Attendance and Participation Policy
I. Purpose
To establish expectations and procedures regarding attendance and participation at TTUHSCEP, Woody L. Hunt School of Dental Medicine (WLHSDM), ensuring student accountability, professionalism, and and the integrity of the learning environment.
II. Policy Statement
Active attendance and engagement in all scheduled academic activities is essential throughout a student’s enrollment at WLHSDM. Participation is a core component of the professional development and directly contributes to both individual academic success and the collective educational experience of peers.
The WLHSDM curriculum is integrated and includes:
- Simulation Laboratories
- Clinical experiences
- Small group learning and team-based activities.
Absences may hinder a student’s academic progress and negatively impact the learning environment for others.
III. Personal Days
Students are permitted to use up to eleven (11) personal days per academic year, in addition to institutional holidays listed in the Academic Calendar.
A. Approved Uses for Personal Days
- Conference attendance
- Emergencies
- Funeral leave
- Illness
- Medical appointments
- Mental health days
- Religious Holy Days
B. Important Notes
- Attendace for all courses is tracked through the EZcheck me platform.
- Course-specific attendance policies, as outlined in individual course syllabi, supersede this general policy and should be reviewed carefully.
- Students that exceed the number of allowed absences as outlined in the course syllabi will be referred to Professionalism Committee and are at risk of failing the course.
C. Exceeding Personal Day Allowance
Students who exceed the allotted personal days per academic year will be referred to the Professionalism Committee, which may impose one or more of the following sanctions based on severity and frequency of the violation:
- Restrictions
- Loss of privileges
- Restitution
- Probation
- Suspension
- Expulsion
IV. Reporting a Personal Day
All personal days must be reported via Maxient to the Office of Student Affairs.
A. Reporting Guidelines
- Planned absences require at least 30 days’ advance notice.
- The student must complete the appropriate request form.
- The Office of Student Affairs will notify relevant faculty and staff within 72 hours of receiving the report.
V. Policy on Absences During Exams or Graded Evaluations
Attendance expectations during assessments are governed by each course syllabus. The following general policy applies:
A. Missed Exams Due to Personal Days
- No credit will be awarded, and make-up exams will not be permitted for assessments missed due to personal days, except for:
- Religious Holy Days
- Funeral Leave (as outlined in TTUHSCEP Institutional Policy)
- Extenuating circumstences as outlined by the Associate Dean
B. Appeals and Exceptions
- Students may submit a written appeal to the Associate Dean of Student Affairs within five (5) days of the absence if they believe an exception should be made.
C. Extenuating Circumstances
In cases of extenuating circumstances, as determined by the Associate Dean:
- Students must notify the Office of Student Affairs via Maxient.
- If approved, students may make up the missed exam or graded activity:
- Within one week of returning, or
- At a time arranged with the course director
- Documentation may be required.
- Failure to complete the make-up within the approved timeframe will result in no credit, with no opportunity for remediation.
VI. Religious Holy Days Policy
A. Request Submission
Students wishing to observe a Religious Holy Day must submit a request through Maxient at least 30 days in advance of the absence.
B. Make-Up Opportunities
Students will be allowed to make up missed exams or assignments within a reasonable timeframe, either before or after the absence, as determined by the:
- Instructor of record, and/or
- Associate Dean of Student Affairs
C. Non-Penalty for Absence
Students approved for Religious Holy Day absences will not be penalized for non-attendance. However, instructors may assign appropriate academic consequences if the student fails to complete missed work within the designated time.
D. Dispute Resolution
Disputes related to this policy must be submitted in writing to the Assistant Vice President for Student Services and Student Engagement (AVPSSSE). The AVP SSSE’s decision is final.
E. Limitation of Policy
This policy does not apply to Religious Holy Day absences that interfere with:
- Patient responsibilities
- Patient care obligations
Funeral Leave Policy
Purpose
To provide students with designated time away from academic responsibilities in the event of the death of a family member.
Policy Statement
Students are permitted to take up to three (3) days (24 total hours) of funeral leave for travel, arrangements, services, grieving, or providing family support. Additional time beyond the initial three days requires prior approval from the Associate Dean of Student Affairs and is not guaranteed.
Procedures
- Requesting Funeral Leave
- Students must submit a Funeral Leave request through Maxient as early as possible.
- Students who miss classes or examinations due to funeral leave will be permitted to make up missed work within a reasonable time frame, after the absence.
- The instructor of record and/or Associate Dean of Student Affairs will determine the appropriate make-up schedule.
- Attendance and Academic Impact
- Students approved for funeral leave will not be penalized for non-attendance.
- Instructors may assign appropriate academic consequences if the student fails to satisfactorily complete any missed assignments or exams within the time frame provided.
- Dispute Resolution
- Any disputes regarding funeral leave should be submitted in writing to the Associate Dean of Student Affairs.
- The decision of the Associate Dean of Academic Affairs is final.
- Definition of “Family”
For the purposes of this policy, “family” includes:
- Spouse
- Parent
- Brother or Sister
- Grandparent or Great-Grandparent
- Grandchild or Great-Grandchild
- Child
- Stepparent
- Stepchild
- Stepbrother or Stepsister
- Step-grandparent or Step-grandchild
- Any of the above relatives of the student’s spouse
Policy on Requests for Approved Activities
Purpose
To define procedures for requesting time away from academic (clinical/didactic) responsibilities for approved activities.
Policy Statement
Time away from academic responsibilities may be granted for the following approved activities. These absences are not counted as personal days:
- Residency Interviews (D4 students only; maximum of 10 days)
- Externship Attendance (maximum of 10 days)
- INBDE Preparation and Exam Challenge (5 days)
- Community Activities (up to 8 hrs)
- Conference Presentations on behalf of WLHSDM
- Job Interviews
Procedures
- Students must submit supporting documentation and a formal request to the Office of Student Affairs.
