UMMS Student Handbook 2012/13
SECTION FIVE: University Policies/Student Rights & Responsibilities
Access, Solictiation, Demonstrations | Access to Facilities | AIMS Committee | Alcohol Policy | Amercians with Disabilities Act | Appropriate Treatment of Students | Bereavement Policy | Clery Act | Confidentiality of Patient Information ||Consensual Amorous Relationships | Criminial Background Checks CBC/CORI) | Dress Code | Drug Free Schools | EMail Policy | Fire Safety Procedures | Hazing | Identification of Students | Logos | Malpractice Insurance | Medical Marijuana | Patients Rights under HIPAA | Sexual Harassment Policy |Smoke Free & Tobacco Policy | Student Clinical Education Hours Policy | Vendor Relations Policy
2012/13 UMass Medical School Student Handbook: first posted date: 08/27/12.
* Revisions approved after this date will be noted in RED.
The University of Massachusetts recognizes the rights of members of the University community to freedom of assembly and speech, and strongly believes in fostering discourse and the free exchange of ideas at the University. However, as a matter of law and University policy, these rights and interests are restricted, and must be exercised on University property in a manner consistent with the mission and operation of the University and the rights of other members of the University community.
Demonstrators will be held accountable for any actions which violate University Policy and Regulations.
Guidelines include but are not limited to:
- Demonstrations may not include material that will disrupt or interfere with instructional activities, other University business and campus events;
- Demonstrations may not include actual or threats of physical violence, or other forms of harassment, or destruction of University, other public or private property;
- Demonstrations must not interference with free entry to or exit from University acilities and free movement by individuals; and
- Demonstrations may not interfere with the rights of other members of the University community to freedom of speech and assembly, and other rights.
- Demonstrations are limited to appropriate public forums, which do not include, among other locations, faculty and administrative offices, classrooms and other instructional facilities. (Public forums are locations which by tradition or policy are available for public assembly and speech – such as a student union lobby where students have traditionally gathered to debate issues.) To the extent that a public forum exists within a University building, any demonstrations within that forum shall take place only during the building’s normal operating hours.
- Where appropriate, the University shall endeavor to maintain open lines of communication with demonstrators and to provide opportunities for discussion of matters in dispute so long as the demonstrators act consistent with University policy and the rights of others. However, as a general rule, the University shall not negotiate with individuals who occupy any University facility, or with associated demonstrators, while any such occupation continues, and shall never negotiate within an occupied facility.
These guidelines are intended to support, not supplant, existing University policy. They apply to all members of the University community, including undergraduates, graduate students and employees, as well as guests and visitors. Please see Human Resource; General Administration Policy #06.05.00.
1. UMMS facilities may be utilized to provide care and treatment of patients, to conduct research for the advancement of health care and to teach and train health- care professionals. In support of these goals, the facilities may be used by the following:
a. Recognized internal organizations for purposes which promote the health-related, educational, research and service and development goals of the organization; and
b. Non-Profit outside organizations which are public service or health related sponsored by a recognized internal organization and approved by the Associate Vice Chancellor for University Relations. Such sponsorships of outside organizations shall not interfere with programs or activities conducted by UMMS.
2. A recognized organization must send a request, in writing, to the Office of Communications (formerly called Public Affairs & Publications) and Publications Office thirty days in advance of the event or program for permission to use the facilities if an outside organization is being sponsored and will participate in the event. The outside organization must be identified in the request and its proposed participation described.
3. Commercial use of UMMS facilities is prohibited.
Please note that the entire UMMS Policy on “ACCESS AND SOLICITATION,” Human Resource; General Administration Policy #06.05.00.
AIMS Committee Policy on Impaired Medical Students
The purpose of the policy on medical student impairment is to reduce the likelihood of physician impairment among University of Massachusetts Medical School (UMMS) students and graduates by identifying and treating these problems during medical school. UMMS has a responsibility to help medical students with problems that impair or threaten to impair their ability to function. UMMS also has a responsibility to assure safe care to patients treated by students. UMMS recognizes that a small number of medical students may become impaired during their medical school years or may start a pattern which could lead to impairment as a physician.
Medical students are held to the same ethical and behavioral standards as physicians during both the pre-clinical and clinical years of medical school. Untreated substance abuse or major psychiatric impairment is unacceptable to the school and is cause for administrative action up to and including dismissal.
In order to provide better treatment and rehabilitation for these students and to minimize risk to the public, the Medical School and the AIMS committee instituted the following policy :
AIMS Committee: UMMS Aid for Impaired Medical Student Committee
UMMS has established a committee on Aid for Impaired Medical Students (AIMS), separate from the Hospital’s Committee on Physician Health and Well-Being.
This committee will seek to: (a) Help medical students become free of their impairments; (b) Provide information to referred or concerned students, faculty and therapists; (c) Advocate for students who are in the process of recovery;(d) Review AIMS policies and recommend changes as necessary.
1. The primary function of the AIMS committee will be to provide information and a forum for discussion regarding the severity of a student’s problem and treatment options. The committee or committee members will be available to talk with students concerned about themselves or others, with faculty concerned about students, or with therapists treating students. Peer teaching sessions will provide information to medical students about the recognition and treatment of substance abuse problems.
2. A group composed of trained AIMS committee members may assist in interventions with medical students who have untreated impairments, should circumstances support such action.
3. If substance abuse is suspected the student will be referred to Physicians Health Services (PHS) of the Massachusetts Medical Society (MMS). They will assess the student and if necessary will assist in planning and coordinating the components of a student’s treatment program. PHS will, when appropriate, assist with locating inpatient or outpatient resources and otherwise facilitate treatment, whenever possible.
4. Supporting the process of recovery through a treatment contract. PHS may decide, in conjunction with the student, that a contract that involves monitoring of the student’s compliance with the treatment program is necessary. If PHS feels a contract is necessary for monitoring the student’s compliance with treatment, the contract will be signed by the student and a representative of PHS. Through this contract the student agrees to participate in the treatment program. PHS, in return, agrees to advocate for the student in helping the student to continue successfully with his or her professional career, assuming that the student successfully meets the goals of the contract. Aspects of treatment which may be monitored include meetings with monitors who will be aware of the student’s compliance with treatment, psychotherapy and substance abuse counseling, breath, blood or urine monitoring, and participation in a 12-step program (such as AA) or other appropriate program.
5. The AIMS committee will periodically review the policies under which it operates, and may revise the policy subject to approval by the Dean of the Medical School in consultation with appropriate individuals.
For additional information or to contact Physicians Health Service, go to: http:// www.massmed.org/Content/NavigationMenu6/AboutPHS/Board_Staff_PHS.html.
