St. Luke’s College of Medicine

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Student Policies

ACADEMIC POLICIES

PROFESSIONAL DECORUM

A St. Luke's College of Medicine student is expected to conduct himself/herself professionally.  All students should wear the prescribed uniform and identification card at all times.

RULES IN ATTENDANCE

CLASSROOM ATTENDANCE: 20% Rule


As a general policy, the 20% rule will apply except when stated otherwise for certain subjects. If a student incurs absences of more than 20% of the required number of hours, he or she may be dropped from the course. Students who arrive 30 minutes after the scheduled time will be considered absent.

CLASSROOM ATTENDANCE: 10% Rule

    The 10% rule will apply to the following subjects: Foundations of Medicine, Clinical Evaluation, Clinical Integration, Basic Science Research, Clinical Science Research and the Psychiatry Module for first-year students. If a student incurs absences of more than 10% of the required number of hours, he or she may be dropped from the course.

LEAVE OF ABSENCE

    The course leading to the degree of Doctor of Medicine is a continuous one.  Thus, if the student incurs an absence for whatever reason during the course or clinical rotation, the student needs to apply for a leave of absence (LOA). The LOA is a consideration given to students for compelling and justifiable reasons, and must be deemed so by the concerned authorities. 

    For any kind of absence, the student must file a properly accomplished College LOA form, which may be obtained from the office of the Associate Dean for Student and Faculty Affairs. The LOA has to be approved by the Department Chair and the Associate Dean whenever possible.

   Guidelines on filing for a Leave of Absence may be downloaded here.


MISSED EXAMINATION

    If a student misses a periodical examination, he or she must inform the Chairman and/or year level coordinator with a written explanation. An official leave of absence must be filed with the Office of the Associate Dean for Student and Faculty Affairs as soon as possible.

    If the excuse is deemed valid, the grade of the student’s final examination will be credited towards the missed periodical examination whenever applicable. No make-up examination may be given as a replacement for a missed periodical examination.

    If a student fails to notify the Office of the Associate Dean for Student and Faculty Affairs or if the excuse is deemed not valid, a score of 0 will be credited towards the student's periodical examination grade.


MAXIMUM ALLOWABLE LEAVE OF ABSENCE

    A student is allowed a maximum leave of absence of one year, applied to the current academic year. The student must re-enroll in the next academic year to avoid being dropped from the rolls.

    If a student, who is failing in his or her class standing, files for an LOA after the second periodical and the duration of the LOA will not allow him or her to complete the academic requirements for the school year, the student will receive a failing grade for that subject. If the student is eligible to proceed, he or she must repeat that subject.

    If an eligible student, who is not on leave, decides not to enroll for the succeeding school year, he or she needs to file for an LOA.


ABSENCE WITHOUT OFFICIAL LEAVE

    A student who has more than three days of absence in a course or rotation, whether continuous or accumulated, and who did not file a properly accomplished LOA form will incur an AWOL in his or her record.


ADMINISTRATIVE SANCTIONS

    Administrative sanctions may be imposed on students found guilty of violations after a full investigation and observance of due process.  The sanctions are:

SUSPENSION - Imposed for a period not exceeding 20% of the prescribed school days.  Suspension beyond 20% of the prescribed school days should be approved by the CHED to be valid and binding

DROPPING - The college may drop from its roll a student who is found guilty of violation the rules of the college, the CHED and the laws of the land.  The student who is dropped shall be issued his or her transfer credentials immediately.

EXPULSION - The severest form of sanction, expulsion disqualifies the student from all public and private schools, and needs the CHED's approval to be valid and effective


RULES ON STUDENT PROMOTION

PERFORMANCE EVALUATION BY THE PROMOTIONS BOARD

    The performance of each student is reviewed periodically by the Promotions Board. The Promotions Board consists of the following members: Dean, Associate Deans, College Secretary, Registrar, Department Chairmen, and Year Level Coordinators.

    All grades are final after the deliberation of the Promotion Board and approval of the Dean. No grade shall be changed thereafter. The final grades will be issued by the Registrar’s Office.

FAILURE IN A SINGLE SUBJECT

    The cases of students with a failing grade in only one subject shall be considered during the deliberation of the Promotions Board.  All decisions regarding failing grades for first-semester subjects shall be put on hold until the Promotions Board meets at the end of the school year.

FAILURE IN MORE THAN ONE SUBJECT

    A student who gets a final failing grade of 74% or below in one or more subjects shall be dropped from the rolls of the College when the failed subjects constitute 40% or more of the annual academic load by hours in any year level.

    A student who receives a final failing grade of 74% and below in one or more subjects may be retained in the same year level if the failed subjects constitute less than 40% of the annual academic load by hours in any year level. The student will be required to repeat the failed subjects.

