Student Hand Book
Student Hand Book
Student Hand Book
"Application
Application to Windsor University School of Medicine (WUSM or the University) by a student constitutes agreement to comp
comply
ly with this Handbook, including
the Honor Code, the Technical Standards, the Non-Discrimination
Discrimination Poli
Policy
cy and any other of the Universitys policies and procedures, rules, regulations or amendments
thereto. Students are held responsible for complying with the terms of any revised or updated Handbook from the revision or eeffective
ffective date if specified or otherwise
otherw on
the date they are first distributed to the student body or published on the Universitys website"
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Table of Contents:
Introduction
Objectives
Mission, Vision, Goal
Registration
New Students
Returning Students
Basic Science Students
Clinical Students.
Transfer Students
Tuition Fee
Financial aid and information
Withdrawal Refund Schedule
Academic performance
Curriculum outline
Maximum Time Frame
Examination Format
Grading and Posting of Grades
Transcripts
Assessment, Examination and Grading
Examinations
Basic Science Examinations
Clinical Evaluations and Grading
Academic Policies
Basic Science Students
Clinical Science Students
Scheduling clinical clerkships
USMLE Step 2 CK Policy
Leave of absence
Family Educational Rights and Privacy Act (FERPA)
Withdrawing From a Course
Withdrawal from the program
Requirements for Graduation
Academic Probation
student records
ECFMG Certification
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Introduction
This handbook provides information on the policies and procedures in place for the Academic Program of Windsor
University School of Medicine.
MISSION
The mission of Windsor University School of Medicine is to prepare a diversified population of dedicated students for entry
into primary care postgraduate medicine residencies so that our medical students can display enabling skills toward their
patients while still pursuing answers to challenging medical questions.
This will be accomplished by defining the latest strategies for teaching and learning and then provide experiences for the
treatment and management of patients in a broad range of social and economic settings; focusing upon concepts and
methodologies of primary care, including the promotion of wellness from pre-natal through geriatric care; providing
experiences with different healthcare delivery systems; promoting community service with emphasis on quality training in
the principles of allopathic medicine, primary care, research, community service and scholarship.
Methodologies to maintain a skilled academic and clinical faculty and staff devoted to the mission statement who
work in concert using contemporary educational and clinical facilities and innovative methodologies of education
and research;
Adequate faculty and administrative leadership committed to creating an optimum educational environment for the
students, faculty and medical profession;
Faculty development programs to ensure academic growth, teaching proficiency, evaluation strategies, scholarly
performance both to the student and needs of the community with collaboration of ministry of health and education
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Goal
The goal of the Windsor University School of Medicine is to provide a broad medical education that produces qualified
graduates eligible to meet residency requirements and other healthcare program standards.
In addition, this goal is extended to those international students who wish a medical education experience which may satisfy
the entrance requirements to their respective countries.
Registration
All students must officially register for classes before the first day of each semester. It is important that a student have all
identification documents in possession at registration. Submission of all official transcripts is a requirement for continued
attendance at the University. Outstanding documents may result in Administrative Withdrawal.
New Student: In person registration takes place at the St Kitts campus. New students must have appropriate documentation
and the acceptance letter in possession at registration.
Evidence of academic qualifications
Letters of Acceptance
Proof of Identification
Financial Clearance
Health Care records and updated immunization
Passports or visa paperwork
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any basic science student who registers after first day of formal instruction as noted in the Academic
Calendar will be charged late fee of $100;
any clinical science student who registers after commencement of clinical rotations will be charged a $100
late fee;
any student with a delinquent account will be notified by the second week of the term that he or she must
pay any outstanding balance by the end of the fourth week of the term;
any student who fails to pay all outstanding amounts be financially cleared* by the Accounts Office by the
end of the fourth week will be involuntarily withdrawn from enrollment and his or her transcript will
reflect a W grade for courses undertaken in that term. The Universitys standard cancellation and refund
policies will apply to the balance of any account due.
Students are allowed to add an individual course during the first week of the term when given permission
to do so by the appropriate dean.
No medical science student may register for more than published curricular course load of each semester
unless prior written consent of the Medical Science Dean, nor may any medical science student register for
two classes that meet simultaneously.
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Students are allowed to drop an individual course within the timeframe specified in the semester schedule
released by the Curriculum Committee. Semester long courses must be dropped during the first eight
weeks of the semester so long as the student will maintain full-time enrollment with the reduced course
load and has been given permission to do so by the appropriate dean. No student will be allowed to drop
any particular course more than once. Medical sciences student must complete dropped course within the
next successive semester. Clinical sciences students must complete dropped courses within a specified
time as designated by the hospital.
Any student who is indebted to the University will be required to settle his or her account before receiving
diplomas, degrees, official transcripts and other official recognition of work done at the University. Such
debts include, but are not limited to, amounts owed in satisfaction of tuition, loan agreements, fees and
charges. No student may withdraw from enrollment with the University in good standing or graduate from
the University unless all financial obligations are paid in full.
Transfer Students
Students transferring from another medical school may be required to take a comprehensive entrance
exam. The purpose of the exam is to determine the appropriate placement for each student. Unofficial
transcripts and/or grade reports will be acceptable for initial evaluation, pending receipt of the official
transcript.
In order to obtain credit from Windsor University, the student must score a 65% or higher in
comprehensive entrance exam.
The requirement to take the comprehensive entrance exam will be evaluated on an individual basis by
the Windsor university Student promotion committee.
It is recommended that students review the course material from their original institution in order to
prepare for this exam. Any student who may be required to take this exam will be notified by the
Academic Committee as soon as possible after the Admissions Committee makes its
recommendations.
