College of Dentistry Student Resource Manual 2014-2015
Page |1 College of Dentistry Student Resource Manual 2014-2015 Page |2 Student Resource Manual 2014-2015 Table of Contents The Ohio State University Vision College of Dentistry Vision and Mission Commission on Dental Accreditation Statement Administrative Information • • • OAA Staff Office of Admissions Office of Student Affairs o Disability Services o Resource List • Student Rights and Responsibilities • Due Process • Faculty Rights and Responsibilities Academic Standards and Procedures • • Academic Misconduct Academic Services o Anatomy Tutorial Program • • • Grade Appeals Class Attendance Student Absence o Absence for a Day o Leave of Absence (maternity, paternity, & adoption leave, and others) o Absence Policy • Holidays (Religious Holidays) • Externship Policy • Clinical Education Support Service College Resources & Policies • • The Byte Wing (student computer lab) Student Information and Communication o Address and Telephone Number o Email Accounts 4 4 4 5 5 5 5 6 7 7 7 8 8 8 8 9 9 9 10 11 11 12 12 13 13 Page |3 o Student Mailboxes • • • • • • • • • • • Student Listserv Usage Fire Alarms and Drills Student Health Requirements and Immunizations Classroom Recordings Food Service Lunch and Learns Scheduling Student Events Building Use Professional Appearance and Attire Policy Reimbursement Policy for Student Travel Posting Policy 14 14 14 15 16 17 17 18 19 19 22 23 *It should be noted that the academic references in this manual are taken in large part from the Academic Handbook which is currently in revision 8/20/2014. Page |4 MISSION STATEMENT OF THE OHIO STATE UNIVERSITY AND THE COLLEGE OF DENTISTRY Purpose: To advance the well-being of the people of Ohio and the global community through the creating and dissemination of knowledge. Core Values: Pursue knowledge for its own sake; Ignite in our students a lifelong love of learning; Produce discoveries that make the world a better place; Celebrate and learn from our diversity; Open the world to our students. COLLEGE OF DENTISTRY VISION AND MISSION STATEMENTS Vision: The vision of the College of Dentistry is to be among the nation’s leaders in research, scholarship, education, service, patient care, and advocacy in the field of oral health care. Mission: The mission of the College of Dentistry is to produce dental professionals who are prepared for entry into practice, advanced education, or specialized practice. Graduates are prepared to meet he oral health care needs of the citizens of Ohio and the nation, to conduct research that will expand the scientific base upon which dentistry is practiced, and to provide service to the profession. Further direction within the profession, the College of Dentistry, and The Ohio State University is provided in these publications: • ADA Principles of Ethics and Code of Professional Conduct, with official advisory opinions revised January 2009 • Ohio State Dental Board, Dental Practice Act, 2009 • ADHA Code of Ethics, 2007-2008 • The Ohio State University Code of Conduct, 2010 • The College of Dentistry Academic Handbook, 2011 • The College of Dentistry Handbook of Honor and Professional Conduct COMMISSION ON DENTAL ACCREDITATION STATEMENT The Commission on Dental Accreditation will review complaints that relate to a program’s compliance with the accreditation standards. The Commission is interested in the sustained quality and continued improvement of dental and dental-related education programs but does not intervene on behalf of individuals or act as a court of appeal for treatment received by patients or individuals in matters of admission, appointment, promotion or dismissal or faculty, staff, or students. A copy of the appropriate accreditation standards and/or the Commission’s policy and procedure for submission of complaints may be obtained by contacting the Commission at 211 East Chicago Avenue, Chicago, IL 60611-2678, emailing the Commission at accreditation@ada.org, calling staff at 1-800-621-8099 extension4653, or on the ADA website at http://www.ada.org/115.aspx Commission on Dental Accreditation (08/02) Page |5 ADMINISTRATIVE INFORMATION Office of Academic Affairs • Dr. Darryl Hamamoto, DDS, PhD., Associate Dean of Academic Affairs • Beth DeLong, Administrative Assistant • Sue Kestner, M.S., M.A., Director of Educational Resources • Michael Murray, College Registrar • Jami Jackson, Financial Aid Coordinator Office of Admissions: • Annette McMurry, J.D., Director of Admissions • Ken Sigler, Ed.D., Assistant Director of Admissions • George Dean, Admissions Counselor • Christine Lindner, Admissions Counselor and Staff Assistant • Dan Kieffer, Admissions Counselor and Staff Assistant Office of Student Affairs: • Susannah Turner, M.S. Educational Administration, Director of Student Affairs • Megan Johnson, M.S. College Student Personnel, Coordinator of Student Affairs The Office of Student Affairs provides resources, advising, and general student support to all students within the College of Dentistry. Our services include, but are not limited to: o Advising Student Organizations o Providing personal counseling and referrals for related issues/concerns o Liaison between the college and administration and the student body o Coordinate and plan student events Our goals within the Office are to be available to students to answer questions, provide support, and in general help students succeed in their efforts toward gaining a degree within the College of Dentistry. Disability Services • The Office for Disability Services collaborates with and empowers students who have disabilities in order to coordinate support services and programs that enable equal access to an education and university life. • Students with disabilities are provided accommodations such as a reader or extra time for exams, per the policies of the Office for Disability Services (ODS) at The Ohio State University. • ODS counselors determine who is eligible for accommodations based on a diagnosis and the student’s assessment of specific needs. ODS staff determine specific services and accommodations. • To receive services, each student with a disability must provide appropriate documentation of his/her disability, which must meet set criteria. Page |6 • Students with disabilities should also meet with the Office of Student Affairs staff, the College's liaison with the Office of Disability Services, in order to facilitate the provision of approved accommodations. To learn more about the Office of Disability Services, please visit www.ods.osu.edu Resource List • Financial Aid: • Ohio State dental students meet the cost of their dental education using a variety of sources: personal and family savings, loan assistance, scholarships from the College of Dentistry and outside organizations, and part-time and summer employment. o Through the generosity of alumni, friends, and supporters of the College of Dentistry, students are awarded various scholarships each year. The awarding philosophy of the College is to provide aid