BA/MD Student Grievance & Due Process Procedure

Introduction

This policy outlines the procedures related to BA/MD Student Petitions, Grievances, and Due Process. Reasonable deviations from the policies and procedures in this handbook will not invalidate a decision by the Combined BA/MD Degree Program concerning a student unless significant prejudice results.

Professionalism and Confidentiality

It is expected that members of all committees and subcommittees conduct themselves with professionalism and tact during meetings as well as outside of meeting times when representing the Program. Members are also expected to honor the confidentiality of all students and should refrain from discussing any student matters outside of committee meetings or other official communications pertaining to student issues.

Academic Disputes

An academic dispute arises when, within the academic process, a student believes that they have been unfairly or improperly treated by an individual faculty member. All academic disputes will follow the Student Grievance Procedure:  https://pathfinder.unm.edu/student-grievance-procedure.html.

With regards to requests for modifications to the Program requirements, student should follow Section III herein for Programmatic student petitions.

Student Petitions (see Figure 1: Student Petition and Appeal Flow Chart)

This section sets forth the procedures for students who need to seek a modification (petition) from the BA/MD Program requirements. BA/MD students have the right to petition for exception(s) to the BA/MD Program’s policies. The membership of the BA/MD Student Petition Committee is listed in the BA/MD Bylaws.

The Student Petition Committee will review all student petitions, regardless of request (unless medically related--please see below), including, but not limited to, petitions for curriculum substitutions, housing, working in first year, BA/MD scholarship toward study abroad experience, Leave of Absence, etc.

It is highly suggested, but not required for students to communicate with their BA/MD academic advisor(s) to discuss their petition plans before submitting a petition. As the student advocate, the advisors will work with the student to determine the student’s request, advise the students on Program policy, procedure and timeline, as well as communicate with appropriate CCSP faculty if applicable, etc.

A.  Petitions - Medical and Disability Related

If the student has a disability and needs a reasonable accommodation or academic adjustment to the Program requirements, the student must first contact the Accessibility Resource Center to submit documentation http://as2.unm.edu/about-us/contact-us.html(See UAP 2310).   If the student seeks Program-specific accommodations that ARC has not considered (ex. Housing exception), the student should submit the Program petition to the Student Petition Committee.  In the event that the Student Petition Committee does not grant a Program-specific accommodation, the appeals process is outlined in University Administrative Policy (UAP) 2310.

For medically related petitions (not related to a disability), the Program may request that the petition be supported by a letter from a physician. For such medically related petitions, the BA/MD SOM Director or designate will review the petition in consultation with members of the Student Petition Committee and make a decision. The petition should be sent to the Program Coordinator, who will forward it to the SOM Director.

B.  Required Information for All Student Petitions

Student petitions should be emailed to the BA/MD A&S Program Coordinator, addressed to "Student Petition Committee", and should include the following in an attached word document:

  • Date
  • State reason of petition
  • Why student believes petition should be considered
  • Action plan if applicable
  • Supporting documentation if applicable
  • Include closing with UNM email
  • Student ID number

CCSP Eligibility and Professionalism Subcommittee - Student Academic, Professionalism, or Program Standards

The CCSP Eligibility & Professionalism (CCSP E&P) subcommittee monitors student progress in the curriculum and may impose actions on behalf of the Program, including disciplinary actions, sanctions, or educational prescriptions (“Program Actions”) in response to deficiencies in a student’s academic, professional, or Program standard performance.

Consideration for any Program Action may be initiated by CCSP E&P through their monitoring of student progress, or through a referral. A referral to CCSP E&P for Program Action may also be made in writing by either a faculty member, BA/MD staff, or the director of the BA/MD Program (“referring party”).

CCSP E&P has created its own procedure which are attached as Exhibit A to this Policy.

Program Actions

The goal of the Combined BA/MD Degree Program is to offer an enriched, pre-medical liberal arts education in order to prepare participating students for their transition into the medical school component.  The preparation and expectations that the students hold the highest professional, ethical and academic standards.  When a student fails to meet any of these standards, the Program will respond with the appropriate disciplinary action, which could include, but is not limited to the following:

  • Receiving a written warning or sanction
  • Completing an educational prescription involving reflective writing
  • Forfeiting professional or academic opportunities
  • Undergoing special training
  • Academic probation or suspension
  • Dismissal from the BA/MD Program
  • Ineligibility to transition to the School of Medicine

The Program Action imposed will be based upon numerous factors, including the severity of the violation, whether the student created harm or apprehension of harm to others, the student’s record, and Program Action imposed for similar violations by previous students.