Confidentiality is a strict practice of the committee. Names of impaired individuals will be known only to those members of the committee who need to know. An effort will be made not to involve faculty members in a position to generate subjective grades (small group or clerkship grades) for that student.
Entry into Involvement with the UMMS AIMS Committee
1. Self referral
A student who is abusing drugs or alcohol, or who is otherwise impaired and recognizes that he/she is having difficulty, may seek assistance from the UMMS AIMS Committee, the Student Counseling Service, the Physician Committee on Health and Well-Being, or a private therapist.
Each student who is concerned about his/her substance abuse or behavior will be carefully evaluated to determine if a referral to Physicians Health Service (PHS) is indicated. The committee’s involvement may be limited to discussion or, depending on the severity of the situation, the committee may refer to PHS for assessment, particularly in light of the evidence that some patterns of substance abuse will eventually lead to impaired performance. A multi-disciplinary treatment approach including monitoring for abstinence from alcohol or other drugs, is an essential part of the treatment.
In the case of a student presenting to the Student Counseling Service with a substance abuse problem, the counseling staff will consult with and refer to PHS, as necessary to assure optimal treatment for the student and safety for patients at UMMHC.
2. Referral by third parties
Faculty members, school administration, or fellow students may seek out members of the UMMS AIMS Committee for information and review. The UMMS AIMS Committee will review information to determine whether it is necessary to initiate an interview with the student in order to evaluate the situation further; information will be carefully reviewed for indications of repeated behavior, severity and the potential for patient and student harm. The purpose of this interview will be to determine whether the student is impaired, or potentially impaired, by substance abuse or psychiatric problems and to assist the student in recognizing the problem and the need for help if a problem is identified. The UMMS AIMS Committee will use this meeting to express a commitment to aid the student, and explain the evaluation and treatment resources available. Confidentiality will be maintained, as required by law, as long as the student is not perceived to represent an imminent danger to patients, to him or her self, or to others .
Consequences of Involvement in the Program
Confidentiality is of utmost importance in order to protect the student and to assure the continued success of therapeutic programs in helping students.
Some students who consult the committee will not require a treatment contract. In these cases, administrative reporting is unnecessary. In general, a student who self initiates participation in treatment and monitoring overseen by PHS will not be reported to the Associate Dean of Student Affairs. Such reporting will only be done if the student is not in compliance with a contract, or if the committee feels that there may be risks to patients, UMMS or to the student. In certain circumstances, the Associate Dean of Student Affairs will have made the initial referral and will therefore be aware of the student’s participation.
Successful participation in a treatment or monitoring program by a self-referred student generally will not be reported in the Medical Student Performance Evaluation (MSPE). However, if the original impairment was severe enough to come to the attention of an evaluation board or to be reflected through grades or comments in the student’s transcript, the program to which the student is applying will be made aware of the original problem and the student’s progress. This may be accomplished through the Medical Student Performance Evaluation (MSPE) or through a supplemental letter. If the student is in compliance with a contract or has successfully completed treatment, PHS would be available to act as an advocate on that student’s behalf.
If the student is not in compliance with a contract (voluntary or mandatory), or PHS feels that patient welfare may be compromised, as for example in the case of a student who has not been monitored for a sufficient length of time, the student will not be supported in an application to a postgraduate program at that time. Therefore, if a student believes that he/she needs help, it is advisable that the help of PHS be sought as soon as possib le.
The University shall distribute the following statement for inclusion in materials related to residency applications by all students: "It is the policy of the University of Massachusetts Medical School not to provide information regarding medical leaves of absence."
Following acceptance into a residency or graduate training program of a student whose compliance is being monitored or who is in a contract, PHS will strongly recommend that the student report his/her involvement in the contract to the Impaired Physician Committee of the state or the hospital to which the student has been accepted and to the residency training director. Responsibility for further contracting and monitoring will be transferred to the receiving state or hospital Impaired Physician Committee upon the student’s graduation from UMMS.
Lack of success in treatment
If, in the opinion of PHS, the student appears to be demonstrating poor compliance, or treatment does not appear to be leading to a level of recovery sufficient to assure student, UMMS, or patient protection, PHS may require a change of treatment, such as inpatient treatment, in order for the student to remain in compliance with a contract. In the event that no options appear to be successful, PHS inform the Associate Dean of Student Affairs or his/her designee of the student’s difficulty in successfully completing treatment.
Further action will rest with the Associate Dean of Student Affairs and the Dean of the Medical School and may include requiring a leave of absence or dismissal from the school.
All members of the University of Massachusetts community shall abide by the laws of the Federal Government, the Commonwealth of Massachusetts, the regulations of the Alcohol Beverages Control Commission and local ordinances and regulations relative to the possession, consumption, distribution, transportation, manufacture and sale of alcoholic beverages or products, on land or premises owned or occupied by the UMMS. (Trustee Document T97-112) Students must also be in compliance with Alcoholic Beverages on Campus policy 1.2.01 from the Vice Chancellor of Operations (copy of this policy is available in the Office of Student Affairs).
Alcohol can be consumed on the campus of the University of Massachusetts at Worcester only by students of legal drinking age at University-sponsored student events in designated areas.
Any student-sponsored event that includes alcoholic beverages must be reviewed and approved through the Vice Chancellor of Operations.
Student sponsored events shall prohibit under-aged drinking, excessive drinking, and shall stress safety and individual accountability by those who choose to drink. No advertisement, sale or promotion of alcoholic beverages of any kind is permitted on campus. Outdoor public drinking on premises owned, occupied or controlled by the University of Massachusetts is forbidden, except at University-sponsored events in designated areas. The University will take disciplinary action against any student who violates federal, state, city or University regulations.
• There is no advertisement involving alcohol for this event.
• Students cannot sell individual drinks (if a caterer is hired, the caterer may sell individual drinks using their license; however you still may not).
• Students cannot serve anyone who is underage.
• Students cannot serve anyone who is intoxicated or on the way to getting there.
• Students must also provide and display equivalent non-alcoholic drinks (for example; cans of soda if cans of beer are being offered, or pitchers of non alcoholic beverage if pitchers of beer are being offered. Students cannot set up a situation where the beer is free and to get a non-alcohol drink the student has to purchase it out of a machine.
• Students MUST stay in the designated area - Students CANNOT take alcohol outside of the [name of designated area, [e.g. student lounge] (i.e. NO drinking outside the building or in the lobby or in the halls).
Further, the University will provide educational programs for the campus community relative to the dangers of alcohol use/abuse. These programs will be provided by the academic departments as part of required courses in all three Schools. The Student Health Service and Counseling Service will provide information about counseling and treatment programs for individuals in need of such intervention.