to students who are especially needy and to those students who have a record of academic accomplishment/promise. Additionally, a select number of awards are given to students based on community service and leadership. o Loan assistance is readily available to Ohio State dental students. Loan programs commonly used by OSU dental students include the William D. Ford Stafford federal loan program, University loans and various private loans. o Students interested in receiving financial aid, (University loans, federal loans, and scholarships), must complete the FAFSA, (Free Application for Federal Student Aid). o The deadline to complete the FAFSA is February 15th. o Assistance regarding financial aid at the College of Dentistry is provided by Jami Jackson, Financial Aid Advisor for the College. Walk-in hours are available Mondays, Wednesdays and Fridays, 7 a.m. - 4 p.m. in room 0143 Postle Hall. Students may also call at 614-292-8155, or email jackson.1059@osu.edu . o Please visit http://dent.osu.edu/OAA/FinancialAid/ for more information on Student Financial Aid. • Student Advocacy Center, (614) 292-1111: o The SAC is committed to assisting students in cutting through the campus bureaucracy. Its purpose is to empower students to overcome obstacles to their growth both inside and outside the classroom, and to help them maximize their educational experience while pursuing their degrees at The Ohio State University • Counseling and Consultation Service, (614) 292-5766: o The Counseling and Consultation Service provides counseling and consultation to currently enrolled undergraduate , graduate and professional students. This office also works with spouses/partners of students who are covered by the Comprehensive Student Health Insurance We offer counseling and therapy to help you address personal, mental health, academic, and career concerns. • Walter E. Dennis Learning Center, (614) 688-4011: o The WEDLC provides academic learning services and support to OSU students through courses, workshops, and appointments and assists in the development of study skills, time management, test-taking strategies, learning from text, note taking, and self-regulation strategies. Page |7 • • Student Wellness Center, (614) 292-4527: o The mission of the SWC is to promote the wellness of OSU students and their communities. The do this by providing support and /or events around the topics of Alcohol, Tobacco, and Other Drugs, Financial Education and Counseling, Healthy Eating & Active Living, Healthy Relationships & Sexual Wellness, Sexual Violence Education and Support, and Stress and Sleep Student Legal Services, (614) 247-5853: o SLS at OSU is a non-profit law office employing legal professionals to provide advice, representation, and education to eligible Ohio State students. Ohio State students who attend the Columbus campus and have paid the SLS fee are eligible for SLS services. Student Rights and Responsibilities: In order to be full participants in the University and College of Dentistry communities, students are expected to fulfill the following responsibilities: • Treat fellow students, faculty, staff, and patients with the respect and behavior of a dental professional • Know and comply with all College and University course rules, regulations and requirements, and initiate timely action to clarify rules, regulations, and requirements • Be aware at all times of his/her academic standing and initiate timely action to clarify grades or student progress decisions • Immediately inform the Office of Academic Affairs of personal circumstances likely to affect academic performance. • Be accountable for all scheduled classes, laboratories, and clinical appointments • Be present for all examinations when scheduled Students are subject to the provisions of the University Code of Conduct, the College of Dentistry Academic Handbook, and the College Code of Honor and Professional Conduct, which altogether represent a compilation of rules and conduct and major policies and procedures affecting students. Due Process: Due process is assured for students through the policies and procedures of the College. Student due process rights can be found in the University Code of Conduct. Faculty Rights and Responsibilities: In order to provide appropriate role models and create an environment conducive to learning and to the delivery of proper patient care, the faculty is expected to fulfill the following responsibilities: • Conduct themselves in a professional manner by displaying behaviors exemplifying a dental professional • Treat students and patients with appropriate respect • Provide students with the most contemporary dental education possible • Provide evaluation and attendance guidelines at the beginning of their courses, including academic misconduct information, per the College Course Syllabus format • Assist students in developing the skills and attitude necessary for the delivery of excellent oral health care upon graduation and in the future Page |8 ACADEMIC STANDARDS AND PROCEDURES: Academic Misconduct: Students are expected to maintain standards of professionalism in regard to their academic performance and are expected to protect the integrity of their work at all times. Issues of academic misconduct are managed according to the protocol outlined in the College of Dentistry Code of Honor and Professional Conduct and by the procedures of the College Professionalism Committee, if referred to that body. All Ohio State University students are subject to the provisions of The Ohio State University Code of Student Conduct. The course director will report cases of alleged academic misconduct to the Associate Dean of Academic Affairs who may refer the matter to the College Professionalism Committee. Students are encouraged to talk with the course director if they have any doubt about practices that might result in charges of academic misconduct against them. ACADEMIC SERVICES: Academic, personal and career counseling services are offered to students in the College of Dentistry through the Office of Academic Affairs. Tutoring in disciplines other than those for which formal tutoring is offered is arranged by course directors and divisional heads as needs are identified. This type of tutoring is generally associated with preclinical laboratory courses. Anatomy Formal Tutorial Program: • • • • Formal tutorial sessions for anatomy are provided by the Office of Academic Affairs and are available only to those individuals who are in danger of failing a course. A Graduate Teaching Assistant (GTA) provides tutorial assistance in a small group setting or individually to students who have demonstrated a weakness in a specific subject area. Following the first midterm, students who perform below the ‘C’ level are permitted to continue to receive such assistance. In order that the tutorial program remain effective for those with a demonstrated need, the group size is not permitted to become excessively large Grade Appeals: Grade appeals are made in accordance with The Ohio