Department of Health Sciences, Physician Assistant Program: Policy on Student Progress Committee

Unit Policy

Title

Department of Health Sciences, Physician Assistant Program: Policy on Student Progress Committee

Introduction

Purpose

This Policy defines the purpose and role of the Physician Assistant (PA) Program’s (Program) Student Progress Committee.

Scope

This Policy applies to Program faculty and students (Students) who have matriculated into the Program.

Policy

Policy Statement

The Student Progress Committee (SPC) is responsible for monitoring the progression of Students through the Program and making appropriate recommendations or taking necessary action.

Purpose of the Student Progress Committee

The Student Progress Committee (SPC) reviews Students’ academic and professionalism performance, including their compliance with the Technical Standards. In making decisions regarding Students experiencing Academic or Professionalism Difficulty, including non-compliance with the Technical Standards, the SPC will consider the totality of the circumstances and determine appropriate actions, balancing the best interests of the Student, Program, PA profession, patients and the general public.

Composition of the SPC 

The SPC is composed of four (4) Program voting members:

  1. Program Director, who serves as the SPC Chair;
  2. Medical Director;
  3. Director for Preclinical Education; and
  4. Director for Clinical Education.

If a voting member is also an academic advisor to a Student referred to the SPC for Academic or Professionalism Difficulty, that voting member will be a non-voting attendee to any SPC meetings regarding the Student. The Program Director and Medical Director do not serve as academic advisors.

In the event of a tie between the SPC voting members in voting on a particular motion or issue, the voting members must continue to deliberate until the tie is broken.

SPC Reviews

Review of Semester Progression

The SPC reviews the academic and professionalism progress of each matriculated Student, at minimum, at the end of each semester to determine whether the students have met the requirements necessary to progress to the next semester or phase of the Program’s curriculum.

Review of Preclinical Phase to Clinical Phase Progression

For Students progressing from the Preclinical Phase to the Clinical Phase of the curriculum, the SPC reviews the totality of a Student’s progress. Review includes, but is not limited to, consideration of a Student’s:

  • Academic performance in each semester of the Preclinical Phase;
  • Professional behavior during the Preclinical Phase;
  • Preclinical Summative Assessment (PCSA) Written Examination performance;
  • PCSA Objective Structured Clinical Examinations (OSCEs) performance;
  • End of Preclinical PACKRAT*;
  • Prior Academic or Professionalism Difficulty within the Program, if any; and/or
  • Non-compliance with the Technical Standards, if any.

Review of Progression to Program Completion and Graduation

For Students being considered for progression from the Clinical Phase to Program completion, the SPC reviews the totality of a Student’s progress. Review includes, but is not limited to, consideration of a Student’s:

  • Academic performance in the entire Program curriculum;
  • Professional behavior during the entire Program curriculum;
  • End of Clinical Phase PACKRAT;
  • End of Curriculum (EOC) Written Assessment performance;
  • EOC OSCEs performance;
  • Achievement of minimum passing threshold in all Program-defined competencies and learning outcomes;
  • Prior Academic or Professionalism Difficulty within the Program, if any; and
  • Non-compliance with the Technical Standards, if any.

SPC Referrals

Students may be referred to the SPC at any time during the Program for Academic or Professionalism Difficulty by a Principal Faculty Member. If an Instructional Faculty Member has a concern regarding a Student’s Academic or Professionalism Difficulty, they should discuss this with a Principal Faculty Member, who will assume responsibility for referral to the SPC.

Clinical Sites (see Policy on Classroom and Clinical Setting Attire for definition), adverse actions against Students based on their own policies and using their internal procedures. Upon any findings of Professionalism Difficulty, Students may be referred to the SPC who may apply additional actions, as listed in the ‘SPC Actions’ section below. Additionally, the SPC may make recommendations to assist the Student in making addressing performance issues with healthcare partners including, but not limited to, offering apologies, writing reflections, etc.

Referral Process

Principal Faculty Members referring a Student to the SPC must email the SPC chair / Program Director with the following:

  • Reason for referral;
  • Any supporting documentation;
  • Any relevant information from meetings or discussions with the Student; and
  • Any other Instructional or Principal Faculty or staff who are also involved in the reason for referral.

Upon receipt of the referral, the chair will communicate with the voting members of the SPC within twenty-one (21) business days. If a meeting is deemed necessary by a voting member  of the committee, the chair will convene all SPC voting members and any other persons the chair reasonably deems necessary (i.e. staff, Instructional Faculty, academic advisor). The chair will share with voting members any supporting documentation or relevant information needed to assist the SPC to render informed decisions.

Referral Notification, Meeting Attendance, and Materials

Students referred to the SPC will receive via email written notification of the referral and access to all materials the SPC will consider within ten (10) business days of the referral. The SPC may review and discuss the referral and all materials prior to meeting with the Student.

All Students referred to the SPC are invited to meet with the SPC and, in some cases, the SPC may require a Student to appear. Student appearances may be in-person or virtual, subject to the discretion of the SPC chair. If a Student declines to appear, does not respond to the notification, or is tardy for their scheduled time with the SPC, the SPC will meet as scheduled and actions will be determined in the Student’s absence. The Student will receive a written copy of the SPC decision within twenty-one (21) calendar days thereafter. This timeframe may be extended by the SPC chair. Students will be notified of any such extension by the chair via email.