A student’s repeated or egregious failure to meet the ethical or professional standards, or failure to meet the academic standards as set forth in the Continuous Eligibility Requirements which include the Student Progress & Evaluation Policy and the Professionalism Policy may constitute grounds for termination from the BA/MD Program (but not necessarily from the University of New Mexico).

Appeals of Student Petitions (see Figure 1: Student Petition and Appeal Flow Chart)

A.  Appeal - Non-Medically Related Program Petitions

A student who disagrees with Student Petition Committee’s decision may appeal that decision to the BA/MD SOM Director. The request for an appeal must be made in writing, explain the reasons why the student disagrees with the Student Petition Committee’s decision, and must be received within 10 business days from the day the Student Petition Committee’s letter was e-mailed to the student. Should the student fail to notify the SOM Director in writing within the 10 business days, the student will have waived their right to appeal and CCSP’s decision shall become final for the Combined BA/MD Degree Program.

On receipt of the student appeal, the SOM Director or designate will review the appeal and make their decision within 15 business days to sustain or overrule the Student Petition Committee. The appeal decision of the SOM Director is the final decision for the UNM Combined BA/MD Degree Program.

B.  Appeal - Medically Related Program Petitions

In the cases of appeals of medically-related petitions (not related to a disability – see University Administrative Policy 2310 for disability related appeals), a student may appeal the BA/MD SOM Director’s decision to the Executive Director or designate who will review the appeal and make a decision within 15 business days after receipt of appeal. The decision may be to sustain or overrule the decision of the BA/MD SOM Director. The appeal decision of the Executive Director is the final decision for the UNM Combined BA/MD Degree Program.

C.  Written Notification Student Petition Appeal - Required Information

The student’s appeal should be sent directly to the SOM Director (non-medically related petitions) or the Executive Director (medically related petitions) via email, copying the A&S Program Coordinator for record keeping and should include the following in an attached word document:

  • Date
  • State reason of appeal
  • Why student believes appeal should be considered
  • Action plan if applicable
  • Supporting documentation if applicable
  • Include closing with UNM email
  • Student ID number

Appeal CCSP E&P Decisions (see Figure 2A: Committee Appeal Flow Chart)

A.  Program Actions - Educational Prescription, Probation, etc.

Program actions that involve the imposition of an educational prescription, probationary period, or actions that do not separate the student from the BA/MD Program, may be appealed to the SOM Director.

The request for a review must be made in writing, stating the reasons why the student disagrees with CCSP E&P’s decision, and must be received within 10 business days from the day the CCSP E&P’s decision letter was emailed to the student. Should the student fail to notify the SOM Director or designate in writing within the 10 business days, the student will have waived his/her right to the review and CCSP E&P’s decision shall become final for the BA/MD Program.

Upon receipt of student appeal, the SOM Director will examine the student’s file, which includes the information provided by the student and the CCSP E&P and make a decision within 15 business days to remand, sustain or overrule the decision of CCSP Eligibility and Professionalism subcommittee. The appeal decision of the SOM Director is the final decision for the UNM Combined BA/MD Degree Program.

B.  Program Actions - Suspension, Dismissal, and/or Extension of time in Program, and/or Ineligibility to Transition to SOM

A student who disagrees with the CCSP E&P’s decision to implement Program actions that separate the student from the BA/MD Program (suspension or dismissal), extend the student’s time in the Program, or determine them ineligible to transition to SOM may appeal the decision to SOM Director.

The request for an appeal must be made in writing, stating the reasons why the student disagrees with CCSP’s decision, and must be received within 10 business days from the day the decision letter was received. Should the student fail to notify the SOM Director or designate in writing within the 10 business days, the student will have waived his/her right to appeal and CCSP’s decision shall become final for the UNM Combined BA/MD Degree Program.

The student will be offered the opportunity to meet with the SOM Director to discuss the appeal. The SOM Director will review the appeal and make a decision within 15 business days (from the date of receipt of student’s appeal letter) to remand, sustain or overrule the decision of CCSP E&P.

If the suspension, dismissal or Program action described above is upheld by the BA/MD SOM Director, the student has the right to appeal to the BA/MD Executive Director. This request must be made in writing, stating the reasons why the student disagrees with the decision, and must be received within 10 business days from the day the decision letter was received.