State University Rules of the University Faculty, Rule 33358-23 Please visit http://trustees.osu.edu/rules/university-rules/rules8/ru8-23.html for the complete information on Faculty Rule 3335-8-23. • • If a student believes that a procedural error in grading was made, the student should meet with the course director. If the course director does not agree that a procedural error was made, the student may meet with the divisional chair to discuss the grade grievance. Page |9 • • • The divisional chair shall respond to the student no later than 30 days after the student has requested a review by the divisional chair. Upon receipt of the divisional chair's response, if the issue is not resolved to the satisfaction of the student, the student may within 2 weeks request a grade appeal in writing by duplicate submission to the Associate Dean for Academic Affairs and the section chair the procedures in paragraph (B) of this rule. Unresolved cases of grade grievance due to grading procedures are subject to paragraph (B) of this rule. Class Attendance: Course/Clinic Directors are authorized to establish attendance requirements for their courses. When a student stops attending a course(s)or fails to appear for courses scheduled to be undertaken during any semester, and does not officially withdraw from the College of Dentistry, shall have the appropriate mark(s) submitted by the instructor(s) to be entered on the student’s official permanent record for the course(s). Such a mark(s) shall be based upon the grading criteria used to evaluate all students in the course(s). Student Absence Information: When a student is absent from the College for any reason and cannot meet his/her scheduled obligations for the day, the following actions should be taken: a. Absences for the day • • • • • b. Contact all Course/Clinic Directors and the Office of Student Affairs (292-7809) to report absences. If on special assignment (Detail), call the Detail to which the student is assigned and also the Dean’s office. Call the Students' Clinic (292-2751) and any scheduled patients to notify of an expected absence. In case of emergency, it remains the student's responsibility to contact the Office of Student Affairs and all the course/clinic directors If missing exams or quizzes due to illness, you must submit doctor’s note to the Office of Student Affairs in addition to notifying all course/lab/clinic directors. Leaves of Absence (Maternity, Paternity, and Adoption Leave and others) • The College recognizes that particular circumstances may present themselves, requiring a student to take a leave of absence. If the student anticipates a prolonged absence, the reason(s) and length of absence and time of return must be given in writing to the Associate Dean for Academic Affairs and all the course/clinic directors. Leaves of absence may be granted to students for personal or health reasons. Due to the lock-step nature of the dental curriculum, such leaves are usually for one (1) year. Students should see the Associate Dean for Academic Affairs to formally request a leave of P a g e | 10 absence. The Associate Dean may request approval of the request for Leave from the Academic Progress Committee “APC”. • For absences which result from extenuating circumstances, please notify the Office of Student Affairs (292-7809) and all course/clinic directors. Immediately upon returning, notify the Office of Student Affairs of your return to classes and consult with the course/clinic/lab instructors involved for missed classes, laboratory sessions, handouts, notes, and seminars. c. Absence Policy for PreDoctoral Students (June 5, 2009) • Providing make up opportunities for missed examinations, laboratory, and clinical activities including assigned details is extremely difficult and requires detailed coordination of staff, faculty and in some cases pre-clinical or clinical facilities. In recognizing their responsibility as doctoral students, students need to be present for classes, examinations, laboratory, and clinical activities including assigned details which generally run Monday through Friday from 7:30am to 4:30pm, although various assigned extramural rotations may have schedules that precede or extend beyond these regular hours which also need to be adhered to. Students should plan accordingly and attend personal functions in the evenings and on Saturdays and Sundays. • Students who will miss an examination and/or laboratory and clinical activities including assigned details due to scheduled INTERVIEWS AND/OR COLLEGE RELATED BUSINESS (such as attending a conference on behalf of the College) may receive an “I” grade for any graded activity missed and be given a set time range, by the Course Director, in which to make-up missed work during which time the student will be on academic probation. These students should request from the course director, the Office of Students Affairs, and the student’s Clinic Director (D-III’s and D-IV’s) for the specific activity to be an excused absence, as soon as the conflict is known and provide documentation of the situation (ideally, an e-mail should be copied to the Course Director, Office of Student Affairs, and Clinic Director). Failure to make such a request in a timely manner or to make-up the missed work when required may result in the student receiving a failing grade. • If students with a documented, unexpected, extreme PERSONAL OR FAMILY ILLNESS or EMERGENCY need to miss class, an examination or laboratory/clinic activity including assigned details, they must notify The Office of Academic Affairs/Office of Student Affairs and the course director as soon as possible (within 24 hours) after the event occurs. If patient care is to be impacted, the student should first notify the clinic to which they are assigned. These students may receive an “I” grade for any graded activity missed and be given a set time range by the Course Director in which to make-up the missed work during which time the student will be on academic probation. However, failure to make notification in a timely manner or to make-up the missed work when required may also result in a failing grade. The student is required to provide documentation of the situation (ideally, an e-mail should be copied to the Course Director, Office of Student Affairs, and the Clinic Director (Dent III’s and D-IV’s). P a g e | 11 • Exceptions are usually not made by Course Directors for other types of personal activities/events. Students with unique circumstances may wish to discuss their situation with the Office of Student Affairs. If students have an unapproved absence from class, an examination or lab/clinic activity including assigned details it is most likely that they will receive a “0” for the graded activity which may potentially result in their failure of the course and possible need to repeat the course. Religious Holidays: The University observes the following holidays: New Year’s Day Martin Luther King Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Christmas January 1, 2015 