- Requests will be reviewed and approved on a case-by-case basis.
- Students should refer to the Externship Flow Chart (below) for guidance on the approval process.
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 absence unless you’ve provided proper notification to a supervising faculty member.
Dress Code Policy
Purpose
The dress code at the Woody L. Hunt School of Dental Medicine (WLHSDM) is intended to promote professionalism, safety, hygiene, and respect for the healthcare environment. As future dental professionals and representatives of WLHSDM, students are expected to maintain a standard of appearance that reflects pride, confidence, and professionalism.
I. General Professional Attire Expectations
All WLHSDM students must wear appropriate professional attire at all times while participating in educational activities, including in classrooms, dental learning center, clinics, and hospital settings. Proper personal grooming and hygiene are essential for infection prevention and the promotion of patient confidence.
Key Guidelines:
- Clothing must be clean, wrinkle-free, and in good condition.
- Personal hygiene and grooming standards must be upheld to minimize the risk of cross-contamination.
- Hair (including facial hair) must be clean, neat, and secured when in patient care settings.
- Fingernails should be clean and trimmed to a maximum length of ¼ inch.
- Nail polish must be chip-free.
- Only post, stud, or very small loop earrings may be worn in simulation and patient care settings.
- Accessories should be worn cautiously to avoid glove puncture or interference with patient care.
- Jackets, hooded sweatshirts, etc. with large logos are unacceptable.
II. Business Casual Guidelines
Business casual attire is acceptable for professional events and presentations unless otherwise specified.
Acceptable Business Casual Attire Includes:
- Business dress pants, khakis, chinos, or knee-length skirts
- Intact, well-maintained jeans (no rips or distressing)
- Blouses, sweaters, button-down or collared shirts
- Knee-length dresses
- Cardigans, blazers, or sport coats
- Closed-toe shoes, closed-heel shoe, including dress sneakers (in good condition)
- Shin-length or higher socks; no-show socks are not acceptable
- Optional neckties and minimal professional accessories
Unacceptable Business Casual Attire Includes:
- Flip-flops, sandals
- Wrinkled, stained, or damaged clothing
- Shorts, short skirts, or low-cut tops
- Clothing exposing the midriff or undergarments
- Athletic wear (including leggings, exercise clothing)
- Poor condition sneakers
- Clothing with large logos, slogans, or inappropriate imagery
III. Scrub Policy
All students are required to wear scrubs with the Hunt logo when working in the Dental Learning Center and the Oral Health Clinic.
Scrub Requirements:
- A minimum of 3 sets of scrubs are required
- All scrub tops must be properly embroidered with the WLHSDM logo
- Scrubs must be clean, wrinkle-free, and free of holes, fading, or tears
- Pants must be properly hemmed
- Only round-neck short- or long-sleeve undershirts may be worn under scrubs
- Undershirts with visible logos are discouraged, except TTU logos that remain concealed
- Surgical caps may be worn in the Dental Learning Center
- Closed-toe shoes, closed-heel shoe, including dress sneakers (in good condition)
- Students must comply with CDC, OSHA, state, and school infection control policies
- Unapproved hats, caps, or headgear are not allowed in clinical settings
Compliance & Enforcement:
- Students found in violation of the scrub or dress code policies will be asked to leave the learning or clinical environment and return appropriately dressed.
- Repeated violations will result in referral to the Professionalism Committee
IV. Cosmetics, Perfume, and Jewelry
Due to potential patient sensitivities and the nature of the clinical environment:
- Use of scented products should be minimal
- Makeup should be worn in moderation
- Excessive or overpowering fragrances are prohibited
- Jewelry may be worn ONLY on ears, neck, wrists, fingers, and ankles
- Oversized or dangling jewelry is not permitted
- Jewelry must not interfere with patient care
V. References & Additional Policies
- For additional details, refer to the WLHSDM Clinic Manual for specific clinical attire requirements.
- Please refer to O.P.P. EP 9.11 for more information.
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
Purpose
To ensure the integrity, security, and fairness of all assessments administered at the Woody L. Hunt School of Dental Medicine (WLHSDM), the following policy governs the administration of all formative and summative computer-based examinations.
I. Testing Environment and Security
- All computer-based formative and summative assessments will be administered in a designated secure testing location.
- Students are prohibited from bringing personal items into the testing room. Ample time should be allotted prior to testing to store personal belongings in the designated lockers provided for this purpose.
- Any materials necessary for the exam, including scratch pads and calculators, will be supplied by the school.
II. Exam Integrity and Ownership
- All examination content, including test items and materials, is the intellectual property of the faculty and WLHSDM. These assessments are designed to measure student knowledge and provide feedback that supports academic progress and preparation for the Integrated National Board Dental Examination (INBDE).
- The unauthorized reproduction, documentation, distribution, or sharing of test materials-by any means-is strictly prohibited.
- Any violation of exam security or academic integrity will be considered a serious breach of the Code of Professional and Academic Conduct and may result in disciplinary action, up to and including dismissal from WLHSDM.
III. Scheduling and Administration
- Students are not permitted to take any examination prior to its scheduled administration date.
- This policy is in place to ensure equity among students and to maintain the security and integrity of the examination process.
Related Policies
Refer to the Code of Professional and Academic Conduct and the Student Handbook for additional guidelines on academic integrity, disciplinary procedures, and examination protocols.
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 considered an 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 and would require to meet with the Professionalism Committee.
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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