REPEAT FAILURE IN A SUBJECT

    A student who fails a subject for the second time shall be dropped from the rolls of the College regardless of the weight of the subject in any year level.

STUDENTS ON PROBATION 

    A student who is on probation (e.g., transferee from another medical school) shall be dropped from the rolls of the College if he or she fails in any of the subjects enrolled.

MAXIMUM RESIDENCY RULE

    The academic and clinical requirements for the Doctor of Medicine degree, including the written Comprehensive Examination, must be satisfactorily completed within 7 ½ years to be reckoned from the first enrollment date to be eligible for graduation.

WITHDRAWALS

Inc. (Incomplete) — The student obtains an “incomplete” in a course because of a deficiency. The deficiency must be satisfactorily removed before the start of the next year level for the student to obtain credit for the course.

WP (Dropped Without Credit) — WP is given if the student files the appropriate withdrawal notification form and obtains the approval of the Dean before the second periodical examination.

WF (Droped-Failed) - WF is given if the student is on a continued and extended absence at any point without filing any notification or letter of intent to go on a “leave of absence,” and without approval from the Dean. The absence will be unauthorized and the student will thus be deemed “failed.”

DRP (Dropped) — When a student has incurred absences of more than 20% of the required number of hours at any point during the semester, he or she will be dropped from the course.


PERFORMANCE AND CONDUCT POLICY ON CLERKSHIP AND INTERNSHIP PROGRAMS

GENERAL POLICY

    Clerkship and internship are rigorous programs that enable the student to acquire the skills of a physician and to demonstrate mastery of Medicine. Clinical rotations provide ample exposure to the hospital setting as well as first-hand experience which will be essential in clinical practice. Familiarization with basic ancillary services and medical records management is also part of health care delivery. Therefore, it is vital that students show the utmost dedication and not simply fulfill these as requirements. In these final two years of the medical program, it is hoped that the medical student will develop the attitudes and character of a first-rate practitioner, which should translate into excellent clinical outcomes and patient care.

    Because patient care is the essence of medical practice, clerks and interns are expected to perform their duties according to the highest standards. Performance is a product of workmanship, track record and reputation; it is not born out of a single incident. Therefore, errors, deficiencies and violations cannot be tolerated.

    This performance-based system — which evaluates professionalism and attitude — replaces the traditional merit-and- demerit system with sanctions for infractions, which are meant to encourage learning instead of being merely punitive. The guidelines here are provided to set the standards for the performance and conduct of the clerks and interns.

COVERAGE

    These policies apply to all clerks and interns and respective faculty members of participating departments of St. Luke’s Medical Center.

   Assessing the performance of the clerks and interns will be the responsibility of the concerned department of SLMC. The assigned faculty member will assess the performance and conduct of the clerk and interns during their rotation in conjunction with other stakeholders (including but not limited to residents, nurses, clinical pharmacists, patients and their relatives). The assessment with be submitted to the respective clerks and/or interns coordinator who will act as a general overseer.

ORGANIZATIONAL CHART

    The clerks and interns, while on their different rotations, render accountability to the Associate Deans and the Dean of the College of Medicine and the Assistant Medical Director for Medical Education and the Medical Director of the Medical Center through the guidance and supervision of the year-level coordinators together with the Department Chairs.

    The clerks and interns work closely with the residents of the Medical Center who also participate in the evaluation of student conduct and performance.


DUTIES OF CLERKS AND INTERNS

    For the delivery of clinical care, physical presence needs to be established. Clerks and interns are expected to perform assigned clinical tasks at the wards, Outpatient Department, Emergency Room and Centers, and be on 24-hour duty every three days all throughout the year, except in departments which do not attend to night calls. Clerks and interns are expected to:

1. Dress professionally. Wear the prescribed uniform.
2. Come on time. (Tardiness is being late for up to 15 minutes past the designated time. Tardiness beyond 15 minutes is considered an absence.)
3. Complete data base of assigned patient within 24 hours
4. Complete official medical forms within 24 hours from the time of admission of the patient, inclusive of all official medical forms specific to each department/institute/center. (These forms include but are not limited to: the admitting notes, Non-duty Progress Notes, Problem list, transfer Notes, Referral Notes, Nutristat, Laboratory flow sheet, Friedman’s curve; Nursery forms.)
5. Complete daily progress notes before the day’s end.
6. Thoroughly know assigned cases, whether private or Social Security patients, and be able to present the assigned patient’s clinical problem.
7. Provide the expected patient care for their level where they are posted:

a. Report and refer to consultants and designated staff any significant events relating to patient’s clinical progress or patient care;
b. Do tasks like following up clinical and laboratory results of assigned patients;
c. Inform the senior staff and team of their whereabouts, specially when leaving the hospital premises.
d. Endorse patient care appropriately to ensure that the delivery of services is not interrupted during occasions where in turnover is required. 
e. Inform senior staff of whereabouts or endorse patients when leaving a designated post to attend official activities in the school or college.
f. Attend assigned conferences such as Department and Clinico-Radiologic-Pathologic Conferences. (Assigned preceptorials or teaching rounds take precedence over other hospital activities.)