Required Documents
All required documents, if originally in a foreign language, must be accompanied by a notarized English
translation. All transcripts documenting post-secondary coursework completed in institutions outside the
United States or Canada must also be evaluated by an approved international credential evaluation service.
Letters of Recommendation must also be in English.
Acceptance letter . Proof of Identification, Financial Clearance, Evidence of academic qualifications.
Windsor University does not accept transfers directly into the third or fourth year Clinical Science
Program.
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ACADEMIC PERFORMANCE
"General policy and procedure "
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Curriculum outline
The Academic Basic Medical Sciences Program MD1-MD5 is currently offered in five semesters, each
semester lasting for 15 weeks. The Academic Clinical Medical Sciences Program MD6-MD10 is currently
offered on St. Kitts or at North America with another set of five semesters, each semester lasting 15 weeks
totalling 48 weeks of core rotations and 24 weeks of electives.
Only after passing the USMLE Step1 or the equivalent NBME Basic science comprehensive exam windsor
students are eligible to enter clinical clerkships, in rotation, in specific fields. There are 48 weeks of required
clinical core clerkships and 24 weeks of electives.
The required core clerkships are:
Medicine 12 weeks
Obstetrics/gynecology-6 weeks
Pediatrics-6 weeks
Psychiatry-6 weeks
Surgery-12 weeks
Family medicine-6 weeks
Electives
The 24 additional weeks are spent in elective clerkship rotations; these must include twelve additional weeks of
medicine, which may be spent in general medicine or in medical subspecialties, four additional weeks of
surgery, which may be spent in general surgery or in surgical subspecialties, four weeks /research, four weeks
in ambulatory care.
Maximum Time Frame
The maximum timeframe for completion of the entire medical education program is 7 academic years,
comprising of 14 semesters of enrollment. The Maximum Time Frame is divided between the two curriculums
of the medical education program:
Students have 7 semesters (less approved Leave of Absences) to complete the medical sciences curriculum.
Students have 7 semesters (less approved Leave of Absences) to complete the clinical sciences curriculum.
Examination Format
All examinations in the Basic Sciences Program will be comparable in format and content to NBME Student
Self Assessment Comprehensive and the USMLE Step One examination.
Each faculty member is responsible for the course content, setting the length of each examination and ensuring
its suitability.
All examination papers must be checked by at least one other member of faculty after drafting by the Course
Lecturer.
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Quality points
90100%:Honors
4.0
A+
8089%:High Pass
3.0
2.0
6569% : Pass
1.0
Below 65%:Failing
00
Transcripts
Windsor University School of Medicine provides transcripts for all students who are currently or have
previously been registered with the School.
Transcripts represent the official record of a students performance while at the School.
Transcripts contain the following information:
Student name
Student date of birth
Date of Enrolment
GPA Standing
Courses taken and grades achieved
Date of Conferral of Degree
Record of Transfer Credit & Institution
Degree Awarded
Permanent Address
Registrars Signature & Seal of Windsor University School of Medicine
"General policy and procedure "
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Quality points
H-90100%: Honors
4.0
A+
3.0
2.0
SP-6569%: Pass
1.0
00
Withdrawal
VO
Void Grade****
Students may request official copies of their transcript to be sent to other educational establishments, including
the ECFMG, as required. There is a charge of $30 for this service. Students should refer to the Annual
Prospectus for update information regarding transcript fees.
Students in good financial standing may request unofficial student copies of their transcripts for their own
reference. Students must complete a Student Transcript Request Form, which are available from the Registrar,
to whom completed forms should be returned. Student Transcripts will be issued approximately 3-5 days after
receipt of a completed request form.
Examinations
Basic Science Examinations
Final examinations are held at the end of each course. Other examinations are held in the middle of the
semester.
Windsor University School of Medicine will produce the examination timetable, which will be displayed in the
School buildings.
Students failing to attend at the specified date and time of examinations for any reason will be treated as having
failed that examination, unless a medical certificate is provided to confirm illness.
Windsor University School of Medicine will not change examination timetables for the convenience of
students.
Students who are unable to attend the examination due to personal reason have to submit a written application
to the course director in advance.
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The final grade will be calculated using the new data and will be downgraded one letter grade unless that grade
is a C.
Failure: The student must repeat the entire clerkship.
2.
The teaching physicians who work with the student during the rotation evaluate the student's clinical
performance in six competency areas, medical knowledge, clinical skills, professional behaviour, Interpersonal
and Communication Skills, Practice based learning and systems-based learning. The more feedback the
evaluator gets from different members of the medical staff that instructed the student, the more objective
grades can be. The faculty evaluates the extent to which the student has developed the competencies required
for that rotation. The following general goals form the basis of all evaluations. A more comprehensive list of
competencies appears in Outcome Objectives of Medical education above.
a. Medical Knowledge - students are evaluated on knowledge of basic, clinical and social
sciences; the pathophysiology of disease; clinical signs, symptoms and abnormal laboratory
findings associated with diseases and the mechanism of action of pharmaceuticals.
b. Clinical Skills - students are evaluated on diagnostic decision making, case presentation,
history and physical examination, communication and relationships with patients and colleagues,
test interpretation and therapeutic decision making. Students must be observed and evaluated at
the bedside.
c. Professional Behaviour-students are evaluated on their interaction with staff and patients,
integrity, sensitivity to diversity and attendance, as well as their commitment to lifelong learning
and independent study.
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Practice Based learning- How the student self assesses, uses new technology, accepts
feedback.
f.
Systems based practice- Based on how student assists patients in dealing with system
complexities, coordinates various resources.
A mid-core meeting with each student is required in order to discuss the student's performance. Students must
print a copy of their Electronic Patient Encounter Log and present it at the mid-core meeting for review by the
Clinical Preceptor. The Clinical Preceptor discusses the log and the student's performance. This discussion
should include encouragement if the student is doing well or a warning with constructive criticism if the
student is doing poorly. The mid-core evaluation is formative and requires documentation on the WUSM
Midcore evaluation form (see Appendix D).
