General Regulations

STUDENT PHISHING AND CYBERSECURITY COMPLIANCE

Students are expected to adhere to institutional guidelines regarding phishing awareness and cybersecurity practices. In accordance with the School of Health Professions Conduct and Discipline Policy (ACA1264), students who violate these guidelines, including by repeatedly clicking on phishing simulation emails, are subject to disciplinary action. Progressive disciplinary actions include:

1. Violation 1: Initial guidance and warning.
2. Violations 2 & 3: Educational training.
3. Violation 4: Academic probation.
4. Violation 5: Warning for potential dismissal.
5. Violation 6: Referral to the Academic Standards Committee for potential dismissal from the academic program and SHP.

THE USE OF GENERATIVE ARTIFICIAL INTELLIGENCE (AI)

The use of generative artificial intelligence (AI) tools, including ChatGPT, Microsoft Copilot, Gemini, and similar technologies, is permitted only in accordance with course- and assignment-specific requirements established by the instructor. Students are responsible for ensuring that all submitted work reflects their own knowledge, understanding, and academic effort, and verifying the accuracy, reliability, and appropriateness of any AI-generated content used in their work.

When AI use is authorized, students must acknowledge and/or cite its use in the manner specified by the instructor. Unauthorized, inappropriate, or undisclosed use of AI may constitute a violation of  Policy #ACA1264 School of Health Professions Conduct and Corrective Action Policy. For additional guidance regarding AI use, please refer to the UT MD Anderson AI SharePoint site and Institutional Policy #ADM3700 Artificial Intelligence Acceptable Use Policy.

ALCOHOLIC BEVERAGES

Off-Campus

Students traveling or attending events related to their didactic or clinical education are viewed as representatives of the institution and are expected to maintain the highest standards of personal conduct. The abuse of alcoholic beverages on such occasions will be considered a violation of policy. Failure to comply with this policy will constitute grounds for disciplinary action, up to and including expulsion from the school.

On-Campus

In accordance with the UT System Rules and Regulations of the Board of Regents, no alcoholic beverages are allowed on campus without special approval.

The University of Texas System Rules and Regulations of the Board of Regents

Rule 80102: Alcoholic Beverages

Sec. 1 Prohibition

The use of alcoholic beverages is prohibited on property and in buildings owned or controlled by The University of Texas System or any of the institutions. However, the Chancellor of the U. T. System or the president of an institution may waive this prohibition with respect to any event sponsored by the U. T. System or any of the institutions. An event is sponsored if a budgeted office, department, or division of the U. T. System or any of the institutions is responsible for organizing the event, inviting attendees, and paying expenses related to the event, except that such an event is considered to be sponsored even if an outside entity pays for the food and beverages at the event. Meetings or events organized and presented by registered faculty, staff, or student organizations are not events sponsored by the U. T. System or any of the institutions.

Section 1 immediately above does not apply to areas that are licensed under State law for the sale and service of alcoholic beverages, to a Special Use Facility during use by a noninstitutional individual, group, association, or corporation for purposes permitted by the Regents’ Rules and Regulations, Rule 80102, or to property, buildings, or facilities that are occupied by a third party pursuant to a written lease or occupancy agreement that does not specifically exclude alcoholic beverages.

APPEARANCE AND DEMEANOR

Professional attire is especially important for students who have direct patient contact. In most cultures, professional caregivers are expected to present a uniform appearance. If a student’s clothing differs greatly from the patient’s perception of professional hospital attire, the patient’s confidence in the institution’s professional standards may be negatively affected.

It is the policy of the School of Health Professions to require personal cleanliness, good grooming/hygiene and appropriate dress while students are in classes and student laboratories in the hospital or representing the school while off campus. The nature of the student’s clinical education requires cleanliness, neatness and a professional, business-like appearance—particularly in daily relations with patients, visitors and the public. The School of Health Professions follows the guidelines for personal appearance established by the institution. Individual written policies related to appropriate personal appearance and hygiene may be found within the policies of individual programs within the School.

Guidelines

• Each student must always wear his or her ID badge when in class, on any part of the UT MD Anderson campus, or on clinical rotations. The ID badge must be worn on the upper portion of the body with the picture visible at all times. Students must also carry the emergency numbers card at all times.
• Good personal hygiene must be maintained. At times, students will be in close contact with patients, co-workers and fellow students. Students are required to adhere to departmental and/or clinical affiliate standards.
• Dress codes vary from program to program within the School of Health Professions, and each student is responsible for adhering to the dress code of his or her specific program. If a student is found to violate the dress code policy, he or she will be instructed to return home to make the necessary adjustments to his or her attire or hygiene. Upon the second violation of the dress code, the student may be subject to disciplinary action.
• Projecting a professional image extends to the demeanor of each student. Students must be mindful of their behavior at all times, and are expected to exhibit a competent presence, good manners and a respectful, friendly and helpful attitude. Each student is a representative of UT MD Anderson and his or her program of study, and everything that a student says and does while on the premises or off campus reflects upon the institution and the school. Refer to the Institutional Policy #ADM0261 Professional Standard and Safety Policy (with VPN access).

CONDUCT AND CORRECTIVE ACTION

The purpose of the policy is to explain School regulations concerning Student conduct and discipline. Refer to Institutional Policy #ACA1264 The University of Texas MD Anderson Cancer Center School of Health Professions Conduct and Discipline Policy (with VPN access).

CONFIDENTIALITY

It is the policy of the School of Health Professions to protect, to the extent permitted by law, confidential information such as information relating to patients, student records, matters about pending litigation and intellectual property/scientific discoveries.

