Student Conduct and Professionalism Policy

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The purpose of this policy is to provide guidance on CHSU’s expectations for the conduct and professionalism of CHSU students. This policy is applicable to current students, who may be subject to corrective or disciplinary action under this policy for behaviors or conduct that occurs on-campus or off-campus.

All CHSU students are expected to adhere to a standard of behavior consistent with the University’s high standards at all times off and on campus. Compliance with institutional rules and policies and procedures, in addition to city, state and federal laws, is required of all students.

Allegations of unlawful harassment, discrimination, or retaliation are be processed under separate CHSU policies and procedures (Title IX policy) and may also violate the University’s and component colleges’ expectations for professionalism, conduct and ethics.

Code of Professional Conduct

Students are expected to comply with the CHSU Code of Professional Conduct:

1. Respect for Patients.
Students must take the utmost care to ensure patient respect, confidentiality and dignity. As healthcare professional students, students must demonstrate respect for patients through appropriate language and behavior, including that which is non-threatening and non-judgmental. Patient privacy and modesty should be respected. 

2. Respect for Faculty, Staff, Colleagues, Hospital Personnel, and Community
Students are required to respect faculty, staff, colleagues, and others, including hospital personnel, guests, and members of the general public. This respect should be demonstrated by punctuality in relationships and communication with faculty and staff, patients and peers, and prompt execution of reasonable instructions. 

3. Respect for Self
All students should uphold a high level of personal ethics, and morals in their daily conduct.

4. Respect For Laws, Policies and Regulations
Students must respect and comply with the laws, policies, and regulations at all levels of CHSU the local community, the State of California, and the federal government.

Violation of the Code of Professional Conduct

Professionalism is a core competency for all CHSU students. When a professional misconduct is alleged, the incident should be described on the Professional Observation Form. It is not possible to enumerate all forms of inappropriate or unprofessional behavior however, the following are examples of behavior that constitute a violation of University policy.

  1. Harm, abuse, hazing, damage, or theft to or of any individual or property;
  2. Physical or verbal bullying or the threat of such abuse to any individual;
  3. All forms of dishonesty;
    • cheating, omissions, fraud, plagiarism (including self-plagiarism),
    • unauthorize use or distribution of assignments, quizzes, practicals, Objective Structured Clinical Examinations (OSCEs), exams or exam content and any other assessments,
    • knowingly furnishing false information to the University or any of employees and clinical preceptor faculty through forgery, alteration or unapproved use of records, or
    • violation of CHSU Academic Freedom, Intellectual Honesty and Academic Integrity Policy, or
    • aiding another in such dishonesty,
    • entering or using CHSU-operated or affiliate-operated hospital/clinic/research facilities without authorization.
  4. Disrupting the learning environment, research, administrative or student functions of the University;
  5. Convictions for violation of federal, state or local laws, felonies or misdemeanors, excluding minor traffic violations;
  6. Failure to report to CHSU administration within 48 hours personal violations of this policy, or personal actions which violate, or result in a charge of or arrest for a violation of federal, state or local laws;
  7. Violations of CHSU’s Student Alcohol, Drug and Tobacco Policy;
  8. Placing a patient’s health and/or safety in jeopardy;
  9. Unethical disclosure of private or other confidential information. This includes but is not necessarily limited to, disclosure in violation of the law (e.g. HIPAA), CHSU policy or the policies and procedures of any CHSU affiliate;
  10. Behavior that demonstrates abusive or disrespectful conduct toward members of the faculty, administrative or professional staff, employees, students, patients or community members;
  11. Violation of any established rules, policies or procedures of CHSU, CHSU-endorsed organizations, CHSU departments or affiliated institutions;
  12. Failure to participate in a University-conducted investigation or hearings as well as mandated reporting requirements imposed by law or policy of CHSU or any of its affiliates;
  13. Conspiring, planning or attempting to achieve any of the above acts;
  14. Any other conduct which calls into question the student’s fitness to practice in the student’s area of study.