3.
After the review of the patient log, the exam should proceed as a Step 2 CS OSCE exam, this has two partsI. The integrated clinical encounter (ICE). This is the "classic" exam. The examiner could
choose a case, from the student's log for example, and ask the student to "integrate the history,
physical findings, lab results, imaging studies, etc. into a reasonable discussion of path
physiology, differential diagnosis, further work-up and management, etc".
II. Communication skills and interpersonal relationship (CS/IR). This is new and may require
some creativity and play-acting on the part of the examiner. Departments could develop a list of
"challenging" questions involving ethical issues, e.g., end-of-life decisions, informed consent,
delivering bad news, etc. Evaluations here may be difficult and subjective. One way to look at
this would be for examiners to ask themselves "If this was an interview, would I take this student
into my residency program?" If the answer is negative, we would like to know, in order to
"General policy and procedure "
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remediate the student. The exam form should have a section for such comments. These students
may be at high risk for a Step 2 CS failure and/or for not getting a residency because of their lack
of interviewing skills. To a certain extent, this can be a formative as well as a summative exam.
b.
The NBME Clinical Subject (Shelf) Exam must be taken by all students toward the end of the core
rotation and determines 30% of the final grade. Scheduling for this exam is done by Deans office.
Hospitals should excuse students for the entire day in order to take these exams. While the oral exam
is based on the student's clinical experience during the rotation, the shelf exam is not. Instead the shelf
exam tests students' understanding of the subject as, for example, it might be presented in a concise
textbook.
Students must sit the shelf exam before starting their next rotation.
c.
All students must attend the Oral Exam as scheduled. No excuses are permitted
unless approved by the Clinical Preceptor or AHD (Associate Hospital Dean).
II.
All students must attend the NBME exam as scheduled. With rare exception and
only after approval by a Dean, a student can take a separate WINDSOR written
exam.
III.
Students who are too ill to take the exam as scheduled should refer to the "Medical
Excuse" policy in the Student Manual.
IV.
If for any reason a student misses an oral exam, a make-up exam must be
scheduled within 2 weeks with the Clinical Preceptor or AHD. If for any reason a
student misses an NBME exam, a make-up exam must be scheduled within 2
weeks by contacting Deans office.
4.
Other Rotations
Electives, sub internships, and primary care rotations are graded on a pass-fail basis and also required narrative
comments. These narrative comments will also be used in the MSPE. The grade is based on a student's daily
performance in terms of knowledge, skills and professional behavior. Credit can be given only after receipt of
the student's Certificate of Completion of Elective Form (Appendix ).
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5. Inadequate Performance A student will not be given credit for any rotation if there is an F in any of the
areas. An F in any area requires a discussion between the student Clinical Preceptor or AHD and the Dean. If a
student is judged to have failed a rotation because of inadequate clinical performance, that rotation must be
repeated in another hospital. Such students are formally discussed by the Clinical Committee on Academic
Progress and Professional Standards. If a student fails the oral examination, remedial work can be mandated by
the clerkship director. Credit for a core rotation can be given only after the evaluation is received by the
University and the student has passed all parts of the evaluation.
A formal mechanism exists for identifying and helping a student whose achievement is not up to standard. If
preceptors or attending physicians judge a student to be marginal. The student shall be informed as early as
possible during the core clerkship and given assistance and counseling. Depending upon the seriousness of the
problem, the Clinical Preceptor or AHD and a dean may be involved.
Thus, a three-tiered system for dealing with student problems exists at all clinical sites. Initially a student's
preceptor and/or clerkship director discusses a student's behavior or attitude with the student. This is done at
the time of the mid-core evaluation or at any other time that is appropriate. Many times counseling the student
is sufficient. If the problem recurs, a pattern develops or a single problem appears serious, the Clinical
Preceptor notifies AHD. The AHD meets with and counsels the student. If the problem is serious enough, the
AHD notifies the deans' offices. The Dean of Students and the Dean of the School of Medicine have the
ultimate responsibility for dealing with students' problems
Academic Policies
Basic Science Students
Attendance at classes held outside Windsor's and at all laboratory classes in-house is mandatory.
Students are encouraged to attend all of their classes. Attendance records are kept by the School and are
released to licensing authorities or government bodies if requested. It is Mandatory that an attendance level of
at least 90% is maintained as some north American states may request this information prior to offering a
licence.
If a students attendance record falls below 80%, they will be interviewed by the Dean and unless a satisfactory
explanation is forthcoming, a disciplinary note recording their poor attendance will be placed in their file.
If the students attendance falls below 80%, they will Not be allowed to sit for the final exam and will obtain
the grade of F for that class. They will have to repeat that class again next semester with 80% class attendance.
Attendance is expected for the whole period of class. Students must make sure they are present at the
commencement of class and remain until the class is concluded.
Use of mobile phones is not permitted within the lecture rooms or laboratories. Turn off or put phones in
silent mode all the time.
Personal computers are permitted in the lecture rooms as long as students using personal computers do not
disturb their fellow students. To open the computers, permission must be granted first by the
professor/instructor in charge.
Food, verbosity, and drink are not permitted in the lecture rooms at any time. Penalty for violation: first
offence - verbal warning; 2nd offence written letter with copies to student record; 3rd offence removed
by security which results in one week suspension.
Video or audio recording of classes is not permitted
"General policy and procedure "
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A minimum 24 of weeks of elective rotations may be taken, but total clinical weeks cannot exceed 72
weeks.