Under Pub. L. 104-191, the Health Insurance Portability and Accountability Act of 1996 (HIPAA ), students have an obligation to respect the privacy of all patients and to hold in confidence all patient information gathered either in the course of delivering care or informally observed. All health information is regarded as confidential and is made available only to authorized individuals or as required by law.

Student data is to be used only in the completion of official statistical reports and disclosed only to those persons with a business need-to-know or under legal requirements. Precautions will be taken to protect against inappropriate access, destruction or disclosure of information residing in computers and computer systems.

All new students are required to complete and sign the Information Resources User Rights and Responsibilities Acknowledgment form during Onboarding or Orientation.

CONFLICT OF INTEREST

It is the policy of the School of Health Professions to ensure that students do not engage in any business transaction or professional activity, or incur any obligation, financial or otherwise, that conflicts with the proper discharge of their duties.

Students are prohibited from

• Accepting or soliciting any gifts, favor, service or benefits that might reasonably tend to influence the student in his/her performance (Regents’ Rules and Regulations, Rule 80103).
• Accepting outside employment or engaging in a business or professional activity that might require or induce the student to disclose confidential information.
• Accepting outside employment or compensation that could impair the student’s independence of judgment in the performance of his/her clinical and/or didactic responsibilities.

COVID-19 STATEMENT

UT MD Anderson is closely monitoring the coronavirus and following guidance from the Centers for Disease Control and Prevention, U.S. Department of State, State of Texas and City of Houston Administrations. Due to the unpredictability of the coronavirus the School of Health Professions may be compelled to offer some or all didactic courses in a hybrid-format, and make changes to the course offerings, including rescheduling of laboratory exercises, clinical laboratory rotations, and thesis research.

CRIMINAL BACKGROUND CHECK

Criminal background checks are instituted by the School of Health Professions to meet clinical agency compliance with the Joint Commission on Accreditation of Healthcare Organizations (Joint Commission) standards pertaining to human resource management.

The Joint Commission requires verification of competency of all individuals who have direct contact with patients or employees. This includes students doing clinical rotations in the facility and/or off-site facilities. Competency extends beyond technical skills to an individual's criminal history.

A student is defined as a person who

• Is enrolled at UT MD Anderson, or
• Is accepted for admission or readmission at UT MD Anderson

Implementation

Criminal background checks are required for all newly admitted students and successful completion of a criminal background check is required for admission to all the School of Health Professions programs. Any student who is on a leave of absence longer than six months must complete a new check.

Disclaimers

• Successful completion of a criminal background check for a School of Health Professions program does not ensure eligibility for licensure or future employment.
• If they so desire, clinical agencies may establish more stringent standards to meet the regulatory requirements for their facilities.
• Clinical agencies may conduct additional background checks at their discretion.

Allocation of Cost

The cost of the criminal background check is the responsibility of the student.

GANG-FREE ZONES

Premises owned, rented or leased by UT MD Anderson and areas within 1,000 feet of the premises are gang-free zones. Certain Criminal offenses, including those involving gang-related crimes, will be enhanced to the next highest category of offense if committed in a gang-free zone by an individual 17 years or older (Texas Penal Code (TPC), §71.028).

GRIEVANCES - NONACADEMIC

This procedure is intended to provide students with an opportunity to formally grieve any perceived act, omission or issue of a nonacademic nature which adversely affects the grieving student and for which no other grievance or appeals procedure is provided in the UT System or in the policies or procedures of the School of Health Professions (19 TAC, §1.112).

• The formal written grievance should be initiated as soon as possible.
  • If the student chooses not to attempt informal resolution of a grievance, he or she must file a formal written grievance not more than 30 calendar days from the date that they knew or should have known of the offensive act or issue.
  • If the student attempts informal resolution and then chooses to file a formal written grievance, they must file the written grievance within five working days from the last informal attempt at resolution.
  • If the student does not use the informal resolution, then the formal written grievance must be filed not more than 30 calendar days from the date the student knew or should have known of the offensive act or issue.
• The student may file the written grievance, setting out a complete description of the grievance and the proposed remedy.
  • If the accused individual is a School of Health Professions employee, the employee’s immediate supervisor receives the written grievance. The dean can assist students in identifying the accused individual’s supervisor so that the written grievance may be filed with the appropriate person.
  • If the accused individual is a student, the written grievance is given to the appropriate program director of the student.
  • Where the grievance does not involve an individual, the grievance may be filed with the administrator responsible for the program issue or issues involved. Copies of the grievance will be made available to the student who has filed the grievance, the director of his or her program, the individual accused of the act or omission that is the subject of the grievance, and the accused individual’s supervisor and the administrator to whom the grievance is presented.
• The administrator hearing the grievance may, at his or her discretion, hold discussions with or without the accused to hear and resolve the grievance, schedule a meeting between the student and the party accused, and/or involve other parties in facilitating a resolution of the grievance.
• If the grievance officer decides to affirm the grievance, any resulting directive to the accused must be presented in writing and must be pursuant to a meeting between the accused and his or her supervisor. Denial of the grievance must also be presented in writing.
• Within five working days of the student’s receipt of the decision of the dean, the student may appeal the dean’s decision to the Chief Education and Training Officer (CETO). If no decision is rendered by the dean within 14 working days from the delivery of the written grievance to the dean, the written grievance and grievance record may be sent by the student to the CETO. The CETO may take whatever action is deemed appropriate.
• Within five working days of the student’s receipt of the decision of the CETO, the student may appeal the CETO decision to the Chief Academic Officer (CAO) of UT MD Anderson. The CAO may take whatever action is deemed appropriate.

The decision of the CAO of UT MD Anderson is final.

