Leaves of Absence
The WLHSDM has a policy that requires that a student complete the curriculum within a six year time frame, to include any leaves of absence.
Students in Good Academic Standing
Leaves of absence for periods not to exceed one academic year may be granted by the Associate Academic Dean upon written request by a student in good academic standing. Reasons for leave may include, but are not limited to:
- financial distress necessitating full-time employment;
- family illness;
- an educational endeavor at another institution of higher education; and
- Medical leave (see below).
The Office of Academic Affairs will inform the appropriate course directors of such leave. At the time the student wishes to return, he/she will submit a letter of intent to the Associate Dean of Academic Affairs. In the case of short-term leaves of absence for acute illness or other emergency, the student will be responsible for the completion of any missed academic and/or clinical responsibilities.
If a student requests to extend a leave beyond one year, they will be withdrawn from the curriculum and will need to apply to the Admissions Committee for readmission in its regular process for consideration of dental school applicants, unless they are granted a leave extension by an appeal to the Dean as described below (see Appeal for Denial of Leave or Re-entry).
Students Not in Good Academic Standing
If a student requesting leave is not in good academic standing, the leave request will be forwarded to the CAPS for consideration and disposition. If the need for the decision is urgent, the Associate Dean of Academic Affairs, chair and chair-elect of CAPS may make a joint decision regarding granting of the leave, duration of the leave and conditions for re-entry that will be furnished in writing to the student. The student will indicate understanding by signing and returning a copy of the written letter that will be placed in his/her Office of Academic Affairs file. The Office of Academic Affairs will inform the appropriate course directors of such leave.
When the student wishes to return, they will submit a letter of intent to the Associate Dean of Academic Affairs. The Associate Dean of Academic Affairs and CAPS will determine, or the committee itself will determine, whether the criteria for re-entry have been met. In the case of a medical leave, a written report from the student’s physician and/or an independent assessment of the student’s condition by another physician may be required.
Any student in poor Academic standing who requests a second medical leave of absence within two years of the first leave of absence, must follow the same procedure. However, CAPS will review the student’s entire academic record, history of medical leaves, and documentation of progress in treatment to decide if the student will be allowed to re-enter the medical school curriculum. If a student is allowed to re-enter, the conditions for re-entry will be specified at that time.
If a student requests to extend a leave beyond one year, they will be withdrawn from the curriculum and must apply for re-admission to the Admissions Committee in its regular process for consideration of dental school applicants, unless they are granted a leave extension by an appeal to the Dean as described below. (See Appeal for Denial of Leave or Re-entry)
Denial of Leave or Re-entry Appeal
- Student may submit written appeal to the dean of the WLHSDM.
- Dean may hear the matter directly or Dean may appoint a three-member faculty committee to hear the matter and make recommendations.
- The Dean will review the committee’s recommendations if committee if appointed and will make a decision.
- The Dean’s decision is final.
Medical Leave of Absence
A medical leave of absence may be granted by the Associate Dean of Academic Affairs. A request for a medical leave must include a written statement from a physician that such a leave is indicated in the best interest of the student. The written request by the student and substantiating information from the physician will be considered by the Associate Dean of Academic Affairs. If the student is in good academic standing, the Associate Dean may grant a medical leave for a period of up to one academic year. The Associate Dean will notify the appropriate course directors of the student’s leave and set the conditions for the student to return when the leave is terminated. Granting of the leave and conditions for re-entry will be furnished in writing to the student and a copy will be placed in their Office of Academic Affairs and Registrar’s Office file.
If the student requesting a medical leave is not in good academic standing, the Associate Dean of Academic Affairs will consult with the chair and chair-elect of the Academic and Professional Standards Committee, and they will either deliberate as a group or refer to the entire committee the decision on granting of leave, duration of leave, and conditions for re-entry. Granting of the leave and conditions for re-entry will be furnished in writing to the student and a copy will be placed in their Office of Academic Affairs and Registrar’s Office file. Upon completion of a medical leave, the Associate Dean of Academic Affairs, and where applicable, the chair and chair-elect of the CAPS, and/or the committee itself will determine whether the criteria or conditions for re-entry have been met. They may require a written report from the student’s physician and/or may require an independent assessment of the student’s condition by another physician of their designation.
