the dean of another society if they feel more comfortable doing so. Alternatively, students have the option of going directly to University-wide harassment and counseling services. Students may contact G. Dean Patterson, Jr., Associate Vice President of the University Office of Student Affairs (email: dean.patterson@case.edu; phone: 216- 368-2020).
The direct link to University policy on harassment is: http://studentaffairs.case.edu/office/handbook/policy/university/harassment.html
Information about policies and mechanisms for anonymous reporting of harassment or other professional misconduct can be accessed on these sites:
http://www.case.edu/president/audit/hotline.htm
https://www.caseintegrityhotline.com
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Tuition Policy
(for Medical Students in the University Program,exclusive of the MSTP program)
This policy is effective for all students in the Class of 2009 and subsequent classes. That is, if members of the Class of 2009 do not graduate in 2009 for academic reasons, they are subject to these policies. The tuition may change annually at the discretion of the Dean.
Students enrolled in the 4-year MD program, or the 4-year dual degree programs (e.g., MD/MS in Anatomy; MD/MBA; MD/MA in Bioethics), are responsible for 4 years of annual tuition. Students in these 4-year programs, who elect to take an additional fifth year within the School of Medicine, will pay a Continuation Fee for the additional year. The Continuation Fee, which will be paid in lieu of tuition during the 5th year, will be 5% of the then-current annual tuition fee.
Students who must repeat one year (or portion thereof) for academic reasons, will pay 50% of the regular tuition (or appropriate prorated portion) for the repeated year. Students who must repeat a year for any other reason (non-academic, disciplinary reasons, unprofessional behavior, etc.) must pay full tuition for the additional year and for all subsequent years until graduation at the then-current rate.
Students who must repeat two years for academic reasons, will pay five consecutive years of full tuition and will only pay 50% of the then-current tuition in their sixth and final year.
Students taking CWRU coursework outside the School of Medicine for a degree other than an MD or other than the 4-year MD/MBA program will have tuition assessed by the School offering the course(s).
Students in dual degree programs, who must repeat a year in the School of Medicine, must drop out of the second program until after they have been awarded their MD degree.
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Student Records
Student records are handled in accordance with federal and state laws and as outlined by the Family Educational Rights and Privacy Act of 1974 (FERPA) which identifies certain rights that students have concerning their education records. See University policy regarding FERPA compliance.
First, the University may not release personally identifiable student records to a third party, with certain specific exceptions, unless the third party has requested the information in writing and the student has consented, in writing, to its release. The University may release directory information about a student, unless the student submits a written request that any or all such information not be released.
Second, a student may request, in writing, an opportunity to inspect and review the student’s official files and records maintained by the University and may, if appropriate, challenge the accuracy of those records. The University is permitted a reasonable time, not to exceed 45 days, to respond to such a request. Under FERPA regulations, students “have the right to request that a school correct records which they believe to be inaccurate or misleading” or a violation of their right of privacy. The student may request that the record be amended. If the request is denied, the student may appeal the decision to the Senior Associate Dean for Students for a hearing. The Senior Associate Dean for Students will make the final decision concerning whether the record should be amended. If the decision is made to not amend the records, the student has the right to place in his/her record a written statement contesting the information and/or giving reason for disagreement with the decision to not amend the record. SOM policy points to the University-wide student handbook that defines the process that a student follows when there is an apparent inaccuracy within the student’s record.
Students may always approach their Society Deans or the Course Chairman to request a review of their performance. In some circumstances, a student may review an exam if it is not a “secure” exam. Students may also challenge their records or actions taken by the Committee on Students as per guidelines set
forth in the Student Handbook, Committee on Students.
Third, a student may file with the Family Policy and Regulations Office of the U.S. Department of Education, a complaint concerning what he or she believes to be the University’s failure to comply with FERPA.
Finally, a student may obtain from the Registrar’s Office a copy of the policy which the University has adopted to meet the requirements of FERPA.
The information below is presented in compliance with the provisions of FERPA, which requires the University to notify students annually of their rights and the University’s policies and procedures. Specific procedures may vary slightly among the schools and colleges of the University, and each student is encouraged to inquire at the Registrar’s Office if any question arises.
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Educational Records Maintained
Semi-permanent files (“working files”) for current medical students are maintained in the offices of the Society Deans (the Office of Student Affairs and the Office of the Academic Societies). Documents are added to these files over the course of each student’s tenure at the SOM and include grades/evaluations, email correspondence with their deans, copies of letters of recommendation, personal learning plans, Deans’ notes, and other records as appropriate. The files are kept confidential at all times and are available only to the deans, faculty or administration with a need to know.