The maximum length of time that a student may take any elective clerkship in any one subject area is
eight weeks. An elective clerkship may be taken through a non-affiliated institution in the United
States that is ACGME accredited in the elective subject area after approval by office of the Clinical
Dean.
Any student wishing to take an elective rotation at an institution that does not sponsor or participate in
an ACGME-residency program in the same subject area (not listed on the ACGME web site) must
obtain prior written approval from the Clinical Dean. Written approval is required whether the
rotation is requested at an affiliated institution or non-affiliated institution. Certain documentation will
be required to support the application, such as a proposed curriculum, schedule, preceptor CV and
criteria for evaluation. If approved, the student may be required to pay the site directly and will be
reimbursed at the rate notified by clinical dean's office.
A maximum of twelve weeks of electives may be taken through an institution in Canada
Students seeking to apply for residency opportunities in Canada must send a written request to the
Clinical Dean for consideration and written approval.
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Student wishing to go to the clinical clerkships outside US must Pass Comprehensive NBME
examination before the placement of their clinical clerkships.
His/her Immunization Records to WUSM if he or she has not done so previously or if more than one
year will have passed at the clinical start date since the student last submitted them to WUSM. Failure
to submit required Immunization Records to WUSM
Student Transcript
Background Checks and all other current documentation that may be required by the hospital site or
mandated by third parties.
Students must complete all core clerkships prior to taking the NBME Clinical Comprehensive
examination. Students may request to take the NBME Clinical Comprehensive examination before all
core clerkships are completed .
Students are required to attain a score result of at least 70 on the NBME Clinical Comprehensive
examination in order to take the USMLE Step 2 CK examination. WUSM will review the passing
score for the NBME Comprehensive Exam on an semester basis and make changes as needed.
Students who fail the NBME Clinical Comprehensive examination may retake the exam, for a total of
three attempts. After the third failure, the student will be subject to academic dismissal. Students have
the right to appeal the final decision.
Students who fail the NBME Clinical Comprehensive examination will be contacted by the Associate
Dean for Clinical Student for counseling and to assist with resolving issues related to the
examination.
Students who take the NBME Clinical Comprehensive examination prior to completing all core
clerkships are permitted one attempt at the examination. Students who receive a passing score will be
granted clearance to take the USMLE Step 2 CK examination. Students who receive a failing score
must wait until all core clerkships are completed in order to retake the NBME Clinical
Comprehensive examination. Students are permitted a total of three attempts to pass the NBME
Clinical Comprehensive examination.
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Students who take the USMLE Step 2 CK examination prior to completing the NBME
Comprehensive examination will be considered to have violated the Student Code of Conduct and
will be subject to an Administrative Review which could ultimately result in further disciplinary
action or academic dismissal. Students have the right to appeal the decision .
(Rest of the Clinical Clerkship Guidelines can be obtained in the Windsor university
website:www.windsor.edu)
Leave of absence
Windsor University School of Medicine recognizes that extensive interruptions of a students medical
education are undesirable, but nevertheless acknowledges that it may be necessary for students to take a leave
of absence at certain times. Students may apply for a leave of absence from the Academic Program for one of
the following reasons:
financial hardship resulting in the need for a student to take time off to find funds to continue his or
her medical education;
illness or injury of a student which affects the ability to study;
illness or injury of a dependent or family member which affects the students ability to study;
to study for the United States Medical Licensing Examination(USMLE), once he or she has
successfully completed the required Academic Program.
Students may request a leave of absence for a maximum of 6 months. Requests for leave of absence must be
made in writing to the Dean of Basic Sciences who will forward them to the office of the Registrar. A request
for a leave of absence will be refused if it is considered that a students academic performance is not strong
enough to allow the student a reasonable chance of resuming their studies effectively on return to School.
Students who wish to take a leave of absence for a period longer than 6 months may have to apply for readmission to the School. The student will have to pay the registration fee again at this time.
Students who take unauthorised leave of absence may have to apply for re-admission to the School.
Students Taking USMLE (Step 1)
Students who have completed the Basic Sciences Curriculum of the educational program and
intend to take a leave to study and for the USMLE Step 1 must submit an Official Leave Request form and
required supporting documentation to the Office of the Registrar on the campus.
Every Basic Science student can go on an Academic Official Leave to sit for the USMLE Step 1 examination.
Those students who underperform or who do not pass the USMLE Step 1 will be referred to the Student
Promotion Committee, in the event that the Student Promotion Committee and students will work jointly to
develop an academic plan for the USMLE Step 1 examination for a second time. The student must take a
second academic leave for an additional semester.
A student who intends to request an Academic Official Leave for a second term to study or sit for the USMLE
Step 1 must also submit the following documentation with the Official Leave Request Form:
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a signed copy of the Clinical Orientation Form recording his or her agreement to take USMLE Step 2
at least one month before his/her leave expires; and
a copy of his or her Prometric final test date confirmation for taking USMLE Step 2 within the
proposed leave period.
The students agreement to take the USMLE Step 2 on or before the date specified will become a condition of
the students Academic Official Leave, if approved. Failure to comply with this condition will result in denial
of any further leave request and the student will be subject to dismissal.
A student who intends to request an Academic Official Leave for a second term to study or sit for the USMLE
Step 2 must also submit the following documentation with the Official Leave Request Form at least one month
prior to expiration of the current Academic Official Leave period:
a copy of the USMLE receipt as proof of attendance and completion of each Step 2 examination taken
during the prior Academic Official Leave period;
a copy of the USMLE result sheet, front and back, for each Step 2 examination taken during the prior
Academic Official Leave period;
a copy of his or her Prometric final test date confirmation for taking USMLE Step 2 before the end of
the leave period;
a detailed action plan with timeline setting out the students strategy for passing USMLE Step 2; and
an official ECFMG transcript must be provided to the Deans Office prior to expiration of the second
leave period, if approved.
