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UMB Dental School Student Handbook

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Dental School Policies For All Students

Boundaries Policy  

Building Access and Security
Complaints to the Commission on Dental Accreditation
Dress Regulations
E-mail Guidelines for BCDS Students 
Global E-mail Messages
Examination Policies
Food and Drink Policy
Grade Appeals
Grievance Policy
Inclement Weather
Judicial Policy (Print version in Adobe Acrobat)
Leave of Absence
Misuse or Misappropriation of Patients’ Health Information
Posting of Notices

Social Events 

Sex-Based Discrimination of Students
Space Usage
Vendor Presentations

Boundaries Policy

Within the Dental School, mentoring and collegial relationships develop between students and faculty, staff and administrators as a valuable, constructive part of the academic process. Persons in positions of influence over students (e.g., faculty and staff) have a professional responsibility to maintain appropriate boundaries and not to abuse, nor seem to abuse, the power with which they are entrusted. Dating between faculty and students is strongly discouraged. Persons in positions of influence over a student must disclose to the Dean of the Dental School, or to the Dean’s designee, relationships which could suggest, or appear to suggest, questionable standards of professional conduct so that measures may be put in place to avoid the appearance of a conflict of interest.
Approved by Executive Board: 10/1/02

Building Access and Security

Building Hours

Students will have access to the Dental  School during the following hours:
Monday - Friday 7:30 AM - 11:00 PM
Saturday 10:00 AM - 6:00 PM
Sunday 10:00 AM - 6:00 PM
Hours may be subject to change.

Identification Badges

Students must show their student identification badges upon entering the building, and display their identification badges at all times.

Equipment Removal

Security of the Dental School’s building, its equipment and supplies continues to be an issue for all of us personally, as well as for our collective welfare fiscally. In that context, the Dental School is currently reviewing with Campus Police methods, which provide best security for our people and materials, with a view toward determining whether any changes in current policies and practices are in order.
As a service to students and residents, the Dental School has for several years provide through C.M.S. instruments, hand pieces and some supplies for use in out-of-state licensing examinations.  This is done at cost, currently $250, payable by money order only. Arrangements may be made through the Director of C.M.S. Property removal slips, signed by the Director of C.M.S. or by the Director of Clinics, are required to remove the approved items. The materials not consumed during the licensing examination and all included instruments and hand pieces are to be returned to C.M.S. after the examination. Equipment other than hand pieces, e.g., Cavitrons, amalgamators, light curing devices, are not loaned and are NOT to be removed from the building.

Patient records and original radiographs may NOT be removed, either. Violations of this policy by students/residents are managed through the Student Judicial Board Policy. Potential sanctions range up to expulsion. Unauthorized participation by staff or faculty in removing property from the School is grounds for disciplinary action.

Dress Regulations

E-mail Guidelines for BCDS Students
  1. Students are responsible for checking and maintaining their University e-mail accounts on a daily basis.  Student mailboxes have a 20 MB size limit, and it is your responsibility to maintain a reasonable amount of space available for incoming e-mails.
  2. Your privacy is important to us.  Therefore, please keep your e-mail password secure!  The faculty and staff use e-mail to communicate privately with students.  If you feel your password has been compromised, please logon immediately and change your password.
  3. UMnet e-mail accounts require you to change your password every six months.  You must remember your password!  If you forget your password, you must go in person to the HS/HSL with your student ID in order to obtain a new password.
  4. Inactive UMnet accounts are periodically removed.  If your e-mail account gets removed you must go in person to the HS/HSL with your student ID in order to get a new password.
  5. The e-mail system provided by the School and University is for communications related to the business of the School or University, only.  Reasonable exception can be made for important personal communications among two or a few persons.  Personal communications such as these should not be distributed to distribution lists or other large groups via the campus e-mail system.  If you have questions about use of the e-mail privilege, please contact the Office of Academic Affairs.
  6. Guidelines for the use of e-mail are not based on etiquette alone.  E-mail sent with the intent of disrupting communication or other system services is not allowed.  The proliferation of unsolicated commercial e-mail (also known as UCE or "spam"), virus warnings, urban legends and other electronic chain letters if abusive to the mail system and the network.  These types of messages waste valuable computing resources, and may be considered harassing.
  7. Students are responsible for reviewing the following campus policies related to responsible computing and rules of use for our campus:

Examination Policies


Faculty make every effort to coordinate scheduling of examinations throughout the year and at the end of each semester.  Therefore, requesting a change in the date of an examination is discouraged.  Any requests to change examination dates should be made by the class president, no later than two weeks after the beginning of each semester.  Course directors who receive requests that meet these requirements should ensure that rescheduling the examination does not conflict with any other scheduled examinations and that sequencing of educational material is not disrupted for scheduling convenience.