If a student who is not in good academic standing requests a second medical leave of absence within two years of the first leave, the student must again produce a written request along with a written statement by a physician supporting the request. The leave may then be granted as per the procedure noted above for up to one year. However, granting of a second leave under these circumstances will not guarantee that a student may return to the dental curriculum. At the time the student wishes to return, the student will produce a written request to do so along with a letter from an appropriate physician that supports that request. CAPS will then deliberate as to whether or not the student will be allowed to re-enter the curriculum. This decision will be based on a progress in treatment. If a student is allowed to re-enter, the conditions for re-entry will be specified at that time.
For D1 student, a request for a medical leave of absence longer than one year will necessitate the withdrawal of the student, with the requirement that the student apply for re-admission to the D1 year through the regular admissions process. WLHSDM students in the D2, D3 or D4 year with a medical leave of absence longer than one year may petition the Committee on Admissions to reenter the year during which they took the leave of absence, but may be required to supplement current skills prior to or simultaneous with re-entry. These decisions will be made on an individual basis and will involve a comprehensive review of the student’s entire academic record and professionalism evaluations.
Denial of Medical Leave Appeal
- Student may submit written appeal to the dean of the WLHSDM.
- Dean may hear the matter directly or Dean may appoint a three-member faculty committee to hear the matter and make recommendations.
- The Dean will review the committee’s recommendations if committee if appointed and will make a decision.
- The Dean’s decision is final.
Substance Abuse and Impaired Students
WLHSDM hereby establishes this policy to identify and aid, within ethical and legal parameters, students who previously have been or are currently impaired.
- Purpose: This Policy will work in conjunction with the Impaired Physician Policy. (See Impaired Physician/House Staff/Medical/Dental Student Policy)
The Policy is designed to:
- Identify and adequately address the needs of dental students with ongoing impairment;
- Enhance awareness among faculty, students, and staff of the typical characteristics of impairment in an effort to identify students in need of help;
- Promote educational programs and other methods of primary prevention of impairment;
- Provide treatment, monitoring, and support of any student identified as impaired;
- Take administrative actions as necessary; and
- Preclude non-treatable or unresponsive individuals from achieving professional status necessary to practice dentistry.
- Biannual Review: The Committee on Academic Performance and Standards (CAPS) Committee will review this WLHSDM policy biannually and submit recommendations to the Executive Committee.
- Definitions: The Impaired Physician Policy includes the following definitions, all of which will be applied to dental students:
- Impairment by substance abuse or misuse refers to any condition, resulting from substance abuse that interferes with the individual’s ability to function as normally expected.
- Impairment from other neuropsychiatric illnesses or medical reasons refers to any other categories of impairment, including major debilitating illnesses, depression, dementia, or other psychopathology or disruptive behavior that may interfere with the individual’s ability to function as normally expected.
- Symptoms of impairment may also include the following: declining work/school performance as manifested by unavailability, missed appointments or other responsibilities; lapses in judgment; incomplete record-keeping; mood swings; unexplained absences; embarrassing behavior; signs of intoxication or self- medication; and/or withdrawal from any other professional or personal activities. Family problems and changes in character or personality are further accompaniments of impairment.
- Presentations
- To promote prevention of impairments, the Chair of the Dental Wellbeing Committee (DWC), or designee, shall make a presentation each year at orientation to promote awareness of this policy by:
- discussing this policy with the D1 Class of dental students;
- introducing the members of the committee; and
- distributing other helpful, applicable educational literature which will be developed by the DWC and made available to all dental students.
- Reporting possible impairment
- Self-reporting. Any student who is concerned that he/she might be impaired or likely to become impaired should contact a member of the DWC, who will bring the matter to the DWC to formulate a plan of action and provide appropriate assistance resources to the student.
- Report by others. Any person (i.e., student, faculty, staff, or administrator) who has reasonable cause to suspect that the ability of a dental student to perform may be impaired shall, in good faith, report the student to a member of the DWC.
- If a report is determined to be made in bad faith or for malicious reasons, the reporting person’s name will be conveyed to the Dean, who may pursue disciplinary action under applicable institutional policies and/or laws and regulations.