If any student has not reported a passing USMLE Step 2 score by the end of the second term of Academic
Official Leave, he or she will be dismissed from Windsor University School of Medicine.
The student has the right to inspect and review his educational record within 30 days of the
University receiving a written request for access. Students must submit this written request to the
Associate dean of student affairs identifying the records they wish to inspect, who will then notify the
students of the time when the record may be inspected.
Students have the right to request an amendment to his/her educational records. Students may write
to the Associate dean of student affairs to identify the part of the record they wish to have corrected
and specify why it is inaccurate.
If the University decides not to make the requested amendment , it notifies the student
and advises the student of his/her right to a hearing. The University provides additional information
about the hearing with the notification.
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The student has the right to consent to disclosures of personally identifiable information contained in
his/her educational record, except to the extent that FERPA authorizes disclosure without consent.
One exception is disclosure to school officials with legitimate educational interest. A school official is
a person employed by the University in an administrative, supervisory, academic, research or support
position (including law enforcement personnel and health staff); a person or company with whom the
University has contracted (such as an attorney, auditor, or collection agent); a person serving on the
Board of Trustees; or a student serving on an official committee, such as the Professional Standards or
Grievance Committee, or assisting another school official in performing his/her tasks.
A school official has a legitimate educational interest if she/he needs to review an educational record
in order to fulfill his/her professional responsibility. Upon request, the University may disclose
directory information from educational records without consent to officials of another school in which
a student seeks to enroll or attend.
Information to be Disclosed: The University may disclose the following directory information
without prior approval from the student: Name, address and telephone number; date and place of
birth; dates of attendance, and honors and awards.
A student who does not wish to have the above information released must advise the school in
writing accordingly. A FERPA form must be filed with the Registrars Office.
Students who wish to withdraw from one or more of the courses for which they are registered in a
given semester must complete a request form. Request forms are available from the Assistant
Registrar to whom completed forms must be returned.
Any student who obtains an approved Short Term Official Leave for a period of greater than fifteen
days from the University prior to the end of the 12th week of a term shall receive a grade of W in
all enrolled courses for that term. The student must retake and complete those courses during the next
term of enrollment. No student may receive a W grade for any one course more than once (unless
the student was previously withdrawn for non-payment of tuition fee)Failure to successfully pass the
course by the end of that term will result in a "F" grade
Students who withdraw from the School before any of the classes for which they were registered
have taken place, will receive a full refund of tuition fees. Students may have to pay
accommodation expenses;
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Students who withdraw from the School before 28 of their classes for that semester have taken
place (regardless of whether they attended those classes) will receive a pro rata refund. The
calculation of this refund will be based on the number of weeks that the student has completed at
the School. Students may have to pay accommodation expenses;
Students who withdraw from the School after 60% of their classes for that semester have taken
place (regardless of whether they attended those classes) will not receive a refund. Students may
have to pay accommodation expenses. Students will only be officially withdrawn from the
School if they are in good financial standing with the School. Transcripts only are sent to other
institutes after any outstanding payments have been received.
Students who withdraw from Windsor University School of Medicine must re-apply if they wish to return to
the Program. Students who are re-admitted to the Program will be subject to the policies and procedures then
in place, and not those in place at the time that the student was previously registered at the School.
o
o
o
o
o
o
To be eligible to participate in the graduation commencement ceremony, students must successfully complete
the aforementioned requirements of the medical education program. Students that do not fulfill all
requirements, with the exception of pending evaluation submission, will not be allowed to participate in the
commencement ceremony without seeking conditional approval from the Chief Academic Officer or From the
Academic Dean. Students requesting conditional approval based on not meeting requirements (i.e.final
rotation ends after commencement ceremony) must submit their request to the Office of the Registrar. The
Office of the Registrar will then send the request along with any other pertinent information to the Chief
Academic Officer or the deans office for review. Students that are granted approval will be provided with
conditional terms of approval that must be met per the specified date. Failure to meet the terms of a conditional
approval will result in the student being removed from the ceremony. Students will also not be refunded any
for expenses incurred should they not meet the conditional terms of approval.
"General policy and procedure "
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Academic Probation
Students who do not achieve satisfactory results may be placed on Academic Probation. The purpose of
Academic Probation is to ensure that all students successfully progress through the Academic Program.
Students who do not achieve a passing grade on all of the courses for which they were registered will be placed
on Academic Probation. This applies whether or not students took the examinations, i.e. students who
automatically fail a course due to non-attendance of the required number of classes or examinations will be
placed on Academic Probation.
Students on Academic Probation may be required to undertake to any or all of the following:
presentation in the class;
tutoring
submission of extra work;
extra examinations;
Academic counselling sessions.
Students will be placed on Academic Probation for a minimum of one semester. The length of Academic
Probation is at the discretion of the promotion committee .
Students placed on Academic Probation will receive written notice to this effect, detailing the length of
probation, the reasons for the probation, and the extra work that they will be required to undertake.
Students who fail a course taken during a period of Academic Probation may be recommended for dismissal
from the School due to academic inadequacy. The School Promotions Committee will review these students
on an individual basis and make recommendations to the Academic Dean's office, who will decide whether the
student is to be dismissed.
Students of Windsor University School of Medicine have the right to appeal against being placed on Academic
Probation. Students wishing to appeal against being placed on Academic Probation must follow the appeals
procedure.
Windsor University School of Medicine reserves the right to change any of the policies contained herein
at any time without prior notification.
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STUDENT RECORDS
Student records are kept with the Registrar Office on campus at St. Kitts. Files may contain the following:
ECFMG Certification
The Educational Commission for Foreign Medical Graduates (ECFMG) is the agency that registers foreign
medical students for the purpose of taking the USMLE Steps 1 USMLE Step 2 CK, CS and USMLE Step3.