Permanent records for each medical student are maintained by the office of the Registrar at the School of Medicine http://casemed.case.edu/registrar/ which works in conjunction with the University Registrar to maintain the complete historical permanent record of courses and grades on computer.
The general contents of each academic file consists of:
1. AMCAS Application (all contents of the application)
2. Secondary (CWRU) Application
3. Signed letter of acceptance
4. Transcripts (all coursework prior to entrance to M.D. program)
5. Official transcript of medical school coursework
6. Official dates of enrollment in medical school (start/end dates of each academic year, dates
of leaves of absence, and graduation date)
7. USMLE Examination scores, USMLE ID #, exam date and notation of pass/fail.
8. Student’s clinical clerkship performance evaluations written by faculty members.
9. Medical Student Performance Evaluation (MSPE, formerly known as Dean’s letter)
10. Documentation of grades changes.
11. Miscellaneous change of status forms and letters related to leave of absence, name change,
etc.
12. Documentation of any final action letters of withdrawal or dismissal.
13. Documents signed by student related to other maters, e.g., health insurance, HIPAA
compliance, etc.
14. Personal ID – photo.
15. Extramural/international clerkships information – grades, written evaluations.
16. ERAS letters of recommendation and other documents (are destroyed at the end of each
academic year)
Other than the student, the following individuals are authorized to examine or review student academic records: the Dean and Vice Dean for Education and Academic Affairs of the SOM and the student’s Society Dean.
Financial records are maintained by the Office of Financial Aid/ in order to administer the University’s programs of financial assistance. Access to these files is normally limited to school officials, as identified by the school, who have a legitimate educational interest to review the information and, subject to the requirements of FERPA, or to those necessary for the student to obtain externally funded financial assistance:
- Parents’ financial information*
- Student’s financial information
- School of Medicine Financial Aid Application
- Parents’ federal income tax return (IRS form 1040, 1040A, or 1040EZ)*
- Verification Forms (Dependent and Independent students)*
- Copies of application for Stafford Student Loan
- Copies of student’s financial aid award
- Statements regarding assistance from outside sources
- Copies of all correspondence and interview notes related to requests for financial assistance
- Copies of draft registration compliance form
- Correspondence from a parent including a specific request that it be withheld from student*
*Items marked with an asterisk are items to which the student may not be allowed access under FERPA.
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Student Access to Files
A medical student may request, in writing to the Registrar, an opportunity to review the contents of the student’s educational file. Information concerning a student’s right to access educational records is available at: http://www.case.edu/provost/registrar/student_records.html .
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Transcripts
Transcripts are protected by FERPA, and are only released with the written consent of the student or otherwise permitted under FERPA. Transcripts will not be issued to, or on behalf of students who have not discharged all delinquent obligations to the University. The Office of the Registrar of the SOM (368-6137) provides an official academic transcript for a $5.00 fee (per transcript). Transcripts from other colleges within the University may be obtained from the University Registrar at Yost Hall (368-4310).
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Criminal Background Checks
The Case Western Reserve University School of Medicine participates in the AMCAS sponsored criminal background check program for all accepted applicants. Acceptances are deemed contingent pending the results of the background check. A positive response on the background check will not automatically preclude admission, and all positive findings will be reviewed by an ad hoc committee on professionalism who will then make a recommendation to the Admissions Committee. Students are required to notify the Office of Admissions with any changes that may have occurred once the CBC is completed.
Matriculated students will undergo additional criminal background checks according to policies of the school and affiliated hospitals. Any newly-discovered background check information may be reviewed by the Committee on Students as part of their ongoing student assessments as detailed in this handbook. All current students are required to notify their Society Dean of any new misdemeanor or felony convictions as well as military dishonorable discharges since matriculation.
Please note that results of any of the Criminal Background checks may be shared with any of the affiliated hospitals at their request. Affiliated hospitals will use their discretion as to whether to permit students with positive findings on their Criminal Background checks to participate in clinical activities.
Individual State Medical Boards will also exercise their discretion as to whether to grant state licenses to applicants with positive findings on their Criminal Background checks. Successful graduation from the Case Western Reserve University School of Medicine does not guarantee licensure in all states.
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OSHA, HIPAA, TB Testing Policies
OSHA: An OSHA (Occupational Safety and Health Administration) training presentation is provided during first-year Orientation. Attendance at the initial in-person training is a requirement. Students who miss the in-person training should contact the Department of Occupational Safety and Environmental Safety (D.O.E.S.) to schedule an individual training session. For questions regarding training requirements or to schedule a training session, call the D.O.E.S. office at 368-2907.