According to the Americans with Disabilities Act (ADA) a disability is defined as an impairment that substantially limits one or more of the major life activities of an individual; a record of such an impairment; or, the perception that one has such an impairment.
The University of Massachusetts Medical School is firmly committed to providing full access to individuals with disabilities. In so doing, UMMS intends to fully comply with the Americans with Disabilities Act (ADA) of 1990, EEOC guidelines, and Human Resources policies. Policies and procedures are in place to ensure that disabled applicants, students, staff, faculty, visitors, volunteers, and vendors do not experience discrimination in any way. The Diversity and Equal Opportunity Office, working in conjunction with the Department of Human Resources and the School Services Office, develops policies, procedures and training programs to ensure UMMS complies with all applicable federal and state regulations relating to individuals with disabilities. In addition, the Affirmative Action Committee evaluates policies regarding employees with disabilities, assesses adherence to these policies and makes recommendations for improvement to the Chancellor.
The Medical School, the Graduate School of Nursing, and the Graduate School of Biomedical Sciences consider all applicants who meet the admissions requirements, and will make every effort to provide reasonable accommodations. It is UMMS policy to comply with all the provisions of Chapter 15 1 C, Section 2B of the Massachusetts General Laws, as well as with all other applicable federal and state laws. Students who avail themselves of the provisions of this section will not be treated with prejudice or adversity. The School Services Office, working in collaboration with the Diversity and Equal Opportunity Office, shall coordinate all student disability issues for the schools.
Deborah Harmon Hines, PhD, serves as the ADA Student Coordinator. All inquires should go directly to Dr. Hines 508-856-2444 or deborah-harmon.hines@ umassmed.edu). Once admitted, the student is responsible for notifying the Student ADA Coordinator of their disability, requesting academic accommodations in writing and providing appropriate documentation of the disability. A student may request accommodations at any time during matriculation. All requests for accommodations are reviewed and acted on by the Academic Accommodations Committee (see below). It is always the student’s choice whether or not to accept any recommended accommodation. Confidentiality is a strict practice of the Academic Accommodations Committee. Accommodations are not granted retroactively.
Academic Accommodations Committee
After receiving and reviewing all requests for accommodations, the Academic Accommodations Committee (AAC) designs, implements and monitors individual accommodation plans for students with disabilities in compliance with the Americans with Disabilities Act (ADA).
The Academic Accommodations Committee designs and monitors individual accommodation plans for all students with disabilities and makes accommodations in compliance with ADA.
The Academic Accommodations Committee is composed of the ADA Student Coordinator, a Liaison from the Office of Undergraduate Medical Education, an Educational Specialist and relevant experts in the field of diagnostic testing and representatives from the SOM, GSBS, GSN, GME. Dr. Hines chairs the committee.
Students may be referred to the AAC by Course Coordinators or Academic Evaluation Boards for analysis of the academic difficulty and its possible relationship to a disability. It is always the student’s choice whether or not to accept the accommodation. Confidentiality is a strict practice of the AAC.
Examples of accommodations include, but are not limited to, extended time on examinations, examinations taken in separate rooms, magnified course and examination materials, readers, books on tape, special microscopes for the visually impaired, special chairs, modified stethoscopes for the hearing impaired, etc.
All students are expected to satisfy the Technical Standards of their respective schools. Accommodation under ADA will not be in conflict with the fundamental nature of the academic programs of each school. For School of Medicine Technical Standards visit: http://www.umassmed.edu/Content.aspx?id=95768&linkidentifier=i d&itemid=95768.
For more information visit: http://www.umassmed.edu/schoolservices/ada.aspx.
The University of Massachusetts Medical School (UMMS), in accordance with its mission statement and operating principles, and as required for accreditation by the Liaison Committee for Medical Education (LCME), developed an Appropriate Treatment of Students (ATS) policy in 2004. This procedure is specifically required for the accreditation of the School of Medicine, and has also been approved by the deans of the Graduate School of Biomedical Sciences, Graduate School of Nursing, and Graduate Medical Education.
As a student you should expect to be treated with respect, and to learn and work in a safe environment. All individuals who interact with students are expected to behave in accordance with the ATS policy, which applies to faculty, administrators, nurses, house staff, technicians, other learners, and other volunteer or paid staff.
Inappropriate treatment occurs when behavior shows disrespect for the dignity of others and unreasonably interferes with the learning process. It can take the form of physical punishment or threat, sexual harassment, psychological cruelty, and discrimination based on race, color, national origin,religion, gender, gender identity and expression, genetic information, sexual orientation, age, disability or covered veteran status.
*Please note that separate school-wide policies are in place covering sexual harassment, consensual amorous relationships, and discrimination based on protected-class status.
For more information, including definitions, policies and procedures for reporting suspected inappropriate treatment, students are encouraged to contact the Office of Educational Affairs or the Diversity and Equal Opportunity Office (DEOO) located at H1-728, 508-856-2179 or http://www.umassmed.edu/deoo/index.aspx. The policy and procedure is also available in the Office of Student Affairs.
The DEOO is responsible for coordination and monitoring of all ATS complaints. DEOO also is responsible for training faculty members to serve as resource persons for students with ATS-related inquiries and concerns, and for ongoing oversight and periodic review of the training process. (rev. 09/10)
The Medical School considers bereavement a valid reason to postpone required course-related activities. The Medical School does not have a standard amount of time permitted for immediate family-related bereavement and understands that each student’s situation is unique. Students experiencing or anticipating bereavement should contact the Associate Dean for Student Affairs and their course coordinators, preferably in advance of missing any required course activity. See also the Academic Regulations section of the Handbook regarding the rescheduling of required activities.
The Clery Act is a federal law originally known as the Campus Security Act that requires colleges and universities across the United States to disclose information about crime on and around their campuses. It is named in memory of 19-year-old Lehigh University freshman Jeanne Clery.
A requirement of this act is that all schools must disclose and report crime statistics on campus and in unobstructed public areas immediately adjacent to or running through the campus an annual basis. This information is then reported to the Department of Education and can be accessed via the Office of Postsecondary security statistical Web Site at www.ope.ed.gov/security. (The name of our school on that Web site is University of Massachusetts Medical Sch.)
Schools must also publish an annual security report that contains three years of campus crime statistics and certain security policy statements including sexual assault policies which assure basic victims’ rights, the law enforcement authority of campus police and where students should go to report crimes. The University of Massachusetts Police Department prepares this report to comply with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. This report is prepared in cooperation with the local law enforcement agencies and UMMS Student Affairs.