Passing USMLE Steps 13 is a requirement for licensure in the United States. To qualify to sit for the USMLE
exams, students must be certified by Windsor University as officially enrolled.
On the ECFMG certification form, students must authorize ECFMG to provide examinee-specific USMLE
performance data to Windsor University, including whether the examinee passed the exam and the examinees
numerical scores on the two-digit and three-digit scales. Windsor has an interest in receiving accurate and
timely student performance data for accreditation, state approvals and licensure and curriculum evaluation.
Therefore, each student must authorize ECFMG to deliver his or her examination results to Windsor University
School Of Medicine as condition to Windsor university certifying the student as officially enrolled.
Students, who meet ECFMG requirements, will be certified to take the USMLE Step 2 CK examination prior
to satisfying the WUSM USMLE Step 2 CK Policy. Certification will allow clinical students an appropriate
length of time to select an examination date with the Prometric Test Centers. Students who fail to satisfy the
WUSM USMLE Step 2 CK Policy and take the examination will be considered to have violated the Student
Code of Conduct and will be subject to an Academic Review, which could ultimately in disciplinary action or
dismissal from Windsor University School of Medicine. Students have the right to appeal the decision.
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Establishing curricular content and design, including undergraduate program curriculum objectives.
Overseeing curricular implementation and ongoing management. Managing the ongoing evaluation
and revision of the curricular content.
Providing content material for accreditation reports as evidence to support the School of Medicines
compliance with the above accreditation standards.
Develops procedures and mechanisms to accomplish the committee objectives which will be approved
from time to time by simple majority vote of members present at a regularly scheduled meeting.
Sets policy for all actions related to student academic status including graduation,(Academic) dismissal,
extended programs, student requests to deviate from academic regulations, and other academic related
activities consistent with procedures and policies of the Windsor University School of medicine.
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To review the academic progress of all Windsor University School Of Medicine students;
To make recommendations to the Dean for:
a. students in real or potential academic difficulty, or
b. students who have demonstrated outstanding ability, and;
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Quality points
90100%: Honors
4.0
A+
3.0
2.0
6569%: Pass
1.0
00
All courses are assigned credit hours by the Curriculum Committee. By multiplying the credit hours for each
course by the grade points earned in the course, the total number of academic points for the semester's course
work is determined.
"F" Grades
1.
2.
3.
4.
5.
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A course director may not average old and new final grades in developing and reporting a new final
grade for a student who is remediating an "F" grade. The new grade must be based entirely upon the
student's performance in the "new" course.
D.
G.
1.
2.
3.
G.
1.
The student must have completed all required courses including electives in which he/she enrolled
and have no outstanding "F" grades.
The student must be formally recommended for the degree by the WUSM Faculty Assembly and by
the Dean, and must be approved for the degree by the Board of Trustees.
2.
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G.
H.
Dismissal
a.
SPC recommends the Dean on Dismissal of the student on the advice of the advisory board.
NON-ACADEMIC POLICIES
Student Non-Academic Standard of Conduct
A student enrolling at Windsor University assumes an obligation to conduct him or herself in a
manner compatible with the Universitys function as an institution of higher education preparing its
students to enter into a profession with high standards of conduct. Each student:
Is expected to make choices and conduct him or herself in a manner that fosters and preserves a safe
and secure environment in which students, faculty and staff are able to pursue their academic
endeavors without unreasonable risk to their health, safety and wellbeing.
Is expected to practice responsible citizenship and to respect the rights of others.
Is responsible for his or her own actions.
Is responsible for the conduct of his or her guests. All guests are required to sign in with the security
services at the gate on arrival at WUSM and sign out when leaving. When signing in, each guest must
provide valid photo identification (drivers license or passport) to security services and provide the
name of the occupant whom he or she is visiting. Guests are required to wear their visitor nametag at
all times when on campus. No guests are allowed to attend classes, lectures or labs without prior
permission of the professor and/or administrator concerned.
Failure to uphold University policies, procedures, or standards of conduct or violation of the laws of
any applicable jurisdiction may result in disciplinary action pursuant to the WUSM Administrative
Review and Grievance Procedures. The health and safety interests of the WUSM community will be
considered an important factor in any such action.
For the avoidance of doubt: verbal threats, intimidation, stalking or harassment may be grounds for
dismissal even if such conduct does not result in bodily harm.
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Any complaints of bullying conduct by a student or employee of the University will be addressed in
accordance with the published Administrative Review and Grievance Procedures, which are available
from the office of the Dean, the Registrar, or the Office of Clinical Student Affairs. This is also
available for students to download from the Universitys website.
Bullying conduct that comes to the attention of the University may also be considered for potential
violations of the Universitys Non-Discrimination Policy.
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Any student that is the subject of disciplinary proceedings while enrolled at the University may be
subject to an additional background check and drug screening conducted by the school. For all
students, a finding that the student has made a false or misleading statement on any document
submitted to the University will constitute grounds for dismissal.
The University reserves the right to conduct random drug tests at any time on any enrolled student.
All buildings, including academic, administrative, dining, residential service and mixed-use facilities
and all vehicles, which are owned, operated or leased by the University, will be entirely smoke-free.
The smoke-free policy will apply to all indoor air space, including all common areas and assigned
spaces. Smoking is not permitted on the exterior breezeways or within 50 feet of an entrance or
window of any building. Smoking is permitted only in designated smoking areas. All cigarette butts
should be appropriately extinguished and disposed of in a receptacle provided for that purpose.