Students may elect to present any information or documentation deemed relevant in advance of the meeting or during the meeting. A Student’s academic advisor typically attends to serve as a support person for the Student, however, the Student may elect to bring a different faculty member, in lieu of their academic advisor, to serve in that capacity. Attorneys or representatives retained by a Student cannot attend SPC meetings or meetings with the Program staff in preparation for an SPC meeting. Meetings may not be recorded by any person including the Student, Student advocate and committee members.

The meeting will take place in person or virtually. Calendar invitations with meeting link (if virtual) or meeting location (if in person) will be sent to all persons attending the meeting. The SPC will review all relevant materials, including any of a Student’s prior Academic or Professional Difficulties while enrolled in the Program, as well as any new materials or testimony presented by the Student or members of the SPC, including updates regarding academic performance or professional behavior since the referral, and may extend the meeting for additional information.

SPC voting members are required to recuse themselves from voting on any motions concerning a Student under the following circumstances:

  • The voting member has a conflict involving the Student; or
  • The voting member is also an academic advisor to the Student.

If the SPC chair recuses for a voting session, the chair will appoint another voting member of the committee as chair for the purposes of the voting session.

SPC Actions

For any Student meeting the definitions set forth for Academic or Professionalism Difficulty, the SPC determines an action based on all materials presented in the meeting. The SPC may take any of the following actions, alone or in combination:

  1. Require the Student to address a first report of Professionalism Difficulty through assignments and future follow-up as determined by the SPC.
  2. Require the Student to remediate a portion of a course or a whole course as recommended by the faculty or the SPC.
  3. Require a Student to submit additional written reflection with specific requirements such as improved insight, improved judgement or a more detailed plan moving forward.
  4. Require the Student to return to the SPC at a future date for a check-in on academic or professionalism progress.
  5. Require the Student to repeat an entire course or Decelerate. The Student may also volunteer to Decelerate or withdraw from the Program. Deceleration (required or voluntary) will require the Student to enter into a written Deceleration agreement, the terms of which are dictated by the Program. Students will not be able to negotiate the terms of Deceleration agreements. The SPC may require the Student to audit courses or do other remediation in the deceleration agreement. This agreement will be stored in the Student’s educational record.
  6. Require the Student to cease or to not perform clinical coursework until all issues before the SPC and all appeals have been resolved.
  7. Recommend or require other actions to appropriately address the Student’s Professionalism or Academic Difficulty issues.
  8. Issue a written warning to the Student for academic and/or professionalism difficulty with a copy to the Student.
  9. Place the Student on Probation (Academic or Professional). The Student will be notified in writing of this and will be provided with a pathway to successfully remediate and have Probation lifted. Any Students placed on Probation (Academic or Professional) should self-report when applying to the North Carolina Medical Board for their license. The Program will also report information to the North Carolina Medical Board..
  10. Dismiss the Student from the Program. Students who are dismissed will receive written notice of dismissal and procedure for appeal. Students who are dismissed may not continue in the curriculum while their appeal is being adjudicated.

A Student cannot Decelerate a phase of the Program’s curriculum more than once, whether voluntary or required by the SPC. Students must complete the entire Program curriculum within three (3) academic years of initial matriculation, excluding approved leaves of absence. Failure to do so will result in dismissal from the Program unless, in the sole discretion of the SPC, there are reasonable accommodations or extraordinary extenuating circumstances that preclude the Student’s progress and warrant an extension.

Application of Actions for Specific Circumstances

While the circumstances of an individual case will dictate the appropriate response, the following specific circumstances offer typical, but not universal, actions applied by the SPC:

  • If a Student in any phase of the Program is experiencing academic difficulty, the Student may be required to remediate.
  • Students who fail required remediation may be required to Decelerate, take a Leave of Absence with defined conditions for return, or be dismissed from the Program.
  • If a Student does not pass any aspect of the PCSA, the Student will not be allowed to begin the Clinical phase until the Student achieves a passing score .
  • Three failed attempts to pass the PCSA Written Examination or the PCSA OSCEs will result in consideration for dismissal from the Program by the SPC.
  • If a Student does not pass any aspect of the EOC Assessments, the Student will not be allowed to progress to graduation until the Student achieves a passing score i (see Policy on End of Curriculum Assessment).
Potential Violations of the University's Honor Code

If a Student’s alleged conduct potentially constitutes a violation under the University’s Honor Code, the matter will be reported by the SPC Chair to the Office of Student Conduct. University Honor Court proceedings are separate from Program proceedings or actions and may occur concurrently or the Program may await the findings of the Honor Court prior to complete Program proceedings or actions.

University Policy on Prohibited Discrimination, Harassment, and Related Misconduct Including Sex-based Harassment, Sexual Assault, Interpersonal Violence and Stalking

The University’s Policy on Prohibited Discrimination, Harassment and Related Misconduct Including Sex-based Harassment, Sexual Assault, Interpersonal Violence and Stalking prohibits discrimination or harassment on the basis of an individual’s age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation or veteran status.