Copies of the report may be obtained at the UMass Police Department or by calling the department at 508- 856-3977. You may access this report on line at: http://www. umassmed.edu/publicsafety
Policy Statement: Faculty, students and staff are responsible for maintaining the confidentiality and security of information about, and materials related to, patients at UMass Memorial, its affiliates and other clinical sites, and must abide by the privacy and security policies and procedures of all clinical facilities visited during clerkship assignments. The UMass Memorial Notice of Privacy Practice information is available at: http://www.umassmemorial.org/systemip.cfm?id=2782. This Policy applies to the use of such information and material in educational activities outside of the clinical care setting, such as grand rounds, lectures, patient reports and clinical case correlations taking place within UMass Medical School, or outside UMass Memorial or other clinical sites.
We are required by law to keep confidential and secure patients’ "protected health information." Protected Health Information (PHI) has two components: (1) one or more personal identifiers; and (2) information about or relating to a person’s health condition, provision of health services, or payment for health services.
In these educational settings, patient-related materials, such as medical records, radiographs, or pathology specimens, may be used freely for educational purposes only if all personal identifiers are removed. This may require concealing or otherwise eliminating patient names and/or other identifiers. When materials which in any way identify patients are used for educational purposes outside of the clinical care setting, an Authorization for the Disclosure of Protected Health Information must be signed by the patient (s) prior to the presentation.
What elements are considered Identifiers?
The following is a list of data elements that are considered to be personal identifiers under HIPAA:
• All geographic subdivisions smaller than a State, to include street, address, city or town, county, precinct, zip code, geocode, and three-digit zip code tracts where less than 20,000 people live;
• Names of relatives and employers;
• All elements of dates (except year), to include birth date, admission date, dis-charge date, and date of death;
• Telephone and fax numbers;
• E-mail addresses;
• Social security number;
• Medical record number;
• Health plan beneficiary number;
• Account number;
• Certificate/license number;
• Any vehicle or other device serial number;
• Web URL;
• Internet Protocol (IP) address;
• Finger or voice prints;
• Photographic images; and
• Any other unique identifying number, characteristic, or code.
Also please note that, while the age of a person in years is generally not considered to be an identifier, ages of 90 and over must be aggregated to a category of 90+ to avoid identification of individuals within this population. Other demographic information, such as gender, race, ethnicity, and marital status are not identifiers.
A Consent for Educational Use of Visual Images form, i.e., photographs or videos that reveal patient identity, must be signed before these images are obtained and an Authorization for the Disclosure of Protected Health Information form must be signed before the images are presented. UMMS Consent for Educational Use forms are available from Communications (formerly called Public Affairs & Publications) at 508-856-2000. UMMMC Authorization for the Disclosure of Protected Health Information forms are available through the UMMMC Health Information Management Department at 508-334-5700, Option 1. Other clinical sites will require patient signature on similar forms.
As with all matters regarding patients’ confidentiality, all participants attending educational programs and activities are responsible for maintaining the confidentiality and security of patient-related information.
As a prerequisite to accessing patients’ protected health information held by UMass Memorial and its affiliates, all students must complete the UMass Memorial security training course known as the "E-Learning 4 U Privacy & Information Security Module" and sign a UMass Memorial Confidentiality / User Access Agreement as noted in the HIPAA Privacy and Security Training section of this Handbook. Other clinical sites may have similar requirements.
It is never permissible to post any information that could possibly be used to identify a particular patient. This not only includes patient names but other identifying details that could allow someone to recognize a patient (e.g., photos, dates, locations, or a description of symptoms or an incident).
Breaches of Protected Patient Information:
This policy establishes a process for addressing the handling of all alleged breaches of patients’ confidentiality. All alleged breaches will be investigated, documented and acted upon. The facility where the alleged breach occurred will be engaged in the investigation as appropriate. Disciplinary action will be implemented based on the severity of the breach and will consider any prior breaches involving the individual in the allegation. Breaches of confidentiality by students are considered violations of the confidentiality provisions of the professionalism document and will be handled according to that process. Sanctions may be applied up to and including dismissal from the Medical School. (See Professionalism section of the Handbook).
Issues of Confidentiality: All members of the academic community, including students and faculty, are encouraged to bring their concerns regarding confidentiality in the use of patient information and medical records in teaching to the attention of individual faculty members, the course directors, the Medical Ethicist, and/or the Vice Dean of Undergraduate Medical Education.
The Director of Patient Care Services, Susan Tarrant, will also be available as a contact for medical students who wish to report on issues of confidentiality in the use of patient records in teaching.
Other resources available to discuss confidentiality issues are the UMass Memorial Privacy Officer at 508-334-8096, the UMMMC Privacy and Information Security Hotline at 508-334-5551 and the UMMMC Privacy and Information Security e-mail account at firstname.lastname@example.org.
The University of Massachusetts Medical School (UMMS) strives to provide a friendly and supportive working and learning environment for its employees and students. As well, it must promote an environment where all work/academic decisions are made professionally and fairly, unencumbered by the effect of personal relationships. Nevertheless, in any work or academic setting, it is possible - even likely - that consensual romantic relationships may develop. UMMS recognizes this potential, particularly in an academic health care milieu where individuals work closely together in circumstances that are frequently demanding and complex.
There are certain potential risks inherent in all workplace romantic relationships between individuals in unequal positions within the institution, such as faculty /student. Such relationships may compromise or be perceived as compromising the fairness and impartiality of a faculty member’s conduct toward the student or to others in subordinate positions. Further, there is potential impact on the learning environment and potential damage to the supervisory individual’s credibility and standing, within the department and within the organization as a whole.
Given the power imbalance between the two individuals, the relationship may in fact be far less voluntary for the subordinate than it appears to the supervisory individual. Also, circumstances may change and conduct that was previously welcomed by the subordinate may in fact become unwanted and unwelcome. Initial consent by both parties to the relationship may not prevent later charges of sexual harassment by the subordinate. Legally, the supervisory individual and the organization could be challenged if a consensual amorous relationship results in allegations of sexual harassment or hostile work or learning environment by the subordinate or by any others in the department who feel they themselves have been treated unfairly as a result of the relationship.
The UMMS policy with regard to faculty and students is:
• A UMMS faculty member should not date, or have a romantic relationship with, a student over whom s/he has a direct or indirect teaching/advisory/mentoring/evaluative responsibility, or over whom there may be a perception of such responsibility.
• A faculty member with questions/concerns should consult promptly with his/her department chair, or may choose to consult with other individuals such as his/her dean, the Vice Provost for Faculty Administration, the Vice Provost for Research, or the Associate Vice Chancellor for Diversity and Equal Opportunity. A student with concerns should consult with his/her Dean, Advisor or the Diversity and Equal Opportunity Office (DEOO).