January 19, 2015 May 25, 2015 July 3, 2015 September 1, 2014 November 11, 2014 November 27-28, 2014 December 24-25 2014 Visit http://registrar.osu.edu/staff/bigcal.asp to access University Academic Calendar. It is the policy of both The Ohio State University and the College of Dentistry that students may be excused from classes, clinics and exams to observe religious holidays recognized by the College. The student will notify the Office of Student Affairs and the course and clinic directors one semester prior to the occurrence of the holiday. Students must also notify course directors and clinic directors one semester prior to the occurrence of the holiday for completing all work missed. Externship Policy: (Revised May 18, 2009, Approved by APC 5-19-09, Approved by Curriculum Committee 6-17-09, Reconfirmed 8-23-09) 1. Dent III and IV students in good academic standing1 can participate in up to (10 business/class days) of externships which occur during regularly scheduled clinic time. This policy applies to the entire duration of a student’s enrollment in the College of Dentistry. 2. Dent III and IV students in excellent academic standing2 may be permitted to participate in up to twenty business/class days of externships during scheduled clinic time. 3. Externships can be denied to students who are not in good academic standing1. 4. Dent I and II students in good academic standing may enroll in preclinical externships, which are generally scheduled during break periods. 5. Externships taken during a student’s regularly scheduled holiday breaks do not apply to the twoweek maximum. 6. Students who register for an externship and subsequently drop it are barred from registering for other externships. P a g e | 12 7. Each student must complete an evaluation of the externship experience, and the externship program must evaluate the student’s performance. The evaluation forms are found and submitted online at the following link http://dent.osu.edu/ohioproject/externships.php 8. To accommodate scheduling, externships must be scheduled by the published deadline which shall generally be about one (1) semester in advance. The respective semester deadline dates can be found online. at the following http://dent.osu.edu/ohioproject/externships.php . 9. Registration for externships will not be allowed after the published registration deadline, unless approved by the Associate Dean for Academic Affairs for good cause in consultation with the student’s Clinic Director. 10. Students participating in externships are responsible for all course work missed or incomplete. Participating in an externship does not constitute a waiver of any required course assignments or exams. Students are advised to schedule externships at such times when they will not miss significant exams or course obligations. 11. Students who are on disciplinary probation or under disciplinary investigation are not eligible to participate in an externship 12. Externships which are approved may be denied should a student fail to meet the Academic standing requirement at the time of the scheduled externship. 13. Any exceptions to this policy have to be approved by the Academic Progress Committee and are listed in the Academic Handbook. Externship Application Deadlines D- 3 students need to apply at least 3 months in advance of externship date. D-4 students need to apply at least1 month in advance of externship date. Any deviation of this schedule will need to be approved by Dr. Canise Bean, Director Office of Community Education, 614-688-5567, bean.26@osu.edu. Clinical Education Support Service: The College of Dentistry provides Clinical Education Support Service for its students. This service provides the equipment and materials necessary for the pre-clinical and clinical curriculum. It is strongly recommended that each student obtain and maintain insurance of these instruments. Some renter's insurance and/or homeowner's insurance policies will cover personal items not physically located in the apartment/home, but some will not. If you have renter's or homeowner's insurance, read your policy very carefully, or contact your representative to make certain. COLLEGE RESOURCES AND POLICIES: THE BYTE WING The Byte Wing is the newly renovated student computer lab and is located in 0119 Postle Hall (lower level) and is available for the exclusive use of the College of Dentistry Pre-Doctoral and Dental Hygiene students. Access to the lab is controlled via student ID cards. For computer lab policies and procedures, visit http://dent.osu.edu/information_systems/InfoSys.pdf. If you have questions or problems, please contact Jeff Trebonik, at 247-7651, located in 0383 Postle Hall. P a g e | 13 The Byte Wing (Student Computer Lab) Policy: • The Byte Wing is available for general use 24/7 unless in use by a scheduled course, or when closure is required for maintenance or upgrades. Requests to use this space for scheduled Pre-Doctoral courses should be made to the Information Systems Department or Office of Student Affairs. Scheduled closures of the Byte Wing will be posted on or around the lab entrance. Eating or drinking is NOT allowed in the lab at any time. • The Policies for the appropriate use of Information Technologies of The Ohio State University and the College of Dentistry apply. • Inappropriate use of the space or its equipment will result in the immediate suspension of access to the facility, and referral to the Professionalism Committee for action. • Printing capability is available in the Byte Wing. The College provides paper and other consumables. • If any general application software (non-curriculum based) is required, requests should be made to the Information Systems department. When possible, and if the requested software does not conflict with existing operations, these requests will be granted. • All requests to install curriculum based applications must have the approval of the College of Dentistry Curriculum Committee. Upon approval by the Curriculum Committee, and if the requested software does not conflict with existing operations, these requests will be granted. Student Information and Communication: • Current Address and Telephone Number: o Students are expected to maintain their current address and telephone number on the University Student Information System (SIS). • Student Email Accounts: o Email is the University's and the School of Dentistry’s official means of communication with students. o Students are responsible for all information sent via their University email account. Students who forward their University email accounts to another email account are still responsible for all information, including attachments, sent to the account. o Students are required to check their University email account daily. o Official communication from the OSU College of Dentistry cannot be sent to any email address other than the official University email address. P a g e | 14 o Student e-mail accounts are assigned by the University during registration. For more information