HAZING

Hazing in state educational institutions is prohibited by both state law (TEC, §37.151 and §51.936 et seq.) and by the Regents’ Rules and Regulations, Rule 50101. Individuals or organizations engaging in hazing could be subject to fines and charged with criminal offenses. Additionally, the law does not affect or in any way restrict the right of the University to enforce its own rules against hazing.

Individuals

A person commits an offense if the person:

• Engages in hazing,
• Solicits, encourages, directs, aids or attempts to aid another person engaging in hazing,
• Recklessly permits hazing to occur, or
• Has firsthand knowledge of the planning of a specific hazing incident involving a student in an educational institution or has firsthand knowledge that a specific hazing incident has occurred, and knowingly fails to report that knowledge in writing to the dean of the School of Health Professions or other appropriate officials of the institution.

Organizations

An organization commits an offense if the organization condones or encourages hazing or if an officer or any combination of members, pledges or alumni of the organization commit or assist in the commission of hazing.

Definition

The term hazing is broadly defined by statute to mean any intentional, knowing or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in or maintaining membership in an organization.

Hazing includes, but is not limited to:

• Any type of physical brutality, such as whipping, beating, striking, branding, electronic shocking, placing of a harmful substance on the body or similar activity.
• Any type of physical activity, such as sleep deprivation, exposure to the elements, confinement in a small space, calisthenics or other activity that subjects the student to unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student.
• Any activity involving the consumption of a food, liquid, alcoholic beverage, liquor, drug or other substance that subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student.
• Any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame or humiliation, that adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registered in an educational institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than submit to acts described in this subdivision.
• Any activity that induces, causes or requires the student to perform a duty or task that involves a violation of the Penal Code (Note: the fact that a person consented to or acquiesced in a hazing activity is not a defense to prosecution).

Regents’ Rules and Regulations, Rule 50101 provides that:

• Hazing with or without the consent of a student is prohibited by the System, and a violation of that prohibition renders both the person inflicting the hazing and the person submitting to the hazing subject to discipline.
• Initiations or activities by organizations may include no feature which is dangerous, harmful or degrading to the student, and a violation of this prohibition renders both the organization and participating individuals subject to discipline.

Activities which under certain conditions constitute acts that are dangerous, harmful, or degrading, in violation of Rules include but are not limited to:

• Calisthenics, such as sit-ups, push-ups or any other form of physical exercise.
• Total or partial nudity at any time.
• The eating or ingestion of any unwanted substance.
• The wearing or carrying of any obscene or physically burdensome article.
• Paddle swats, including the trading of swats.
• Pushing, shoving, tackling or any other physical contact.
• Throwing oil, syrup, flour or any harmful substance on a person.
• Rat court, kangaroo court or other individual interrogation.
• Forced consumption of alcoholic beverages either by threats or peer pressure.
• Lineups intended to demean or intimidate.
• Transportation and abandonment (road trips, kidnappings, walks, rides, drops).
• Confining individuals in an area that is uncomfortable or dangerous (hot box effect, high temperature, too small).
• Any type of personal servitude that is demeaning.
• Wearing embarrassing or uncomfortable clothing.
• Assigning pranks such as stealing, painting objects, harassing other organizations.
• Intentionally messing up the house or room for clean-up.
• Being called by a demeaning name.
• Enduring yelling and screaming.
• Requiring boxing matches or fights for entertainment.

Immunity

In an effort to encourage reporting of hazing incidents, the law grants immunity from civil or criminal liability to any person who, in good faith and without malice, reports a specific hazing event to the School of Health Professions dean or other appropriate officials of the institution and immunizes that person from participation in any judicial proceeding resulting from that report.

Additionally, a doctor or other medical practitioner who treats a student who may have been subjected to hazing may make a good faith report of the suspected hazing activities to police or other law enforcement officials and is immune from civil or other liability that might otherwise be imposed or incurred because of the report.

The penalty for failure to report is subject to a fine or time in jail or both.

HEALTH INFORMATION FOR STUDENTS

AIDS, HIV and HBV

UT MD Anderson recognizes the acquired immune deficiency syndrome (AIDS), human immunodeficiency virus (HIV) and hepatitis B virus (HBV) as serious public health threats. It is the policy of this institution to minimize risk to our patients and to provide the highest quality patient care. It is also the policy of this institution to make reasonable accommodations when disabilities limit the capacity of otherwise qualified applicants and employees as outlined in Institutional Policies #ACA0081 Accommodating Disabilities Policy for AVA Trainees and #ADM0286 Accommodating Disabilities in the Workplace Policy (with VPN access). Any student or employee infected with HIV or HBV will not be permitted to perform exposure-prone procedures unless and until an Expert Review Panel determines that it would be medically appropriate to do so.

The existence of HIV or HBV infection will not be used by UT MD Anderson to determine suitability for admission to an educational program unless the program requires performance of exposure-prone procedures as identified by UT MD Anderson’s Expert Review Panel. No employee or student will be denied benefits or provided reduced benefits under a health plan offered through the UT System based on a positive HIV test result. A person with HIV or HBV infection shall not be denied access to MD Anderson because of HIV or HBV infection. Refer to the Institutional Policy #ADM0348 HIV/HBV Policy (with VPN access) regarding AIDS, HIV and HBV.

It is also the policy of the institution to prevent the spread of infections between patients and faculty, trainees/students and other members of MD Anderson’s workforce. Refer to the Institutional Policy #ADM1068 Management of Occupational Exposure to Blood or Body Fluids Policy (with VPN access).

Information concerning the HIV, AIDS or HBV status of students, employees, or patients, and any portion of a medical record will be kept confidential and will not be released without written consent, except where release is required or authorized by law, or as necessary to provide a reasonable accommodation or to investigate an occupational exposure (TEC §51.919 and §51.933).