• The Dean (or designee) will recommend a resolution in consultation with DEOO.
Students and faculty are encouraged to contact the DEOO (HI-728 or call 508-856- 2179) with any questions about these guidelines. (DEOO Policy # 02.01.03) (April 2006).
Criminal Background Checks (CBC)/ Criminal Offender Records Information Checks (CORI)
National Criminal Background Checks (CBC) or Massachusetts Criminal Offender Records Information (CORI) checks are used as screening tools of all current or prospective staff persons, volunteers, or other applicants to ensure the welfare of patients and children. A Criminal Background Check contains information received from court proceedings, including arrest records as well as convictions and dismissals.
A CBC may be required for participation in certain activities, by one of our clinical affiliates, or by the School. If a CBC reveals some contact with the criminal justice system, the school will review that history and the student’s response. Students beginning classes in August 2010 and after have already been subject to a criminal background check (CBC) as applicants, however a repeat CBC may be required for participation in certain activities, by one of our clinical affiliates, or by the School. If a subsequent CBC reveals some contact with the criminal justice system since the time of the initial CBC, the school will review that history and the student’s response. The school has a process which governs these matters.
Please note: Some clinical site assignments require a Criminal background Check (CBC). If you are assigned to a site which requires a CBC you will be required to participate in any CBC process required by a clinical site to which you may be assigned..
The Schools Policy for Criminal Background checks can found in its entirety at: http:// www.umassmed.edu/cbc.aspx.
Students are asked to remember that our campus shares space with a major medical center and that patients may see them at any time. Therefore students are asked to use judgment at all times in selecting clothing and to avoid clothing that is ripped, revealing, or which displays slogans or images that could be offensive to patients or colleagues. Examples include avoiding clothing with sexually or otherwise provocative sayings or which advertise alcoholic beverages, ripped jeans, excessively low cut or tight clothing. Specific dress has not been delineated in this code in order that students should have freedom of choice as long as professionalism is maintained, however students are required to abide by all policies of the hospital or clinical system in which they arerotating or in which they are doing research involving patient contact.
Students are expected to dress in a manner which is appropriate for their particular work environment. For example, jeans are acceptable in the laboratory or classroom but are not acceptable when seeing patients. Shoes with open toes are acceptable in the classroom but not in the lab or in the clinical setting. As part of professional appearance, students are expected to be generally well groomed.
Violation of the dress code can have detrimental consequences for patient care and could damage the reputation of the School of Medicine and the functioning and attractiveness of the Hospital. Flagrant and repeated violations of the dress code may be deemed to signify a lack of insight or maturity on the part of the individual student and call for counseling and discipline. Violations of the dress code should be initially brought to the attention of the student by the immediate supervisor.
Repeated and flagrant violations should be brought to the attention of the Associate Dean for Student Affairs who shall discuss the infraction with the student involved. If flagrant repeated violations continue, formal counseling or disciplinary action shall be recommended by the Associate Dean for Student Affairs and shall be carried out after a hearing and approval by the appropriate academic evaluation board.
Drug-Free Schools and Community Act Amendments of 1989
The University of Massachusetts, in accordance with both federal legislation and existing University policy, is committed to providing a drug-free, healthful and safe environment for all faculty, staff and students. The Drug-Free Schools and Communities Act Amendments of 1989, Public Law 101-226, require that as a condition of receiving funds or any other form of financial assistance under any federal program, an institution of higher education adopt and implement a program to prevent the unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees.
The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance, and the unauthorized possession or use of alcoholic beverages on the University of Massachusetts Medical School campus or as part of any University activity or business off University premises is prohibited. If it is determined that a violation of this policy has occurred, disciplinary action up to and including termination of employment, expulsion of students and referral for prosecution may result as deemed appropriate. Applicable legal sanctions for the unlawful possession or distribution of illicit drugs and alcohol are summarized in the following section.
The University recognizes alcohol and drug dependency as an illness and a major health problem. Alcohol is the number one drug problem in this country and on campuses. Drinking alcohol has acute effects on the body. It impairs judgment, vision, coordination and speech and often leads to dangerous risk-taking behavior. These may include drunken driving, injuries and serious accidents. Nearly half of all accidental deaths, suicides and homicides are alcohol-related. The misuse of alcohol is often involved in violent behavior, acquaintance rape, unintended pregnancies,
and the exposure to sexually transmitted diseases. Long-term excessive drinking and drug use can lead to a wide variety of health problems in many different organ systems.
The use of drugs and alcohol can cause physical and psychological dependence. They can interfere with memory, sensation and perception. Drugs impair the brain’s ability to synthesize information. Regular users of drugs develop tolerance and physical dependence often experienced by withdrawal symptoms. The psychological dependence occurs when the drug taking becomes central to the user’s life.
Students with substance abuse problems are encouraged to use the full range of educational and treatment services provided by the University Health Services at 508-334-8464.
Specific findings of alcohol impairments as identified by federal studies, have been compiled and distributed to all members of the campus community to meet the requirements of the Drug-Free Schools and Communities Act. In addition to this policy, other University of Massachusetts policies which relate to inappropriate use of alcohol and drugs remain in force. (see AIMS policy)
Local, state and federal laws make illegal use of drugs and alcohol serious crimes. Conviction can lead to imprisonment, fines and assigned community service. Courts do not modify life prison sentences in order for convicted persons to attend college or medical school or to continue their jobs. A felony conviction for such an offense can prevent you from entering many fields of employment or professions.
Cities and towns in Massachusetts prohibit public consumption of alcohol and impose fines for violation. The Metropolitan District Commission also prohibits public consumption of alcohol in its parks. Massachusetts laws prohibit sale or delivery of alcohol beverages to persons under 21 with a fine of up to $2,000 and six months imprisonment, or both. Misrepresenting one’s age or falsifying an identification to obtain alcoholic beverages is punishable by a fine of $300. First conviction of driving under the influence of alcohol has a $1,000 fine, one year revocation of driver’s license, up to two years in prison, and mandatory alcohol rehabilitation. Massachusetts has criminal penalties for use of controlled substances, or drugs, with varying with the type of drug. In general, narcotic and addictive drugs with a high potential for abuse have heavier penalties. of drugs is illegal without valid authorization. While penalties for possession are generally not as great as for manufacture and distribution or drugs, possession of a relatively large quantity may be considered distribution. Under both state and federal laws, penalties for possession, manufacture and distribution are much greater for second and subsequent convictions. Many laws dictate prison terms and the full minimum term must be served.