Conduct of Examinations

Each examination is scheduled to begin at a specific time as indicated by the course coordinator.  Specific start times are applicable to all students scheduled to take examinations regardless of whether the exam is an online or paper and regardless of whether the student is on-site or off-site. Presenting late to scheduled examinations distracts other test takers, inconveniences proctors who are scheduled in advance for each testing situation and compromises the security of exam taking conditions.

For fairness and consideration to all on-site and off-site students and proctors, a 15 minute leeway is the maximum allowable time provided for a student to present for an examination and begin taking their exam. Students must check in at the scheduled start time for an exam. At the discretion of the course coordinator, students arriving at an examination 15 minutes after the scheduled start time may not be allowed to sit for the scheduled exam. The course coordinator will decide the outcome of a student missing an exam which may include, but is not limited to, receiving a zero for the examination and academic counseling with both faculty and administrators of the Dental School.

Academic Dishonesty:

Cheating, plagiarism, violating copyright laws and other acts of academic dishonesty are held as serious offenses and can result in dismissal from the program. Instructors have the responsibility to report any such incidents in writing to the Professional Conduct Committee (Judicial Board). Additionally, students have the responsibility to report such incidents to the Professional Conduct Committee. Serious penalties may be imposed which, depending on the nature of the incident, could include loss of course points, failure of the course, permanent expulsion from the class, program or college or other action deemed appropriate by the Professional Conduct Committee.

Each student enrolled in the Dental School is expected to have reviewed the Judicial Policy, available electronically on the dental school's website at: Student Judicial Policy.

Each student enrolled in the Dental School is expected to comply with the Student Judicial Policy, and conduct during examinations is governed by the same.

Conduct During Examinations:

  • Students may not leave the examination once it begins without permission of the course coordinator unless they have completed the exam.
  • In the case of electronic examinations, students must turn in their scrap sheet with their name and Blackboard ID on it to a proctor before leaving. This sheet will be used to take attendance and not turning in this sheet may result in a student being marked absent for the exam. You can make notes or comments on the scrap sheet if you have questions regarding exam content and will be reviewed by the instructor and taken into consideration for ECC.
  • No food or drinks allowed in the examination room.
  • No talking once the exam begins.
  • Actvity in examination rooms may be recorded via the video cameras
  • No electronic gadgets, including: cell phones (even if they are turned off), cameras, USB devices (except wired or wireless mouse), PDAs CDs, Ipods.
  • All book bags, hat (except religious), books and papers must be stowed away from the examination area.
  • For exams given electronically you must bring your laptop, AC adapter and network cable.
  • Pens and pencils are allowed.                    8/2/2007

All fundraising activities by student organizations should receive prior approval by the SDA and the Associate Dean for Admissions and Student Affairs.
Approved by the Student Affairs Committee: 3/4/02

Policy for Grade Appeals


Assignment of Grades

The academic standards for successful completion of a course and assignment of a grade are established by the department or unit under which the course is administered. The faculty bear the responsibility of assuring that written academic standards are provided to each student at the beginning of each course. The course
director assigns final grades based upon these published academic standards.


Basis for Appeal

1. This appeal mechanism is limited to possible errors in calculating or recording a final grade and to allegations of mistakes or arbitrary or capricious grading. “Arbitrary or capricious” grading means (1) the
assignment of a course grade to a student on some basis other than performance in the course; (2) the assignment of a course grade to a student by unreasonable application of standards different from the
standards that were applied to other students in that course; or (3) the assignment of a course grade by a substantial and unreasonable departure from the written academic standards for that course.

2. This appeal mechanism is not to be used to dispute the published academic standards for a course which are the prerogative of the department and the course director under which the course is administered.

3. It is the responsibility of the student to substantiate the assertion that an incorrect final grade has been assigned.


Appeals Process

1. The student should first meet with the course director or instructor involved to discuss his or her concerns and to present any evidence that an erroneous or arbitrary or capricious final grade has been assigned. This
meeting should occur, when possible, within 10 working days from the time that the student was notified of the grade in question.

2. If the student's concerns are not resolved in meeting with the faculty or course director, the student may submit a written appeal to the appropriate department chairperson. This written appeal must be made, when possible, within five (5) working days of the student's meeting with the faculty or course director and must contain information to substantiate the student’s assertion. The department chairperson will consult with the student and the course director and make a written decision for or against the appeal, when possible, within five (5) working days of receipt of the appeal. If the decision is in favor of the student, the chairperson will change the grade as appropriate.