Educational Materials Concerning AIDS/HIV

Refer to the HIV/HBV Policy (Search with VPN access).

Bacterial Meningitis

The UT System has issued two documents regarding Texas Meningitis Laws, TEC, §38.0025 and §51.9191,92 that applies to students under the age of 30, requiring a meningococcal (bacterial meningitis ) vaccine or “booster” dose during the five years before but no later than ten days before the first day of the first semester students will enter that institution (19 TAC, §21.610).

Policy Revision

Effective October 1, 2013:

• Students 22 years of age or older are not required to submit evidence of meningococcal meningitis vaccination.
• Affidavit forms for exceptions to vaccination for reasons of conscience, such as religious or philosophical belief, can only be issued by the Texas Department of State Health Services (DSHS).
• The exception form from DSHS must be signed and notarized no more than 90 days before the first day of classes to be valid.

Information about Meningitis

The School of Health Professions provides all new students with information about bacterial meningitis, including the following.

• Symptoms
• How the disease is diagnosed
• How it is transmitted
• Consequences of the disease
• How it can be treated

All students must acknowledge receipt of this information during online Onboarding before arrival on campus.

Contagious Diseases and Immunization Requirements

If a student contracts or is exposed to a communicable disease, the student must notify the program director so that patient contact limitations are considered. All institutional policies regarding infection will be observed. Copies of these policies are available in each Program Office and in the Office of the Dean.

Federal regulations require that:

• Students who are at risk for exposure to body/ blood fluids must be informed of the potential danger of contracting the hepatitis B virus and other infectious materials.
• The School of Health Professions must show documentation that each student has
  • been informed of the standard exposure precautions to be followed when working with patients,
  • received the hepatitis B vaccine or has declined the vaccine but understands the risk incurred by so doing and
  • completed the Immunization Form at the time of registration.

HEALTH INSURANCE

Purpose

It is the policy of the School of Health Professions to require all students entering into one of its programs to carry health insurance (TEC, §51.952). Students will be automatically assessed the University of Texas insurance plan, but may have this fee waived by UTHealth Auxiliary Enterprises if proof of comparable coverage is presented by the 12th class day.

Students enrolled in The University of Texas insurance plan may seek medical care at

UT Health Services
7000 Fannin St, Ste 1620
Houston, TX 77030

Policy Statement

Beginning in 2002, the UT System Registrar’s Office requires that all students enrolled in health institutions have health insurance coverage.

The student health insurance program is offered to registered students through a private company selected by the UT System office. This plan is designed to supplement student health services provided in the student clinics. In addition, it also assists with expenses not covered by the student services fee and those incurred outside that setting, such as prescriptions, hospitalization, etc. Students have the option of enrolling their families in this plan at an additional cost. This plan is reviewed each year and revised to meet the current needs of the students.

In addition, the Regents require all international students holding nonimmigrant visas and living in the U.S. to have coverage for repatriation and medical evacuation while enrolled at component institutions of The University of Texas. The required health insurance fee assessed by the University includes coverage for repatriation and medical evacuation. International students with coverage outside of the plan can visit the Auxiliary Enterprises site or contact them via telephone 713-500-8400 or email to provide the information needed to waive the insurance fee and, if needed, purchase coverage for repatriation and medical evacuation (Regents’ Rules and Regulations, Rule 50402).

Students Enrolled in Field Experience Courses

All students enrolled in field experience courses are covered by a certificate of liability insurance issued annually to the Board of Regents (Regents’ Rules and Regulations, Rule 50501).

Student Counseling

School of Health Professions students seeking counseling should contact The University of Texas Employee Assistance Program (UTEAP) office, which provides students access to a variety of resources. Limited services are also available for students’ dependents.

University of Texas Employee Assistance Program
7000 Fannin St, Ste. 1670
Houston, TX 77030
713-500-3327 or 800-346-3549

UTHealth Services

The University of Texas Health Science Center at Houston Services
7000 Fannin St, Ste 1620
Houston, TX 77030

Conveniently located across the street from the METRO Transit Center at the corner of Fannin and Pressler in the Texas Medical Center. The building offers five floors of parking (to be paid by the student and is just minutes away from bus and rail stops.

Hours

7 a.m.-4 p.m., including the lunch hour.

Contact

Contact Maria Sandoval (713-500-3253) for appointments, billing and paperwork assistance.

INTELLECTUAL PROPERTY

Purpose

The Regents and the School of Health Professions encourage the development of inventions and other intellectual creations for the best interest of the public, the creator and any research sponsor. After securing available protection for the creation, the School of Health Professions will permit the disclosure of intellectual property by development and commercialization, by publication or both.

The basic policy of the board is to develop intellectual property primarily to serve the public interest, and usually this is best achieved by developing and commercializing the property by exclusive licensing. However, the public interest may sometimes be promoted best by granting nonexclusive licenses for the period of the patent. These determinations will be recommended and made in accordance with administrative procedures established by the board and the School of Health Professions.

Institutional Policy #ADM0345 Intellectual Property Policy (Search with VPN access) has been formulated to clarify and protect the interests of all concerned.

Application

This intellectual property policy applies to all candidates for degrees or certificates. As used in the context of this policy, the term “intellectual property” includes any invention, discovery, trade secret, technology, scientific or technological development, computer software or other forms of expression that are in a tangible form.

The board does not assert an interest in student, professional, faculty or non-faculty-authorized works, scholarly works, art works, musical compositions and dramatic and non-dramatic literary works related to the faculty member’s professional field regardless of the medium of expression, unless the work is commissioned by the board or is a work for hire.

