UI COM Policy on Non-Involvement of Healthcare Providers in Student Assessment and Promotion

  • Responsible party: Office of Educational Affairs, Senior Associate and Associate Deans
  • Audience: Students, Faculty, Staff
  • Approved by: CCIA Approval Date: February 5, 2025
  • LCME Element: 12.5 Non-Involvement of Providers of Student Health Services in Student Assessment/Location of Student Health Records

Purpose:

Policies and/or procedures that specify that providers of health and psychiatric/psychological services to a medical student will have no involvement in the academic assessment of or in decisions about the promotion of that student.

Policy Statement

  1. Non-Involvement in Academic Assessment:
    • Healthcare professionals who provide medical/health, psychiatric, or psychological services to a medical student shall have no involvement in the academic assessment or promotion decisions of the student receiving those services.
    • This includes but is not limited to, participation in grading, evaluation, promotions, or any form of academic assessment.
    • “Involvement,” for purposes of this policy, does not include providing information, at a student’s request, to those involved in academic assessments or promotions decisions.
  1. Duty of Faculty/Staff Healthcare Providers:
    • Preceptors/block directors/clerkship directors involved in student assessment and evaluation are prohibited from providing healthcare to the students they are evaluating.
    • Faculty members on a campus or college-wide promotions committee are prohibited from participating in discussions and decisions regarding students under their care.
    • If a faculty or staff member who has provided medical/health, psychiatric, or psychological services to a student is assigned to be involved in the academic assessment or promotions decision of that student, the faculty/staff member has a duty to recuse themselves from any such involvement, and to notify the Office of Student Affairs or relevant committee to request a reassignment.
  2. Confidentiality and Privacy:
    • The security, privacy, and confidentiality of health records and information related to medical students will be protected in a manner compliant with applicable state and federal laws and regulations, as well as applicable University policies and procedures.
    • Access to health records will be restricted to only those authorized by law and policy to have access.  Academic assessors will not have access to these records without a student’s express written consent.

Procedures

  1. Notification and Training:
    • All faculty, staff, and healthcare providers will be informed of this policy and trained on its implications and procedures.
    • Annual reminders and updates will be provided to ensure ongoing compliance.
  2. Monitoring and Enforcement:
    • The Office of Student Affairs will monitor compliance with this policy and address any violations.
    • Any breaches of this policy will be reviewed by the CCIA (College Committee on Instruction and Appraisal), and appropriate actions will be taken.
  3. Reporting:
    • Students can report if one of their instructors has provided them with health services to the campus phase 2/3 curricular dean.
    • Reports will be handled confidentially and investigated promptly.

CCIA approved 2/5/2025