Massachusetts makes it illegal to be in a place where heroin is kept and to be “in the company” of a person known to possess heroin. Anyone in the presence of heroin at a private party or suite risks a serious drug conviction. Sale and of “drug paraphernalia” is illegal in Massachusetts. Persons convicted of drug possession under state or federal law are ineligible for federal student grants and loans for up to one year after the first conviction, five years after the second; the penalty for distributing drugs is loss of benefits for five years after the first conviction, ten years after the second, permanently after the third conviction.
Under federal law, distribution of drugs to persons under age 21 is punishable by twice the normal penalty with a mandatory one year in prison; a third conviction is punishable by mandatory life imprisonment. These penalties apply to distribution of drugs in or within 1,000 feet of a college or school. Federal law sets greatly heightened prison sentences for manufacture and distribution or drugs, if death or serious injury results from use of the substance.
Every student will be given an e-mail address that the student can access through computers in our Library and any other computer with access to the World Wide Web. Library computers have access to the World Wide Web and to internal Computer- Aided Instruction resources and databases. Students may also create a WWW home page, maintained on the campus computer system and subject to the UMMS Internet Policy.
The following policy is designed to provide students with the maximum amount of advance notification of cancellation and/or announcements of engagements. Any questions regarding this policy should be addressed to the Office of Student Affairs.
E-mail is considered an official means of communication at UMass Medical School. Failure to comply with this policy may be viewed as a violation of the student professionalism policy.
It is required that students review their e-mail accounts at least every 72 hours (excluding weekends and vacations) while enrolled in courses, clerkships or electives. All student users of electronic communication are expected to observe the following policy:
1. Individually addressed e-mails should be responded to within 72 hours (excluding weekends and holidays).
2. All users are expected to utilize the “out of office” response function during periods when they anticipate that they will not have access to their e-mail for prolonged periods of time (greater than 72 hours). It is understood that at the current time these messages sent from umassmed.edu addresses will not be directly visible by faculty with ummhc.org addresses.
3. Senders (i.e. faculty) are strongly encouraged to include a suggested response time for recipients.
Faculty are expected to check with the Registrar or Student Affairs Office as to whether a student not responding to e-mail was enrolled in a course, clerkship or elective at the time of the lapse before filing any professionalism incident report.
In addition, the official IS Electronic E-mail policy applies to all users, including students. Therefore all students must follow all applicable IS e-mail policies, which are available via the UMass Medical School Intranet IS Web site (http://inside. umassmed.edu/is/index.cfm).
For example: Campus e-mail users must:
1.Use e-mail in a responsible manner consistent with other business communications (e.g., phone, correspondence);
2.Safeguard the integrity and confidentiality of University electronic mail;
3.Only use mail ID’s assigned to them;
4.Remove mail from their mailbox consistent with Campus message retention procedures and these Guidelines.
Campus e-mail users may NOT:
1.Post materials that violate existing laws or University policies/codes of conduct. For example, materials that are of a fraudulent, defamatory, harassing, or threatening nature;
2.Use their e-mail access to unlawfully solicit or exchange copies of copyrighted software.
ELECTRONIC MAIL USE GUIDELINES
The University makes e-mail facilities available to both students and staff. Campus E-Mail Users are encouraged to use these communications resources to share knowledge and information in furtherance of the University’s missions of education, research, and public service. Students are free to use e-mail for personal use. E-mail is made available to employees for the purpose of conducting University-related business, but occasional social/personal use is allowed providing it does not interfere with an employees’ job function. An employee’s university e-mail address, however, should not be considered the same as a personal e-mail address. Violation of e-mail policies and guidelines may result in disciplinary action.
1. Individuals are prohibited from using an electronic mail account assigned to another individual to either send or receive messages. If it is necessary to read another individual’s mail (e.g., while they are on vacation, on leave, etc.), delegates or message forwarding should be utilized.
2. Individuals with e-mail IDs on University computer systems are prohibited from sending messages that violate state or federal law, or University policy.
3. The use of e-mail for transmission of information disparaging to others based on race, national origin, gender, sexual orientation, age, disability or religion is prohibited.
4. The use of e-mail for the transmission of information that solicits or results in personal gains (as in the case of personal or fraudulent donations and “chain letters”) is prohibited.
5. Authorized users will not “rebroadcast” information obtained from another individual that the individual reasonably expects to be confidential.
6. Bulletin Boards used for soliciting or exchanging copies of copyrighted software are not permitted on University electronic mail systems.
7. Authorized users are prohibited from sending, posting or, publicly displaying or printing unsolicited mail or materials that are of a fraudulent, defamatory, harassing, abusive, pornographic, obscene or threatening nature on any University system. The sending of such messages/materials will be handled according to University codes of conduct, policies and procedures.
8. Authorized users will NOT unnecessarily or inappropriately use limited computer resources by sending chain e-mails, spamming, mail bombing, generating unnecessary excessive print, etc.
9. Global e-mail shall be restricted to emergency events requiring timely notification to all members of the University of Massachusetts-Worcester community and must be approved by the Office of Public Affairs and Publications. The header ID must include a description of the topic/issue being addressed. Broadcast messages must address one issue at a time.
The University cannot control the content of electronic mail. If an individual receives electronic mail that they consider harassing, threatening or offensive, they should promptly contact one of the following departments; Information Services, Equal Employment Office, Human Resources and/or Student Affairs.
Graduated students e-mail, in umassmed.edu accounts, will be maintained for up to 90 days after graduation or until a forwarding address is provided, whichever is sooner.
Alumni may designate a forwarding address for their e-mail and change it as necessary through the UMass Information Services Helpdesk. Any person who has your current UMASSMED Electronic Mail address will be able to reach you via e-mail. This is strictly a “bounce” account you will not have an actual mailbox. This minimizes the issues involved with maintaining multiple mailboxes. E-mail will be forwarded to the designated address from the student umassmed.edu e-mail address as long as a valid forwarding address is provided. A mechanism will be established for you to update your e-mail forwarding address via the Alumni Web site. Your current UMASSMED e-mail address will also serve as your user ID to gain access to “Alumni Only” sections of the Alumni Web Site. Please note that the contents of the mailbox at the time the forwarding address is provided will not be automatically forwarded and will be deleted. If the forwarding address is invalid for three days the forward will be removed. As long as a valid forwarding address is provided, the student e-mail address will remain in effect in perpetuity.
Any graduating student who will remain at UMMS as a student or staff member must notify the Information Services Help Desk that their UMASSMED Electronic Mail box should remain active.
The fire response procedures outlined apply to UMass Memorial Medical Center only; this includes the Memorial, University and Hahnemann campuses. All other UMass Memorial Health Care sites follow specific fire response procedures outlined in individual fire plans posted at each location.