3. If the matter is not resolved to the student’s satisfaction, the student may seek advice from the Associate Dean of Academic Affairs. The student may continue the appeal process by initiating the formal procedure of the Student Grievance Policy within 10 working days of receiving the decision of the department chairperson. The Associate Dean of Academic Affairs will appoint the Chairperson of the Student Grievance Panel from among the faculty members on the Student Affairs Committee. For consideration of grade appeals, the Panel shall consist of at least five (5) faculty members of the Student Affairs Committee, plus two (2) student members of the Student Affairs Committee. Absent a conflict, the students
should be the Class President of the grieving student’s class and the SDA President.
The Grievance Panel will request information from the involved department to determine if the grade appeal should be considered further.

4. The formal procedure and appeals process follow the same guidelines for student grievances as described in Sections II and III.

Grievance Policy

Inclement Weather Policy

It is the general policy of the University and Dental School to remain open for business and that all employees are expected to report to work and students to attend scheduled classes. If unusually severe weather occurs before the Dental School opens for regular business all employees and students must listen to announcements from the Dean's Office for information specific to this School and its clinical operations. All Dental School announcements can be accessed on Voice Mail, by dialing 410-706-8000 - Mailbox # 6-3368 (6-DENT). This is the only reliable source of information specific to the Dental School. If the announcement states the Dental School is closed all designated "Critical Clinical Employees" should report unless notified otherwise. If you have not received written notification of your designation as a "Critical Clinical Employee" you are not in this category. Because of commitments to patient care we do not ordinarily close when the University makes a decision to close after we once have opened for the day.

Therefore, all clinic personnel are by definition "essential personnel" on such days, with release of all employees being provided only with the permission of the responsible supervisor. The decision to close once we have opened for the day is with the Dean's Office, and nowhere else. However, when we do stay open after the University closes, all employees who are required to stay are entitled to administrative leave. Use of this administrative leave must be approved in advance by the responsible supervisor and cannot adversely affect clinical operations due to inadequate staffing.              8/02

 Student Insurance

Professional liability insurance is mandatory for all students. Students are enrolled in a group policy. Dental hygiene degree completion students may be exempt from purchasing liability insurance if they do not provide care in the Dental School. Coverage is provided for all school clinics and dental school affiliated community service sites. Coverage does not extend to private practice employment settings. Fees for the above-mentioned policy are charged on the student's bill at the time of fall registration.

Students are required to purchase group policy disability insurance, and charges are entered on the student’s bill automatically.

Judicial Policy

Student Leave of Absence Policy

A leave of absence from the academic program may be requested by a student in the event of extenuating personal circumstances. The Dean may grant a leave of absence for a student who has, in a written request, provided sufficient documentation to justify such action.
The student’s letter should contain the following information: (1) the requested duration of the leave; and (2) the purpose for the request. If the student requests a medical leave of absence, the letter should be accompanied by supporting documentation, including projected date of return, provided by a qualified health care professional.
After consultation with the Associate Dean of Academic Affairs, Director of Clinics, the Faculty Co-Chair of the Judicial Board and any other individuals deemed appropriate, the Dean will provide a written response to the student. The Dean’s response will include:

1) approval or disapproval of the request;

2) conditions regarding the leave of absence (duration; academic status; request for additional supporting documentation, if appropriate; pending disciplinary actions);

3) instructions for administrative, clinical and facilities clearance (withdrawal or cancellation of registration; return of mail box key, lab keys, Independent Learning Center materials and other University property; satisfaction of outstanding University obligations; notification of the Office of Student Financial Aid and the Office of Student Accounting);

4) instructions for requesting reinstatement (due date of letter; supporting documentation from health care professional, if appropriate, etc.);

5) conditions for reinstatement (space availability).

Copies of the Dean’s letter will be sent to the Associate Dean of Academic Affairs and the Director of Clinics. The Office of Academic Affairs will process the cancellation or withdrawal with the Office of the Registrar and will notify the Office of Student Financial Aid and the Office of Student Accounts.

After an extended leave of absence, a student may be required to successfully complete specific departmental projects, competencies or remediation before reinstatement to the dental program.

The Minimester

The dental clinics operate on the usual schedule during the minimester. Dental students in all years attend clinic and/or classes at this time.

Dental Hygiene students will receive a listing of available minimester course offerings. There is no charge for minimester courses for dental hygiene students who are full-time during the fall semester.