Rights

The board has rights in the intellectual property if the intellectual property is related to an individual’s employment responsibility or has resulted from activities performed by the creator(s) on the School of Health Professions time, under any of the following circumstances:

• With support of state funds.
• While using facilities or personnel of the School of Health Professions.
• While engaged in research supported by a grant or contract from a federal agency, by a profit or non-profit entity or by a private gift to The University of Texas.

However, a creator of intellectual property who does not fall within any of the previously mentioned circumstances may offer his or her creation to the UT System. In such case, the dean of the School of Health Professions will recommend to the board whether the System should support and finance a patent application or other available protective measures and manage the development and commercialization of the property.

The UT System, with the cooperation of the School of Health Professions, will provide review and management services for patentable inventions as well as other intellectual property either by its own staff, through a related foundation or by other means.

Protection

To obtain protection for intellectual property, an individual will complete the School of Health Professions Invention Disclosure form and submit it to the attention of the chair of the Intellectual Property Advisory Committee. Copies of the form may be obtained from the Office of Legal Affairs and Risk Management.

Assertion of Interest

The committee will review each disclosure and formulate recommendations regarding what interest, if any, the School of Health Professions has in the property, and whether the School of Health Professions and the board should assert their interest or permit the creator to proceed on his or her own with or without certain restrictions. The committee’s recommendations will be forwarded to the president, who will forward his or her recommendations to the board.

If the School of Health Professions chooses not to assert its interest in a newly created intellectual property, and that recommendation is approved by the University of Texas Office of General Counsel and the executive vice chancellor for health affairs, the creator will be notified within 180 days of the date of submission.

If the School of Health Professions chooses to assert its interest, it will work with the UT System to pursue patent or other appropriate protection of the intellectual property and will bear the costs of doing so.

Royalties

The School of Health Professions and The University of Texas royalties, as net royalties are defined by the board, will be shared between the School of Health Professions and the creator(s) according to the following formula:

• 50%   creator(s).
• 5%   school(s) of creator(s).
• 5%   department, division (or equivalent).
• 5%   laboratory of creators.
• 5%   legal fees.
• 30%   The University of Texas MD Anderson Cancer Center School of Health Professions Fund.

If no school or department is clearly involved in the original development, the Intellectual Property Advisory Committee will suggest a division consistent with the intention of the division shown above. The final decision will rest with the president.

INSTITUTIONAL MANDATORY TRAINING

Students must take all one-time and annual trainings required by UT MD Anderson, the Division of Education & Training, the School of Health Professions and their academic program. Student non-compliance will be managed in accordance with Institutional Policy #ACA1264 The University of Texas MD Anderson Cancer Center School of Health Professions Conduct and Corrective Action Policy (with VPN access). See Institutional Policy #ADM1168 Institutional Mandatory Training Policy (with VPN access).

Trainings include but are not limited to the following:

• “New hire” training: Available during Onboarding for new students at the School of Health Professions. The training must be completed within the first 30 days of the student’s first semester. Students missing the deadline will receive a written notification and possible loss of access to UT MD Anderson systems (email, DUO, etc.) until proof of completion is submitted to the Associate Director of Admissions and Academic Services.
• Lab safety training: Available during Onboarding for new students at the School in a laboratory science program. The training must be completed BEFORE the first day of the first semester. Students missing the deadline will not be allowed to attend any laboratory classes until proof of completion is submitted to their program director.
• Annual training: Available annually in March for ALL students at the School. The training must be completed by the Friday before Summer registration (see Academic Calendar). Students missing the deadline may incur one or more of the following until proof of completion is submitted to the Associate Director of Admissions and Academic Services: a hold on summer registration, a hold on their transcripts and a hold on spring grades.

NATIONAL COUNCIL FOR STATE AUTHORIZATION RECIPROCITY AGREEMENTS (NC-SARA)

Complaint Process for UT MD Anderson Students Enrolled in Distance Education and Off-Campus Courses

The School of Health Professions is committed to addressing student concerns and complaints. The U.S. Department of Education requires institutions offering distance education to provide enrolled and prospective students the contact information to file complaints with the institution’s accrediting agency and with an appropriate state agency in the student’s home state.

A School of Health Professions student with a complaint should first follow the established grievance policy.

If the School of Health Professions grievance policy does not resolve the problem to the student’s satisfaction, the student may file a complaint with the Texas Higher Education Coordinating Board (THECB) by contacting the State Portal Entity.

Please review NC-SARA's student complaint process information before initiating contact.

Additional NC-SARA information is on the Current Students web page.

NOTIFICATION OF STUDENT RIGHTS UNDER FERPA

It is the policy of UT MD Anderson to protect the privacy and records access rights that apply to records maintained by or for UT MD Anderson about its current and former students by complying with the Family Educational Rights and Privacy Act (FERPA) at all times. FERPA, 20 U.S.C., §1232g, and 34 C.F.R., Part 99 provide students with certain rights with respect to their education records. Refer to Institutional Policy #ACA1222 Student Rights Under the Family Educational Rights and Privacy Act (FERPA) (with VPN access.)

The Office of the Registrar maintains all official records of enrollment for School of Health Professions students. Review the following information regarding the rights of a student on the Office of the Registrar’s site.

OBSERVANCE OF RELIGIOUS HOLY DAYS

TEC, §51.911(b) reads in part as follows.

“An institution of higher education shall excuse a student from attending classes or other required activities, including examinations, for the observance of a religious holy day, including travel for that purpose. A student whose absence is excused under this subsection may not be penalized for that absence and shall be allowed to take an examination or complete an assignment from which the student is excused within a reasonable time after the absence.”