• All corridors must be clear. Portable equipment and carts must be in use (30 minutes or less) with crash carts an exception. Alcoves and dead end corridors can be used for temporary storage and charging. Fire devices, pull stations, fire extinguishers and heat and smoke detectors must be clear and accessible at all times. Eighteen inches of clearance must be provided under all sprinkler heads. Keep all cross-corridor doors clear of equipment so that they may close properly in the event of a fire emergency.
• Report all fires and suspected fires immediately. Never assume that any fire is too small to initiate the fire procedure, even if a fire appears to be insignificant or controllable by hospital personnel.
• To report a fire at the Memorial or Hahnemann campuses, pull the nearest pull station and call the telephone operator at the emergency number, extension 12345. State which campus you are calling from and confirm the fire location. The telephone operator transfers the call to the Security Command Center dispatcher who announces “Code Red” and the fire location over the public address system at the appropriate campus.
• To report a fire at the University campus, pull the nearest pull station and call UMass Police at the emergency number, 911. A “Code Red” will be announced. Refer to posted evacuation maps for Fire Alarm Zone locations.
• When responding to a fire scene located on a different floor level, always use the stairs. Do not use the elevators.
• The campus emergency team will respond to the fire scene. Where appropriate, administration will be notified. All other employees should remain where they are when the alarm occurs, unless circumstances require special assistance at the fire scene as announced over the public address system or other media.
• When the fire alarm sounds, patients and visitors in hallways should return to their rooms or other safety areas kept calm and ask to remain there until the “All Clear” announcement is made. Assure that all doors and windows are closed.
• Retrieve patient medical information, if possible.
• To report a fire at the ambulatory building or the community centers, activate the pull station or call 911 as appropriate. Immediately evacuate the building to a safe area. When the pull stations are activated, the alarm sounds throughout those locations and the alarm is transmitted directly to the fire department.
• Cooking – microwave/toasters etc must be supervised at all times.
• Candles and Halogen lights are prohibited.
• Space heaters are prohibited in all patient care areas.
If You Discover a Fire
If you discover a fire you must make sure that several things are done quickly.
Think of the word “RACE” to help you remember what to do.
| R || RESCUE || Remove anyone in immediate danger, if possible.|
| A|| ALARM||Pull the nearest fire pull station and call extension 12345 at the Memorial and Hahnemann campuses and 911 (UMASS Police) at the University Campus and 911 at the ambulatory and community centers to report fire location. |
| C|| CONTAIN||Contain or confine fire by closing all windows. |
| E|| EXTINGUISH ||If trained, put out the fire with the correct extinguisher, if safe to do so, or EVACUATE as necessary or appropriate.|
University of Massachusetts Medical School in accordance with Massachusetts General Laws, Chapter 269, Sections 1, 18 and 19 (Jan. 5, 1988) does not tolerate any form of hazing. Massachusetts General Laws,Chapter 269, Sections 17, 18 and 19 contain the following:
Section 17: Whoever is a principal organizer or participant in the crime of hazing, as defined herein, shall be punished by a fine of not more than three thousand dollars or by imprisonment in a house of correction for not more than one year or both such fine and imprisonment.
The term ‘hazing’ as used in this section and in Sections 18 and 19, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct shall include whipping, beating, branding, forced calisthenics, exposure to weather, forced consumption of any food, liquor, beverage,drug or other substance, or any other brutal treatment or forced physical activity which is likely to adversely affect the physical health or safety of any student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest or extended isolation.
Not withstanding any other provisions of this section to the contrary, consent shall not be available as a defense to any prosecution under this action.
Section 18: Whoever knows that another person is the victim of hazing as defined in Section 17 and is at the scene of such a crime shall, to the extent that such person can do so without danger or peril to himself or others, report such crime to an appropriate law endorsement official as soon as reasonably practicable. Whoever fails to report such a crime shall be punished by a fine of not more than one thousand dollars.
Section 19: Each institution of secondary education and each public and private institution of post secondary education shall issue to every student organization which is part of such institution or is recognized by the institution or permitted by the institution to use its name or facilities or is known by the institution to exist as an unaffiliated student organization, a copy or this section and Sections 17 and 18; provided, however, that an institution’s compliance with this section’s requirements that an institution issue copies of this section and Section 17 and 18 to unaffiliated student organizations shall not constitute evidence of the institution’s recognition or endorsement of said unaffiliated student organizations.
In addition, hazing is not compatible with the Medical School’s Technical Standards for Admission, Continuation and Graduation. Students accused of hazing will be reviewed by a Technical Standards Subcommittee and may be subject to sanctions by the Medical School up to and including dismissal. (See Honor Code.)
Although Massachusetts law permits the use of medical marijuana, federal laws prohibit the use, possession, and/or cultivation of marijuana at educational institutions. Federal laws also require any institution of higher education which receives federal funding to have policies prohibiting the possession and use of marijuana on campus.
The use, possession, or cultivation of marijuana for medical purposes is therefore not allowed in any University housing or on any other University property. The University will continue to enforce its current policies regarding controlled substances, and any students, faculty or employees who violate University policy prohibiting the use or possession of illegal drugs on campus, may be subject to disciplinary action.
Identification cards are issued to all students at the time of registration during the first year and should be worn at all times. Students may be asked to present their Identification Card for identification by UMMS Police, library personnel, cafeteria personnel, etc. It is important to report a lost or stolen card to the UMass Police as well as the parking and Access Control Office at 6-5934. Lost cards can be replaced by the Parking and Access Control Office. Cards must be returned when the student leaves the school. Cards temporarily assigned at rotation sites must be returned once the student is no longer participating in a rotation at that site.
PLEASE NOTE: The section of Standards Pertaining to the Practice of Medicine by Medical Students, in the Regulations of the Massachusetts Board of Registration in Medicine, states that: “medical students are to be identified to a patient visibly as a medical student. Each patient is to be informed that the patient has a right to refuse examination or treatment by the medical student.” Students should cooperate in insuring that they are clearly identified as medical students in all interactions with patients in the clinical program.
Logos, Usage of UMass Medical School Logos
Use of the school logo or name on t- shirts, totes, baseball caps etc is generally “not allowed” as it is protected by copyright and trademark rules which can be found at http://www.umassmed.edu/pap/logos.aspx?linkidentifier=id&itemid=9242.
All matriculated University of Massachusetts Medical School students receive malpractice insurance under the Self Insurance Trust beginning with their first year of medical school for all approved clinical activities (See Matriculating Student Status).
In addition to information concerning the HIPAA Privacy, Confidentiality of Patient- Related Information and Security Regulations found in this Handbook, students must read and be familiar with the “UMass Memorial Health Care / UMass Memorial Medical Center Joint Notice of Information Practices” brochure distributed to all patients at the time of their first clinical visit, students must also read and be familiar with the privacy notices of all other clinical sites visited for clinical experience.
