Attendance and Participation Policy
Throughout your tenure at the TTUHSC El Paso Woody L. Hunt School of Dental Medicine, it is imperative that you attend and actively participate in all scheduled activities. This commitment is integral to your professional development as a dental student. Given our integrated curriculum, which encompasses simulation, clinical experiences, and group activities, your presence is vital not only for your own learning but also for the collective educational experience of your peers. Non-attendance can impede your progress and hinder the overall learning environment.
Personal Days
To accommodate personal needs, students are granted personal days which may be used for a number of reasons including:
- Community activities
- Conference attendance
- Emergencies
- Funeral leave
- Illness
- Medical appointments
- Mental health days
- Religious Holy Day
Each student is allowed a maximum of eleven (11) personal days per academic year, in addition to the institutional holidays listed in the Academic Calendar. Please note that the attendance policy outlined in each course syllabus supersedes over this general attendance policy, and should be reviewed carefully. In addition, missed attendance due to tardiness will count as ½ personal day.
Exceeding the allotted personal days will prompt a referral to the Professionalism Committee. Such excesses are considered a violation of the Dental Student Code of Professional and Academic Conduct. The Professionalism Committee may impose sanctions including: restrictions, loss of privileges, restitution, probation, suspension, expulsion. Sanctions may vary based on the severity and recurrence of the attendance violation.
Reporting a Personal Day
Personal days must be reported to the Office of Student Affairs via Maxient in a timely manner. For planned events, a 30-day notice is expected. Students must complete the appropriate form for notification, and the Office of Student Affairs will inform faculty and staff within 72 hours of the event.
WLHSDM Policy on Non-Attendance during Examinations or Other Evaluations
Attendance requirements for each course will be outlined in the course syllabus. No credit will be given, and remediation will not be allowed for missed graded activities due to personal days. If a student disputes this outcome, they may submit a written appeal to the Associate Dean of Student Affairs within five (5) days of the absence. The Associate Dean will consult with relevant parties to determine the appropriate course of action.
If a student is unable to attend an exam or graded activity due to extenuating circumstances, as determined by the Associate Dean of Student Affairs, they must notify the Office of Student Affairs via Maxient. In such cases, the student may be allowed to make up the missed or graded activity within one week of their return, or as arranged with the course director. Documentation may be required. Failure to complete the make-up within the approved time frame will result in no credit and cannot be remediated.
*Repeated non-compliance with the Attendance Policy is considered a breach of professionalism and will result in referral to the Professionalism Committee, along with any consequences outlined in the course syllabus. *
Religious Holy Days
- A student who intends to observe a Religious Holy Day should submit their request via Maxient 30 days prior to the event. A student who does not attend class/examination for the observance of a Religious Holy Day shall be allowed to take an examination or complete an assignment scheduled for that day(s) within a reasonable time at the discretion of the instructor of record and/or Associate Dean of Student Affairs before or after the absence.
- A student who has allowances under the above provision may not be penalized for non-attendance; however, the instructor may appropriately respond if the student fails to satisfactorily complete the missed assignment or examination within the time frame set by the instructor.
- Any disputes regarding this policy should be submitted in writing to the TTUHSC El Paso Assistant Vice President for Student Services and Student Engagement (AVPSSSE). Any decision by the AVPSSSE regarding the dispute shall be final.
- This policy does not apply to any student non-attendance for a Religious Holy Day which may interfere with patient responsibilities or patient care.
For further information on other religious accommodations please refer to the policy outlined in TTUHSC El Paso OP 77.12
Funeral Leave
Funeral leave pertains to the death of a family member, with students allowed up to three days (24 hours) for necessary travel, arrangements, services, grieving, or family support. Requests for leave beyond three days requires approval by the Associate Dean of Student Affairs and is not guaranteed.
- A student who intends to take Funeral leave should submit their request via Maxient. A student who is absent from classes/examination for Funeral leave shall be allowed to take an examination or complete an assignment scheduled for that day(s) within a reasonable time at the discretion of the instructor of record and/or Associate Dean of Student Affairs before or after the absence.