Students who want additional information regarding the University’s process for responding to allegations of discrimination or harassment should contact the University Compliance Office (UCO) for assistance.

Any administrator, faculty or supervisor who receives a Student’s complaint about prohibited harassment or discrimination must notify the UCO. If a Student alleges prohibited harassment or discrimination as a cause of the circumstances giving rise to the academic or professional difficulty under review by the SPC, the SPC Chair must consult with the UCO before rendering a decision regarding the imposition of actions.

Definitions

Academic difficulty: The presence of any of the following:

  • Multiple examination or assessment grades of “Low Pass” or “Fail”;
  • Predicted final course grade of “Low Pass” or “Fail”;
  • Documented difficulties in clinical performance on SCPEs;
  • Final grade of “Low Pass” or “Fail” on the Written Preclinical Summative Assessment and/or the OSCE Preclinical Summative Assessment; and/or
  • Final grade of “Low Pass” or “Fail” on the PAEA End of Curriculum Examination and/or the OSCE Program Summative Assessment.

Deceleration: Repetition of a time period of study. A Student can voluntarily decelerate or be required to do so by the Student Progress Committee.

Dismissal: Student is administratively and permanently withdrawn from the UNC Physician Assistant Program and School of Medicine. A Student can voluntarily withdraw or be dismissed. Students may not continue any course within the Program once they withdraw or are withdrawn. Students may appeal the dismissal decision by the SPC using the Department of Health Sciences process  but cannot attend class while the appeal is in process.

End of Clinical Phase PACKRAT: A formative examination utilized by the Program to provide information on Students’ demonstration of medical knowledge compared to national averages and a Students’ PACKRAT progression relative to the End of Preclinical Phase PACKRAT. Students must complete the End of Clinical Phase PACKRAT by sitting for the examination prior to being considered by the SPC for Program completion, however, there is no minimum grade threshold that Students must achieve for progression on the End of Clinical Phase PACKRAT. The SPC may make recommendations on the End of Clinical Phase PACKRAT examination results.

End of Preclinical Phase PACKRAT: A formative examination utilized by the Program to inform the Program and Students on Students’ demonstration of medical knowledge compared to national averages. Students must complete the End of Preclinical PACKRAT by sitting for the examination prior to progressing from the Preclinical Phase to the Clinical Phase, however, there is no minimum grade threshold that Students must achieve for progression on the Preclinical Phase PACKRAT. The SPC may make recommendations on the End of Clinical Phase PACKRAT examination results.

Instructional Faculty Member: responsible for didactic and clinical phases of Program.

Principal Faculty Member: responsible for teaching in primary areas of expertise.

Professionalism Difficulty: The presence of behavior, including behaviors inconsistent with the Technical Standards, outside of reasonable accommodations, which interferes with the Student’s responsibilities and progress through the curriculum or that may have influenced a failing or incomplete grade. Examples of behaviors that may establish professionalism difficulty any time during enrollment include, but are not limited to:

  • Habitual and unexcused lateness or absenteeism;
  • Inappropriate responses to feedback or inappropriate language used in providing feedback;
  • Unprofessional or inappropriate interactions with healthcare team members, community members or patients;
  • Failure to submit assignments;
  • Missing deadlines;
  • Dishonesty;
  • Lack of responsiveness to communications from instructors or administrative staff;
  • Convictions of criminal activity;
  • Findings of professionalism lapses by the Compliance Officer or other professionalism entities associated with the Program’s healthcare partners (i.e. Health Insurance Portability and Accountability Act (HIPAA) violations, noncompliance with health and safety requirements, falsifying documentation);
  • Findings of professionalism lapses by any of the Program’s community partners, including but not limited to student housing entities, University’s Office of Student Conduct or other community partners (i.e. sanctions from the EOC, destruction of property on the University’s Campus, violation of the University’s Alcohol Policy);
  • Findings of professionalism lapses related to Health and Safety Compliance (i.e. not meeting deadlines, falsifying documents);
  • Findings of professionalism lapses which could affect progression through a medical career or future practice such as violent behavior, disrespectful language, inability to regulate oneself in stressful situations, etc.; and/or
  • Findings of professionalism lapses even while on leaves of absence including but not limited to, away clinical rotations or personal leave.

Supervised Clinical Practice Experiences (SCPEs): Supervised Student encounters with patients, either in-person or by telemedicine, that include comprehensive patient assessment, involvement in patient care decision-making, and result in a detailed plan for patient management.

Technical Standards: Nonacademic requirements for participation in an educational program or activity. They include physical, cognitive and behavioral abilities required for satisfactory completion of all aspects of the curriculum and for entry into the profession.

Related Requirements

External Regulations 

 

 

Unit Policies, Standards, and Procedures

  • Policy on Preclinical Summative Assessment
  • Policy on End of Curriculum Assessment

Contact Information

Primary Contact

Name: Administrative Support Specialist

Telephone: 919-962-8008

Email: paprogram@unc.edu

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