The notification shall be in writing and shall be delivered by the student personally to the instructor of each class, with receipt of notification acknowledged and dated by the instructor or by certified mail, return receipt request, addressed to the instructor of each class.

For more information, refer to Religious Holidays in the Admissions & Enrollment section.

ON-CAMPUS HOUSING

UT MD Anderson does not provide housing for students. Admitted students in the School of Health Professions may submit an application to be considered for available housing with UTHealth Auxiliary Enterprises. The student will be subject to the requirements as stated by UTHealth Auxiliary Enterprises.

PERSONAL PROTECTIVE EQUIPMENT AND COVID-19

Students must adhere to Institutional Policy #ADM1118 Personal Protective Equipment (PPE) Policy (with VPN access) and all relevant procedures regarding COVID-19 procedures and protocols as provided on the institutional intranet. Student non-compliance will be managed in accordance with Institutional Policy #ACA1264 The University of Texas MD Anderson Cancer Center School of Health Professions Conduct and Corrective Action Policy (with VPN access).

PUBLIC AND RETAIL SPACE

It is the policy of UT MD Anderson to ensure that its public and retail spaces are appropriately utilized in a manner consistent with state law governing the use of state-owned property and all policies and regulations of the UT System regarding the use of facilities. The institution’s facilities should be used only for purposes consistent with its mission and in a manner that is fair, reasonable and safe. In that regard, it is important to delineate the types of activities that may take place in Institutional Policy #ADM0234 Public and Retail Space Use Policy (with VPN access).

Use of Common Outdoor Areas: Expressive Activities

Common Outdoor Areas are deemed to be traditional public forums and are generally open to assembly, speech, and other Expressive Activities subject to reasonable restrictions on time, place, and manner.

Students may conduct Expressive Activities in the Common Outdoor Areas of MD Anderson’s campus within the time, place, and manner parameters established in Institutional Policy #ADM3352 Expressive Activities in MD Anderson’s Common Outdoor Areas Policy (with VPN access). Visit the Expressive Activities on Campus web page for more information.

SEXUAL HARASSMENT

UT MD Anderson prohibits any form of sex discrimination or sexual harassment by any member of the university community against another member of the university community. Members of the community include but are not limited to administrators, faculty, staff, students, residents and fellows and other trainees.

Sexual harassment has profound and detrimental effects on individuals’ work or academic performance as well as to their self-esteem. Additionally, sexual harassment often contributes to an offensive work or academic environment within the school/department that ultimately impedes MD Anderson’s mission to be a progressive, humanistic institution of higher education in the health sciences.

Sexual harassment is a form of sex discrimination that is illegal under Title VII of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972. Beyond its illegality, sexual harassment is a behavior that is contradictory to the mission and goals of MD Anderson and will not be tolerated. Policies addressing sexual harassment or sexual misconduct and establishing procedures for resolving concerns or complaints about sexual harassment or sexual misconduct are Institutional Policies #ADM0285 Sexual Harassment Prevention Policy and #ADM0254 Non-Retaliation Policy (with VPN access).

Definition of Sexual Harassment

Sexual harassment occurs in a variety of situations that share common elements:

• The inappropriate introduction of sexual activities or comments into the work or learning environment,
• Unwelcome sexual advances,
• Requests for sexual favors and
• ·        Verbal, visual or physical conduct of a sexual nature.

The criteria to determine whether or not an action constitutes sexual harassment are included in Institutional Policy #ADM0285 Sexual Harassment Prevention Policy (with VPN access).

Sexual harassment may include men harassing women, women harassing men, men harassing men and women harassing women.

Consensual Relationships

Consenting romantic and sexual relationships between a faculty member and student are considered inappropriate and unwise.

Faculty members exercise power over students, as do supervisors over employees, whether in evaluating them, making recommendations for their promotion or future employment or conferring on them any other benefits. Others may be adversely affected by the relationship in that it places, or appears to place, the faculty member or supervisor in a position to favor or advance one student’s interest at the expense of others.

Consenting romantic and sexual relationships are in conflict with the relationship of authority that exists between a faculty member and his or her student and between a supervisor and his or her employee, and thus are viewed as damaging to the university environment.

Under conditions in which a relationship of authority exists between married individuals, a similar case for preferential treatment could be made. For these individuals, the nepotism rules are in force, as described in the Regents’ Rules and Regulations, Rule 30106, Nepotism.

Complaints lodged about consensual relationships by nonparticipating individuals will be treated as third-party sexual harassment complaints.

Procedure for Filing a Sexual Harassment Complaint

Students or other persons who believe they have been subjected to Sexual Harassment or Sexual Misconduct, including sexual assault, should report the incident with reasonable promptness to their choice of at least one of the following:

• Their academic program director and/or the dean of the School of Health Professions
• UT MD Anderson Human Resources Office of Equal Opportunity (HR EO), or Sheri Wakefield, Clery Act and Title IX Coordinator, at 713‑745-6174 or sbrownlo@mdanderson.org.

Immediate safety concerns or issues should be reported by calling 911 or 2-STOP (713-792-7868).

Someone from the HR-EO office will contact the person making the complaint as soon as reasonably possible to acknowledge receipt of the complaint and schedule an intake meeting. The dean and Human Resources EO office will work together to arrange any interim safety measures as appropriate pending the outcome of the complaint. Further details about how a complaint is investigated and resolved can be found in Institutional Policy #ADM0285 Sexual Harassment Prevention Policy (with VPN access).

To the extent permitted by law, complaints and information received during an investigation, including the results of the investigation, will remain confidential. The investigator will balance the need for confidentiality with the responsibility of the institution to provide an environment free from sexual harassment. Relevant information will be provided only to those persons who need to know in order to achieve a timely resolution of the complaint.