- A student who has allowances under the above provision may not be penalized for non-attendance; however, the instructor may appropriately respond if the student fails to satisfactorily complete the missed assignment or examination within the time frame set by the instructor.
- Any disputes regarding this policy should be submitted in writing to the Associate Dean of Academic Affairs. Any decision by the Associate Dean of Academic Affairs regarding the dispute shall be final.
*Family means the student’s spouse or a parent, brother, sister, grandparent, grandchild, child, great-grandparent, stepparent, stepchild, stepbrother, stepsister, step-grandparent, or step-grandchild of the student or of the student’s spouse.
Requests for Approved Activities
Personal days are not included with approved activities. Approved activities include:
- Residency interviews (D4 only for a maximum of 10 days)
- Externship attendance (maximum of 10 days)
- INBDE prep and challenge
Students seeking approval for the above-mentioned activities must submit proper documentation for review to the Office of Student Affairs. Please refer to the Externship flow chart below.
Externship Policy
- Externships are to be used for residency applications.
- The expected time away is up to 10 business days. If beyond, consult early with the Office of Student Affairs.
- Travel plans are only to be made after receiving official approval.
- Whenever possible, time away is expected to be scheduled during breaks or time off.
Extended Leave
For information on extended leave please refer to the WLHSDM Academic Catalog.
Classroom Behavior Policy
Students are expected to demonstrate professional behavior in the classroom as demonstrated by punctuality, respect for others’ opinions, attentiveness, and courtesy.
“Failure to be present during the assigned class period, even if you have badged in, will be counted as an unexcused absence unless you’ve provided proper notification to a supervising faculty member.”
Dress Code Policy
Professional Attire
As representatives of the Hunt School and the dental professional, and as a source of personal pride, confidence, and comfort, students are expected to dress in appropriate professional attire during the entire course of their education in the classrooms, simulation labs, clinics or hospital settings at the WLHSDM. Dental students should always present themselves in the best way possible. Personal hygiene, cleanliness, and being well groomed can help to promote feelings of confidence both physically and mentally, and in turn create a positive impression and communicate a level of confidence to patients.
It is essential for all dental students to have good personal grooming and hygiene. Microbes spread easily in health care due to physical contact between health care professionals and patients. Maintaining a good personal hygiene significantly reduces the risk of cross- contamination and transmission of contagious infections.
Hand hygiene guidelines should be followed as outlined by the Guideline for Hand Hygiene in Health-Care Settings. The CDC recommends that natural nails be kept trimmed to ¼ inch in length because of the potential pathogens that can be harbored in the subungual spaces.
Evidence also shows that artificial nails may contribute to transmission of certain pathogens and therefore should not be worn. If natural nails are polished, the polish should be chip free.
Hair (including facial hair) should be clean, neat, and should be secured and covered when seeing patients to avoid potential contamination or interference with the dental operating field.
Only post, stud or very small loop earrings are allowed to be worn in the simulation laboratory and patient care clinics. Other accessories such as watches, rings, and bracelets which may penetrate gloves should be worn with extreme caution.
All clothing including scrubs should be neat, clean, and wrinkle free.
- Shin length socks or longer are required, no show socks are unacceptable. All skin must be covered on the leg when seated.
- Jackets, hooded sweatshirts, etc. with large logos are unacceptable
- Cosmetics and Perfume/Cologne - The professional environment of the clinic and the patients’ sensitivity to scents requires all personnel to moderate use of make-up, perfume, colognes or shaving lotions.
- Jewelry - Jewelry may be worn ONLY on ears, around neck, wrists, fingers and ankles. Excessive jewelry (i.e., oversized or large dangling earrings) is not allowed. Jewelry that interferes with patient care will not be tolerated
*For additional dress code policies please refer to the Institutional Handbook.