HIPAA requires that written notice be presented to patients to inform them, among other things, of their privacy rights and to make them aware of how the Medical Center and its affiliates can use and disclose their protected health information. It also includes a point of contact for answering questions or receiving complaints.
Patient rights afforded by HIPAA include:
• Right to Access (inspect/copy) Designated Record Set.
• Right to Amend Designated Record Set.
• Right to Accounting of Disclosures of Protected Health Information.
• Right to File a Complaint regarding alleged Privacy Violations.
• Right to Request Restrictions on Uses and Disclosures of Protected Health Information.
• Right to Confidential Communications.
• Right to the Notice of Privacy Practices.
• Right to Revoke Authorizations for the disclosure of Protected Health Information.
The University of Massachusetts Medical School (UMMS) is firmly committed to working to ensure that all employees, students and individuals who are authorized to conduct business with and/or perform other services on behalf of UMMS are not subject to sexual harassment. To that end, it is the policy of UMMS to comply with all federal and state laws and regulations: Title VII of the Civil Rights Act of 1964, Chapter 151B, and M.G.L. 151B Sec. 3A.
Sexual Harassment is defined as:
Any unwanted and/or unwelcome sexual advances, requests for sexual favors and other verbal, written or physical conduct of a sexual nature.
It constitutes sexual harassment when: Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s continued employment or assessment of academic work;
Submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions affecting such individual; Such conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or in creating an intimidating, hostile, humiliating, uncomfortable or offensive work or academic environment.
Simply stated, sexual harassment, as well as other forms of harassment, have no place in the workplace or classroom.
It is also our policy to protect the rights of all persons by providing fair and impartial investigations of all allegations of harassment. Any member of the University community found to have violated the harassment policy will be subject to disciplinary action up to and including possible termination/dismissal.
Complaints will be investigated with every effort made to respect the privacy of those involved, and ensuring that there will be no retaliation. Retaliation against an individual for filing a complaint of sexual harassment or against any individual for cooperating in an investigation of a complaint is against UMMS policy and it is against the law. If retaliation is found to have occurred, appropriate action(s) will be taken.
A copy of UMMS’s sexual harassment complaint policy and procedure for resolution may be obtained from the Diversity and Equal Opportunity Office, 508-856-2179, the website, http://umassmed.edu/deoo/index.aspx.
Policy Statement: UMass Medical School (UMMS) promotes a smoke and tobacco free environment across our campuses in order to model and encourage healthy behaviors which are consistent with the UMMS mission and purpose; an institution dedicated to the education and training of health care professionals.
Accordingly, everyone is prohibited from smoking or using tobacco products in any UMMS vehicle, building, facility, site, garage, grounds, or adjacent grounds that are owned, leased, controlled or operated by UMMS.
Scope: The use, dispensing or sale of any tobacco product is prohibited within any vehicle, building, facility, site, grounds, and garage owned, leased or controlled by UMMS.
Responsibilities: Student shall comply with this policy and report any violations of this policy to the Associate Dean for Student Affairs.
Students desiring to stop smoking shall be responsible for reviewing tobacco cessation benefits available through their health insurance provider.
The complete policy HR General Administrative Policy #6.05.18 can be found the Human Resources web site at: http://inside.umassmed.edu/hr/policy/hr_policies.aspx .
Student Clinical Education Hours Policy
As working significant numbers of hours continuously has been shown to contribute to reduction in performance and increased incidence of significant errors in work, the clinical faculty of the University of Massachusetts Medical School require the following:
In order to allow medical students to perform maximally—to effectively assist in the clinical care of patients and to learn from their patients, clinical medical students will be expected to follow ACGME intern clinical work hour restrictions.
Approved by CDC October 2010, implementation July 1, 2011
Reason for Policy
This policy seeks to prevent conflicts of interest between commercial Vendors doing business with the University of Massachusetts Medical School (UMMS) and UMMS’ Faculty Members, and Students. Such potential conflicts can be viewed as influencing patient care and/or purchasing/procurement. This policy, working in tandem with the Commonwealth of Massachusetts’ Ethics Laws (M.G.L. c. 268A), strives to ensure that relationships between the UMMS Faculty Members or Students and commercial Vendor representatives enhance the University’s mission as a center of excellence for teaching and research.
This policy recognizes that some UMMS Faculty Members provide patient care and/or conduct research in various hospitals, outpatient settings, and research centers that may have their own policies governing Vendor relations and conflicts of interest. Such policies may vary from this policy. When two or more policies govern the relationships of UMMS faculty members with commercial vendors, the faculty member must comply with all restrictions. Each faculty member must identify and adhere to the applicable policies.
People Governed By This Policy
The UMMS Faculty and Student Vendor Relations Conflict of Interest Policy apply to all UMMS Faculty Members and Students, unless otherwisee specified. When UMMS faculty are subject to other laws, regulations or policies, this policy supplements those laws and regulations and policies but does not supersede them. In each case where such laws or regulations or policies differ from this policy, faculty members must comply with the most restrictive applicable standard.
Some of the specific areas of the policy that apply to medical students are indicated below, however, students are responsible for abiding by the entire policy which is available at: http://inside.umassmed.edu/ uploadedFiles/policies/Faculty_Administration/Faculty%20and%20Student%20Vendor%20Relations%20COI%20Policy.pdf.
- Product Fairs: Product fairs at UMMS sites are allowed. Studentsand Faculty Members Providing Patient Care may not accept offered samples.
- Gifts to Students: Students in the School of Medicine and Graduate School of Nursing may not accept gifts from a Vendor. Students in the Graduate School of Biomedical Sciences will adhere to the requirements of section (4).
Vendor Contributions to UMMS Student Educational Activities: In the event that a Vendor wishes to contribute supplies, equipment or other goods/services of material value to support an educational activity, the Vendor is responsible for contacting the appropri ate program, department or school representative, respectively. It is understood throughout the process of approving such contributions that Students will not be responsible for negotiating, securing or otherwise designating the allocation of these items of services. The department and/or the UMMS administration responsible for the oversight of such Vendor goods or services must assure that they are acquired, managed and distributed in a manner that complies with UMMS conflict of interest standards. These standards include but are not limited to the avoidance of Vendor names and brands on items of general use and assuring anonymity of the Vendor’s name in association with any such items,whenever practical. All UMMS Student handbooks must explain that students can invite industrial, commercial or Vendor groups to UMMS only after obtaining prior approval from their respective Dean or the Dean’s designee, who must make a recommendation for approval to the Provost for final review and approval.
(Policy #04.01.03 / Effective date 10/17/12)