Dental School Policy Regarding Student Misuse or Misappropriation of Patients’ Health Information

All Dental School students are expected to adhere to all Dental School and University policies related to the use and management of health information.

Clinical faculty and administrators are responsible for ensuring that students receive appropriate training and notification of all policies related to the use and management of health information. Additionally, at the time admissions offers are extended, students should be advised that adherence to these policies is a condition of matriculation and continued enrollment.

A student found in violation of policies related to the use and management of health information will be subject to the provisions of the Student Judicial Policy.
In addition to institutional corrective action, violations may be subject to civil or criminal penalties and notification of law enforcement, and/or regulatory, accreditation, and licensure organizations.

Posting of Notices

All posters or flyers, including promotional materials for specific professional or social activities, must be approved by the Office of Admissions and Recruitment or the Dean’s Office. In order to be approved, postings must be related to University business or associated activities.
Approved posters and flyers may be placed on any bulletin boards, with the exception of departmental bulletin boards. Flyers and posters may not be placed in the elevators, in the stairwells or on public doors.
Approved by the Student Affairs Committee: 3/4/02  

Policy on Smoking

Dental School Space Usage Policy

In Accordance with USM and UMB Policy, academic activities of the Dental School take priority over all other uses of School facilities. In additional certain areas within the Dental School because of health and safety reasons are not available to campus or outside groups. These areas are defined as follows:
1. The Entrance Lobby to the Dental School
2. All Clinical Areas including: reception/waiting, laboratory, operatories, recovery rooms, prep dispense, and sterilization (except for outside professional licensing organizations)
3. All Research and Teaching Laboratories

Requests from campus groups and outside groups must be submitted to the Office of the Dean. Use of space by an outside group may be subject to payment of a fee in accordance with UMB Policy.
Requests from campus or outside groups for use of space within the Dental School will be considered and acted on by the Dean or his designee. In addition the Dean or Designee shall use his/her discretion in the assignment of space for campus and outside groups.

Policy on Vendor presentations in the Dental School

The Dental School recognizes that vendor presentations can provide useful educational and research materials for students, faculty and staff, and can be a learning experience for students and faculty to evaluate products, devices and services, and learn new techniques. However, there must be guidelines for programs presented by persons who have a financial interest in products or procedures they discuss.

1. Any vendor making a presentation in the Dental School must have an invitation from a faculty member who should first seek the approval of his/her Department Chair.
2. The presentation must be related to the academic/research missions of the school, and should not simply be a format for introducing a product to prospective users.
3. Presentations to the pre-doctoral and dental hygiene students are discouraged, mainly because they do not have the expertise to evaluate products critically.
4. Presentations to post-doctoral students should supplement other seminars and should not be used as a substitute for a presentation by qualified faculty.
5. The faculty member who invites a vendor is responsible for reviewing the product before issuing an invitation. There should be published evidence of clinical efficacy (or other evidence for non-oral health care products) if the product is demonstrated in the school, and the inviting person should review these materials carefully.
6. If the inviting faculty member is a consultant for the invited company, at least one other competing company must be given equal time for a presentation.
Additionally, the faculty member must disclose his financial relationship with the vendor prior to the presentation.
7. Faculty should teach residents/students to evaluate products and evidence supporting clinical efficacy critically. The school encourages post-seminar
discussions, lead by the inviting faculty member and others within the Department who have expertise, between attendees to address strengths and weaknesses of the products.
8. Inviting faculty must provide a written request to the Dean’s office for approval before the presentation. The request must include supporting documentation stating the educational intent of the presentation and a summary of the initial review and evaluation of the clinical efficacy of the health care product. After receiving approval from the Dean or his designee the vendor presentation may be scheduled. The Dean’s Office will develop approval procedures and forms.

Request for Vendor Presentation in the Dental School

*Append a copy of the written invitation that is being proposed for sending to the vendor’s representative.
Name of Requesting Faculty Member:____________________
Vendor Name:__________________________
Name Vendor Representative/Presenter:__________________
Date of Presentation:____________________
Proposed Room Location:________________
Name and Description of Product/Device/Service:
Conflict of Interest Disclosure
Does Faculty Member have a financial relationship with vendor or have knowledge of any other faculty member having a financial relationship?
(including, but not limited to, external consulting agreement, sponsored program agreement, Continuing Dental Education Presenter)
(If Yes, report financial relationship to Department Chair/Dean)
Description of educational value of presentation:
Description of evaluation of product and evidence of supporting clinical efficacy or other evidence for non oral health care products (attach
additional documentation as needed):
_________________ Date_______ _________________Date_______
Department Chair                           Dean or Designee

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