regarding student e-mail, click on the link https://email.osu.edu/. To search for a student, faculty or staff member, visit http://dent.osu.edu/Directory.php . • Student Mailboxes: o The student mailboxes are the primary means of disseminating written information to students. Mailboxes are used strictly for educational purposes only. o Students are responsible for all information that is disseminated in their College of Dentistry mailbox. o Each student is assigned an individual, locked mailbox upon entering the College. The Office of Student Affairs tracks changes and keeps box information current. o Access to the locked student mailroom is limited to administrative personnel. o Duplicate and unassigned student mailbox keys are maintained by the College Office of Academic Affairs. College Student List Serve Usage Policy • The College’s Student Academic List Serve is maintained and monitored by the Office of Academic Affairs for official College communications from College faculty and staff to students. • Authorized senders will be limited to faculty and staff sending information regarding college events and academic & course related messages to the entire class. Students may respond only to the sender and not to the entire class. • The list serve will be monitored by the Office of Academic Affairs and students may not unsubscribe from this list serve. Student leaders may post information regarding College business to the list serve through the Office of Academic Affairs. Please contact the Office of Student Affairs to do so. • A social list serve for each dental class is maintained by the class president. The social list serve can be used to buy/sell merchandise, post messages about lost instruments, share class notes, detail switches, etc. Students are strongly urged to refrain from using profane language and discussing topics that are offensive to others. A student may unsubscribe from the social list serve if he/she does not wish to participate. Please contact the class presidents to obtain the social list serve addresses. Fire Alarms/Drills: The building is to be exited immediately upon hearing the fire alarm. 1. 2. 3. 4. There should be no running. Elevators should not be used. Exit through the closest door. One person in each area should be responsible for making sure that lights are out, doors are shut and that no one is left remaining in the building. P a g e | 15 The building can be re-entered once the all-clear notice is given. These procedures are mandatory for all areas—pre-clinic, clinic, lecture rooms, labs, those taking final exams, National Boards and DAT exams, visitors to the building, persons enrolled in CE (Continuing Education) courses and all College offices. Oral Surgery has its own fire and emergency procedures. Each year a fire drill is scheduled for the College with the Columbus Fire Department. Every effort is made by the fire department to work with the College to avoid scheduling the fire drill during a final exam, clinic hours and other special events. Student Health Requirements and Immunizations: As health care providers, students interact daily with a variety of patients as part of the educational process in the College of Dentistry. Because of this patient contact, and for students’ own well-being, they are required to have continuous health insurance coverage during their entire tenure in the College of Dentistry. Additionally, it is important to have a complete and accurate medical history and immunization record. In keeping with the policies of the College of Dentistry and requirements by affiliated hospitals, students must provide evidence of the following: • Tetanus/Diphtheria/Pertussis: Immunization required within the last 10 years • Measles and Rubella: Vaccination since 1980 or presence of serum antibodies • Mumps: Vaccination or presence of serum antibodies • Varicella (Chickenpox): Proof of immunity through immunization, presence of serum antibodies, or physician statement of previous infection • Hepatitis B: Immunization or presence of serum antibodies. Immunization for Hepatitis B involves a series of three injections spaced over six months or longer. Prior to enrollment, all students must have received the first two (2) injections in the vaccination series. The third injection must be completed by the end of fall semester and documentation of the series completion must be provided to the College of Dentistry. It is recommended that an antibody test be obtained 1-2 months after receiving the 3rd dose of vaccine. If negative, the vaccine series will be repeated. • Annual Flu vaccine required of all students. Each fall term, the Student Health Center offers several on campus programs that students may access in order to receive this annual immunization. The Office of Student Affairs will communicate the dates of this program with students. • Pertussis (Whooping cough): The adult a-cellular pertussis booster is recommended for all health professionals with direct patient contact. It is administered in combination with the Tetanus and Diphtheria (Td) vaccines, in the adult form called Tdap. Tdap is recommended for adults 19 to 64 who have not previously received Tdap. Since the Td booster is given every ten years, Tdap can either substitute for a scheduled booster, or can be given at any time in advance of a Td booster. It is P a g e | 16 recommended that all HP programs make this a requirement for their students with direct patient contact. • Annual Tuberculosis Testing: Intradermal PPD testing is required annually for all students who have not previously tested positive. Those who have previously tested positive for tuberculosis as a result of infection or vaccination must complete an annual review form of symptoms. Every summer term, the Student Health Center offers a program for all dental students to receive this annual test. The Office of Student Affairs will communicate the dates of this program with students. • CPR Certification: CPR certification is required to be up to date at all times. Incoming students are required to become certified immediately prior to the start of the D1 year. As this certification is valid for two years, the College will offer a certification program for students at the start of the D3 year at no cost to the student. Immunization records are maintained by the Office of Preventive Medicine at the Wilce Student Health Center. If you decide not to utilize the Student Health Center for your immunizations, please fax documentation to 614-292-6001, Attn: Preventive Medicine Coordinator, including your full name and indicating that you are a dental student. For more information, contact the Preventive Medicine Coordinator at the Student Health Center (preventivemedicine@studentlife.osu.edu or 614-247-2387) or the College Office of Student Affairs. In order to continue working in clinics, laboratories, and rotations (both in and outside of the College), health compliance must remain up to date at all times. In the event that a student’s health compliance lapses, he/she