All trainees (including students), faculty and employees are expected to cooperate in investigations of alleged sexual harassment. Any person who knowingly makes a false statement, or inappropriately discloses confidential information during an investigation will be subject to disciplinary action, up to and including dismissal from the School of Health Professions.

Any person who retaliates in any way against an individual for filing a complaint in good faith, or for participating in an investigation, will be subject to disciplinary action in accordance with the applicable disciplinary policy and procedure, up to and including dismissal from an educational program.

SMOKING

It is the policy of the School of Health Professions to safeguard the health of its students, employees, patients and visitors. Therefore, no one is allowed to smoke or use smokeless tobacco products on property owned or under the control of UT MD Anderson and its programs.

Any infraction of the non-smoking regulation is subject to disciplinary action up to and including termination.

STUDENT CONGRESS

The School of Health Professions Student Congress is an elected student body designed to represent all program disciplines in the School. Once elected, students must remain in good academic standing to maintain their position as a representative of their program and the School.

The Student Congress consists of elected Congress persons who are representatives of students from each of the programs in the School. Students elected to the Student Congress must remain in good academic standing to maintain their position in the Student Congress. The Student Congress is a representative body and will serve as a forum to enhance communication between the students at UT MD Anderson and at any distance learning sites, and the faculty and the administration of the School. The Student Congress will also elect students to represent the School on the UT System Student Advisory Council and the McGovern Center Student Advisory Council.

The Executive Committee elected by the Student Congress will serve as an advisory body to the dean, assisting the administration in reaching decisions on policy that concerns students enrolled in the School. The Executive Committee will provide leadership to the Student Congress by identifying activities that will broaden the intellectual, cultural and recreational opportunities open to the entire School of Health Professions student body.

The Student Congress will organize community outreach activities for the School student body such as “Adopt a Family,” the donation of magazines throughout the year to hospital waiting rooms, and periodic food and clothing drives at UT MD Anderson and cities where distance learning sites are located. These activities are intended to further communication and relationships between the students at the School of Health Professions and the community.

STUDENT RIGHT TO BE INFORMED ABOUT INFORMATION COLLECTED

With few exceptions, upon your request, you are entitled to be informed about the information UT MD Anderson collects about you.

• Under Texas Government Code (TGC), §552.023, you are entitled to receive and review the information.
• Under TGC §559, you are entitled to have UT MD Anderson correct information about you that is held by us and that is incorrect, in accordance with the procedures outlined in UT System Business Procedures Memorandum 32.

The information UT MD Anderson collects will be retained as required by Texas records retention laws (TGC §441.180, et seq.) and rules. Different types of information are kept for different periods of time.

STUDENT RIGHT TO KNOW

Campus Security Act

In compliance with the Student Right-to-Know and Campus Security Act, 20 USC, §1092(a), (e) and (f), as amended, UT MD Anderson collects specified information on campus crime statistics.

Pursuant to the federal law, alleged victims of violent crime are entitled to know the results of campus student disciplinary proceedings concerning the alleged perpetrators. The University will make timely reports to the campus community on crimes considered to be a threat to students and employees and reported to campus police or local police agencies.

Every September, the university will publish and distribute an annual report of campus security policies and crime statistics to all current students and employees, provide copies of the report to applicants for enrollment or employment upon request and submit a copy of the report to the secretary of education upon request.

The annual campus crime statistics report will reference crimes which occur on property owned or controlled by the university. The university will publish in its annual security report its policy regarding sex-related offenses, including sexual assault prevention programs, education programs to promote awareness of sex offenses, administrative disciplinary procedures and sanctions for offenders and counseling and student services for victims.

Visit the UT Police-Houston (UTP-H) Reports page to review the crime statistics on the Texas Medical Center campus.

Comprehensive Emergency Notification System

It is the policy of MD Anderson that a comprehensive emergency notification system is in place that requires all employees (and students) to participate in the notification process in accordance with the content of this policy and any subsequent or additional emergency instructions provided by Institutional Policy #ADM1097 Emergency Notification Policy (with VPN access).

All School of Health Professions students will be notified by the emergency notification system on campus, the Everbridge system. Emergency emails and text messages will be disseminated accordingly. The campus community will be notified of a significant emergency involving an immediate threat and campus evacuation, if required. Ongoing details are provided on the Emergency Alert Information page.

Concealed Handgun Carriage on the UT MD Anderson Campus

It is the policy of UT MD Anderson to respect the Federal and Texas Constitutions, both of which recognize Texas citizens’ right to keep and bear arms. UT MD Anderson also recognizes the Texas Legislature’s power to regulate the carriage of handguns.

This policy does not authorize the open carry of a handgun on UT MD Anderson campus, and the open carrying of a handgun is prohibited on the UT MD Anderson Campus. Refer to Institutional Policy #ADM1254 Policy on Concealed Handgun Carriage on MD Anderson’s Campus (with VPN access).

False Alarm or Report

Students are entitled to notification of state law relating to the false reporting of an emergency (e.g., fire, bomb threats, etc.) to the school or any other department of The University of Texas MD Anderson Cancer Center. Making a false report is a state jail felony and doing so may result in disciplinary action by the school, up to and including expulsion, as well as criminal charges.

TPC, §42.06. False Alarm or Report

1. A person commits an offense if he knowingly initiates, communicates or circulates a report of a present, past, or future bombing, fire, offense, or other emergency that he knows is false or baseless and that would ordinarily:
   1. cause action by an official or volunteer agency organized to deal with emergencies;
   2. place a person in fear of imminent serious bodily injury; or
   3. prevent or interrupt the occupation of a building, room, place of assembly, place to which the public has access, or aircraft, automobile, or other mode of conveyance.
2. An offense under this section is a Class A misdemeanor unless the false report is of an emergency involving a public or private institution of higher education or involving a public primary or secondary school, public communications, public transportation, public water, gas, or power supply or other public service, in which event the offense is a state jail felony.