Violations of this policy may result in disciplinary actions or terminations pursuant to the Universitys
Administrative Review and Grievance Procedures. Students who cause damage to University property
in violation of the smoking policy will be charged for necessary repairs including refinishing,
repainting and reupholstering.
DRESS CODE:
The students are required to adhere to the regular dress code. Any student who fails to adhere to the dress code
with be marked absence for that class.
Check with Dress Code Regulations posted at the main desk and with Safety & Security Office,
The dress code for all WUSM students on St. Kitts campus, USMLE Centre in Carbondale, Illinois; clinical
ACGME Hospitals and research centres throughout the world is as follows:
1) All Students must wear and display-in a visible spot around your neck or clipped on your shirt-the issued
WUSM student ID.
2) Male students are required to wear clean, pressed dress pants, shirts with collar, polo shirts and dress
shoes. Ties are encouraged.
3) Female students are required to wear clean, pressed dress pants, dresses or knee-length skirts, shirts with
collar, polo shirts and dress shoes. Open toed heels and Capri pants of non-denim material are permitted.
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5)
6)
Leggings/Tights/Spandex
Shorts
Mini-skirts
Crew neck shirts/round neck shirts/ V-neck shirts
Shirts with slogans of any form of writing/print
Sleeveless blouses/ blouses with straps/backless blouses
Tops with deep necklines
Sheer see-through- clothing
Flip flops, rubber shoes
Sportswear (e.g.: jogging pants and tank tops)
Jeans or pants made of denim material, regardless of color
Tight jeans or pants
Students who violate the dress code will NOT be allowed on campus, and will be marked absent for
the day.
DISCIPLINARY ACTION
First Offense: Verbal Warning
Second Offense: Written reprimand which goes to file.
Third Offense: Suspension for 1
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Disciplinary Action
The School Disciplinary Committee deals with matters of student discipline. The Committee has the power to
subject students to the following disciplinary action:
The School Grievance Committee may also subject students to more informal disciplinary action, such as
making a written or verbal apology.
A hearing of the School Grievance Committee will be convened to discuss any case where a student is found to
have breached any of the policies or procedures contained in this Handbook. The student will be required to be
present at this meeting but may request to be accompanied by another person, provided this does not create a
conflict of interest.
Following the hearing, the School Disciplinary Committee will meet in camera to decide on any disciplinary
action to be taken. The student will then be informed in writing of the decision of the School Disciplinary
Committee. All decisions of the Disciplinary Committee are subject to the approval of the Board of Directors
of Windsor University School of Medicine.
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Religious/Ethical Matters
Requesting accommodation for religious holidays and activities Principle: The purpose of this policy is to
acknowledge respect for the religious diversity of WUSM students by providing opportunities, where possible,
for accommodation in cases where genuine conflicts exist between students religious beliefs/practices and
educational activities. Such accommodations must honour the primacy of our commitment to patient care and
not unduly burden faculty or disproportionately affect the general student population involved in the affected
educational activity.
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Applicability: This policy applies to any WUSM student who, because of religious beliefs or practice, believes
that s/he is unable to attend a class, participate in any examination, or in other ways fulfil an educational
requirement of any course, clerkship or other required activity.
Policy: Recognizing that the religious diversity of its students may result in conflicts between students
religious beliefs/practices and certain educational activities, Windsor University staff will attempt to make
accommodations that honour the primacy of its commitment to patient care and do not unduly burden faculty
or disproportionately affect the general student population involved in the affected educational activity.
Students who believe they have a need for religious accommodation during any course, clerkship or other
required educational activity shall notify the relevant instructor/preceptor as soon as possible after an
impending conflict becomes apparent preferably prior to or at the beginning of the course, clerkship or other
activity.
If it is established that there is a legitimate need for the affected student(s) where possible, shall be provided
reasonable accommodation, including the opportunity to make up the activity in conflict if this is indicated.
Requesting exemption from participating in certain educational and/or patient care activities for
religious/ethical reasons.
Purpose: To allow students under certain circumstances, to exercise their rights not to participate in certain
aspects of care or treatment of patients while still continuing their academic requirements.
Policy: Windsor Medical School believes that all patients, without regard to diagnosis, disability, race, color,
religion, creed, gender or gender orientation are entitled to comprehensive and individualized quality care.
The Medical School recognizes the right of students in special or unusual circumstances to decline to
participate in certain aspects of patient care which are in conflict with their ethical or religious beliefs only if
the following conditions are met:
a) The student notifies his/her course/clerkship director and the Associate Dean for Clinical Clerkships (or the
Associate Dean for Student Affairs) of the request not to participate in an aspect of the curriculumwith a
stated reason
b) The written notification is dated and includes the aspect of the curriculum the student is requesting not to
participate in and the reason for the request.
c) The notice is signed by the student as well as the course/clerkship director.
d) The course/clerkship director reviews the notice and discusses any potential problems with the student, the
Associate Dean for Clinical rotations ( or the Associate Dean for Student Affairs) and the appropriate Affiliated
Hospital Medical Education Evaluation Board if necessary and places the request in the students file where it
will be maintained.
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(Note: In the past decade, topics enhanced through these initiatives have included: health communication,
complementary and alternative medicine, sexuality and sexual health, geriatric care; managed care;
professionalism; prescription drug abuse; community outreach to underserved populations; and medical
education research.)
Disabilities Act
In compliance with the with Disabilities Act , the following activity is initiated: Once admitted, the student is
responsible for notifying the Student affairs office coordinator of their disability, requesting academic
accommodations and providing appropriate documentation of the disability. Student may request
accommodations at any time during matriculations.