may be blocked from all classes, clinics, laboratories, and rotations until the requirement(s) in question are updated. The Office of Student Affairs will notify students of any issues relating to health compliance. We would encourage all students to obtain all health requirements and immunization records, as it is good practice to keep your own medical records. The College is not responsible for providing these documents should you need them for external entities. Classroom Recordings: Students are not allowed to record or video tape any lectures without the permission of the course director. The College of Dentistry provides classroom recording for some courses. Students are only allowed to request permission to record a lecture if the classroom recording is NOT provided by the college Students must have the permission of BOTH the course director and the lecturer in order to record a lecture session. If a student receives permission from the course director and lecturer to record class lectures using a tape recorder, it is strictly for the requesting student’s personal use only. Any recording made by students should NOT be shared with others or placed on a website. Doing so will be in violation of the College policy and violators will be referred to the College Professionalism Committee. P a g e | 17 Students should NOT ask instructors for permission to share recordings with others or to place recordings on a website – this is against College policy. . Individual instructors cannot give permission for this activity since it would be a violation of the College policy. Food Service: To avoid overcrowding the lobby area outside classrooms should not be used to hold bake sales or distribution of food items by students, staff, or faculty. These activities should be restricted to either the space outside of the Canteen, the courtyard, or a classroom. Please schedule these spaces through Ms. Beth DeLong in 1159 Postle Hall. Lunch and Learn Policy: • Presenting organizations must submit an online application prior to the requested academic term. Application deadlines are as follows: o Autumn Semester – August 1st o Spring Semester – December 1st • • A separate application is required for each visit. The application is available on the College website at http://dent.osu.edu/OAA/student_affairs/Lunch_and_Learn_Application.asp All applications are subject to review by student and faculty representatives and may be approved or denied based on curricular alignment and the educational value afforded to students. A presentation date will be confirmed once the application is approved. A $100 facility fee will be assessed for each visit. This fee will cover usage of the space and college equipment and is due no later than one week prior to the confirmed presentation date. The fee should be paid in the form of a business or cashier’s check made payable to The Ohio State University. Payment should be mailed to: • • • The Ohio State University College of Dentistry Attn: Megan Johnson 0116 Postle Hall 305 W. 12th Avenue Columbus, OH 43210 • • The presenting organization is responsible for the ordering, set-up, and clean-up of any meals provided. Failure to clean up after a session may result in the denial of future applications. Sessions will be scheduled in either a large classroom (suitable for lectures) or adjacent to the student lunch area (suitable for service visits). All classrooms are equipped with a large projector and screen, wireless microphone, desktop PC, and laptop plug in. P a g e | 18 • • • The College’s Office of Student Affairs will be responsible for publicizing sessions to students. Presenting organizations may provide additional electronic or printed materials to be used when the session is publicized. Student organizations wishing to offer a Lunch & Learn should contact the Office of Student Affairs directly. Questions about the Lunch & Learn Program should be directed to Megan Johnson in the Office of Student Affairs (Johnson.5303@osu.edu, 614-292-7809). All Lunch and Learn requests have to be submitted on line following the published deadlines by visiting the following link http://dent.osu.edu/OAA/student_affairs/Lunch_and_Learn_Application.asp. If a vendor approaches you to do a Lunch and Learn to present about their services or product, please have them contact Megan Johnson (Johnson.5303@osu.edu) or direct them to the link above. “Lunch and Learn” should be open to all students in the College of Dentistry. No restrictions should be placed based on membership or affiliation. NOTE: No “Lunch and Learn” or Service visits by vendors should be scheduled during the first or last weeks of the semester. Guidelines for Scheduling Student Events: All College of Dentistry student-related events/activities sponsored or organized by students or by a unit affiliated with the OSU College of Dentistry should be submitted to the Office of Student Affairs. Student groups may seek assistance from the Office of Student Affairs for ideas, but students will take the lead in coordinating any and all approved events/activities. All publicity materials for such events/activities must be coordinated with the Office of Student Affairs. Any use College or University logo on the publicity materials requires the approval of the College of Dentistry’s Marketing and Communications office and should be done at least two weeks in advance. Following criteria must be met when submitting any student events/activities: • • • • • Activities must present the College of Dentistry in a positive light Activities initiated must align with The Ohio State University’s “one university” vision and goals Activities initiated must demonstrate an added value for students, the College, and the University Activities initiated must be respectful of the diverse populations represented by the College of Dentistry community and The Ohio State University Activities initiated must, in every aspect, represent integrity, respect, and professionalism In addition, any internal or external resources (financial or non-financial) that are provided by the College of Dentistry for these events/activities require the prior approval of the Office of Student Affairs. To submit notification of an event/activity, students are required to complete an application form and submit it to the Director of Student Affairs at least two weeks prior to the actual event via the online form Student Event/Activity Notification Form. If there is concern about a submitted event/activity notification, P a g e | 19 the Student Affairs Office will communicate their concerns in a timely manner to the appropriate student representative requesting the approval. Please note that if an event/activity is approved and is initiated, that activity must honor and adhere to the criteria stipulated above. Violation of these criteria will impact approved event/activity and future requests. Please contact the Office of Student Affairs regarding policy-related questions. Building Use: Postle Hall doors are open: Monday 