Fire Safety

While on UT MD Anderson campus, students should know the emergency plan for fire as issued by the UT MD Anderson Department of Health and Safety:

Know how to report a fire:

• Be able to locate exits, fire extinguishers and pull stations.
• Activate the nearest pull station and call 911 or 713-794-HELP (4357)

Remember R.A.C.E.

• Rescue
• Alarm
• Confine
• Extinguish if capable or Evacuate as directed

When using an extinguisher, remember P.A.S.S.

• Pull the pin
• Aim the hose or nozzle at the base of the fire
• Squeeze the handle
• Sweep the hose or nozzle from side to side

Additional information

For further information, call the UT MD Anderson Environmental Health and Safety department at 713-792-2888. For non-emergency requests for UTP-H, call 713-792-2890.

Missing Student Notification

It is the policy of UT MD Anderson to encourage a safe and secure environment for patients, visitors, and faculty, trainees/students, and other members of UT MD Anderson’s workforce. Refer to Institutional Policy #ADM1003 Identification, Communications, and Notification of a Missing Person Policy (with VPN access) regarding communications and notifications about the disappearance or abduction of a missing.

Students are encouraged to contact UTP-H for further instructions about the reporting process. In an emergency or to report an imminent threat requiring police response, dial 911. For non-emergency calls, dial 713‑792‑2890.

STUDENT TRAVEL

UT MD Anderson supports the educational, research and service activities of its students by organizing and sponsoring certain approved travel activities. It is the policy of UT MD Anderson to promote safe travel practices for students. Refer to Institutional Policy #ACA0019 Student Travel Safety Policy – SHP (with VPN access).

STUDENTS WITH DISABILITIES

The School of Health Professions determines, establishes and publishes educational prerequisites and physical/mental skills necessary to perform in the respective clinical and didactic programs. Refer to the Nonacademic Requirements for general skills necessary for performance in all the programs, and the individual program catalog sites for skills needed for specific programs.

The School is committed to providing reasonable accommodations for students with disabilities. Students who have disabilities that require accommodation should contact the Associate Director of Academic and Student Affairs as soon as possible. Documentation may be required to verify certain disabilities. Refer to Institutional Policy #ACA3658 School of Health Professions (SHP) Student Disabilities Accommodations Policy (with VPN access).

SUBSTANCE ABUSE

Policy Overview

UT MD Anderson is committed to maintaining an environment that is free from substance abuse, and its primary concern related to substance abuse among students is prevention and treatment. The institution provides educational programs to inform its community about the physical and psychological problems associated with substance abuse, as well as pertinent state and federal laws. UT MD Anderson recognizes that substance abuse is a treatable condition and, as an institution dedicated to health, facilitates the treatment and rehabilitation of this condition.

UT MD Anderson encourages impaired students, residents and fellows to seek help voluntarily and to assume responsibility for their professional and personal conduct. A student suspected of being under the influence may be removed from the classroom or clinical setting and referred for laboratory testing for the presence of illegal drugs or alcohol in the body. In cases in which a student causes harm to or endangers the safety of himself or herself or others, the student will be subject to disciplinary action. (Safe and Drug Free Schools and Communities Act, 20 USC §7101-7165).

The following are prohibited:

• The purchase, manufacture, distribution, possession, sale, storage or use of an illegal drug or controlled substance while on the premises or property owned or controlled by the university or in vehicles used for university business.
• Use of alcohol, an illegal drug or a controlled substance that occurs while not on university property or in university vehicles, but that adversely affects the safety of other students, employees, visitors or patients. This includes the use of alcohol at authorized official university functions or at an authorized university site that may adversely affect the safety of any other person.
• Use of prescription or over-the-counter medications without heed to warnings about impact on performance or safety.
• Distribution to others of drugs or controlled substances obtained pursuant to a prescription, except by a duly licensed and certified person, while in or on premises or property owned or controlled by the university.
• Arrival to class or the clinical setting under the influence of illegal drugs or alcohol.
• Arrival to class or work under the influence of legal drugs to the extent that there is an adverse effect on the student’s ability to perform.

Failure to comply with this policy by any student will constitute grounds for disciplinary action.

Any student who is convicted under a criminal statute for a drug-related offense is required to notify the dean and program officer or appropriate representative not later than five days after such conviction.

Sanctions

The following are the sanctions for students convicted of substance-abuse-related crimes.

• Any student convicted of illegal use, possession and/or sale of a drug or narcotic on campus shall be dismissed.
• A felony conviction of a violation of any criminal drug statute for use, possession, dispersion, distribution or manufacture of an illegal drug on UT MD Anderson premises will result in expulsion.

VEHICLES ON CAMPUS

Students enrolled in the School of Health Professions may obtain a parking contract for the UT MD Anderson 1MC parking garage on Floor 12. The contract holder must give the parking office current and accurate information in accordance with institutional policies and Texas Medical Center regulations. Refer to Institutional Policy #ADM0230 Parking Policy (with VPN access). Students who are disabled veterans with a disabled veteran license plate may park free of charge in Texas Medical Center and UT MD Anderson parking garages and surface lots, in accordance with applicable policies.

VETERANS EDUCATION COUNSELORS PROGRAM

Students seeking information regarding the Veterans Education Counselors program should contact the Office of the Registrar to support their endeavors for veterans’ educational opportunities.