Case medical students must remain current on all required OSHA trainings; re-training is required annually, but after the first in-person session, the re-training can be completed online at the D.O.E.S. website Find the “Training” hyperlink on the left-hand side of the screen, then proceed to “Online Retraining Classes.” The completed quizzes must be returned in person or by fax to the D.O.E.S. office—details provided online.
In order to fulfill requirements, medical students who DO NOT work in a research laboratory must complete online retraining for Hazard Communication and Bloodborne Pathogens.
Medical Students who work in research laboratories must complete Laboratory Safety training and Bloodborne Pathogen retraining as well as any other training required by the individual research group. (This does not apply to Clinical Laboratories.)
Additionally, medical school instructors would be charged, under the OSHA standards, to provide additional training on the use of personal protective equipment and other methods to ameliorate hazard exposure, when students are working in these labs, such as Gross Anatomy, and when appropriate.
HIPAA Training: HIPAA (Health Insurance Portability and Accountability Act ) training is provided to students as a part of new student Orientation. The training is valid for the students’ first two medical school years only. Following the first two years, students should talk to the director where they are doing their rotations to find out how to go about re-training through the hospital. For more information about HIPAA training, go to: http://ora.ra.cwru.edu/research/orc/hipaa/index.cfm
TB Testing: Tuberculin testing is provided in a group setting at the Medical School during July Orientation (for first-year students) and in August (for second-years, first year students who missed the July screening, and third- and fourth-year students who have not taken care of this on their own). TB screening has two components: the test and the read; the read must be done within 48 to 72 hours of the test.
Students are required to have an annual TB test unless they have had a previous positive test. If first-/second-year students have had a recent TB test while on rotation, they should submit documentation of the test to the University Health Service so that it will become part of their record. This is especially important when they go to another hospital for a rotation and have to document that they have had the test done. Students can print out a copy of their immunization records by going to: https://myhealthconnect.case.edu . They will be asked to login with their NetId and the password that is associated with it and their birth date. Once on the site, they can click on Immunizations and print out their record.
Tuberculosis screening is available at University Health Service, 2145 Adelbert Road, on any weekday but Thursday, and is available at no cost. It does not require an appointment. For hours and other information, call 368-2450 or go to: http://studentaffairs.case.edu/health/ .
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Severe Weather Policy
An important component of the education at Case Western Reserve University School of Medicine involves participation in clinical programs, for which responsibilities increase and take on unique characteristics as a result of severe weather conditions. In recognition and support of these activities, the School of Medicine will remain open during severe weather conditions, even under conditions where the University closes. This will apply to students, faculty and staff.
Should the onset of severe weather occur during regular operating hours, the decision may be made by individual departments to allow faculty, staff, or students to leave up to two hours early. Should severe weather conditions adversely affect travel time, individual departments may allow faculty, staff, and students to arrive up to two hours late.
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Building Evacuation Policy
The School of Medicine is an active research center with many potential biochemical and other flammable hazards. A system of alarms has been installed to warn and protect people in the building in the event of a chemical spill or fire. Occasionally, the inherent hazards will result in the sounding of the fire alarms. All students, faculty, and staff are required to exit the building when the fire alarms sound. There are no exceptions to this rule. When fire alarms are sounded, exit the building as quickly as possible, using stairways instead of elevators.
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Smoke-Free Campus
The Case School of Medicine is committed to creating an environment that promotes general health and wellness for its students, faculty, staff, and visitors. As part of this effort, the Medical School has partnered with University Hospitals Health Systems, and the other Health Sciences Schools at Case Western Reserve University (School of Dental Medicine and the Bolton School of Nursing) to adopt a smoke-free environment policy that took effect on November 17, 2005. Smoking is banned both indoors and outdoors throughout the Health Sciences Campus. As part of the promotion of health and creating a smoke-free campus, the SOM is offering opportunities for students and staff to enroll in smoking cessation programs which will be available through the School’s partnership with University Hospitals of Cleveland.
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Resources for Rules, Regulations, & Policies
Students who enroll in the School of Medicine are subject to all of the rules, regulations and policies of the School of Medicine and of Case Western Reserve University. This Student Handbook is intended to provide a general overview, rather than an exhaustive description of student rights and responsibilities. As such, it contains references to other sources of detailed information. It is the responsibility of each student to become familiar with all appropriate policies of the University and the School of Medicine, which are subject to review and revision.
Other sources of information include:
The General Bulletin of the University
The Undergraduate Handbook
The Policies and Procedures page and other pages on the SOM Registrar's Office site .
For students in the School of Medicine, the Society Deans and other members of the administration monitor the policies and regulations that affect medical students. More information on specific policies and regulations can be obtained through the Office of Student Affairs.
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