The following are examples of ” business casual” options:
- Business dress pants, slacks, khaki pants, chinos, or knee-length skirts; intact, well- cared for jeans are allowed
- Button-down shirts, dress shirts, blouses, sweaters, or collared polo shirts;
- Knee-length dresses;
- Optional hosiery or tights, especially for added warmth during colder months;
- Optional cardigans, blazers, jackets or sport coat;
- Closed-toed shoes (e.g., loafers, oxfords or brogues with dark dress socks pumps. Flats, boots or dress sneakers made of leather or canvas).
- Athletic sneakers/tennis shoes which are intact and nice condition
- Optional necktie
- Simple, professional accessories such as scarves or belts
What NOT to Wear for Business Casual
- Flip-flops or sandals
- Stained or wrinkled clothing
- Clothing with holes (e.g., distressed jeans)
- Clothing that is too tight or too short
- Shorts or short skirts
- Clothing with large logos or text
- Tank tops or strapless shirts (unless paired with blazer, jacket, or cardigan)
- Backless or low-cut tops
- Clothing that exposes the midriff
- Exercise or yoga clothes
- Athletic sneakers/tennis shoes which are not intact and in poor condition
Dental Student Scrub Policy
All students are expected to dress in appropriate professional attire during the entire course of their dental school education within the classroom, clinical or hospital setting at the WLHSDM Professional dress would include (but not be limited to) clean clothing, no holes, no open toe shoes, no shorts, and no sweats.
The WLHSDM is requiring that all students wear scrubs when working in the Dental Learning Center and the Oral Health Clinic. Please see requirements below. Detailed description regarding scrub requirements is provided in the pre-matriculation packet and orientation packet.
- Students are required to own a minimum of 3 sets of scrubs.
- All scrub tops must be embroidered.
- Scrubs must be in good condition, no holes, fading or slight tearing.
- Hemming of pants is required, if needed.
- Round neck short-sleeve or long-sleeve undershirts will be required and are expected to be worn at all times to minimize skin exposure as per the CDC.
- Undershirts are highly recommended.
- Undershirts with logos are discouraged. The exception would be undershirts with TTU logos. Any logos should not show when in the oral health clinic.
- Students may wear a surgical cap in the simulation clinic.
The student is expected to be compliant with the CDC, OSHA, state institution and school guidelines when seeing any type of patients - standardized or real patients - or during any simulation or lab experience. Unapproved hats, caps, and other head gear are not permitted in the clinics.
Students not in compliance with the scrub policy will be asked to leave and return appropriately dressed as per the scrub policy. Dress code compliance is considered to be a component of the professionalism Code of Conduct.
*For additional dress code requirements within the oral health clinic, please refer to the WLHSDM Clinic Manual.
Electronic Devices in the Classroom
The use of electronic devices in the classroom setting (i.e., laptop computers, PDAs, recording/taping, etc.) is to be limited based on the requirements listed on each syllabus for each particular class or based on the approval by the faculty member. Cell phones are to be turned off or placed in vibrate mode. Bluetooth headphones are not allowed in classroom settings, but are allowed in the simulation clinic with faculty approval.
Unauthorized use of audio and videotaping is prohibited.
Testing Policy
- All formative and summative computer testing will be accomplished at a designated location with secure access. Students will not be allowed to bring anything into the room during the testing so they should allow ample time to store their belongings. (Lockers are available for this purpose.) Scratch pads, calculators and other items needed for the test will be provided.
- Tests are the property of the faculty who have provided questions to assess student knowledge and provide the students with feedback to improve their performance for the unit and course tests as well as the national licensing examinations (INBDE). Any unauthorized reproduction of test items by any method is a serious breach of the Code of Professional and Academic Conduct and will result in disciplinary action up to and including dismissal from the Woody L. Hunt School of Dental Medicine.
Loss of WLHSDM Equipment Policy
In the event of misplaced or lost WLHSDM dental equipment, the student responsible will be charged for the dental equipment. Failure to comply will result in a hold being placed on student registration of courses for the following semester. Misuse of equipment beyond normal wear and tear will result in a charge for cost of replacement.