7:00am - 8:00pm Tuesday 7:00am - 8:00pm Wednesday 7:00am - 8:00pm Thursday 7:00am - 8:00pm Friday 7:00am - 6:00pm Student entry after hours, on weekends, and during holidays is a privilege. Students are permitted to enter the building with the use of the University Identification Card (BuckID). Students violating security requirements may have building privileges revoked. Professional Appearance and Attire Policy: (Effective August 21, 2013) Purpose - The Ohio State University College of Dentistry brings faculty, staff, students, and patients together for the combined purposes of patient care, education and research. Collectively, we recognize that the tone of a professional educational experience can be influenced by the personal appearance and demeanor of all students. We also acknowledge that these attributes can directly and indirectly affect the care and management of our patients and have the potential to influence patient perceptions of and confidence in the college itself. In addition, the conduct and appearance of students form a major part of the collective impression we make on alumni, legislators, foreign dignitaries, visiting professors and others who visit the College of Dentistry. It is incumbent upon us all to conduct ourselves at all times with dignity, responsibility and respect for others and to maintain appropriate dress and a well-groomed professional appearance in accordance with the guidelines put forth by the college. Proper dress and a well-groomed professional appearance also reflect current infection control and safety guidelines recommended by the Centers for Disease Control and Prevention (CDC) and enforced by Occupational Safety and Health Administration (OSHA). College guidelines for dress and conduct reinforce our commitment to all current federal, state and local regulations as part of an ongoing effort to maintain the safest, most contemporary learning and treatment environment possible for our patients, students, staff and faculty. Student Professional Appearance and Attire Policy guidelines are to be observed during business hours (M-F 7:30 a.m. – 5:00 p.m.), as well as during evening clinic hours and other activities occurring in the college (i.e. Give Kids a Smile Day events, patient screening for clinical licensure examinations, etc.) Timely updates to this document or links to other related policies or guidelines will be made as necessary. P a g e | 20 All College Guidelines: Identification: In an effort to provide a safe and secure environment, the College of Dentistry must be able to easily identify persons who are authorized to be in Postle Hall. • The College of Dentistry identification badge must be worn above the waist and with the name and photo clearly visible at all times while in the College of Dentistry. Personal Hygiene: Exceptional personal hygiene must be maintained at all times. This includes: • • • • • • Body hygiene is required to prevent offensive body odor. Hair (including facial hair): o Must be clean, neatly trimmed, and well maintained. o Must not be extreme in color or style. Nails: o Artificial nails are prohibited. o Nails must be clean and manicured and kept less than ¼ inch long past the tip of the finger. o If worn, nail polish must be of a single color and not chipped, cracked, or peeling. o Nail jewelry or nail art is prohibited. Visible piercing jewelry, other than earrings are prohibited. Earrings may only be worn in the lobe of the ear. Tattoos must be inconspicuous or covered. Fragrances must be used sparingly. Clothing: Clothing is to be clean, wrinkle free, in good repair, and properly fitted. This includes: • • • • • • DDS students -- Approved, authorized gray scrubs (tops and trousers must match each other) are the only appropriate attire while in the college. DHY students – Approved, authorized black scrubs (tops and trousers must match each other) are the only appropriate attire while in the college. Scrubs must permit bending, leaning, and squatting while preserving modesty. Any shirt worn underneath the scrubs may not be visible below (longer than) the scrub top and must be white or black in color only and without logo or design. Caps, hats or head coverings are prohibited while on duty, unless it is part of a uniform. Consideration will be given for religious accommodations. Scrubs that are worn in the cadaver lab must not be worn within clinic settings, classrooms, or laboratories (including simulation clinic) areas. Footwear: • • Shoes must be clean and in good condition and must be scarlet (red), gray, or white in color or any combination of these colors. Closed-toed shoes (tennis shoes or medical shoe wear) must be worn at all times. P a g e | 21 • Socks (crew length or longer) must be worn/are required and can be solid or any pattern composed of the following colors: white, gray, scarlet, or black. Laboratory and Clinical Specific: Due to the risk involved in infection control, to maintain the safety and health of those working in the clinics, and to comply with state and federal law, while also maintaining exceptional patient care, individuals working in clinic and laboratory settings must comply with additional requirements as follows: Simulation Clinic: • College-issued lab coats are required to be worn when working in the simulation clinic and associated labs. Lab coats must be kept clean and laundered as appropriate. • Shoes must be clean and in good condition and must be scarlet (red), gray, or white in color or any combination of these colors for DDS student and must be white or black for DHY students. • Shoes must be non-permeable to sharp objects, and the top of the foot must be completely covered. Therefore, canvas shoes, shoes with mesh, open toe shoes and sandals of any type are prohibited. • Socks (crew length or longer) must be worn/are required and can be solid or any pattern composed of the following colors: white, gray, scarlet, or black. • Hair must be pinned or held back so that it does not interfere with the field of vision, put a student clinician’s safety at risk, or require handling during treatment procedures. • Jewelry that may compromise clinical protective barriers must not be worn. • When class is not in session, headphones/ear buds are acceptable for students in pre-clinic lab only as they conform to the following conditions: o The wearer must have the volume low enough so that he/she is able to carry out a normal conversation and is not distracting others. o Normal laboratory operations, as well as alarms, must be able to be heard when headphones or ear buds are used. o The cords must be tucked into lab coats. o No listening devices are permitted during lectures, lab courses, or tests. Clinic: • While working in the patient clinics and on extramural rotations: Dental students are expected to wear the approved, authorized gray scrubs (tops and trousers must match each other). • Only personal protective equipment (PPE)* may be worn over scrubs in the clinic. • Shoes must be non-permeable to sharp objects, and the top of