VIOLATIONS


    For one violation, the intern or clerk may get a reprimand. If the violation, improper conduct or nonperformance of a task is done repeatedly, the student will incur a one-week repeat rotation in that department. If the student commits the same violation despite a one-week extension, the student may be expelled.

    If the student is meted a two-week extension for related or unrelated offenses, it is tantamount to repeating the entire clinical rotation.

    The following violations merit a one-week extension if done more than twice:

1. Unexcused absence on Sunday or holiday duty.
2. Not wearing the prescribed uniform.
3. Tardiness.
4. No database entry within 24 hours for non-critical cases or within six hours for critically ill cases.
5. No official medical forms within 24 hours from the time of admission of the patient, inclusive for all official medical forms specific for each department/institute/center.
6. No progress notes done during duty hours.
7. No drug index and clinical case discussion on Social Service patients after 48 hours from admission.
8. Not knowing assigned cases, both private and Social Service, during preceptorials or teaching rounds, conferences and other fora.
9. Failure to do or follow up assigned tasks.
10. Unexcused absences during conferences or other didactic activities (teaching/ward rounds) in their respective
11. Unexcused absence in hospital-wide conferences sanctioned by St. Luke’s Medical Center such as the Tumor Board Conferences and the Clinico-Pathologic Conferences. (Interns and clerks attending to emergency procedures are excused from these hospital-wide conferences and activities.)
12. Failure to refer identified problems to the senior staff.
13. Other offenses:

a. Taking out any part of the chart without permission or authorization.
b. Being out of post or leaving patients unattended without proper endorsement
c. Failure to accomplish Doctor’s orders, as written on the chart.
d. Leaving the hospital premises during office and duty hours, unless on official business and with permission/authorization from the Senior/Chief Resident on Duty and the Senior House Officer.


ABSENCES

    Absences, excused or unexcused, should be made up on a weekday to weekday, weekend/holiday to weekend /holiday basis. 

    Absences totaling at least 25% of the entire shift/rotation for the minor services or 20% of the entire shift/rotation for the major services of Medicine, Pediatrics, Surgery, Obstetrics & Gynecology will incur a repeat rotation. A failing mark is reported if the student’s performance while on rotation is failing.

    Absences with official leave of 40% or more of the total annual load may be ground for being dropped from the rolls.


OFFENSES SUBJECT TO DISCIPLINARY ACTION


    Certain offenses which are done deliberately must have immediate disciplinary action such as suspension or expulsion. Such offenses are not covered under the performance and conduct policy and are listed here:

1. Insubordination. Any form of insubordination to a legal and lawful written or verbal order by a medical superior (resident, fellow, consultant) done wilfully, with intent and/or malice - 15 days suspension.
2. Misbehavior. Other forms of misbehavior, misdemeanor, arrogance, unprofessional conduct, unethical or immoral conduct or indecent acts(s) against a hospital guest, patients, patients’ relatives residents, fellows, consultant or any hospital personnel/employee — 15 days to 6 months suspension.
3. Dishonesty. Any form of dishonesty — suspension to expulsion.
4. Unapproved activity. Performing diagnostic procedures or minor operations without permission or supervision, performing activities deemed unethical by the College and the Medical Center (such as but not limited to soliciting from drug companies, misrepresentation and brokering for human organs) — suspension and expulsion.
5. Negligence. Lost chart due to negligence — suspension to expulsion.
6. Falsification. Falsification of signature or documents — suspension to expulsion.
7. Gambling. Gambling within hospital premises — suspension or expulsion.
8. Alcohol intoxication. Drinking alcoholic beverages or being found drunk within the hospital premises — suspension to expulsion.
9. Vandalism and destruction of property. Wilful destruction of hospital premises — 15 days suspension to expulsion.
10. Using prohibited drugs and dangerous weapons. Being under the influence of prohibited drugs; possession of marijuana, dangerous drugs and prohibited drugs; carrying of firearms, weapons and the like — suspension and penal provisions of RA 6425, or expulsion.


REVIEW OF SANCTIONS

   
    The respective departments automatically review all sanctions for offenses subjects to disciplinary actions. All decisions are forwarded for review by the Promotions Board.


MAKING UP

    

    Absences of three days or less, whether continuous or accumulated, may be scheduled for make up with the Department Chair or the Clerks/Interns Coordinator.  However, absences of more than three days may only be scheduled for make-up at the Office of the College Secretary at the end of school year.