Professionalism Assessments
All students will receive professionalism assessments at the end of each required evaluation period (DDSK will assess twice a semester and all other courses will be at least once a semester, as needed). The assessments indicate if the student has met the expectations, needs improvement, or has not met expectations. Detailed explanations will be given by faculty based on student performance. Additionally, students may receive an assessment on their communication skills as appropriate.
The professionalism assessments contribute to the student’s annual reviews. Students may challenge comments in their portfolio. (See Challenging Student Records or Grades policy,).
Information about assignments, any changes, or other information about evaluation requirements will be communicated via email. Students are expected to read emails in their entirety and request clarifications before the deadline. Students will not receive warnings prior to receiving professionalism assessments.
Course Evaluations
At the end of each semester all students are expected to complete course and professor evaluations for each course they took in a particular semester at the WLHSDM. Participation in evaluations is considered an indicator of both professional citizenship and general professionalism.
Students working in the oral health clinic will evaluate faculty members in which they have interacted at the end of each semester. Students completing a research project with the assistance of faculty members will also be given an evaluation to complete based on that specific faculty member(s).
Evaluations completed by students are used for curricular review/improvement and faculty accountability. Course results following the end of the semester are provided to curriculum committees, course directors, faculty, and Deans. Faculty results are reported to the specific faculty and their supervisors. Identified trends of concern are also reportable to the Associate Dean of Academic Affairs. In addition to curricular review/improvement and faculty accountability functions, accreditation and research drives the expectation of participation. Curriculum reviews at the end of each course, each year, and every three years include the results of evaluations.
Evaluation ratings for faculty are used both for performance reviews and promotion and tenure applications.
The Commission on Dental Accreditation (CODA) requires that schools have a robust evaluation system with high levels of student involvement. Research indicates that professionalism at the predoctoral dental education level is predictive of later professionalism issues.
Student Eligibility to Participate in Clinic Rotations
All WLHSDM students must complete certain requirements in order to attend clinic or hospital assignments during their dental school curriculum, whether in the WLHSDM clinics, University Medical Center of El Paso, or at affiliated community clinics. This also applies to volunteer activities that may occur in these or any other locations (through student interest groups).
D1 - Each student must have completed the following prior to a Service-Learning Experience:
- Immunizations as required by clinical affiliates
- Annual Influenza Vaccine (Administered by TTUHSC El Paso in the Fall)
- Basic Cardiac Life Support (BCLS) Certification
- Community Wide Orientation
- Health Insurance coverage
- Criminal background check
- STEPPS (safety module)
- Annual HIPAA Online Training (required by TTUHSC El Paso)
D2, D3 and D4 - Each student must have completed the following prior to the External Clinic Rotation (Service Learning Experience):
- Yearly update of immunizations as required by clinical affiliates (updated yearly)
- BCLS (BCLS) and for D3/D4s PALS Certification
- Annual HIPAA online training (required by TTUHSC El Paso)
- Health Insurance coverage
- Annual influenza vaccine in the fall
- Drug Screen (prior to Year 3)
- Criminal Background Check
Students who will be providing patient care services at the affiliated clinical sites must be in good academic standing, as determined by the Committee on Academic Performance and Standards.
Consequences of non-compliance:
If a student fails to meet the requirements as outlined above, they will not be allowed to attend any clinical activities. Missing activities because of noncompliance would be an unexcused absence. As a result, the student may receive a negative grading consequence.
With the second episode of noncompliance, a notation citing their poor professionalism would be placed in their file regarding professional attributes.
A third episode of noncompliance would require the student be discussed at the Committee on Academic Performance and Standards.
eLearning
WLHSDM is approved by Commission on Dental Accreditation (CODA) and the Texas Higher Education Coordinating Board to administer electronic learning. Students will have the necessary resources provided to them. The eLearning website with additional resources is currently being developed and will be shared with all students once it is published.
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