University-Wide Student Discipline Procedures

Complaints by students, CHSU employees or members of the public involving alleged misconduct by students in violation of this policy will be handled as follows:

  1. Reports of concerns regarding unprofessionalism, misconduct, unethical or other disruptive behavior, which is severe, pervasive or otherwise significantly disrupts the educational environment ("Complaints") will be documented on the Professionalism Observation Form.
  2. Official communication concerning notice of a student’s alleged unprofessionalism will be sent to the student’s CHSU email address. Students are responsible for regularly checking their CHSU email account and responding to emails from the University in a timely manner.
  3. Minor concerns may be addressed with coaching, education or a written or verbal warning. A written notice of such minor violations may be, but is not required to be, given to the student. Examples of minor violations include, but are not necessarily limited to, inappropriate or rude emails, being late to class on multiple occasions, use of profane language, Upon receipt of a Professionalism Observation Form., the College’s Office of Student Affairs will review the initial report of alleged misconduct and determine the next steps and if the allegation of misconduct merits an investigation or other official action.

If the determination is that an investigation is warranted, the case may be heard either by the appropriate college-level committee, an administrator(s) designated by the College Student Affairs Dean (other than the investigator), or an external adjudicator (other than the investigator). 

However, all cases involving potential suspension or dismissal shall be referred to the appropriate college-level committee. In all cases, a college dean such as the College Student Affairs Dean or Academic Affairs Dean shall notify the student in writing regarding the recommendations of the committee and the final determination of the investigation. 

The investigation file is a private record that is the property of the University. Students are not entitled to the investigation file, notes of the investigator, or transcripts or recordings of interviews.

Notations

Disciplinary matters are not recorded on a student’s academic transcript except in cases of suspension or dismissal. In cases of suspension, a temporary notation is placed on the student’s academic transcript for the duration of the suspension period.

In the event a student is found in violation of disciplinary misconduct leading to dismissal or suspension, the Registrar will develop and implement a transcript notation system appropriately designating the final outcome of the matter.

CHSU like other medical schools in the United States reports breaches of professionalism in the Medical Student Performance Evaluation (MSPE) letter written in early fall of the OMS-IV year. 

Students should note that disciplinary actions due to professionalism may be included in the Dean's MSPE report. 

Record Keeping Requirements

With exception of disciplinary suspensions and dismissals, a student's disciplinary record is separate from the student’s academic record. A student is considered to have a disciplinary record when the appropriate college level committee finds the student in violation of one or more University or college policies. 

Students' disciplinary records are kept in the College Student Affairs Dean Office for seven (7) years after the date of the last violation. Suspensions and dismissals are posted on the student's transcript. Suspensions are posted for the duration of the suspension period and then removed upon re-enrollment.

In accordance with the Family Educational Rights and Privacy Act of 1974, disciplinary student records may be released to another institution at which the student seeks or intends to enroll without the consent of the student. At which time, CHSU will make a reasonable attempt to notify the student about the disclosure.

COM Student Progress Committee (SPC) Hearings for Professionalism and Misconduct

The COM Student Progress Committee (SPC) details are found in the Student Progress Committee Policy.

As a threshold matter, committee hearings regarding professionalism and misconduct are not formal court, judicial or administrative proceedings. Accordingly, the rules of evidence do not apply. The University may, in its discretion, create an audio or video recording of the hearing and, if so, it is the only recording permitted. Unauthorized video or audio recording may subject a student to discipline, up to and including dismissal.

The following procedures shall apply to the COM SPC hearing for professionalism, conduct, or ethics referrals if the matter is referred to SPC:

  1. Notice to Student: Student is notified by the COM Office of Student Affairs and/or a Committee delegate via CHSU email of the professionalism and/or conduct referral, and of the date, time, and location of the SPC hearing. The notice shall identify the alleged misconduct giving rise to the referral.
  2. Pre-Meeting with Student Affairs (Recommended). : Upon request of the student, prior to the hearing the student will meet with the COM Office of Student Affairs. The COM Office of Student Affairs’ role is to help the student better understand the SPC hearing process, to answer the student’s related questions, and advise on how the student can prepare for the hearing. The student may decline the assistance of the COM Office of Student Affairs. In all cases, it is the student’s responsibility to timely request the assistance from the COM Office of Student Affairs in advance of the hearing.
  3. SPC Materials for Review and Pre-Hearing Meetings: Prior to the hearing or at the start of the hearing, SPC may receive a copy of the student’s academic file, including any disciplinary documents, the student’s notice of referral, a copy of investigation reports, findings of fact provided to the student, and other relevant documents applicable to the referral. Students are not entitled to the full investigation file, if any. SPC members shall not discuss the matter prior to the SPC meeting and shall maintain the confidentiality of the information in accordance with law and policy. The SPC Chair shall determine whether any such statements are or are not relevant to the proceeding.
  4. Student Written Statement: The student may submit a written statement for SPC’s review and may submit written statements from others which have information relevant to the matters under consideration by the SPC.
  5. Student Appearance at Hearing; Support Person: Students are generally required to attend the SPC hearing in-person unless the SPC Chair allows for remote conference technology. The student may bring a support person to the SPC hearing, who may or may not be an attorney. The support person may not participate directly in the hearing, even if that person is an attorney. Support persons may not disrupt the hearing; if disruption occurs or attempts to directly participate are made, the SPC Chair may ask the support person to leave.
  6. Standard of Review: The standard of review applicable to professionalism and conduct referrals is the preponderance of the evidence (i.e., more likely than not) standard.
  7. Right to present a defense: A student facing possible suspension or dismissal shall have the opportunity to provide the committee with information in response to the allegations made against them.
  8. Use of an Internal or External Hearing Officer: The College may, in its discretion, provide an internal or external hearing officer to assist the SPC in conducting the hearing, but it is not required to do so.
  9. SPC Deliberation, Decision Regarding Policy Violation, & Recommendation on Corrective Action: After the student is excused from the hearing, SPC will discuss the case and vote on: (a) findings of fact; (b) whether, based on those facts, a policy violation occurred; and (c) recommend corrective action if a policy violation has occurred. This decision and, if applicable, the recommendation on corrective action, is determined by a majority vote of the SPC members attending the hearing, including the Chair. Based on the circumstances of the student’s referral, if more time is needed the SPC Chair, in consultation with the SPC and the COM Office of Student Affairs, may choose to continue deliberations to another meeting time without notice to the student. The SPC Chair shall provide the decision and, if applicable, the recommendation on corrective action, to the respective college level Assistant/Associate Dean via CHSU email.
  10. Role of Assistant/Associate Dean of Academic Affairs; Notice to Student of SPC Decision: Upon receipt of SPC's decision, the Assistant/Associate Dean of Academic Affairs will review the decision on findings of fact and whether a policy violation has occurred and any applicable recommendation on corrective action. The Assistant/Associate Dean may accept or modify the SPC's recommendation on corrective action based on factors in the SPC's findings of fact or other good cause. The Assistant/Associate Dean will issue the decision and corrective action, if any, to the student. The Assistant/Associate Dean will provide the student notice of the decision within a ten (10) days of receiving the SPC decision. A copy of the decision will be placed in the student's file and will be provided to the Registrar, the COM Office of Student Affairs, the Financial Aid Office, and the Dean of the College. 

Appeal Rights

The student may appeal the findings of fact, determination of policy violation, and/or decision regarding corrective action to the Dean of the COM in writing via email within five (5) business days from the date the final decision was issued to the student. The written appeal must state which of the following is the basis for appeal. Grounds for appeal are limited to: 

  • any new and compelling information that was not available to the SPC committee at the time of deliberation which would have impacted the outcome of the matter; or
  • a procedural error in the SPC committee process which would have impacted the outcome of the matter. 

In the event the Dean has a conflict of interest, the appeal shall be referred to the Chief Academic Officer.

In all cases except where the corrective action is dismissal, the Dean’s appeal decision is final. In cases of dismissal, the student may appeal further in writing via email within five (5) business days based on adequate grounds for appeal to the Chief Academic Officer or, in the event the Chief Academic Officer has a conflict of interest, to the President. In cases where the corrective action is dismissal, the Chief Academic Officer’s (or President’s) decision is final.

The written decision on an appeal request shall be issued in writing to the student, generally within fifteen (15) business days from the date the appeal is received.