The Executive Director will review the student file and appeal letter, and will make a decision within 15 business days from receipt of the appeal from the student. The appeal decision of the Executive Director is the final decision for the UNM Combined BA/MD Degree Program.

C.  Written Notification Appeal Requirements for Program Action

In accordance with this policy, the student’s appellate letter should be emailed to the SOM Director or Executive Director as applicable (see Figure 2A Committee Appeal Flow Chart), copying the A&S Program Coordinator for record keeping and should contain or have attached the following information:

  • Date
  • Reason of appeal
  • Why student believes appeal should be considered
  • Action plan if applicable
  • Supporting documentation if applicable
  • Include closing with UNM email
  • Student ID number

SOM Admission Committee Transition Decision (See Figure 2B: Committee Review Flow Chart)

In the fall semester of their senior year, the CCSP will recommend all eligible students for transition to medical school to the UNM SOM Admissions Committee. The SOM Admissions Committee will review each student’s record and file to ensure that students meet all of the eligibility requirements, which include professional standards and other requirements of the UNM SOM. The SOM Admissions Committee will make the final decision regarding students’ admission to the UNM SOM, and will communicate with the student in writing during the student’s spring semester.

A student who disagrees with the Admissions Committee decision may request a review by the UNM SOM Associate Dean of Admissions, but all decisions by the SOM Admissions Committee are final.

General Policy Information

The University of New Mexico Combined BA/MD Degree Program, through its proper committees, reserves the right to make changes to any of the policies, procedures, codes, standards, requirements or services included in this handbook as it deems necessary, with the changes applicable to all students in the Program.

For good cause, the time limits discussed herein may be extended. Good cause includes, but is not limited to, the fact that a deadline falls during school holidays, vacations or summer session if parties or decision makers are absent from the Program. Any such time extension will be communicated in writing to all interested parties and the decision will be made thereafter as expeditiously as possible.

Figures and Exhibit A

 student petition and appeal flow chart

 committee appeal flow chart

EXHIBIT A: Procedural Process for the Eligibility and Professionalism Subcommittee of the Committee on Curriculum and Student Progress (CCSP)

Procedure for Resolution of Alleged Professionalism Violations or repeated Professional Lapses

When a matter is referred to CCSP E&P, the following procedure takes place:

  • The A&S Program Manager refers the student’s reported unprofessional behavior or failure to meet Program standards to the CCSP co-chairs in writing (“referral letter”) for consideration.
  • The A&S Program Manager will notify the student of the reason for the referral to the E&P CCSP Subcommittee, including a copy of the referral letter. The student may respond to the referral letter. Any response to the initial referral letter should be sent to the CCSP E&P chair within ten (10) business days of receipt of the notification to the student.
  • CCSP E&P will conduct a fact‐finding investigation based upon the referral letter and the student’s response to the referral letter.
  • CCSP E&P co-chairs will send a letter and a synopsis or copies of the information gathered during the fact‐finding investigation to the student and A&S Program Manager.
  • The CCSP E&P co-chairs will convene a CCSP E&P meeting to which the student is invited and permitted to bring witnesses. Three (3) business days prior to the CCSP E&P meeting, the student shall provide a list of all anticipated witnesses and an approximate timeframe needed for these witnesses. The CCSP E&P members will also have the ability to ask questions of the student and/or witnesses. The student may also provide any additional information that he/she would like the Committee to know. This information may be provided in writing prior to the meeting or orally at the meeting. All other documentation that the student would like the CCSP E&P to consider shall be submitted in writing three (3) business days prior to the hearing.
  • CCSP E&P will make a decision addressing 1) whether or not the reported behavior (which could include the absence of action) or failure to meet Program standards occurred, and if so, 2) whether the behavior (or absence thereof) or failure to meet Program standards violated any BA/MD or SOM policies to which the student is bound. This decision will be made by a simple majority vote by the Committee. Only Committee members may be present during the deliberation process.
  • If the Committee determines that there has been a violation of the BA/MD Professionalism or SOM Policy, the CCSP E&P will determine, by simple majority, the appropriate consequence, which may include, but is not limited to:
    • Receiving a written warning or sanction
    • Completing an educational prescription involving reflective writing
    • Forfeiting professional or academic opportunities 
    • Requiring the student to undergo special training
    • Placing the student on academic probation or suspension
    • Dismissing the student from the BA/MD Program
    • Ineligibility to transition to the School of Medicine
    • Appeals per the BA/MD Due Process Policy and Procedure