the foot must be completely covered. Therefore, canvas shoes, shoes with mesh, open toe shoes and sandals of any type are prohibited. • Shoes must be clean and in good condition and must be scarlet (red), gray, or white in color or any combination of these colors for DDS student and must be white or black for DHY students. • Socks (crew length or longer) must be worn/are required and can be solid or any pattern composed of the following colors: white, gray, scarlet, or black. • Hair must be pinned or held back so that it does not interfere with the field of vision, put a student clinician’s safety at risk, or require handling during treatment procedures. • Jewelry that may compromise clinical protective barriers must not be worn. P a g e | 22 • • • • In the clinical lab setting (including the back labs on the 1st and 2nd floors), students may wear disposable clinical gowns over the approved attire. Personal protective equipment (PPE) must be worn in clinics, clinical laboratories (1st and 2nd floors), and as required in other areas. All PPE must be removed prior to entering restrooms, lobbies, cashiering areas, offices, elevators, laboratories, canteens or other eating areas, the ground floor or prior to exiting the building. Headphones are prohibited. Nail polish is prohibited in situations requiring aseptic care. Exceptions: Exceptions to the dress guidelines for religious, medical, or other extenuating circumstances may be requested through the Director of Student Affairs. Divisions and/or clinic areas may issue a temporary, short-term exception to this policy for purposes of cleaning or relocation. Compliance: The spirit of the Professional Appearance and Attire Policy is aimed at promoting safety standards and cultivating the professional image of the students of the College of Dentistry. Faculty, staff, student, and patient safety are of the utmost importance. For this reason, departures from the established provisions of this policy will be considered breaches of enrollment policies. • • Students not adhering to the Professional Appearance and Attire Policy will not be permitted to attend/participate in classroom or simulation clinic activities or care for patients. Breaches of the Professional Appearance and Attire Policy may result in grade reduction, counseling with the Associate Dean for Academic Affairs or the Associate Dean for Clinic Administration and Patient Care, referral to the College of Dentistry Professionalism Committee for the evaluation and adjudication of appropriate outcomes, and/or loss of clinical privileges. Responsibility: All administration, faculty and supervisory staff are responsible for monitoring this policy. All College of Dentistry students are responsible for compliance with this policy. These guidelines are not subjective or variable from Division to Division and any faculty or senior management staff member may address or refer policy violations occurring in any area of the building. *PPE is specialized clothing or equipment worn for protection (against infectious or hazardous materials). . Reimbursement Policy for Student Travel: The College may pay for or reimburse students for their travel under the following circumstances: • When the College requests students to attend an event • When student representatives or delegates travel to a recognized professional conferences and requests approval at least 30 days prior to the event. In such circumstances, the College will pay for registration, travel, accommodations, and a per diem allowed according to University guidelines. Room sharing where possible is required. The college reserves the right to pay up to a maximum amount at the College’s discretion. P a g e | 23 Posting Policy: Students will follow the College as well as University Guidelines while posting flyers to publicize an event. Posting Flyers within the College Permission from the Office of Student Affairs should be obtained to post flyers on the bulletin boards located in the student mail box area, near the elevator, and in the lobby outside classrooms. The bulletin boards outside classroom are for academic related information only. Posting Flyers on Campus Posting flyers on campus is limited to recognized student organizations, Ohio State departments, faculty members, staff members, and any Ohio State registered student. Posting on campus must comply with the following procedures: • Posting flyers is limited ONLY to designated open posting boards and kiosks. Posting is strictly PROHIBITED in or on the following: ad dispensers ash urns bathrooms benches borders and frames of posting boards brick bus stops campus signage columns concrete doors emergency call phones fixtures glass light poles mailboxes motor vehicles newsstands painted surfaces picnic tables pilings private property railings seating seating walls sidewalks staircases traffic signs trash cans trees utility boxes walls (interior &exterior) windows wood surfaces • Advertising must be for a campus-wide event, including any event open to all students as well as fraternity and sorority events. • Printed materials must be no larger than 11 x 17 inches. P a g e | 24 • Each posting must contain the name of the student organization, department, or individual, and must provide current contact information. • Postings without contact information will be removed. • Postings should never be hung where they cover up any previously posted current materials, unless the previously posted material is past the date of the event advertised or seven days (in the case of educational flyers). • No more than one flyer/posting for each event shall be placed on each side of a posting board or kiosks. Wallpapering the board is not permitted. • Foreign language materials must have the name of the sponsoring organization, department, or individual and contact information in English. • Some campus buildings – such as the unions, the university libraries, athletic buildings, and all residence halls – may have more restrictive regulations on postings. Contact the administrator in charge of each building for specific guidelines. • Violations to this policy constitute grounds for removal of the material by Facilities Operations and Development, which reserves the right to charge for the cost of removal and any associated repairs. • If you are publicizing an event through flyers, it is the responsibility of the student organization to remove flyers soon after the event is over. • The University does not permit advertising in its public spaces that directly promotes the use of alcohol or tobacco. This applies both to events and activities directly organized or sponsored by the University, as well as to events sponsored by others who may be leasing, renting, or using University facilities. • Advertising should focus on the purpose or theme of the event, and not on the availability of alcohol in ways that imply drinking is the focus, such as “beer blast,” “forty kegs,” or “all the beer you can drink.”
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