- Basis for Intervention
Intervention may be considered for behavior that may be associated with, but not limited to, the following conditions:
- Demonstrated ineffectiveness in handling the responsibilities of dental school, and/or manifestations of other personal problems or behaviors;
- Psychoactive substance abuse or dependence;
- Manifestations of a psychiatric disorder;
- Indication(s) of physical illness with other accompanying pathophysiological and/or psychological manifestations;
- Self-reporting by consulting with a member of the DWC;
- Concern expressed to the DWC by a faculty member, administrator, staff, or another student.
- Verification
- Reports of impairment will be reviewed by the DWC, and the DWC will decide whether to go forward under this policy based on the evidence presented, or document that no further action is warranted.
- The DWC may also find it useful to consult with representatives of the appropriate local and state committees that deal with the issue of impairment in dentists.
- Process
- The chair of the DWC or the designee will meet with the identified student (or person who is reporting a student) to gather information about the concern.
- The DWC subcommittee will meet to discuss the concerns and formulate a plan for the student.
- The plan will be discussed with the student. If the student agrees with the committee recommendation(s), they will proceed with implementation.
- The DWC may direct the student to obtain a drug test if there is concern about use of substances.
- Costs of treatment will be the student’s ‘responsibility.
- The student will select a treating provider and must sign a release of information for that provider to communicate with an assigned DWC member.
- The student must seek a provider as recommended by the DWC in a timely manner (i.e., within two (2) weeks).
- The provider will discuss the case with the designated DWC member prior to onset of treatment, and advise him/her of the treatment plan and the approximate amount of time required. The provider will make periodic progress reports to the designated member. At the end of the projected treatment period, the provider will report to the designated member that: a) treatment has been completed successfully; b) further treatment is required and likely to produce a favorable outcome, or c) treatment was unsuccessful.
- The student will meet with the DWC member on a regular basis to review his/her progress.
- Monitoring
- The student successfully completing the treatment obligation will be monitored by the designated faculty member of the intervention team. The faculty member will prepare a report of the anticipated scope and length of time of monitoring, which the student will acknowledge by signature. A copy of this document will be provided to the student.
- Monitoring may include, but is not limited to, random drug and alcohol testing, after- care therapy sessions, and formal or informal meetings with the selected DWC faculty member.
- If post-graduate monitoring is recommended, notification of the appropriate Impaired Health Professionals Committee will occur, in accordance with laws and regulations governing such actions. Those remaining in Texas will continue monitoring and support through the Professional Recovery Network (PRN) of Texas, which is fully recognized and supported by the Texas State Board of Dental Examiners. http://www.txprn.com/ Together, they adhere to a system that provides an opportunity for confidential recovery while protecting the public from unsafe professional practice.
- Leave of Absence and Re-entry
- An impaired dental student will be allowed a leave-of-absence in accordance with the policies set forth in this WLHSDM Student Handbook.
- If the student requests a medical leave-of-absence, the designated faculty member described above may provide the required written statement as noted in the Student Handbook.
- Unresponsiveness to intervention
- If the DWC determines that evaluation, treatment and/or monitoring are warranted and the student does not responsibly cooperate or respond, the DWC, by majority vote of the Committee, may refer the student to the Committee on Academic Performance and Standards (CAPS) for administrative action, which may include, but is not limited to, administrative leave of absence, suspension, or dismissal.
- Confidentiality
- All Committee activities shall remain confidential.
- Representatives of administration will not be notified of specific cases unless: (1) the impaired student refuses or is unresponsive to the appropriate treatment; (2) the student’s actions constitute a danger the public and/or himself/herself; or (3) a leave-of-absence is sought by the DWC and/or student.
- Although specific cases will be presented to the DWC, confidentiality will be maintained to the extent reasonably possible.
- Files
- All files will be maintained by the Chair of the DWC for a period of five (5) years after the student graduates or is no longer enrolled at WLHSDM.
- For those who require post-graduate monitoring, notification of the appropriate Impaired Health Professionals Committee will occur, in accordance with laws and regulations governing such actions. Those remaining in Texas will continue monitoring and support through the Professional Recovery Network (PRN) of Texas, which is fully recognized and supported by the Texas State Board of Dental Examiners. http://www.txprn.com/ Together, they adhere to a system that provides an opportunity for confidential recovery while protecting the public from unsafe professional practice.
- Student Participation
- Student representatives shall serve as ad hoc members of the committee. Three students across the four classes will be appointed by the Associate Academic Dean. The student representatives will attend training with the rest of the committee and be available for committee work related to their peer group.
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