Ethics
Under the direction of the associate dean, an environment exists in which students are encouraged to consider
the ethical issues implicit in caring for patients. The Division is committed to providing high quality ethical
consultation for on campus class course offering. medical students, Associate dean for Clinical clerkships,
patients and medical staff, as well as clinically relevant educational programming for both the Clinical System
and the Medical School. The Office also maintains an extensive library of journals, articles and videos with an
emphasis on ethical decision-making.
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Advisors/Career Development
Each WUMS student is assigned to a faculty advisor who provides mentorship on many issues
ranging from academic achievement, career guidance, professionalism, lifestyle, personal issues, etc.
Students are assigned to their faculty advisors in the middle of their first year, based on input by the
students regarding their preferences, if any. This assignment will typically remain in place until
graduation. Students and/or faculty members do have the option to change assignments through the
Assistant Dean of Advising.
It is recommended that there be at least two to three meetings per year between the student and his/her faculty
advisor. Copies of students evaluations, grade reports, and administrative letters are sent to the students
faculty advisor. The responsibility of the faculty advisor includes general support, periodic review of the
students academic performance, assistance/advice in developing the students education plan (i.e., scheduling
the third-year clerkship blocks and selecting fourth-year electives). The students advisor will also offer
guidance in career choice and residency selection, including the provision of letters of recommendation.
In addition to their faculty advisor, students are encouraged to consult with specialty mentors as they
approach the residency application process. Any faculty member in the students chosen field may serve as a
specialty mentor. A book of faculty who have volunteered to serve in this role is distributed to third-year
students.
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EXHIBIT B: Health Care Policies and Knowledge concerning On Campus Coverage and Blood Borne
Pathogen Procedures:
Nagico Student Insurance
Basic Medical Insurance plan. This does not include dental, vision, or disability insurance. These are upgrades
and are an elective add-on for a higher premium. Students will be able to choose these coverage add-ons in the
future. The only exception to dental and vision coverage is due to something "medically necessary" with the
eyes or mouth, such as injury, trauma, etc
For more information as to health coverage, please check with Associate Dean of student affairs:
The insurance is purely reimbursement. There is never a co-pay. Everything must be paid up front and then
patient can submit claim form with attached receipts. Because it is set up as reimbursement, patients may see
any doctors (both in and out of network).
PCP and OB/GYN visits are covered yearly up to $300 EC. Once that amount is met NAGICO pays
for 80% and patient pays for 20% Specialists are covered upon a consultation basis. Chiropractor
visits are now covered but restricted to $50 EC/visit and capping annually at $600 EC.
Medical Air Transportation: Patients are covered up to $10,000 EC. This is reasonable, not great.
Per the NAGICO agent this amount should be able to get a student to Puerto Rico.
If patient is off island, and there is an emergency, the patient will still receive some coverage. It is
advised for patient to contact NAGICO as soon as possible. Coverage will be compared to coverage
provided in St. Kitts. This is still on the reimbursement policy so all bills must be paid up front.
Exclusions: dermatology treatment (unless medically necessary), allergy testing, cosmetic surgery,
learning disabilities, sleep disorders, expenses for preventative medicines/vaccines where no injury or
sickness is involved, injuries due to misuse of drugs/alcohol, smoking cessation.
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To receive maximum coverage, patient must begin receiving services, supplies, or treatment within 30
days from time of accident in order for it to be considered a covered injury. Claim should be filed
within 30 days of first treatment or sick visit. Claims should be submitted to clinic where a NAGICO
representative will collect.
Patients will now receive annual coverage starting in September. NAGICO will be notified of the
student enrollment changes per semester.
6. All medical students with exposures will go to assigned Health Centre for Follow-up after initial visit in the
ER or with Employee Health.
Employee Health Services will work and advise WUSM Associate Clinical Clerk Dean regarding any
necessary follow-up treatment and counselling for that medical student.
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Treats peers, faculty, staff, and patients with respect in individual settings; e.g. not arrogant or
insolent.
Treats peers, faculty, staff and patients with respect in lecture and conference settings; e.g. turning
cell phone and pager to vibrate, refraining from disturbing others via text messaging, talking,
activities not related to class, etc.
Maintains professional demeanour even when stressed; e.g. not verbally hostile, abusive, dismissive
or inappropriately angry with peers, faculty, staff or patients.
Never expresses anger physically.
A rape victim has protection under Title IX of the Civil Rights Act
Abides by professionally accepted boundaries for interpersonal relationships; e.g. never uses his or
her position for personal gain or to engage in romantic or sexual relationships with patients or
members of their families.
Conforms to policies governing behaviour; e.g. confidentiality, sexual harassment, consensual
amorous relationships, hazing, use of alcohol, and any other existing policy of the medical school or
clinical system.
Appearance, dress, professional behaviour follow generally accepted professional norms.
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Responding to supervision
Shows sensitivity to the needs, feelings, wishes of team members; e.g. lab, small groups, projects,
other members of the health care team.
Relates and cooperates well with members of the team.
Communicates with other members of the team in a timely manner.
Treats peers, faculty, staff, and patients with respect in individual settings; e.g. not arrogant or
insolent.
Treats peers, faculty, staff and patients with respect in lecture and conference settings; e.g. turning
cell phone and pager to vibrate, refraining from disturbing others via text messaging, talking,
activities not related to class, etc.
Maintains professional demeanour even when stressed; e.g. not verbally hostile, abusive, dismissive
or inappropriately angry with peers, faculty, staff or patients.
Never expresses anger physically.
Abides by professionally accepted boundaries for interpersonal relationships; e.g. never uses his or
her position for personal gain or to engage in romantic or sexual relationships with patients or
members of their families.
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Accurate self-reflection
Responding to supervision
Shows sensitivity to the needs, feelings, wishes of team members; e.g. lab, small groups, projects,
other members of the health care team.
Relates and cooperates well with members of the team.
Communicates with other members of the team in a timely manner.
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